What is a Functional Capacity Assessment (FCA)?

An FCA is an Occupational Therapy assessment that looks at how your disability affects your everyday activities. It helps the NDIA and other decision makers understand your support needs, risks, and goals so they can make informed funding decisions.

Who usually requests an FCA?

FCAs are often requested by NDIS participants, support coordinators, plan managers, families, GPs, or legal and advocacy services when clear functional evidence is needed for access, review, or change of circumstances.

How long does the FCA process take?

Timeframes vary depending on the complexity of your situation and upcoming deadlines. We discuss expected timeframes at the time of referral. If you have an NDIS review date or court timeframe, please tell us as early as possible.

Do you offer telehealth Functional Capacity Assessments?

Yes. We offer FCA assessments via telehealth across regional and rural Victoria, and can combine this with input from your local supports if needed.

Is your report accepted by the NDIA?

Our reports are prepared by a registered Occupational Therapist and structured to align with NDIS requirements and reasonable and necessary principles. While we cannot guarantee any specific funding outcome, our goal is to provide clear, detailed evidence that accurately reflects your needs.

Can family or support workers be involved in the assessment?

Yes. With your consent, we welcome input from family, carers, and support workers who know you well. Their perspective can add helpful detail to the overall picture.

Occupational therapist supporting a client during a functional capacity assessment at home

Functional Capacity Assessments (FCA) for NDIS Participants in Melbourne

NDIA-ready Occupational Therapy assessments to clearly describe your functional capacity, support needs, and goals – available in-home across Melbourne and via telehealth across Victoria.

At HayleyOT, we specialise in Functional Capacity Assessments (FCA) for NDIS participants and people seeking NDIS access. Led by Hayley, a Melbourne-based Occupational Therapist, our assessments are detailed, warm, and practical. We take the time to understand your daily life so we can provide clear, evidence-based recommendations that genuinely reflect your support needs.

Want to organise an FCA? Make a referral online and our team will be in touch with next steps.

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What is a Functional Capacity Assessment?

A Functional Capacity Assessment (FCA) is a comprehensive Occupational Therapy assessment that looks at how your disability impacts everyday activities – and what supports, equipment, and services you need to live as safely and independently as possible.

During an FCA, we explore how you manage things like:

Personal care (showering, dressing, grooming, toileting)
Household tasks (cooking, cleaning, laundry, managing your home)
Mobility (getting around your home and community, transfers, stairs)
Community access (appointments, shopping, public transport)
Routines, organisation, and memory
Work, study, volunteering, parenting, and other roles
Emotional wellbeing, fatigue, and how you cope with everyday demands

The FCA report is then used as evidence for the NDIA and other stakeholders to understand your current abilities, limitations, and what supports are reasonable and necessary.

Who Needs a Functional Capacity Assessment?

We provide Functional Capacity Assessments for:

People applying for the NDIS who need clear evidence about how their disability impacts daily life

Participants preparing for a plan reassessment or review, especially where needs have changed

Participants requesting increased support hours, new supports, or different types of supports

People seeking funding for Assistive Technology (AT) or home modifications

Participants exploring housing options such as SIL, SDA or ILO who require detailed functional evidence

People with psychosocial, cognitive, physical, or sensory disabilities needing a holistic, person-centred OT assessment

We also work closely with:

Support coordinators
Plan managers
Guardians, family members, and carers
Legal or advocacy services

If you’re unsure whether an FCA is the right assessment for your situation, you’re welcome to contact us for a quick chat and we can point you in the right direction.

Ready to Organise a Functional Capacity Assessment?

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What We Assess (NDIS Functional Domains)

Our Functional Capacity Assessments are aligned with NDIS functional domains and current assessment frameworks. In practical terms, this means we look carefully at how you manage key areas of life, including:

Self-care – showering, toileting, grooming, dressing, sleep and rest
Self-management – planning your day, managing appointments, medication, finances, routines
Mobility – moving around your home, transfers, mobility aids, community access
Social and community participation – leaving the house, hobbies, relationships, communication
Learning and cognition – memory, problem-solving, attention, following instructions
Work, study, and other roles – ability to work, study, volunteer, parent, or care for others
Safety and risk – falls risk, judgment, awareness of danger, supervision needs

We take into account strengths as well as challenges, and we listen carefully to your goals. Your report doesn’t just list impairments – it explains what matters to you and how supports can help you move towards meaningful, realistic goals.

