What is a NDIS Functional Capacity Assessment (FCA) and why do they matter for your plan?

If you or someone you care for is navigating the National Disability Insurance Scheme, you've likely come across the term Functional Capacity Assessment, or FCA. It's mentioned in plan reviews, referenced by Support Coordinators, and often recommended by Allied Health professionals.

So what exactly is an FCA, why does it matter so much, and how do you make sure yours works in your favour?

This blog will cover everything you need to know about FCAs and how New Potential's Occupational Therapists can help you build a case for the funding and support that reflects your real life.

What Is a Functional Capacity Assessment (FCA)?

A Functional Capacity Assessment is a comprehensive clinical report completed by a qualified Occupational Therapist. It describes in detail how a person's disability affects their ability to carry out everyday activities, written in a functional way that the NDIA can use to assess what supports are appropriate.

The eight core areas of functional capacity the NDIS considers are:

• Mobility: Moving around safely within the home and community

• Communication: Expressing and understanding information

• Social interaction: Engaging with others and participating in the community

• Learning: Acquiring and using new information and skills

• Self-care: Managing personal hygiene, dressing, eating, and health

• Self-management: Organising daily life, managing finances, making decisions

• Daily activities: Household tasks, meal preparation, and managing the home environment

• Work and study: Engaging in employment, volunteering, or education

An FCA doesn't just list what a person can't do, it should capture the full picture, including what someone can do, what they can do with support, what they struggle with despite trying, and what they would be able to do with the right funding in place. This nuance is critical, because the NDIA uses FCAs to determine not just eligibility, but the level and type of funding a participant receives.

Why an FCA Is So Important

Many participants and families are surprised to discover how much an FCA influences their NDIS plan. The NDIA does not automatically know what your day looks like. Without clinical evidence that documents the realities of day-to-day life, funding decisions are made on incomplete information and plans often reflect that.

A strong FCA bridges the gap between what you experience every day and what the NDIA sees on paper. It gives assessors the context they need to understand why certain supports are not just helpful, but necessary.

Importantly, FCAs are relevant at multiple stages of the NDIS journey:

1. Initial access: Supporting a new application and establishing functional baseline evidence

2. Plan reviews: Demonstrating how needs have changed, justifying increased funding, or challenging a plan that no longer reflects current needs

At New Potential, we understand that an FCA is not just paperwork, it’s a document that can significantly shape someone's quality of life. Our Occupational Therapists approach every assessment with the thoroughness, care, and NDIS-specific knowledge it requires, by utilising:

• Personalised Assessments

• We begin every FCA by taking the time to genuinely understand the person in front of us. That means an in-depth conversation about your daily routine, your living environment, your relationships, your goals, and the specific ways your disability or condition affects your life.

• Use of Standardised Assessments

• We use validated, standardised assessment tools that carry clinical weight with the NDIA. These may include formal tools that measure areas such as daily living skills, cognitive function, motor performance, sensory processing, or community participation, depending on the individual's profile and the purpose of the assessment.

• NDIS-Specific for Applications and Plan Reviews

• There is an important distinction between a general OT assessment and an NDIS-specific FCA. The NDIA has expectations around the structure, language, and content of supporting evidence and a report that does not meet these expectations, even if clinically accurate, can lead to delays, underfunding, or requests for additional information. Your FCA will be structured to directly address the questions the NDIA is asking, in the format and language that best supports a positive outcome.

• Meeting the Reasonable and Necessary Criteria

• One of the most important and most commonly misunderstood  aspects of NDIS funding is the "reasonable and necessary" test. For a support to be funded under the NDIS, it must satisfy a set of specific NDIS criteria. 

Who Can Benefit From an FCA?

FCAs are relevant for a wide range of people, including:

• People applying to the NDIS for the first time

• Existing NDIS participants whose needs have changed or increased

• Participants who feel their current plan does not reflect their real support requirements

• Participants with physical disabilities, acquired brain injury, neurological conditions, autism, intellectual disability, and more, who require an FCA

• People going through life transitions whose support needs are changing, such as young adults leaving school, or moving out of home; children on Early Childhood Intervention (ECI) that are at risk of losing funds or NDIS support completely as they transition out of ECI. 

• Participants with a progressive condition who requires significant planning for their future as their disability changes and function regresses over time (e.g. MS, parkinsons, MND, Dementia)

If you are unsure whether an FCA is right for your situation, our team is happy to talk it through with you.

Frequently Asked Questions about FCAs

Do I need a referral to get an FCA? 

No. You can contact New Potential directly to arrange an FCA. In some cases, a Support Coordinator, GP, or specialist may refer you to us but a referral is not required. We just ask that you complete our intake form.

How much does an FCA cost?

A NDIS Functional Capacity Assessment (FCA) typically costs between $1,500 and $3,000+, depending on complexity and report detail, and is billed at the NDIS Occupational Therapist rate of $193.99 per hour.

Is an FCA covered by my NDIS plan? 

Yes, it is. FCA costs are funded under Capacity Building - Improved Daily Living. If you are unsure whether your plan covers this, check with your Plan Manager or Support Coordinator.

How long does an FCA take? 

The FCA assessment usually averages 2 therapy sessions, which are typically between one and one and a half hours, depending on the complexity of your needs. If there are more complicated circumstances, other support for collateral information may be engaged or additional assessments may be undertaken. There will be additional time spent scoring and analysing standardised assessments and writing the report. We will give you a realistic timeframe before we begin.

At New Potential, our Occupational Therapists combine clinical expertise, genuine care, and deep knowledge of the NDIS framework to produce assessments that truly reflect your needs and give you the best chance of a plan that changes your life.

We provide mobile FCA appointments across the Gold Coast, Brisbane, and Adelaide, and telehealth services for clients Australia-wide.

Ready to get started, or just want to ask a question? Contact our team today or complete our online intake form.