If the NDIS has asked for a functional capacity assessment, or you are preparing for a plan reassessment, it helps to know what the assessment actually involves. A functional capacity assessment (FCA) is a detailed look at how disability affects everyday life, from self-care and getting around to communication, learning and taking part in the community. The report gives the NDIS clear evidence of the supports you need. Here is what to expect, how to prepare, and how FCAs work at Steps2Life in Western Sydney.
What is a functional capacity assessment?
A functional capacity assessment measures what a person can do day to day, what they find hard, and what support helps. It focuses on function, not diagnosis. Two people with the same diagnosis can have very different support needs, and an FCA captures those differences in plain language.
At Steps2Life, FCAs are completed by our occupational therapists, who are trained to assess daily living skills and recommend practical supports.
When might you need an FCA?
- Applying for the NDIS. To show how disability affects daily life and why support is needed.
- A plan reassessment or review. When support needs have changed, or current funding no longer matches day-to-day reality.
- Home and living supports. Requests for supported independent living (SIL), specialist disability accommodation (SDA) or in-home support often need FCA evidence.
- Life transitions. Starting school, leaving school, moving out of home or starting work.
What happens during the assessment?
Every FCA is tailored, but most follow the same steps:
- Information gathering. We review existing reports, your NDIS goals and any questions from the NDIS or your support coordinator.
- Interview. We talk with you, and with family or carers if you would like them involved, about routines, strengths and challenges.
- Observation. We watch how everyday tasks are done, such as preparing a snack, dressing, managing money or moving around.
- Standardised tools. We use standardised tools the NDIS regularly sees in evidence, such as the Vineland-3, PEDI-CAT and WHODAS 2.0, so results are measurable and comparable over time.
- Report and recommendations. You receive a written report that explains functional capacity across each area of life and recommends specific supports and therapy.
Assessment tools we use
Standardised tools turn everyday observations into scores the NDIS can compare against age and population norms. Depending on age and needs, our occupational therapists use:
- Vineland-3. Measures adaptive behaviour, including communication, daily living skills and socialisation. Used across all ages.
- PEDI-CAT. Measures daily activities, mobility, social and cognitive skills and responsibility in children and young people.
- WHODAS 2.0. The World Health Organization’s tool for measuring how health conditions and disability affect functioning in adults.
Areas an FCA looks at
- Self-care: showering, dressing, eating and toileting
- Mobility: moving around the home, community access and transport
- Communication: understanding others and being understood
- Social interaction and relationships
- Learning and problem solving
- Domestic tasks: cooking, cleaning, shopping and managing money
- Work, school and community participation
How to prepare for a functional capacity assessment
- Gather recent reports from your GP, specialists or other therapists.
- Write down what a typical day and a difficult day look like.
- Note the support you currently get from family, carers and support workers, including unpaid help.
- Think about your goals for the next 12 months.
- Bring any equipment you use, and a list of questions.
Be honest about your hardest days. An FCA is most useful when it reflects real life, not just a good day.
How is an FCA funded?
If you already have an NDIS plan, an FCA is usually funded from your Capacity Building budget, often under Improved Daily Living. If you are applying for the NDIS for the first time, talk to us about costs and options before booking. Our guide to NDIS allied health funding explains budgets in more detail, and the NDIS website has the latest information on evidence and plan reassessments.
Functional capacity assessments for children and adults
For children, a functional capacity assessment looks at development and daily skills compared with what is expected at their age. It may cover play, self-care, sensory needs, fine motor skills such as handwriting and using cutlery, and how a child manages at home, childcare or school. Parent and teacher input is especially important, because children often behave differently in a clinic than they do in their usual settings.
For adults, the focus shifts to independence. A functional capacity assessment for an adult may look at personal care, cooking, managing medication and money, using public transport, work or study, and keeping a home. It often informs decisions about home and living supports and support worker hours.
What’s in the report?
A good FCA report is written so the NDIS can act on it. Our reports typically include:
- Background, diagnosis and current supports
- Results from each assessment tool, explained in plain English
- Functional capacity across each area of daily life, with real examples
- The impact of disability on independence, safety and participation
- Specific recommendations for therapy and support hours, linked to your NDIS goals
We go through the report with you once it is ready, so you understand the findings and recommendations before you share it with the NDIS, your support coordinator or plan manager.
Frequently asked questions
Who can request a functional capacity assessment?
You can book one yourself, or it can be requested by a family member, support coordinator, plan manager or the NDIS. If someone else is referring you, they can use our referral form.
Can family or carers be involved?
Yes. Family members, carers and support workers often know the details of daily routines, and their input makes the report more complete. You decide who takes part.
Is a functional capacity assessment the same as a diagnosis?
No. An FCA does not diagnose a condition. It describes how a person functions in daily life and what support they need, which is the evidence the NDIS uses to make funding decisions.
What if my needs change after the assessment?
Support needs can change over time. A new or updated FCA can be completed before a plan reassessment to show what has changed.
Key takeaways
- A functional capacity assessment shows how disability affects everyday life, not just what the diagnosis is.
- FCAs are often needed for NDIS access, plan reassessments and home and living supports.
- The assessment combines an interview, observation and standardised tools, followed by a detailed report.
- Preparing notes on typical and difficult days helps the report reflect real life.
Functional capacity assessments at Steps2Life
Our occupational therapists complete functional capacity assessments at our Parramatta, Bankstown and Kingswood (Penrith) clinics. Saturday appointments are available for standard assessments. Places are limited, so call us to check current availability. Steps2Life is an NDIS-registered provider, and our reports are written for the NDIS, support coordinators and plan managers. See all our allied health assessments.
Ready to book? Call us on 1300 009 006 or book online.
