What to expect from your Very first Functional Capacity Assessment.

If you have been told you need a Functional Capacity Assessment (FCA) — or if you have been searching for one in Brisbane — you probably have a lot of questions. What actually happens during an FCA? How long does it take? Will it affect my NDIS plan? What does the occupational therapist look at?

At Tetra Healthcare, our AHPRA-registered occupational therapists complete FCAs for NDIS participants across Brisbane every week. In this guide, we will walk you through exactly what to expect from your first Functional Capacity Assessment, step by step.

What Is a Functional Capacity Assessment (FCA)?

A Functional Capacity Assessment is a comprehensive evaluation completed by a qualified occupational therapist (OT). It looks at how a person’s disability or health condition affects their ability to carry out everyday tasks — things like personal care, moving around the home, cooking, working, studying, and participating in the community.

The FCA results in a detailed written report that documents your functional abilities and limitations. This report is used to:

• Support your NDIS plan review and justify funding for supports
• Provide evidence for Assistive Technology (AT) recommendations
• Identify goals for occupational therapy or other allied health intervention
• Document the impact of your disability on daily life in NDIS-compliant language

An FCA is not a medical assessment. It is not a diagnosis. It is a functional snapshot of what you can and cannot do — and critically, why — linked directly to your NDIS goals and supports.

Who Needs a Functional Capacity Assessment?

You are likely to need an FCA if:

• You are approaching an NDIS plan review and your current plan does not reflect your actual needs
• Your NDIS planner or LAC has requested evidence to justify funding for supports or equipment
• You are applying for Assistive Technology (AT) or home modifications
• Your support needs have changed significantly since your last plan
• You are a new NDIS participant building your first plan
• You need a report that explains, in clear clinical language, how your disability affects daily life

Your support coordinator, LAC, or allied health team can advise whether an FCA is the right next step for you.

How to Prepare for Your Functional Capacity Assessment

Good preparation makes the FCA more accurate and the resulting report more useful for your NDIS plan. Here is what we recommend before your appointment:

1. Gather your current NDIS plan: Know your current goals and support categories.
2. List your supports: Who helps you now and with what? Include informal supports like family carers.
3. Note what is difficult: Think through a typical day and identify where you struggle or need help.
4. Bring relevant medical information: Diagnosis letters, specialist reports, or therapy notes help the OT understand your condition.
5. Bring any equipment you currently use: Walking aids, communication devices, orthotics, etc.
6. Write down your goals: What do you want to do more of? What is your biggest daily challenge right now?

The more honest and detailed you can be during the assessment, the better the report will represent your actual needs. There is no benefit to minimising your difficulties — the FCA is about capturing your real-world experience.

What Happens During the Functional Capacity Assessment?

A Functional Capacity Assessment typically takes between 1.5 and 3 hours, depending on the complexity of your needs. Here is how Tetra Healthcare structures the FCA process:

Step 1: Initial Interview

Your occupational therapist will begin by asking you about your disability, health conditions, and how they affect your daily life. They will ask about your home environment, your daily routine, your work or study situation, your social participation, and your current supports.

You can have a family member, carer, or support person present during this stage — and we encourage it, as they often add valuable context about your daily functioning.

Step 2: Standardised Assessment Tools

Your OT will use standardised, validated assessment tools to measure specific aspects of your functioning. These might include assessments of:

• Fine and gross motor skills
• Cognitive function, including memory and problem-solving
• Communication and social interaction
• Self-care and personal hygiene tasks
• Mobility and transfers
• Home management and meal preparation

Step 3: Functional Observation

Wherever possible, your OT will observe you performing real tasks in your natural environment. Because Tetra Healthcare is a mobile practice, we come to your home — which means we can observe how you actually move through your own space, access your kitchen, use your bathroom, and manage your daily environment. This is far more accurate than a clinic-based assessment.

Step 4: Environmental Assessment

Your OT will also assess your home environment for safety risks, accessibility barriers, and potential modifications or equipment that could improve your independence. This feeds into any Assistive Technology or minor home modification recommendations in the report.

Step 5: Goal Setting Discussion

Your OT will work with you to identify your NDIS goals — what you want to achieve, what independence means to you, and what supports you need to get there. These goals shape the recommendations section of the FCA report.

What Does the FCA Report Contain?

After your assessment, your occupational therapist will write a comprehensive FCA report. At Tetra Healthcare, our reports are written specifically to meet NDIS evidence standards. A typical FCA report includes:

• Your background and disability history
• Summary of standardised assessment results
• Description of your functional strengths and limitations across all daily life areas
• Impact statement — how your disability affects participation and independence
• Your NDIS goals, co-developed during the assessment
• Support recommendations, including hours, frequency, and rationale
• Assistive Technology or home modification recommendations where relevant
• A clinical summary written in language your NDIS planner, support coordinator, and plan manager will all understand

How Long Does It Take to Receive the FCA Report?

At Tetra Healthcare, we aim to deliver completed FCA reports within 5–10 business days of your assessment appointment. If you have a plan review deadline approaching, let us know at the time of booking and we will do our best to prioritise your report.

How Much Does a Functional Capacity Assessment Cost?

For NDIS participants, the FCA is funded under the Capacity Building — Support Coordination or Capacity Building — Daily Activities support category, depending on your plan. The cost is billed in line with the NDIS Pricing Arrangements and Price Limits.

If you are self-managed, you pay Tetra Healthcare directly and claim reimbursement through the myplace portal. If you are plan-managed, your plan manager handles the invoice on your behalf. There should be no out-of-pocket cost to you as long as you have sufficient funding in the relevant category.

Please contact us to discuss funding and confirm your eligibility before booking.

Will One FCA Cover All My Support Needs?

A well-written FCA covers your functional needs broadly. However, some NDIS participants with complex needs may require separate assessments alongside the FCA — for example, a Specialist Disability Accommodation (SDA) assessment or an augmentative communication assessment from a speech pathologist. Your OT will advise you during the assessment if additional reports are likely to be needed.

Book a Functional Capacity Assessment With Tetra Healthcare — Brisbane

Tetra Healthcare’s AHPRA-registered occupational therapists complete Functional Capacity Assessments for self-managed and plan-managed NDIS participants across Brisbane and surrounds. We come to you — at home, in your school, or in your community setting — for assessments that reflect your real daily life.

Initial appointments are typically available within 3–4 days of your enquiry.

Phone: +61 416 678 620 | Email: admin@tetrahealthcare.com.au | Website: tetrahealthcare.com.au