What is a Functional Capacity Assessment?

What an FCA actually is

The short version: it is a structured document. The longer version: it is a piece of evidence-based clinical writing that combines what you tell the OT about your daily life, what they observe in person or by telehealth, and the results of standardised assessment tools — into a single report that the National Disability Insurance Agency, plan managers, and support coordinators use to make funding decisions.

It is not a test you can pass or fail. It is not a judgement of your character or your effort. It is a careful description of how you function across the parts of life that matter — and what specific supports would make those parts of life easier or safer.

What is in the report

Every FCA we write follows a consistent structure. Most other practices use something similar:

• A clear summary at the front, written for the participant. Usually one page, no jargon.
• Background and history — your diagnoses, relevant medical context, and the supports you currently have in place.
• Standardised assessments — using validated tools such as the WHODAS, Lawton IADL, COPM, or others appropriate to your situation.
• Functional impact across the major life areas: self-care, mobility, communication, social participation, learning, work, self-management.
• Recommendations for the support categories and types of assistance that would best meet your needs.
• Goals and outcomes aligned to your own words about what matters to you.

Who an FCA is for

FCAs are most commonly used by adults who are:

• Preparing for an NDIS plan review and need structured evidence of how their support needs have changed.
• Applying to the NDIS for the first time and need a functional impact report as part of their access request.
• Going through a significant change — a new diagnosis, a hospital stay, the loss of an informal carer — and need to demonstrate how their function has shifted.
• Seeking funding for higher-cost supports such as home modifications or complex assistive technology, where the NDIA will want to see evidence of need.

How long it takes

From your first appointment to a written report in your hands, an FCA usually takes around four weeks. The breakdown is roughly: one or two assessment sessions of around 90 minutes each, then about a week of report drafting, then your review of the summary, then final delivery.

Complex cases — particularly those involving multiple diagnoses, significant cognitive change, or where we need to interview multiple people in your support network — can take longer. We will tell you up front if we expect that to be the case.

How it is billed

FCAs are billed against the Capacity Building – Improved Daily Living budget at the standard NDIS occupational therapy rate. Most adult FCAs take eight to twelve hours of OT time including the assessment session, report writing, and any follow-up. We provide a written estimate before starting.

What to expect from the process

The assessment session itself feels more like a structured conversation than a clinical examination. You talk through your daily life, your routines, what is working, and what is not. The OT may ask you to demonstrate certain tasks (making a cup of tea, getting up from a chair, using your phone) or work through specific assessment tools.

If you are doing the assessment by telehealth, you can be in your own home, in your own clothes, with a cup of tea in hand. Many people find this easier than sitting in a clinic room.

What to ask for

Before agreeing to an FCA from any provider, it is reasonable to ask:

• How long the report typically takes from first appointment to final version.
• Whether you will see a draft of the summary before it goes anywhere.
• What total OT hours the assessment is likely to bill.
• What standardised assessments they plan to use.
• How the report is structured.

Anyone unwilling to answer those questions plainly is worth a second thought.