How Does the Assessment Process Work for a Wheelchair, Scooter, or Recliner?

If you or someone you care for needs a wheelchair, mobility scooter, or electric lift recliner, the process of accessing one through the NDIS can feel unclear. What does an assessment actually involve? How long does it take? And where do you even start?

Following on from our previous blog, which covered how to get equipment through the NDIS, here's a straightforward walkthrough of what to expect from the assessment process and how our OT’s guide you through every step.

Step 1 — The Initial Conversation

It starts with a conversation. Before any formal assessment takes place, your OT will take the time to understand your situation, your diagnosis or condition, how it affects your daily life, the environments you move through, and what you're hoping the equipment will help you do.

This isn't a formality. The information gathered at this stage shapes the entire assessment, ensuring the OT focuses on what matters most to you and doesn't recommend equipment that doesn't fit your life. The OT also needs to gather information regarding how the equipment can meet reasonable and necessary criteria, to ensure it is appropriately funded through the NDIS. 

Step 2 — The Assessment 

Your OT will conduct an in-person assessment, ideally in your home and in the environments where you'll be using the equipment. This is important, because what works in a showroom doesn't always work in a narrow hallway or on a sloped driveway.

During the assessment, your OT will evaluate:

• Your posture, seating needs, and pressure care requirements

• Your strength, coordination, and ability to self-propel or operate the equipment

• Your functional capacity, including what you can do independently and where you need support

• Your home environment, including doorway widths, flooring surfaces, electric points, and access points

• Your lifestyle, transport needs, and community participation goals

• How equipment can support you in achieving your goals 

• How the equipment meets the NDIS reasonable and necessary and necessary criteria

• For pressure care chairs, pressure care mattresses and sleep systems, particular attention is paid to how long you spend seated, any existing skin integrity concerns, and the level of postural support required.

Standardised assessments, along with environment assessment and observations allow for the OT to construct a list of specifications for the most appropriate device to support each of your unique requirements.  

Step 3 — Trialling Equipment

One of the most important parts of the process and one that sets a thorough AT/equipment assessment apart from a rushed one, is trialling. Your OT will arrange for you to try appropriate equipment options before any recommendation is made.

Trialling ensures the recommended product genuinely works for your body, your home, your daily routine and achieves its purpose/your goals. It also provides documented evidence for your NDIS funding application, showing the NDIA that the equipment has been properly tested and found suitable.

Step 4 — The AT Report

Following the assessment and trialling, your OT writes an Assistive Technology Report. This is the clinical document submitted to the NDIA to justify funding for the equipment. A strong AT Report clearly explains your functional needs, documents the trialling process, justifies the specific product and specifications recommended, and addresses the NDIS reasonable and necessary criteria.

Supplier quotations are also obtained at this stage and submitted alongside the report.

Step 5 — Approval, Supply, and Fitting

Once approved by the NDIA, your equipment is sourced through an NDIS-registered supplier. Your OT remains involved to ensure the final product is correctly fitted, configured, and that you and your supports feel confident using it safely.

Frequently Asked Questions

Can any OT do my AT assessment?

No, they cannot. You need to ensure that your OT has the right clinical experience and training to advise and support your application for AT. We have specific OTs in our team that work predominantly in AT only and utilise their professional development training for AT prescription.

Do I need AT funding in my NDIS plan before I can get an assessment? 

The cost of the OT assessment and AT Report is typically funded under Capacity Building — Improved Daily Living in your NDIS plan. Low cost items are funded out of NDIS core support; sometimes allowances are provided. If an AT OT assessment hasn’t been completed, participants will not have Capital funding to cover mid and high cost items in their NDIS plan; these will only be included in your plan after a report has been sent for review and is approved.

Can I choose my own equipment? 

Your OT's role is to recommend the most clinically appropriate equipment for your needs and their recommendation is based on assessment and trialling. That said, your goals, lifestyle, and preferences are always considered. The final decision is made collaboratively.

What if my AT application is declined? 

If your AT request is declined or you receive less funding than expected, you have the right to request an internal review of the decision. It is important to complete a thorough AT assessment and report to reduce this risk. New Potential can assist with providing additional clinical evidence or a supplementary report to support a review or appeal.

Can I get AT if I don't have a current NDIS plan? 

If you are not yet an NDIS participant, some AT may be available through other funding pathways, including My Aged Care (for eligible older Australians), state-based equipment programs, and private health insurance. Our OTs can advise on what options may be available to you.

At New Potential, our OTs manage the entire AT process, from your first conversation through to fitting and follow-up. We provide mobile assessments across the Gold Coast, Brisbane, and Adelaide, and telehealth support Australia-wide.

Contact our team today or complete our online intake form to discuss your equipment needs  We're happy to answer your questions and help you take the next step.