Frequently asked questions

An FCA is an occupational therapy assessment and written report explaining how a person's disability affects everyday life. Rather than focusing on diagnosis, it describes what daily functioning looks like in practice — across self-care, domestic activities, mobility, communication, learning and planning, community access, social participation, fatigue and safety.

The purpose is to translate lived experience into clear functional evidence: what a person finds difficult, why, how often, what support is required, and what happens when it isn't in place. For NDIS purposes, reports address disability requirements under s.24 (permanence, treatment history, substantially reduced capacity) and reasonable-and-necessary considerations under s.34.

Seeds OT has public Google Reviews available online, reflecting feedback from participants, families and referrers. A link is available on our website, or can be provided on request by email.

No. Other senior OTs within the practice may conduct the interview component where appropriate, but all FCA reports are personally reviewed, clinically reasoned, written and signed off by our lead OT, Nisha Bal — ensuring consistency, accountability and senior clinical judgement throughout.

Yes. A de-identified sample report is available on request by email, demonstrating the style, structure and level of detail used. Every FCA is tailored to the individual, so the sample is provided as an example only.

An FCA may be requested by the participant, a parent or guardian, a nominee, a support coordinator, a plan manager, a treating team member, or another referrer. Where the request is made on behalf of the participant, we confirm consent and authority before proceeding.

Yes. For access, the FCA identifies impairments meeting NDIS disability requirements, describes permanence and treatment history, and explains how impairments substantially reduce functional capacity compared with peers — with concrete real-life examples. It doesn't replace medical evidence, but strengthens an access request by translating diagnoses into clear functional impact.

Yes. Many FCAs document changed function, increased risk, breakdown of informal supports, environmental barriers, or unmet needs. The report can inform plan reviews, change-of-circumstances requests, and future planning — and explain why existing supports are no longer sufficient.

It can, depending on presentation and available evidence. An FCA can describe functional need, risk, supervision requirements, support intensity and environmental considerations. Where a pathway requires additional specialist assessment, this is stated clearly so expectations are realistic.

Yes. We can complete functional assessments for other systems. The focus, structure and language are adapted to the relevant criteria while remaining within OT scope.

Yes. FCAs are frequently used for plan implementation, reviews, and to clarify how funded supports should be structured in daily life — and to guide support workers, coordinators, schools and families.

The process gathers rich, accurate information while minimising pressure, fatigue and cost. It includes structured information collection before interview, an OT interview, review of supporting documents, standardised measures where clinically appropriate, and a comprehensive written report. A senior OT may conduct the interview; all information is then reviewed by Nisha, who undertakes the clinical reasoning and writes the final report.

Most information is collected via online questionnaires you complete at your own pace. With a Google account you can usually save progress; without one, you may need to complete each form in one sitting (let us know if that's difficult and we'll provide an alternative).

Forms include standardised tools, structured questions across daily-life domains, and open narrative sections — with space to describe good days and bad days, support required, what feels unsustainable, and the consequences when support is unavailable. You don't need to answer every question.

Complete the relevant forms and begin gathering any documents that may help us understand your situation.

Structured questionnaires gather a large amount of meaningful information without increasing interview hours. This reduces time pressure, lowers cost, and makes the process more accessible for people who fatigue easily, become distressed, or need time to think. The interview can then focus on clarifying and deepening the key functional issues rather than gathering basics.

Interview length varies with complexity and the purpose of the report. Expected timeframes are confirmed at booking so families can plan around fatigue, work, school, caring responsibilities and health needs.

Most FCAs are completed through structured telehealth interview and evidence review. Interviews may be conducted by Nisha or a senior OT; all information is then reviewed by Nisha, who completes the clinical reasoning and report writing.

Not always. Sometimes it's more effective to complete the interview with a parent, carer or nominee — particularly if the participant finds interviews fatiguing or distressing. The participant's perspective is gathered in a way that suits their communication style.

Yes. Support people often provide essential information about daily routines, risks, prompting needs, and what is or isn't sustainable over time.

It's common for important information to emerge gradually. Additional details can be sent at any stage, including after the interview, and are incorporated into the report to support accuracy and fairness.

Tools are selected carefully based on the person, their age, presentation and the purpose of the assessment — never as a checklist. Each is chosen because it adds meaningful clinical information and helps translate lived experience into clear, defensible functional evidence. Not every tool is used with every person.

