Your NDIS plan review is one of the most important conversations you’ll have all year. It’s your opportunity to look at what’s working, flag what isn’t, and make sure your funding actually reflects your life right now – not where you were 12 months ago.
Yet too many participants and families walk into their review meeting underprepared, and walk out with a plan that doesn’t meet their needs. The difference between a plan that works and one that falls short almost always comes down to preparation.
At Capability Support Services, our allied health team – including occupational therapists, psychologists, physiotherapists, and speech therapists – works alongside participants and families every day to prepare strong, evidence-based cases for plan reviews. This guide shares what we’ve learned about getting it right.
What Is an NDIS Plan Review, and When Does It Happen?
An NDIS plan review (now commonly referred to as a plan reassessment by the NDIA) is a formal check-in where the National Disability Insurance Agency reassesses your support needs, goals, and funding. It’s designed to make sure your plan keeps pace with changes in your life.
Reassessments typically happen every 12 months, though some participants now receive plans lasting up to 24 or 36 months if their needs are stable. You can also request an early review at any time if your circumstances have changed – for example, a decline in health, a change in living situation, or new support needs that your current funding doesn’t cover.
There are a few different types of reviews to be aware of. Scheduled plan reassessments occur near the end of your current plan period. Change of circumstances reviews can be requested at any time when something significant has shifted. Internal reviews apply when you disagree with a planning decision and want the NDIA to reconsider. Understanding which type applies to you helps you gather the right evidence and set realistic expectations for the outcome.
What Evidence Do You Need for an NDIS Plan Review?
Evidence is the backbone of a successful plan review. The NDIA makes funding decisions based on documented proof of your support needs – not just on what you say in the meeting. Turning up with strong, relevant evidence significantly improves your chances of getting a plan that truly reflects your needs.
Here’s what you should aim to gather well before your review date.
Allied health and therapist reports are arguably the most important documents you can bring. These are detailed reports from professionals such as occupational therapists, psychologists, speech therapists, or physiotherapists who work directly with you or your family member. A good therapist report outlines the goals you’ve been working towards, the progress achieved, any barriers encountered, and clear recommendations for future supports.
A functional capacity assessment (FCA) provides a comprehensive, evidence-based snapshot of how your disability impacts your ability to complete daily tasks – from personal care and mobility to community participation and communication. FCAs are typically completed by an occupational therapist and include standardised assessments, clinical observations, and interviews with you and your support network. The resulting report gives the NDIA a detailed picture of what you can do independently, what you need help with, and what supports would be reasonable and necessary going forward.
Medical reports and specialist letters from your GP, psychiatrist, paediatrician, or other treating specialists help establish the clinical basis for your support needs, especially if your condition has changed since your last plan.
Progress notes and support worker feedback from your current providers are useful for showing how you’ve used your plan and whether your existing supports are meeting your needs.
A personal or carer statement is often overlooked but incredibly valuable. Written in your own words (or a family member’s), this statement describes the day-to-day reality of living with disability – the challenges, the wins, and what’s needed to move forward.
Quotes from service providers for any new or increased supports you’re requesting. If you need additional therapy hours, assistive technology, or changes to your support arrangements, having provider quotes ready shows the NDIA you’ve done your homework.
The NDIA typically contacts participants around three months before a plan reassessment is due. Use this time wisely – start requesting reports and gathering your documents as early as eight weeks out so nothing is rushed.
Why Therapist Reports Matter So Much
The NDIA relies heavily on reports from allied health professionals to understand your functional needs and justify funding. A well-written therapist report can be the single most influential document in your review.
A strong therapist report should clearly describe how your disability impacts your daily functioning across key life areas. It should outline the goals you’ve worked towards during the current plan period and what progress has been made. It needs to identify any barriers that have affected your progress, along with strategies used to address them. Importantly, it should include specific recommendations for ongoing or new supports, with clear reasoning about why each recommendation meets the NDIS “reasonable and necessary” criteria. Where applicable, it should reference standardised assessment tools and evidence-based frameworks to support its conclusions.
At Capability Support Services, our therapists understand the language and framework the NDIA uses to assess funding requests. We write our reports to clearly link each recommendation back to your goals and daily functional needs, which makes it easier for planners to approve appropriate supports.
A common tip: ask your therapist for their report at least six weeks before your reassessment date. This gives them enough time to produce a thorough document, and gives you time to review it and raise any concerns.
Understanding Functional Capacity Assessments
A functional capacity assessment is one of the most powerful pieces of evidence you can bring to a plan review, particularly if you’re seeking increased funding, requesting access to Supported Independent Living (SIL), or applying for assistive technology.
An FCA goes beyond a standard therapy report. It provides a holistic evaluation of your abilities and limitations across all areas of daily life. The assessment typically involves a clinical interview where the assessor discusses your medical history, daily routines, and current supports. It includes observation of how you perform everyday tasks in your own environment. Standardised assessment tools are used to measure physical, cognitive, and psychosocial functioning. Interviews with family members, carers, and other professionals in your support network round out the picture.
The final FCA report details your strengths, the areas where you need assistance, and evidence-based recommendations for the supports and funding required to improve your independence. This report becomes a key reference document that your planner uses when building your next plan.
FCAs usually take between two and four hours of face-to-face assessment time, with additional hours required for report writing. Costs typically range from $600 to $1,500 depending on complexity, and can usually be funded under your plan’s Improved Daily Living (Capacity Building) budget. If your current plan doesn’t include funding for an FCA, you can request a plan variation to access one.
