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NDIS July 2026 7 min read

What is a Functional Capacity Assessment (FCA) and Do You Need One for the NDIS?

A functional capacity assessment is one of the most searched-for terms by NDIS applicants and participants approaching plan review — but many people aren't sure what it actually involves, who can conduct one or whether they need it. This guide covers everything.

What is a functional capacity assessment?

A functional capacity assessment (FCA) — also called a functional assessment or capacity assessment — is a formal evaluation of how a person's disability affects their ability to perform everyday activities. It documents the functional impact of a condition or disability in concrete, measurable terms rather than just describing the diagnosis.

In the NDIS context, an FCA provides the evidence the NDIA uses to understand how much support a participant needs and why. A well-written FCA is one of the strongest pieces of evidence you can provide for an NDIS access request, initial plan or plan review.

Diagnosis vs function: The NDIS funds support based on functional impact, not diagnosis. Two people with the same diagnosis may have very different levels of support need. An FCA demonstrates your specific functional limitations — not just what condition you have.

Who conducts a functional capacity assessment?

FCAs are conducted by qualified allied health professionals. The most common providers are:

  • Occupational therapists (OTs) — the most common FCA provider. OTs assess daily living skills, home environment, self-care, work and community participation. OT FCAs are particularly relevant for home modifications, assistive technology and daily living supports.
  • Exercise physiologists — can provide FCAs focused on physical functional capacity, including strength, endurance, mobility and falls risk. Relevant for NDIS participants where the primary support need relates to physical function and capacity building.
  • Physiotherapists — provide FCAs focused on musculoskeletal and movement function.
  • Psychologists — provide FCAs for psychosocial disability and mental health conditions.
  • Speech pathologists — FCAs for communication and swallowing.

The right professional depends on the nature of your disability and what supports you're seeking funding for. Many participants have FCAs from more than one discipline.

OT FCAs available at Exercare. Exercare provides occupational therapy including functional capacity assessments for NDIS participants across south-east and eastern Melbourne. Start your OT intake →

What does a functional capacity assessment involve?

A typical FCA involves:

  1. Intake and records review — the assessor reviews medical records, existing reports and your NDIS file where available
  2. Interview — a detailed discussion of how your disability affects your daily life, what you can and cannot do and what support you currently receive
  3. Standardised assessment tools — the assessor uses validated tools relevant to your disability type and their discipline
  4. Observation — for OT and EP FCAs, the assessor typically observes you performing relevant tasks in your home or usual environment
  5. Report writing — the assessor writes a formal report documenting findings, functional limitations, recommended supports and the clinical rationale

At Exercare, most FCAs take 10 to 15 hours in total: about 5 hours of assessment across 2 to 3 home sessions, plus report writing. Reports are usually 25 to 30 pages and are delivered within 2 weeks of the final session and always within 6 weeks. FCAs are billed hourly at the NDIS occupational therapy price limit, so a typical FCA costs about $1,940 to $2,910 plus travel. You get a written estimate before we start and a revised quote if the case turns out to be more complex.

When do you need a functional capacity assessment?

NDIS access request (new applicants)

If you are applying for the NDIS for the first time, an FCA can significantly strengthen your application by providing objective evidence of functional impairment. The NDIA requires evidence of "substantial" and "permanent" functional impairment — an FCA from a qualified professional provides this in the clearest possible terms.

Plan review

If your current plan doesn't have enough funding or if your needs have changed, an updated FCA provides the evidence needed to justify increased support at review. A well-written FCA that links functional limitations to specific supports is much more persuasive than general correspondence from a GP or specialist.

Assistive technology or home modifications

Most AT items over $1,500 and all home modifications require a formal OT assessment and report before the NDIA will approve funding. This is a specific type of FCA focused on the equipment or modification being requested.

Supported Independent Living (SIL) or Specialist Disability Accommodation (SDA)

Applications for intensive support funding almost always require a detailed FCA establishing the participant's support needs across all daily activities.

Exercare OT functional capacity assessments

Exercare provides occupational therapy functional capacity assessments for NDIS participants across south-east and eastern Melbourne. Get started with our intake form.

Start OT intake General enquiry

How much does a functional capacity assessment cost?

FCA costs vary by discipline, complexity and report length. For NDIS participants, FCA costs are typically funded from the participant's plan — usually under Capacity Building (Category 15) for therapy assessments or under AT/Home Modifications budgets for equipment-specific reports.

If you are not yet on the NDIS and need an FCA to support your access request, this is a self-funded cost. Exercare offers self-funded OT FCAs for people awaiting NDIS approval. Our guide to applying for the NDIS →

Book an FCA with Exercare: In-home FCAs with no waitlist. Support coordinators can download our OT referral guide.
FCA service → · Download OT referral guide →

Frequently asked questions

Can my GP write a functional capacity assessment?
No. GPs can provide supporting evidence about diagnosis and treatment but they are not trained to conduct standardised functional assessments. NDIS planners give greater weight to FCAs from relevant allied health professionals.

Do I need a new FCA for every plan review?
Not necessarily. If your needs are stable and your previous FCA is recent, an updated letter or progress report from the assessing clinician may be sufficient. A full FCA is typically needed when seeking significantly increased funding or new support categories.

Can I choose who does my FCA?
Yes. You can choose any qualified provider. For NDIS-funded FCAs, the provider must be registered in the relevant support category (or you must be plan-managed or self-managed to use unregistered providers).

This article was written by the Exercare team. Exercare provides OT functional capacity assessments for NDIS participants across south-east and eastern Melbourne. Start your OT intake →