Often, yes. WHODAS 2.0 and the COPM are commonly used, alongside additional measures where clinically relevant.

Adults may include:

Children & young people may include:

Standardised tools are never used in isolation — scores are interpreted against real-world functioning, variability across days, fatigue and recovery, and the difference between what is technically possible and realistically sustainable.

Lived experience is central. Alongside standardised tools, we gather detailed narrative information in writing and through the interview. We focus on functioning over time — good days, average days and bad days; what supports are required and how often; what happens when support is delayed or unavailable; the hidden effort to appear independent; and where exhaustion, distress, safety incidents or functional breakdown occur. Describing variability helps decision-makers understand reliability and risk, not just peak capacity.

Yes. Medical letters, specialist reports, therapy reports, medication lists, hospital summaries, school reports and incident records can strengthen the evidence base. Documents are integrated where they add clarity around diagnosis, permanence, treatment history, risk factors and functional impact over time — then synthesised into a clear functional narrative so the report stays readable and decision-ready.

Reports follow a clear sequence mirroring how NDIS decisions are made: identify impairments and confirm permanence (s.24); show how impairments translate into everyday functional impacts; explain how those impacts lead to participation restrictions and real-world consequences; describe risk clearly and practically; link goals to the supports that make them achievable; and justify each support against s.34 reasonable-and-necessary criteria.

We also draw clear boundaries between what the NDIS should fund and what sits within health, education, housing, mainstream or informal supports — so a planner can follow the logic from impairment to impact to support without needing to infer or reinterpret.

All reports are written by Nisha Bal, Occupational Therapist (AHPRA OCC0001752238), founder and lead OT. Nisha has approximately 15 years' clinical experience (graduated 2009, Curtin University WA) and has run Seeds OT for over 10 years. A senior OT may conduct the interview, but all information is reviewed directly by Nisha, who undertakes the clinical reasoning and writes the final report. Reports are never outsourced.

Each report is tailored to the person and purpose. Reports commonly include a clear summary for decision-makers, a functional profile across key daily-life domains, real-world examples of impact, relevant risks and consequences, participant or family priorities, standardised measures where used, and practical recommendations written to support implementation — including support purpose, intensity and appropriate review points.

We use an evidence-first approach: cross-checking information across questionnaires, the interview and supporting documents, clarifying contradictions, confirming key details, and describing functioning over time rather than relying on a single moment.

Length varies with complexity, the number of affected domains, risk profile and purpose. Many reports are approximately 30 to 50 pages, and longer where complexity and risk require it. We prioritise clarity and defensible evidence over page count.

Yes. Reports use professional but plain language. Technical terms are explained in context and practical examples are used so participants, families, planners and support teams can understand how conclusions were reached.

Yes. Each recommended support is explicitly justified against s.34 criteria — the functional need addressed, what occurs if it isn't in place, how it changes day-to-day functioning, why it's a reasonable and value-for-money response, and why it's most appropriately NDIS-funded. Risk is framed as preventable and modifiable, and recommendations are written to be implemented, monitored and reviewed.

We synthesise information from the questionnaires, interview and documents. Nisha reviews everything, undertakes the clinical reasoning and writes the report, which is finalised so the functional narrative, risks and recommendations are clear, consistent and evidence-supported.

In most cases we provide a final report rather than a draft process. Our structured, evidence-based process produces a clear, decision-ready report without multiple draft stages. If clarification is needed afterward, you're welcome to contact us and we'll respond by email.

Timeframes depend on caseload, complexity and how quickly information is returned — usually around two weeks, confirmed at booking. Reports are generally considered current for planning for up to two to three years, unless circumstances change significantly.

Sometimes. If you have a deadline, please share this at enquiry stage so we can advise what is feasible.

Delays can affect completion timeframes. We work with what's available and advise if additional information is required to ensure accuracy and defensibility.

Seeds OT uses a flat-fee model (when appropriate). Your fee is confirmed in writing before you proceed, so there are no surprises. The normal fee is $969.95.

