NDIS Functional Capacity Assessment Sydney (FCA)
A Functional Capacity Assessment (FCA) is a comprehensive evaluation conducted by a qualified Occupational Therapist that documents how an NDIS participant performs daily activities across physical, cognitive, psychosocial, and self-care domains. The NDIA uses FCA reports to make reasonable-and-necessary decisions about funding, including therapy supports, Supported Independent Living (SIL), Specialist Disability Accommodation (SDA), assistive technology, and home modifications.
Healthroos delivers mobile FCAs across Greater Sydney, conducted in the participant’s own home where their real daily function can be properly observed — not in a clinic room.
Who Needs a Functional Capacity Assessment?
An FCA is typically requested when:
- An NDIS participant is preparing for their plan review and needs to evidence current support needs
- A participant is seeking additional funding for therapy, SIL, SDA, or assistive technology
- There has been a significant change in circumstances — a new diagnosis, hospitalisation, decline in function, or change in living arrangements
- A support coordinator needs independent documentation to advocate for more appropriate supports
- The NDIA has specifically requested an FCA as part of a plan review or internal review
- A participant is transitioning between life stages (leaving school, moving out of the family home, entering aged care)
An FCA is different from a standard OT assessment. Where a standard OT assessment typically focuses on a specific clinical question (for example, “can this person safely use the kitchen?”), an FCA is a whole-of-life evaluation that captures functional capacity across every domain the NDIA considers when determining funding.
What a Healthroos FCA Report Contains
Every FCA report we deliver includes:
- Participant background — diagnosis, medical history, relevant clinical context, and support network
- Functional performance across domains — mobility, self-care (showering, dressing, toileting), domestic activities (cooking, cleaning, shopping), community access, communication, social participation, and employment/education where relevant
- Standardised assessments — validated tools such as WHODAS 2.0, LSP-16, Modified Barthel Index, or Canadian Occupational Performance Measure (COPM), selected based on the participant’s presentation
- Cognitive and psychosocial observations — memory, executive function, mood, motivation, and behavioural support needs
- Environmental analysis — home accessibility, risks, and barriers to independence
- Support needs summary — clear, NDIS-aligned language describing the type, frequency, and intensity of supports required
- Specific recommendations — therapy hours, SIL/SDA suitability, assistive technology, home modifications
- Goals aligned to the participant’s NDIS plan
Reports are written to be accepted by NDIA planners and Local Area Coordinators on first submission. We’ve refined this template over hundreds of reports based on planner feedback.
The Healthroos FCA Process
Step 1: Referral and intake (within 4 business hours)
Support coordinators, plan managers, family members, or participants themselves can refer. We respond to every referral within 4 business hours to confirm receipt, clarify the scope, and book the initial consult.
Step 2: Initial consult and assessment (1.5–2 hours in your home)
Your OT visits your home and conducts a structured interview alongside standardised assessments and observation of you performing daily activities in your real environment. Family members or support workers can be present if helpful.
Step 3: Follow-up contact if required
For complex cases, we may schedule a brief follow-up call or second visit to clarify specific points or gather additional information from your support network.
Step 4: Report writing and delivery (within 2 weeks of the first consult)
We deliver the final FCA report within 2 weeks of the initial consult. Complex cases involving multiple comorbidities, behavioural support needs, or extensive environmental analysis may take longer — we’ll let you know at the intake stage if we anticipate this.
Step 5: Report delivery and follow-up
The report is emailed directly to the participant, with copies to the support coordinator, plan manager, or nominated representatives as directed. We’re available for clarification questions at no extra cost for 30 days after delivery.
FCA Pricing — Transparent NDIS-Aligned Billing
Healthroos bills FCAs at the standard NDIS Occupational Therapy hourly rate of $193.99 per hour (current NDIS Pricing Arrangements and Price Limits). A typical FCA involves approximately 10 hours of billable time, covering:
- Referral review, preparation, and standardised assessment selection
- Travel to and from the participant’s home
- The in-home assessment session (1.5–2 hours of face-to-face time)
- Any required follow-up contact or clarification
- Report writing, quality review, and delivery
Total cost is subject to complexity. Participants with straightforward presentations may require fewer hours; participants with multiple comorbidities, behavioural support needs, or complex environmental considerations may require more. We’ll provide an indicative total hour estimate at the intake stage so there are no surprises.
FCAs are billed against the participant’s Capacity Building — Improved Daily Living budget. We accept NDIA-managed, plan-managed, and self-managed funding. Invoicing follows the NDIS Pricing Arrangements and Price Limits in force at the time of service.