Our occupational therapists at Capability Support Services are experienced in conducting NDIS-specific functional capacity assessments and writing reports that clearly articulate support needs in the language the NDIA understands.
Common Mistakes Families Make During NDIS Plan Reviews
After supporting hundreds of participants through the review process, we’ve seen certain patterns that consistently lead to disappointing outcomes. Knowing these pitfalls can help you avoid them.
Going in without documentation. This is by far the most common issue. Attending your review with only a verbal account of your needs, without supporting reports, leaves the planner with very little to work with. Funding decisions are based on evidence, and general statements without professional backing are less likely to result in adequate funding.
Setting goals that are too vague. Goals drive your entire NDIS plan. If your goals are too broad – like “improve communication” or “get better” – the plan may not include enough detail to fund the specific supports you need. More effective goals are specific, measurable, and connected to everyday life. For example, “to use spoken words to communicate wants and needs independently at home and in childcare” gives the planner much clearer direction.
Not explaining unspent funding. If you didn’t use all of your previous plan’s funding, the NDIA may reduce your next allocation. However, there are often valid reasons for underspending, such as provider waitlists, service availability in your area, or health setbacks. Document these reasons in writing before your review so the planner understands the context.
Forgetting to mention changes in circumstances. If your health, living situation, or support network has changed since your last plan, your review is the time to raise it – with evidence. Many families assume their planner already knows about changes, but that’s rarely the case.
Not involving your support team. Your therapists, support coordinator, and other providers can attend your review meeting or provide written input. Having professionals who know your situation well can strengthen your case significantly. Don’t try to do it all yourself if you don’t have to.
Focusing only on what’s not working. While it’s important to flag gaps, also highlight what is working and why you need it to continue. If a particular therapy or support has been effective, demonstrate that with evidence so it’s maintained in your next plan.
Not understanding your funding categories. Core, Capacity Building, and Capital supports each serve different purposes. Knowing which category your supports fall under helps you speak the NDIA’s language and make more targeted requests.
Your Plan Review Preparation Checklist
To make sure nothing slips through the cracks, here’s a practical timeline to follow.
Eight weeks before your review: Contact your therapists and request updated reports. Book a functional capacity assessment if needed. Start drafting your personal or carer statement.
Six weeks before: Follow up on any outstanding reports. Gather medical letters, specialist reports, and progress notes from providers. Obtain quotes for any new supports you plan to request.
Four weeks before: Review all documentation to make sure it’s complete and consistent. Write down your updated goals – keep them specific and linked to daily functioning. Note any changes in your circumstances since the last plan.
One week before: Organise all documents into a folder (physical or digital). Prepare a summary of key points you want to raise. Confirm who will attend the meeting with you – whether that’s a family member, support coordinator, or therapist.
On the day: Bring all your documents, including a copy of your current plan. Be honest about what’s working and what’s not. Don’t be afraid to ask questions if something is unclear.
Frequently Asked Questions About NDIS Plan Reviews
How often does an NDIS plan review happen? Most plans are reassessed every 12 months, although some participants now receive plans lasting up to two or three years. You can also request a review at any time if your circumstances change.
Can I request an NDIS plan review before my plan expires? Yes. If your support needs have changed, your health has deteriorated, or your current plan is no longer meeting your needs, you can request a change of circumstances review at any point during your plan period. You’ll need evidence to support your request.
What happens if I disagree with my new NDIS plan? You can request an internal review within three months of the decision. If you’re still unhappy after the internal review, you can apply for an external review through the Administrative Review Tribunal (ART).
Do I need a functional capacity assessment for my plan review? It’s not mandatory, but an FCA is one of the strongest forms of evidence you can provide. It’s particularly recommended if you’re seeking increased funding, changing support types, or transitioning between levels of support such as SIL or SDA.
Who can attend my NDIS plan review meeting? You can bring anyone who supports you – family members, carers, support coordinators, therapists, or advocates. Having people who understand your daily needs can make a real difference.
What if I haven’t used all my funding from my current plan? Unspent funding doesn’t automatically mean your next plan will be reduced, but it can be a factor. Be ready to explain why funds weren’t used – common reasons include provider waitlists, lack of services in your area, or health-related disruptions.
How long does the NDIS plan review process take? Timeframes vary depending on the complexity of your situation and the completeness of your evidence. Some reassessments are completed within a few weeks, while others may take several months. The NDIA’s Participant Service Guarantee commits to actioning reassessments within 28 days where possible.
What’s the difference between a plan variation and a plan reassessment? A plan variation is a smaller change – like adjusting how your funding is managed or correcting an error. A reassessment is a more comprehensive process that can result in a new plan with different goals, supports, and funding.
How Capability Support Services Can Help
Preparing for a plan review doesn’t have to feel overwhelming. At Capability Support Services, our team of occupational therapists, psychologists, physiotherapists, speech therapists, and behaviour support practitioners work with participants and families across the Gold Coast, Brisbane, Sunshine Coast, Ipswich, and Northern NSW to build strong, evidence-based cases for plan reviews.
We can conduct functional capacity assessments that provide clear, NDIA-ready evidence of your support needs. Our therapists prepare detailed reports that link your progress, goals, and recommendations directly to the reasonable and necessary criteria. We work collaboratively with your broader support network to make sure nothing is missed.
If your plan review is coming up and you want to make sure you’re fully prepared, get in touch with our team today.
Call us on 1800 299 399 or email info@capabilityss.com.au
