What Is a Functional Capacity Assessment?

A Functional Capacity Assessment is an evaluation of how a person manages the tasks and activities of daily life in their natural environment. At Sigma Therapies, it’s our Occupational Therapists who complete these assessments. In a broader sense, several other qualified professionals are recognised by NDIS as having the right and capacity to undertake FCAs, such as physiotherapists, psychologists, or medical specialists. (NDIS)

The OT will build a detailed view of where the person is right now: what they can do independently, where they need some support, and where significant barriers are getting in the way. They look at everything that makes up daily functioning: personal care, getting dressed, preparing meals, moving around the home and community, managing a routine, communicating, and participating in work, school, or social activities.

Don’t think it’s a test. There are no right or wrong answers. It's not about highlighting what someone can't do, it's about understanding the full picture so the right support can be put in place.

What happens during an FCA assessment?

Every FCA is a little different depending on the person's age, disability, and circumstances, but typically the OT will:

• Spend time talking with you and your family member. They'll want to understand daily routines: what a typical morning looks like, which activities are manageable and which ones are a real struggle, what support is already in place, and what the family has noticed over time. Your observations as a carer are genuinely valuable. You've been watching and supporting this person in ways no clinician has.

• Observe your family member doing everyday tasks. Rather than relying entirely on what people describe, the OT will watch the person in action: how they approach a task, where they get stuck, how they problem-solve, how they manage when something doesn't go as expected. This observation differentiates an FCA from a standard intake conversation.

• Assess the environment. The home, the school, the community setting. These are places where the OT is looking at to identify whether the physical environment is set up to support the person or if it creates roadblocks. Apparently straightforward things such as the layout of a bathroom, the height of kitchen benches, or the noise level in a space can have a significant impact on how well someone functions.

• Use standardised assessments where appropriate. Depending on the person and the purpose of the FCA, the occupational therapist may also use specific clinical tools to assess things like fine motor skills, cognition, sensory processing, or fatigue. These provide more precise clinical data and are often required to support specific NDIS funding requests.

The whole process might happen in one longer session or across several visits, depending on the complexity of each case.

What does the FCA report look like?

At the end of the assessment, the OT writes a detailed report. This document covers what was assessed, what was found, and what is advised.

The recommendations section is one of the most effective parts of the FCA. It translates everything the OT has observed and assessed into practical suggestions: types of support, equipment, home modifications, therapy, or strategies that could make a real difference to the person's daily life.

This report is written to be used by the NDIS, by support workers, by other allied health professionals, and by you as a family.

Is FCA different from other assessments?

Yes, an FCA is broader and more functional than most assessments you'll come across. A diagnosis report tells you what condition someone has. A psychological assessment tells you about cognitive or mental health factors. An FCA tells you how those things,  and everything else, play out in the person's daily life.

A well-written FCA can be highly relevant to the NDIS because it links functional impact, goals, support needs, and practical recommendations in a way that can potentially assist planning and funding conversations. The language and structure of a good FCA maps directly onto NDIS goals and funding categories, which is why it's so often recommended before a plan review or when new supports are being requested.

Who is it for?

FCAs can be useful across different life stages and care contexts. Within the NDIS, they are commonly used for children, teenagers, and adults who require evidence of functional support needs. (NDIS) Outside the NDIS, similar functional assessments can also be useful in aged care contexts. Basically, where the question "what support does this person need, and why?" arises, a thorough, evidence-based answer could be beneficial through an FCA.

How should I prepare for an FCA?

Before a Functional Capacity Assessment, we recommend simply thinking about what a typical day looks like for your family member. What goes well? What's consistently hard? Where do you step in to help, and how often? What would be different if the right support were in place?

You don't need to come up with a perfect summary. Honest, practical observations are far more handy than anything formal. The OT will guide the conversation; your job is just to share what you know.

Thinking about an FCA for your family member?

The team of Occupational Therapists at Sigma Therapies completes FCAs for children, adolescents, and adults across Perth and regional WA. We take the time to understand your family member as a whole person, and to write practical reports, not just thorough.

If you'd like to find out more or book an assessment, we'd love to hear from you.

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Disclaimer: NDIS planning processes are changing, so families should always check current NDIS guidance or seek advice about what evidence is required for their situation. The Australian Government has stated that the rollout of new framework planning has been delayed until 1 April 2027.