For Support Coordinators: Why Refer to Healthroos
If you’re a support coordinator managing a participant’s plan, here’s what you get when you refer to Healthroos:
- 4-hour referral response — we confirm receipt, clarify scope, and provide an indicative timeline within 4 business hours
- 2-week report turnaround from first consult — predictable delivery before plan review deadlines
- NDIS Registered Provider — our FCA reports are written in NDIA-accepted format and language, reducing the risk of rejection or requests for additional information
- Direct communication — you’ll have the OT’s direct line, not a generic admin inbox, throughout the process
- Multilingual therapists — English, Cantonese, Mandarin, and Farsi, which matters for assessment validity in CALD communities
- Entire Greater Sydney coverage — we come to the participant wherever they are, including rural fringe suburbs other providers won’t travel to
- Zero participant admin — we handle scheduling directly with the participant or family once you’ve referred
To refer a participant: call 0404 439 571 or email [email protected] with the participant’s NDIS number, primary diagnosis, and the reason for the FCA (plan review, SIL assessment, specific funding request, etc).
For Participants and Families: What to Expect
If you’re an NDIS participant or family member arranging an FCA:
- The assessment happens in your home — no clinic visits, no waiting rooms. Your OT comes to you at a time that works for your household.
- The initial session takes 1.5–2 hours — you’ll be asked about your daily routine, any areas you find difficult, and your goals. The OT will observe you doing normal activities like making a drink, moving around your home, or demonstrating how you manage personal care tasks (only what you’re comfortable with).
- A family member or support worker can be present — many participants find this helpful, especially for complex cases or if there are communication considerations.
- You’ll get the report within 2 weeks — it’s written in plain language sections alongside the clinical content, so you can read and understand what it says about your support needs.
- We don’t charge for clarification questions — for 30 days after you receive the report, you (or your support coordinator) can ask questions about anything in it at no extra charge.
Related NDIS Occupational Therapy Services
An FCA is often the first step in accessing broader NDIS supports. Healthroos also provides:
- Ongoing NDIS Occupational Therapy — goal-directed therapy sessions following your FCA recommendations
- NDIS Mobile Physiotherapy — often recommended alongside OT for neurological, musculoskeletal, and mobility goals
- Assistive technology assessments and prescription
- Home modification reports (minor and major)
- SIL and SDA functional capacity reports
Frequently Asked Questions — FCA Sydney
Q: How long does an FCA take to complete?
The in-home assessment takes 1.5–2 hours. You’ll receive the completed report within 2 weeks of that first consult. Complex cases involving multiple comorbidities or extensive environmental analysis may take longer — we’ll let you know at intake.
Q: How much does an FCA cost?
FCAs are billed at the NDIS OT hourly rate of $193.99. A typical FCA involves around 10 hours of total billable time — including travel, the assessment session, and report writing. Total cost varies with complexity. We’ll give you an indicative estimate before starting.
Q: Is the FCA funded by NDIS?
Yes. FCAs are funded from your Capacity Building — Improved Daily Living budget. We accept NDIA-managed, plan-managed, and self-managed funding.
Q: Who can request an FCA?
Support coordinators, plan managers, family members, GPs, or participants themselves can refer. Referrals don’t need to be made by a medical professional.
Q: Do I need a Functional Capacity Assessment before every plan review?
No. FCAs are typically requested when there’s a change in circumstances, when seeking new or increased supports, or when the NDIA specifically requests one. Many participants never need more than one FCA in a 3–5 year period.
Q: What’s the difference between an FCA and a standard OT assessment?
A standard OT assessment usually addresses a specific clinical question (equipment prescription, home modification). An FCA is a comprehensive evaluation of functional capacity across every domain the NDIA considers when making funding decisions.
Q: Can the FCA be used for a SIL or SDA application?
Yes. Healthroos FCAs include SIL suitability assessment and SDA reasonable-and-necessary justification where relevant. Let us know at the referral stage if SIL or SDA is the primary driver.
Q: What happens if my NDIS plan doesn’t have funding for an FCA?
If your Capacity Building — Improved Daily Living budget doesn’t have enough available, contact your support coordinator to request a plan variation, or speak with the NDIA directly. We can provide a quote for the expected hours to support that request.
Q: Do you offer FCAs in languages other than English?
Yes. Our team includes therapists who speak Cantonese, Mandarin, and Farsi. Assessment validity is much higher when conducted in the participant’s first language, particularly for cognitive and psychosocial domains.
Q: How far do you travel for FCAs in Sydney?
Anywhere in Greater Sydney, including the Inner West, Eastern Suburbs, Northern Beaches, North Shore, Ryde area, Hills District, Western Sydney, South-West Sydney, and the Sutherland Shire. For rural fringe suburbs, travel is billed per the NDIS Non-Labour Costs schedule.
Book an NDIS FCA in Sydney
Call: 0404 439 571
Email: [email protected]
Referral response: within 4 business hours
Report turnaround: 2 weeks from initial consult
Service area: Greater Sydney
Hours: Monday–Saturday, 9:00 AM – 7:00 PM
Ready to start? Book your NDIS Functional Capacity Assessment today.