Why Does a Functional Capacity Assessment and Report Take So Long?

SCT services

If you’re waiting on a functional capacity assessment (FCA) and report for the NDIS (National Disability Insurance Scheme), you might be wondering why it takes so much time to complete. While it can feel frustrating, there’s a good reason these reports aren’t quick or simple—they’re detailed, evidence-based, and vital in helping participants get the funding they need to live fulfilling, independent lives.

What Is a Functional Capacity Assessment?

A functional capacity assessment is a comprehensive evaluation carried out by an allied health professional, such as an occupational therapist, to determine a person’s ability to complete daily activities across various domains, including:

• Mobility and transfers

• Personal care and hygiene

• Meal preparation and eating

• Community access and transport

• Communication and social interaction

• Cognitive and emotional regulation

These assessments help establish whether a person can perform tasks independently, needs assistance, or would benefit from supports, therapy, or assistive technology.

Why Do They Take So Long?

1. Thorough Client Interviews and Observations

Each assessment involves detailed conversations with the client, their carers, or family members, and often includes direct observation across home, community, or clinical settings. This process cannot be rushed, as getting a complete picture of someone’s needs is essential.

2. Review of Medical and Supporting Information

Therapists often need to gather and interpret multiple supporting documents—medical history, specialist reports, behaviour support plans, previous therapy notes, and more. This ensures the FCA is accurate and holistic.

3. Standardised Assessments

In many cases, standardised tools like the FIM, Vineland, PEDI-CAT or WHODAS are used to objectively measure capacity. Administering, scoring, and interpreting these tools adds time but strengthens the report’s validity.

4. Tailored Recommendations

Each report must clearly outline what supports the person needs—therapy hours, allied health assistant support, assistive technology, home modifications, and more. These recommendations are linked directly to observed needs and NDIS goals, requiring careful thought and professional judgment.

5. Detailed Reporting for the NDIS

NDIS planners and Local Area Coordinators (LACs) rely heavily on these reports to determine appropriate funding. The report must clearly outline:

• Evidence of functional limitations

• The impact of disability on daily living

• Recommendations that align with the participant’s goals and reasonable and necessary criteria of the NDIS

Therapists must use language and structure that meets NDIS expectations, often referencing the NDIS Price Guide, Reasonable & Necessary criteria, and goal-based planning. This often requires internal peer review before submission.

Why Are These Reports So Important for NDIS Funding?

Functional capacity reports bridge the gap between lived experience and the NDIS funding system. Without one, participants may struggle to:

• Access appropriate levels of Core or Capacity Building support

• Get funding for therapy, assistive technology, or home modifications

• Show the progress or deterioration that justifies plan increases

• Explain why certain supports are “reasonable and necessary”

In short, the report is the evidence the NDIS needs to justify funding decisions. A rushed or incomplete report can lead to inadequate funding, gaps in support, or delays in receiving essential services.

How You Can Help the Process

• Be ready to share detailed daily routines and specific challenges.

• Provide any previous reports or documents upfront.

• Be honest and open—therapists need to see the hard days as well as the good ones.

• Allow time for the therapist to gather, analyse, and compile a report that truly reflects your needs.

At South Coast Therapy & Support Group, we understand that waiting can be tough, but we’re committed to delivering functional capacity reports that are comprehensive, evidence-based, and aligned with your goals and needs. If you have any questions about the process, reach out—we’re here to help.