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Functional Capacity Assessment: A Parent's Guide (NDIS)
If your child or young person is an NDIS participant or about to become one you've probably heard the phrase functional capacity assessment, or its shorthand, FCA. It comes up at plan meetings, in emails from support coordinators, and on every therapy provider's website. And yet it's rarely explained in plain English.
This guide covers what a functional capacity assessment actually is, why the NDIS may ask for one, what's involved, and what it costs, so you can walk into the process feeling informed rather than overwhelmed.
What is a functional capacity assessment?
A functional capacity assessment is a deep, structured look at how a person manages everyday life, not a test they pass or fail.
Rather than focusing on a diagnosis or a list of "deficits," a good FCA answers questions like:
How does your child manage daily routines at home, getting dressed, mealtimes, bedtime?
How do they cope with the demands of school, TAFE, university or work?
What does communication, friendship and community participation look like for them?
Where do they thrive, and where do they need support?
The end product is a detailed written report that describes the person's current functional abilities, the supports that are working, the barriers they face, and the therapies or equipment that would make a genuine difference.
The neurodiversity-affirming difference: at its best, an FCA is not about cataloguing what's "wrong" with your child. It's about understanding how their brain and body work, what they need to participate in the life they want, and what support will actually help. If a provider talks only about deficits and "fixing" your child, that's a red flag.
Why does the NDIS ask for one?
The NDIS makes funding decisions based on evidence of how a disability affects functioning in daily life. A functional capacity assessment is one of the clearest ways to provide that evidence.
An FCA is typically requested when:
a participant is starting with a new plan and needs evidence to establish reasonable and necessary supports,
a plan reassessment is coming up and current evidence needs refreshing,
there's been a change in circumstances a new diagnosis, a school transition, escalating support needs,
higher-intensity or specialist supports are being sought (for example, a SIL assessment).
Your planner, support coordinator or early intervention partner will usually tell you if an FCA would strengthen your case. If you're unsure, it's always reasonable to ask: "Would updated assessment evidence help us at the next plan meeting?"
What's actually involved?
At Planet Ability, a functional capacity assessment is a structured but genuinely human process:
Initial intake session: a relaxed conversation (with you, and with your child or young person where appropriate) about history, strengths, routines, and what matters to your family.
Assessment sessions: observations and formal, standardised assessment tools across the environments that matter: home, school, community, or via telehealth. For children, much of this looks like purposeful play.
Report writing: your OT translates everything into a clear, evidence-based report that maps function to support needs and aligns with NDIS requirements.
Because the report is the piece the NDIS actually reads, quality matters. A useful report is specific, functional and practical, it describes what your child can do, what they need help with, and exactly what support would bridge that gap.
Functional capacity assessments are substantial pieces of clinical work. At Planet Ability, the current guide (always confirmed with you in a written quote before we start) is:
Assessment type | Total OT hours | Estimated cost range | NDIS budget line |
Functional Capacity Assessment (standard) | 8–10 hours | $1,552 – $1,940 | Capacity Building – Improved Daily Living |
Functional Capacity Assessment (complex) | 10–14 hours | $1,940 – $2,716 | Capacity Building – Improved Daily Living |
These ranges reflect the full package, sessions, scoring and interpretation of standardised tools, and the written report. Most plans fund assessments from the Improved Daily Living (CB) category; your plan manager or support coordinator can confirm what's available in your plan.
Prices current as at September 2026, please enquire for a written quote tailored to your situation.
FCA vs a regular OT assessment what's the difference?
Families often ask this. The short version:
A regular OT assessment informs therapy. It identifies goals and starting points, and it typically happens at the beginning of your therapy relationship. It is shorter and often evolves session by session.
A functional capacity assessment is a formal, comprehensive report produced for a specific decision-maker, usually the NDIS, documenting functional capacity across environments in NDIS-aligned language.
If you're not sure which one you need, that's exactly the kind of question a good provider will help you answer before you commit to anything.
Frequently asked questions
Does my child need a diagnosis to have an FCA? The NDIS funds supports based on functional impact, not diagnosis alone. If you're unsure where you stand, the team at Planet Ability can talk through your situation.
How long does the whole process take? Assessment sessions are typically spread over a few weeks so your child isn't overloaded, followed by report writing. Our turn around is 6-8 weeks from the date we receive all required information to complete the assessment (additional reports from other therapist, parent impact statement, self completed reports etc.)
Will the NDIS fund the assessment? Assessments are commonly funded from Capacity Building Improved Daily Living. Because every plan is different, check with your plan manager or support coordinator before booking.
What if the report doesn't reflect my child well? You are entitled to understand and, where needed, question the contents of a report about your child. A good OT will walk you through the report, explain the reasoning, and correct anything inaccurate before it's submitted.
Do you only assess young children? No. Planet Ability supports neurodivergent people aged 2 to 35 — from early childhood through school years to young adulthood, including telehealth Australia-wide.
The takeaway
A functional capacity assessment shouldn't feel like a hurdle done well, it's one of the most powerful tools your family has for securing the right supports. Look for a provider who is transparent about cost and process, who writes reports that advocate rather than pathologies, and who treats your child as a person, not a case.
Ready to talk it through? Enquire here and our friendly team will help you work out whether an FCA, a therapy-start assessment or something else entirely is the right next step.
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