The flat fee reflects our commitment to ethical, transparent and accessible practice. It lets people understand costs upfront, avoids open-ended billing, and focuses assessment time on clinical need rather than billable hours. It relies on collecting substantial functional information before the interview through questionnaires and written material. If a person can't complete questionnaires, additional interview time may be required and the assessment may be billed hourly — discussed clearly before proceeding.

Not always. It works best when we can collect significant functional information before the interview. Where cognitive, communication, literacy, trauma-related or health factors prevent this, additional interview time is needed and the assessment may be completed hourly. Options are discussed clearly before proceeding so expectations, costs and timeframes are understood.

Invoices are issued through Xero. Payment is due after the interview and before the final report is provided. Earlier payment is appreciated as it lets us progress report writing efficiently.

We don't offer formal payment plans. An invoice is issued prior to the interview; payment can be made after the interview, and the report is released once payment is received — so you can proceed without upfront pressure.

Seeds OT is a small, independently owned practice — not a corporate or volume-based provider. Much of the FCA space uses large organisations where junior OTs complete assessments while many hours are charged at the full NDIS rate, with much of the fee going to corporate overheads. We operate differently: reports are written and signed off by our senior lead OT, with no corporate layer, no outsourcing, and no inflation of billable hours. Our fees reflect the actual clinical work required.

No. Lower fees reflect efficiency and experience, not reduced quality. All reports are written and signed off by an experienced OT using well-established systems developed over many years — thorough, accurate and decision-ready without unnecessary hours or repeated revisions. Our client feedback and public reviews reflect this.

An FCA can describe functional capacity across everyday-life domains, identify risks and consequences if supports aren't provided, and provide structured justification for supports and services — supporting clearer planning and implementation by making needs and priorities explicit.

An FCA does not guarantee funding approval, does not replace medical diagnosis, and cannot override NDIA decision-making.

No. NDIA decisions depend on multiple factors. A strong FCA improves clarity and evidence but cannot guarantee an outcome.

Not always. Functional impact is central. Where diagnosis or permanence documentation is critical to the purpose of the report, we will advise what evidence is required.

If available, gather documents that show what daily life looks like over time — but don't stress if you can't; we can still complete an FCA without them.

Most helpful, if available: GP summary, NDIS plan, specialist letters, therapy reports (OT, psychology, speech, physio, behaviour support), school, workplace or community reports.

Helpful but not essential: hospital or clinic discharge summaries, imaging or investigation results, medication list (with side effects), support-worker or carer notes, previous assessments (e.g. WHODAS, COPM, ABAS-3).

You can email documents to us, including later once the assessment has started.

Many disabilities fluctuate. We explore patterns across a typical week, the difference between good and bad days, fatigue and recovery time, and what is sustainable long-term. The report describes what a person can do reliably and safely — not only what may be possible occasionally.

Yes. Where relevant, the report describes practical risks and real-world consequences when supports aren't in place — including falls, medication mismanagement, seizures, self-neglect, exploitation risk, absconding, unsafe cooking, mental-health deterioration and carer burnout — and explains how recommended supports reduce risk and support stability.

We can often proceed based on functional impact, particularly where daily-life evidence is strong. Where medical evidence is required, we'll advise what documents would strengthen the case and how to obtain them.

Yes. Recommendations are written to be implemented in day-to-day life. Where appropriate we describe support purpose, intensity and what success looks like, so teams can put recommendations into practice and review progress.

Yes. The report links functional needs to practical goals and, where appropriate, includes outcome indicators that can be monitored over time so improvements, risk reduction or maintenance can be demonstrated.

Where clinically relevant, yes. We consider AT and home-safety needs and explain how recommended equipment or modifications reduce risk, improve independence or improve participation.

With consent, we can liaise with key supports to clarify information and align recommendations — improving accuracy and ensuring the report supports practical implementation.

Yes. If you have questions about wording, recommendations or how to use the report, contact us and we'll respond by email.

We treat personal and health information with care, including only information relevant to the purpose of the assessment, and aim to describe sensitive experiences in a respectful, trauma-informed way.

We can pace the process to reduce stress — taking breaks, completing the interview in shorter sections where feasible, and gathering information through a parent, carer or nominee where more appropriate.

Our services are suitable for self-managed and plan-managed participants. At this stage we do not work with NDIA-managed participants under our current service model.

Yes. We confirm suitability at enquiry stage based on the assessment needs.