How Online Functional Capacity Assessments Are Making It Easier to See an OT

Accessing an occupational therapist (OT) through the NDIS can sometimes feel overwhelming—especially when time, distance, or availability get in the way. For many participants and their carers, even booking an in-person Functional Capacity Assessment (FCA) can be a struggle. Between full calendars, long waitlists, and limited providers in rural or regional areas, finding the right support at the right time isn’t always easy.

That’s where online Functional Capacity Assessments come in. At CARED, we’re seeing first-hand how virtual assessments are transforming access to occupational therapy, reducing delays and helping participants get the support they need, when they need it.

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What is a Functional Capacity Assessment?

A Functional Capacity Assessment is a detailed report prepared by an allied health professional—typically an occupational therapist—that outlines how someone functions day-to-day. It assesses areas such as:

• Self-care (e.g., showering, dressing)
• Mobility and transfers
• Communication
• Social interaction
• Work or study capacity
• Ability to manage daily tasks
• Use of assistive technology

The goal of an FCA is to help the NDIS understand your support needs clearly. It’s used to inform plan reviews, access requests, and applications for higher levels of funding—such as Supported Independent Living (SIL), assistive technology, or therapy hours.

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The Challenge: Accessing Occupational Therapists In-Person

Not every participant has easy access to an OT. There are a few key reasons why:

• Geographic distance: Many people in regional, remote, or outer suburban areas don’t have local providers nearby. Travelling hours for a single appointment is not realistic for many.
• Mobility and health challenges: For some participants, leaving home can be physically or emotionally difficult. This includes people with anxiety, mobility limitations, or chronic health conditions.
• Scheduling issues: Carers may have work commitments. Participants may have school, other therapies, or simply need flexible options to avoid burnout from back-to-back appointments.
• Waitlists: In some areas, it can take weeks or even months to see an OT face-to-face, delaying important plan changes or support access.

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The Solution: Occuptionatl Therapists and Online Functional Capacity Assessments

Online FCAs offer a practical, timely alternative. Delivered through secure video conferencing, an occupational therapist conducts the assessment in real-time—just like an in-person session, but from the comfort of home.

Here’s how it works:

1. Pre-assessment screening: The OT collects background information from the participant, carer, or support coordinator. This includes current supports, goals, and any reports or previous assessments.
2. Video assessment: The OT meets with the participant (and carer, if required) over video. They ask questions, observe tasks, and explore daily routines and challenges.
3. Report writing: After the session, the OT prepares a detailed FCA report, often within 1–2 weeks, depending on urgency.
4. Submission: The report can then be used for plan reassessments, funding requests, or access to additional services.

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Why Online FCAs Are a Game-Changer

1. Accessible anywhere in Australia
Whether you live in a rural town or on the outskirts of a major city, all you need is a device with a camera and internet access. This removes the barrier of geography and gives participants more choice in providers.

2. Flexible scheduling
Online appointments are often easier to book outside traditional hours, helping carers who work full-time or juggle multiple responsibilities. It also reduces the need for transport or respite logistics.

3. Familiar, calm environment
Being assessed in your own home can ease nerves and help participants feel more comfortable and confident during the assessment. It also gives OTs a clearer understanding of the person’s environment and needs.

4. Faster turnaround
With no travel or waitlist backlogs, online assessments are often completed and reported quicker. This is especially important if you're preparing for a plan reassessment or urgently need additional supports.

5. NDIS-accepted and compliant
When conducted by a registered occupational therapist with NDIS experience, online FCAs are just as valid and evidence-based as in-person ones. The reports still meet all NDIA requirements.

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Common Concerns (and How We Address Them)

“What if I’m not tech-savvy?”
You don’t need to be. Most OTs will send a simple video link that works on a smartphone, tablet or laptop. Many providers—including CARED—offer tech support before your appointment to ensure everything runs smoothly.

“What if the OT can’t assess everything properly online?”
A good OT knows how to ask the right questions and observe function over video. If any hands-on assessments are needed (e.g. for complex equipment trials), a hybrid approach may be recommended, but for the vast majority of participants, a remote FCA is more than sufficient.

“Will the NDIS accept an online FCA?”
Yes. What matters is the quality of the report, not the format of the appointment. The NDIA regularly accepts FCA reports from both online and face-to-face sessions, as long as they’re thorough, clinically sound, and aligned with your goals.

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How CARED Can Help

At CARED, we’ve supported hundreds of participants across Australia through our allied health network. Our online FCAs are designed to reduce stress and make the process as smooth as possible.

Whether you’re:

• Preparing for a plan reassessment
• Seeking access to higher-level supports
• Needing urgent evidence for SIL or assistive technology
• Or just want an updated picture of your support needs

… we can help you get the right report, on time, without needing to travel or wait weeks.

If you're ready to explore an online assessment, or simply want to ask a few questions first, CARED is here to support you every step of the way.

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