A practical guide for occupational therapists working with NDIS participants. Covers every section of a compliant OT progress report and what NDIA planners expect to see.
NDIS OT reports cover a broad range of participant profiles and report types: progress reports, AT assessments, home modification recommendations, and functional capacity assessments. The sections below apply to progress and functional assessment reports, which are the most commonly required.
OT services are most commonly funded under Improved Daily Living (Category 07). Assistive Technology (05) and Home Modifications (12) apply where AT or modification recommendations are included. Your report should clearly reference the relevant support category for each recommendation.
OT is one of the most broadly scoped disciplines under the NDIS. A single OT report might cover self-care, home access, community participation, cognitive function, and assistive technology, all in one document. This breadth makes OT reports both the most comprehensive and the most time-consuming to write. Getting the structure right saves time and produces better outcomes.
The NDIA does not prescribe a fixed format, but every compliant OT report covers the same core sections. Here is how to structure each one.
Full participant name, NDIS number, date of birth, and primary diagnosis. Occupational therapist name, qualifications, AHPRA registration number, clinic name, and NDIS provider number. Report date and reporting period.
A brief summary of the participant's disability, medical history relevant to OT involvement, living situation, and support network. State clearly why OT is involved: progress report, AT assessment, home modification assessment, or another reason.
Number of sessions, total hours delivered, session format (clinic, home, telehealth, community), and the support category billed. List the primary OT focus areas addressed during the period.
Describe current functional ability across the domains relevant to OT: self-care and ADL performance, mobility and transfers, home and community access, and cognitive function where relevant. State the level of assistance required for each area. Where standardised tools were administered (COPM, FIM, AMPS, WeeFIM), include the assessment name, date, results, and a brief clinical interpretation.
Describe functional impact, not just diagnosis. The NDIA funds disability-related functional limitation, not medical conditions.
For each funded NDIS goal: state the goal exactly as it appears in the plan, assign a progress status, and write an objective progress summary using measurable functional language. List the specific OT interventions delivered to address each goal. Write a block for every goal in the plan, including those not yet commenced.
Where applicable: name the item or modification, provide the ATSNAVI code for AT, state the clinical justification linked to the participant's disability-related functional limitation, and include an estimated cost and supplier quote. For high-cost AT requests, document what alternatives were trialled and why they were unsuitable.
For AT over $1,500, the NDIA requires specific evidence. Vague recommendations are often declined.
Factors that limited goal achievement during the period. Be factual and non-judgemental. Health episodes, service disruptions, and environmental barriers are all legitimate documentation.
Specific frequency and hours per year, the NDIS support category and line item, and suggested goals for the next plan. State recommended AT or home modifications with specifications and costs where relevant.
Signed declaration with your full name, credentials, AHPRA number (OCC format), and the date. Sign and date every page of the report.
The COPM (Canadian Occupational Performance Measure) captures the participant's own view of their performance and satisfaction across self-care, productivity, and leisure. The FIM (Functional Independence Measure) and WeeFIM (for children) score independence across 18 items on a 7-point scale. The AMPS (Assessment of Motor and Process Skills) measures ADL task performance quality. For home assessments, document the specific environmental barriers observed and photograph or describe access issues. Always include the tool name, version, date of administration, and scores with a brief interpretation in plain language.
Not every report needs every tool. Select assessments appropriate to the participant's age, cognitive level, and the questions the report needs to answer.
Where AT is the primary purpose of the assessment, a standalone AT report is required. See the NDIS assistive technology report template for the full standalone AT report structure including ATSNAVI codes and trial documentation requirements.
Use standardised assessments where possible
COPM, AMPS, FIM, and WeeFIM provide objective evidence planners can reference. Always include the date administered and the tool version.
Describe function, not diagnosis
The NDIA funds functional impact. Describe what the participant cannot do independently, not just what condition they have.
Be specific with AT recommendations
For AT requests, include make, model, ATSNAVI code, and supplier quotes. Vague recommendations are frequently declined or deprioritised.
Quantify everything
"1 x 60-minute OT session per fortnight for 12 months, 26 hours total, Improved Daily Living (07_004)" is a recommendation. "Regular OT input" is not.
Link interventions to goals
Every OT strategy you describe in sessions should connect back to a specific funded goal. Planners need to see that what you are doing matches what is being funded.
An occupational therapy functional capacity assessment (OT FCA) is a comprehensive, standardised evaluation of a participant's ability to perform daily life tasks independently. Unlike a progress report (which tracks movement toward funded goals over a plan period), an FCA establishes a detailed functional baseline used to justify NDIS access, plan reviews requesting significant funding changes, or high-cost support recommendations such as home modifications or complex AT.
The NDIA requests an occupational therapy functional assessment report when planners need objective evidence of functional limitation across multiple life domains. The FCA demonstrates the specific impact of disability on a participant's capacity for self-care, home management, community participation, and work, forming the evidence base for reasonable and necessary determinations under the NDIS Act.
Activities of daily living
Standardised assessment of personal care (bathing, dressing, grooming, toileting), domestic tasks, and meal preparation. Document the level of assistance required and the functional reason for each limitation.
Mobility and transfers
Indoor and outdoor mobility, transfers (bed, chair, toilet), stair access, and community access. Include assistive equipment currently in use and its adequacy.
Cognitive and executive function
Where relevant: orientation, memory, problem solving, and safety awareness. Standardised tools such as the MoCA or RBMT may be appropriate for the referral question.
Home and environmental assessment
Physical layout, hazard identification, access barriers, and modification recommendations. Document specific measurements where modifications are being recommended.
Standardised assessment tools
COPM for occupational performance and satisfaction; AMPS for quality of ADL task performance; FIM or WeeFIM for independence grading. Always include the assessment date, version, raw scores, and a plain-language interpretation.
Recommendations
Support hours, home modifications with costings, AT with ATSNAVI codes, and a functional goals statement. Every recommendation must link directly to a demonstrated functional limitation from the assessment findings.
For a standalone FCA structure, see the NDIS functional capacity assessment template.
For NDIS report templates across all allied health disciplines, see the NDIS clinical report templates.
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