Our FCA Process and Turnaround

We aim to make the FCA process clear, respectful, and as stress-free as possible. A typical HayleyOT FCA includes:

1. Referral and Triage

Once we receive your referral or enquiry, we review the information provided (e.g. NDIS plan, previous reports, key concerns). If we need more detail, we’ll contact you or your support coordinator to clarify the goals of the assessment and any timeframes (for example, an upcoming NDIS review).

2. Pre-Assessment Information Gathering

We may ask for relevant documents such as previous OT reports, allied health reports, medical information, or behaviour support plans. This helps us avoid duplication and understand your history before we meet.

3. Comprehensive Assessment Session(s)

Assessments can be completed in your home (Melbourne) or via telehealth across Victoria, depending on your needs and location. During the assessment, we will:

Talk through your typical day and what is and isn’t working
Observe certain tasks where appropriate (such as moving around your home or managing daily activities)
Ask about your goals, priorities, and what you’d like to change
Explore how fatigue, pain, mood, and sensory issues impact your function
Include input from family, carers, or support workers if you’re comfortable with that

We move at your pace, and you’re welcome to take breaks as needed.

4. Liaison With Your Support Team

Where appropriate, we speak with your support coordinator, plan manager, or key providers to make sure the report reflects a whole-of-team view of your needs and supports.

5. Report Writing – NDIA-Ready Evidence

Following the assessment, Hayley prepares a detailed FCA report structured in a way that aligns with NDIS decision-making. The report includes:

Background summary and relevant history
Description of your functional abilities and limitations across life domains
Impact of your disability on day-to-day life
Risks, safety concerns, and supervision needs
Clear, justified recommendations for supports, therapy, equipment, and other services

6. Feedback and Next Steps

Once the report is complete, we can provide feedback to you and your support team and discuss how to use the report in NDIS planning or review meetings.

Typical timeframes: Timeframes can vary based on complexity and urgency, but we’ll always discuss expected dates with you upfront. If you have a review meeting date, let us know as early as possible so we can plan accordingly.

What You Get From Our FCAs

After your Functional Capacity Assessment, you will receive:

A comprehensive written FCA report prepared by an experienced Occupational Therapist
Recommendations that are goal-focused and realistic for your current life stage
Clear justification for supports, therapy, Assistive Technology (AT), and home modifications where relevant
Practical suggestions you can start using immediately to make everyday life safer or more manageable
Optional liaison with your support coordinator, plan manager, or legal representative if needed

Our aim is that you, your family, and your support team feel that the report “sounds like you” – not a generic template.

Where We Work

HayleyOT is based in Melbourne and provides Functional Capacity Assessments:

In-home and community settings across metropolitan Melbourne, including inner, eastern, south-eastern, western, and northern suburbs
Telehealth assessments for participants across regional and rural Victoria

Examples of areas we commonly support include:

Melbourne CBD and inner suburbs
Dandenong, Narre Warren, Cranbourne, Pakenham and surrounding south-east
Werribee, Melton, Sunbury, and wider western/north-west corridors
Frankston, Mornington Peninsula and Bayside areas
Regional locations including Geelong, Ballarat, Bendigo, Traralgon and other Victorian towns (telehealth)

If you’re unsure whether we can reach your area, please contact us – we often combine telehealth with local supports to create a workable solution.

Funding and Referral Pathways

We provide Functional Capacity Assessments for:

NDIS participants – agency-managed, plan-managed, and self-managed
People seeking NDIS access, who require evidence of functional impact
Privately funded clients seeking a detailed OT assessment

If you’re a Support Coordinator, Plan Manager, GP or health professional, Family member, guardian or carer, you can submit a referral on behalf of the participant with their consent

Referral details we typically ask for include:

Participant and primary contact details
NDIS number and plan dates (if applicable)
Funding type (agency, plan, self-managed, or private)
Main goals for the FCA and any specific questions for the report
Important risk or safety information
Timeframes (e.g. upcoming NDIS review date or court deadline)

The more detail you can provide, the easier it is for us to determine fit, schedule appropriately, and deliver a high-quality report.

⭐ Why Choose HayleyOT for Functional Capacity Assessments?

Led by an experienced Occupational Therapist – Hayley has extensive experience supporting adults, older Australians, and families navigating the NDIS and complex disability needs.
Personalised, not corporate – You are not a number on a waitlist. You work directly with Hayley, supported by a small, caring team behind the scenes.
Warm, respectful approach – We understand that some questions or observations can feel uncomfortable. We move at your pace and always aim to protect your dignity and choice.
NDIA-informed reporting – Our reports are written with NDIA decision-making in mind and clearly link recommendations to functional evidence and goals.
Flexible delivery – In-home, community, or telehealth, depending on your location and what suits you best.