NDIS Functional Capacity Assessment (FCA): What It Does and How It Helps

Have you ever been told “you might need an FCA” and thought, “Okay… but what does that actually mean?”.

A Functional Capacity Assessment (FCA) is one of the most common pieces of evidence used in the National Disability Insurance Scheme (NDIS), especially during plan reviews or when requesting new supports. It helps explain what day-to-day life looks like for you, what’s getting in the way, and what supports would make things safer or easier.

What happens during an FCA?

Every OT works a little differently, but most FCAs include:

• a conversation about your daily routine, goals, and challenges
• questions about what you can do on a good day vs a bad day
• observation of tasks (sometimes at home, in clinic, or via telehealth)
• review of relevant reports (medical, therapy, school/work if relevant)
• a summary of findings and clear recommendations in the final report

The goal isn’t to “test” you – it’s to capture a realistic picture of your day-to-day.

When is an FCA needed?

An FCA isn’t required for every NDIS participant – but it’s often useful when the NDIA needs clearer evidence of day-to-day impact. Common times include:

• First plan / new to NDIS: to clearly explain your support needs from the start. 
• Plan reassessments and reviews: to show current needs, progress, and why changes are “reasonable and necessary.” This can be part of changing your plan when your needs have shifted.
• Significant change in circumstances: if your needs increase, your situation changes, or supports are no longer working.
• Specific requests: Sometimes an FCA is requested when you apply for certain supports like Assistive Technology (AT) equipment, home modifications, or Supported Independent Living (SIL) where detailed evidence is needed.
• Appeals or disputes: when you need strong documentation to support your case.

A simple rule of thumb: if someone needs help understanding what daily life looks like, an FCA can be the missing piece.

What should a useful FCA include?

A strong FCA paints a clear, practical picture. It usually covers:

• Background info: diagnosis, medical history, relevant supports, and your living situation.
• Daily function across key areas: self-care, mobility, communication, domestic tasks, learning/work (if relevant), social participation, and self-management (e.g., planning, memory, managing money).
• Environment and safety: barriers or risks at home or in usual settings (e.g., stairs, bathroom safety, access issues)
• Your voice + support network input: your perspective (and with permission, input from family/carers/support workers).
• Your goals: what you want to achieve (independence, community participation, routines, work, confidence, etc.).
• Recommendations and support needs: what would help, why it’s needed, and how it links back to goals.

For example: if the FCA finds you can’t shower safely, the report might recommend a shower chair and weekly in-home support for personal care. Those recommendations become part of the evidence used in your planning conversation.

A useful FCA tells a clear story: what’s happening, what’s risky or hard, and what support will help.

What helps an OT complete an FCA properly?

You don’t need to “study” –  but being organised can help your OT capture the full picture.

Before your assessment, it helps to:

• Gather reports: medical letters, specialist notes, therapy reports, school reports (if relevant), previous assessments.
• Review your current plan and goals: what’s working, what isn’t, what you want to change.
• Think through a typical week: where support is needed, what gets skipped, and what a “bad day” looks like.
• Bring your support people (if you want): family/carers/support workers can add helpful day-to-day detail.
• Be honest: especially about safety risks, fatigue, overwhelm, and tasks you avoid or can’t do reliably.

What do you do with the FCA report next?

Once your FCA is complete, you can use it to support:

• a plan review or reassessment
• a change of circumstances request
• applications for specific supports (AT, home mods, SIL)
• appeals, if needed

You’ll usually share it with your LAC/planner and/or your support coordinator (if you have one), so it can be included as evidence.

How to get started with an FCA at McCall

Getting started should feel straightforward and low-pressure.

Reach out to the Engagement Team and share what’s been happening day-to-day, and what decision point you’re at (plan review, change of circumstances, request for supports, etc.). From there, we can talk through whether an FCA is the right fit and organise next steps.

Call (02) 9679 1031 or email engagement@mccall.org.au.