Assistive Technology (AT) can make a major difference in someone’s daily life, but the process to assess, trial and justify it often takes longer than families expect. Support Coordinators are frequently asked: “Why does this take so long?” or “Why does the OT need so much information?”
This guide explains what happens behind the scenes so you can understand the steps, the time involved and why thorough evidence matters for NDIS approvals.
Why AT Assessments Aren’t Quick
Assistive Technology isn’t just about choosing an item.
For the NDIS to approve funding, the OT must provide clear evidence that:
- The item is reasonable and necessary
- It is safe to use
- It solves a functional problem
- It supports the person’s goals
- No simpler or cheaper solution is available
- The person can use it independently or with support
This means OTs can’t rush through the process. Each step builds the evidence needed to support the request.
AT trials often overlap with broader functional issues, and our guide Understanding Functional Capacity Assessments gives context on how OTs gather evidence.
What Happens Before the Recommendation Is Made
Step 1: Reviewing the person’s functional needs
The OT needs a detailed understanding of the person’s daily challenges.
This includes:
- Mobility and balance
- Personal care
- Home environment
- Energy levels and fatigue
- Cognitive or communication needs
- Support network
This functional picture helps determine which AT is appropriate and which isn’t.
Step 2: Checking safety and environmental factors
AT must work in the person’s real environment, not just in theory.
The OT considers:
- Space around the home (doorways, steps, bathrooms)
- Flooring and surfaces
- Safety risks
- Support worker or family capacity
- How the item will be stored or used
This avoids recommending something that won’t fit, won’t work or may be unsafe.
Step 3: Reviewing medical information and history
For certain AT, OTs need to review:
- Medical letters
- Hospital discharge summaries
- Photos or videos of the home
- Previous equipment trials
- Recommendations from other clinicians
This gives planners the broader context they expect.
What Happens During the AT Process
Step 4: Trialling equipment
Most mid- and high-cost AT requires a trial.
Trials help determine:
- Whether the item works
- Whether it improves safety
- Whether the person can use it independently
- Whether the size, height or design needs modification
Trials take time because they involve ordering items, booking appointments and checking fit and function.
Step 5: Comparing alternatives
NDIS requires evidence that cheaper, simpler or lower-risk options were considered.
Behind the scenes, OTs often:
- Compare multiple products
- Review supplier quotes
- Document why one option is safer or more suitable
- Explain why alternatives won’t meet the person’s needs
This protects the person from receiving unsuitable or unsafe equipment.
When multiple clinicians are involved, our article How Allied Health and OT Collaborate to Build Client Capacity Faster can help streamline recommendations.
Step 6: Completing the report and justification
The AT report is often the most time-intensive part.
A high-quality AT report includes:
- Functional reasoning
- Evidence from the trial
- Detailed explanation of risks
- Clear safety considerations
- Quotes and technical specifications
- Expected benefits and outcomes
These reports allow planners to make confident decisions.
To understand report quality, see What Makes an FCA High-Quality.
What Happens After the Recommendation
Step 7: Submitting quotes and report documents
Most AT applications require:
- Supplier quotes
- AT request forms
- Risk or complexity ratings
- The OT’s written justification
OTs gather and submit these items in the correct format.
Step 8: Supporting follow-up questions
Sometimes planners or AT teams request:
- Extra photos
- More functional evidence
- Clarification around safety
- Comparison between options
The OT responds to these requests to keep the process moving.
Why This Whole Process Matters
It protects the person
Well-justified AT ensures the item is safe, appropriate and will genuinely improve the person’s life.
It protects NDIS funding
Clear evidence helps planners approve items confidently, reducing the risk of denied requests.
It prevents the wrong equipment from being installed
Poorly matched AT often leads to:
- Safety risks
- Wasted funding
- Returns and replacements
- Ongoing frustration for clients and families
Thorough OT evidence prevents these problems.
How Support Coordinators Can Help the AT Process Run Smoothly
Provide clear referral notes
Include:
- The main reason for the AT request
- Recent changes or risks
- Plan end dates
- Relevant documents
Share plan rollover dates early
AT work and complex AT reports take time. Early planning avoids last-minute pressure.
Support the person to gather documents
Hospital notes, photos, GP letters and previous equipment information all strengthen the OT’s justification.
Keep communication open
Quick updates help the OT stay aligned with current support needs.
For smoother collaboration, see How to Work Smoothly With Mobile OTs: What Helps and What Slows Things Down.
A Professional Next Step
Understanding what happens behind the scenes makes the AT process clearer and less frustrating for everyone.
Strong evidence, good communication and early planning lead to faster outcomes and safer recommendations.
If you’d like help understanding AT pathways or want guidance for a referral, our Refer To Us page contains more information. For more insights like this, check out our Articles & Resources page.
