Occupational Therapy

What to Expect During a Functional Capacity Assessment (FCA)

Wellness Experts · June 2026

If your support coordinator or planner has asked for a Functional Capacity Assessment, it usually means one thing: the NDIA wants clear, current evidence of how your disability affects daily life before making a funding decision. Done well, an FCA is the single most influential document in your plan review. Here's what actually happens.

What an FCA is (and isn't)

A Functional Capacity Assessment is a structured evaluation, usually completed by an occupational therapist, of what you can do independently, what you can do with support, and what you can't yet do safely. It covers self-care, mobility, communication, social participation, and daily living tasks like cooking, transport and money management.

It is not a test you can pass or fail, and it isn't about proving you're "disabled enough." It's about building an accurate picture so your funded supports match your real needs — nothing missing, nothing wasted.

The process, step by step

• Referral and consent. You (or your coordinator) refer, and we confirm what the NDIA is asking the report to address.
• The assessment sessions. Usually one to two visits, at home where possible — because that's where daily function actually happens. The OT observes real tasks, asks questions, and may use standardised tools such as the WHODAS or Vineland.
• Information gathering. With consent, we speak to family, support workers, teachers or other therapists who see you day to day.
• The report. A detailed document mapping your functional capacity to NDIS domains, with specific, justified support recommendations and hours.

How to prepare

Don't tidy up your routines for the assessor. The most useful thing you can do is be honest about the hard days, not just the good ones. Jot down what daily tasks take longest, where support is already filling gaps, and any incidents or near-misses. If your circumstances vary week to week, say so — capacity that fluctuates is capacity the report needs to capture.

How long it takes and what it costs

Most FCAs are completed within two to four weeks of the first visit. They're typically funded from your Capacity Building — Improved Daily Living budget. If a plan review deadline is looming, tell us upfront — report timing can be worked around a review date.

At Wellness Experts, FCAs are completed only by experienced clinicians — we don't hire new graduates — and every report is written to meet NDIA evidence expectations the first time.