What is a functional capacity assessment?

If you are navigating the NDIS, you may have heard the term “functional capacity assessment” or been told that an assessment could help explain the support you or your child needs.

The name can sound quite clinical, but the purpose is practical. A functional capacity assessment looks at how a person manages everyday activities at home, at school, at work and in the community.

It is not simply a list of what someone can or cannot do. A thorough assessment considers how much assistance they need, how safely and consistently they can complete an activity and the effect their disability has on daily life.

What does functional capacity mean?

Functional capacity refers to a person’s ability to participate in everyday activities. The NDIS considers six broad areas:

• Communication

• Social interaction

• Learning

• Mobility

• Self-care

• Self-management

The areas considered in an assessment will depend on the person’s age, disability, circumstances and reason for the report.

For a child, the occupational therapist may look at activities such as dressing, toileting, eating, playing, following routines, participating at school and managing age-appropriate responsibilities.

For a teenager or adult, an assessment may also consider preparing meals, using transport, managing appointments, completing household tasks, participating in work or study and accessing the community.

What happens during the assessment?

A functional capacity assessment may include:

• An interview with the participant and, where appropriate, their family or carers

• Observation of everyday activities

• Standardised assessment tools

• Review of existing medical, therapy or educational reports

• Information from teachers, support workers or other professionals

• Consideration of the person’s home and community environment

The assessment process may take place across more than one appointment. The occupational therapist may also need time to score assessment tools, review documents and prepare the written report.

Why might a functional capacity assessment be needed?

An assessment may be requested to:

• Describe how a disability affects everyday life

• Help clarify current support needs

• Provide evidence for an NDIS application

• Support planning or reassessment discussions

• Identify areas where therapy may build or maintain independence

• Explore possible assistive technology or environmental modifications

• Document changes in function or circumstances

A functional capacity assessment is not mandatory in every NDIS situation. However, it may provide useful evidence when the existing information does not clearly describe the person’s functional needs. The NDIS explains that these assessments can help provide evidence about how an impairment affects everyday function and what supports may be required. Learn more about functional capacity assessments.

Is the assessment about proving how badly someone is struggling?

The assessment should provide a balanced and accurate picture. This includes recognising a person’s strengths while clearly documenting where support is required.

A person may technically be able to complete a task but only with prompting, supervision, significant extra time or considerable fatigue. These details matter.

Families often become so accustomed to providing support that they no longer notice how much assistance is involved. A functional capacity assessment can help make that invisible support more visible.

What should I bring?

Before the assessment, it may be helpful to gather:

• Your current NDIS plan

• Medical and diagnostic reports

• Previous therapy assessments

• School or workplace information

• A list of current services and supports

• Details of assistive equipment

• Examples of activities that are difficult

• Information about the assistance provided by family or carers

Be honest about both good and difficult days. The occupational therapist needs to understand what everyday life usually looks like, including changes across different environments and situations.

A thoughtful functional capacity assessment should help the participant, family and support team develop a clearer understanding of current needs and meaningful future goals.

If you would like to discuss whether a functional capacity assessment may be appropriate for you or your child, contact the Stepping Stones OT team. We will explain the process, what information is required and how the assessment may support your circumstances.

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