A practical guide for occupational therapists and speech pathologists writing NDIS AT reports. Covers every required section, AT codes, trial evidence requirements, and what NDIA planners expect.
NDIS assistive technology reports are distinct from progress reports. A progress report documents what happened during a service period. An AT report makes a case for a specific piece of equipment or technology: it is an evidence document that must satisfy the NDIA's reasonable and necessary criteria for that item.
AT reports are most commonly authored by occupational therapists, who assess the participant's functional needs and trial equipment. Speech pathologists write AT reports for AAC (augmentative and alternative communication) devices. The core structure is the same across disciplines; the clinical content differs.
The NDIA assesses AT using both cost and risk. Low cost AT (under $1,500) generally does not require a formal report. Mid cost AT ($1,500–$15,000) requires written evidence from a qualified practitioner but does not require a supplier quote. High cost AT (over $15,000) requires a formal AT assessment and a quote. The NDIA also classifies AT by risk level: Level 3 (Specialised) and Level 4 (Complex) AT always requires a qualified AT assessor regardless of cost. This template covers formal reports for mid-cost, high-cost, and all Specialised and Complex AT requests.
AT recommendations are often included within broader OT reports. When the AT is the primary purpose of the assessment, or when the cost requires a standalone submission, a dedicated AT report is required. Here is how to structure each section.
The NDIA assesses AT using both a cost framework and a risk framework. By cost: low cost AT (under $1,500) generally does not require a formal assessment or quote. Mid cost AT ($1,500–$15,000) requires written evidence from a qualified practitioner but does not require a supplier quote. High cost AT (over $15,000) requires both a formal AT assessment and a supplier quote. By risk: the NDIA classifies all AT into four levels. Level 3 (Specialised) and Level 4 (Complex) AT always requires assessment by a qualified AT assessor regardless of cost. High-cost, high-risk items such as powered wheelchairs, communication devices, and complex home modification systems always require a written AT report.
AT reports are primarily authored by occupational therapists. Speech pathologists author AT reports for AAC (augmentative and alternative communication) devices and systems.
Full participant name, NDIS number, and date of birth. Practitioner full name, qualifications, and AHPRA registration number. Clinic name, NDIS provider number, and contact details. Date of assessment and report date. OT authors use AHPRA registration in OCC format; speech pathologists authoring AAC reports use their AHPRA registration in SLP format.
Describe the participant's disability-related functional limitation that the recommended AT is intended to address. State current functional status without the AT: what tasks the participant cannot do, or cannot do safely, without the recommended item. Provide observed functional impact evidence from the assessment, not solely self-report or carer report. Where standardised tools were used (COPM, FIM, Functional Mobility Assessment, or a communication needs assessment for AAC), include the tool name, date, version, and relevant scores with a plain-language interpretation.
AT must address a functional limitation arising from the participant's disability, not a general lifestyle preference. The NDIA funds disability-related need.
Name and describe every AT item or system that was trialled. State the duration and context of each trial: home visit, clinic, or community setting. Explain why each trialled option was unsuitable: inadequate function, inappropriate for the environment, risk to the participant, or incompatibility with the participant's access needs. For high-cost AT, document lower-cost alternatives and the clinical reasons they were ruled out. For AAC devices: trial evidence is required for any device over $1,500 and must include the vocabulary system trialled, access method used, and how the device performed in context.
Insufficient trial documentation is the most common reason AT requests are declined. Document trials thoroughly even when the recommended item is clearly the right choice.
Full product name, manufacturer, and model number. AT code from the NDIS Assistive Technology, Home Modifications and Consumables (ATHM) Code Guide (required for all AT submissions). Recommended access method for powered equipment or AAC systems. Required accessories and consumables, each with their own AT code where applicable. For AT over $15,000: supplier name and ABN, quote amount including GST, and quote date. For custom or modified items: a detailed description of the modification and the clinical reason standard items are unsuitable.
State explicitly which of the participant's funded NDIS goals the AT supports. Link the AT to the correct NDIS support category: Assistive Technology (05) for equipment, Capital Supports (06) for home modifications. State the expected functional outcome in measurable terms: what will the participant be able to do with this AT that they cannot do without it. Where the AT replaces support worker hours, quantify the expected reduction.
Who will train the participant and carers in use of the AT. Estimated training hours and whether training is included in the quote or requires separate funding. Maintenance and servicing requirements including warranty period and annual service costs. Replacement schedules for consumables such as batteries, mounting hardware, and communication device vocabulary updates.
Signed declaration with full name, credentials, AHPRA number, and date. Confirm the assessment was conducted in person: if conducted via telehealth, provide clinical justification. Sign and date every page of the report. The practitioner who signs must be the one who conducted the assessment.
Always include the correct AT code
Every AT item in an NDIA submission requires a code from the NDIS Assistive Technology, Home Modifications and Consumables (ATHM) Code Guide. Missing or incorrect codes are a leading cause of AT request delays. The current ATHM Code Guide is available on the NDIS website under pricing arrangements.
Document trial evidence in detail
The NDIA expects evidence that the participant trialled the AT in a relevant context. State what was trialled, when, where, and what happened. For high-cost items, document why cheaper alternatives were ruled out.
Get the quote right
Quotes are only required for AT over $15,000. They must include the supplier's ABN, the full product specification, and a GST-inclusive price. Obtain the quote before submitting the report, and check the NDIS pricing arrangements for current quote requirements.
Link everything to disability-related function
The NDIA funds AT that addresses disability-related functional limitation. Every section of your AT report should connect the recommended item back to a specific functional barrier arising from the participant's disability.
For AAC: detail the communication system, not just the device
NDIA planners assessing AAC requests need to understand the vocabulary system, the access method, and how the device will be programmed and supported. The device model is the least important detail.
AT recommendations frequently appear within broader OT reports. See the NDIS OT report template for the full OT progress report structure, including the AT and home modifications section. For AAC-specific reports, see the NDIS speech pathology report template.
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