What to Bring to Your NDIS Planning Meeting for OT: Your Complete Preparation Guide

You’ve waited months for your NDIS planning meeting. The date is circled on your calendar, but a knot of anxiety tightens in your stomach every time you think about it. What if you forget something crucial? What if you can’t adequately explain your needs? What if the documentation isn’t right, and your occupational therapy supports aren’t properly funded?

These concerns are entirely valid. Your NDIS planning meeting determines the supports and funding you’ll receive for the next 12 months, and inadequate preparation can result in a plan that doesn’t truly meet your needs. For occupational therapy services specifically—which address everything from daily living skills to home modifications—thorough preparation isn’t just recommended; it’s essential.

Why Is Preparation Essential for Your NDIS Planning Meeting?

Your NDIS planning meeting typically lasts between one to two hours, during which you’ll discuss your goals, current supports, and the services you need with an NDIS planner or Local Area Coordinator. This relatively brief window must capture the full scope of your functional challenges and support requirements.

The principle underlying all NDIS funding decisions is whether supports are “reasonable and necessary” in relation to your disability and goals. Without proper documentation and preparation, even genuine needs may appear insufficiently justified. Evidence-based documentation—particularly recent occupational therapy assessments—strengthens your case by providing objective measures of functional capacity and support needs.

Starting your preparation three to six months before your planning meeting gives you adequate time to gather reports, arrange assessments, and thoughtfully document your daily experiences. This timeline isn’t arbitrary; it reflects the reality that quality assessments take time to arrange and complete, particularly for complex needs like assistive technology evaluations or home modification assessments.

Proper preparation also reduces stress. Walking into your planning meeting with organised documentation and clear goals allows you to focus on the conversation itself rather than scrambling to remember details or articulate needs under pressure.

What Medical and Allied Health Reports Should You Bring to Your OT Planning Meeting?

Documentation from health professionals provides the evidence base for your NDIS plan, with occupational therapy reports playing a particularly crucial role in demonstrating functional capacity and support needs.

Essential Occupational Therapy Documentation

Recent Functional Capacity Assessments form the cornerstone of your evidence. These comprehensive OT evaluations should be dated within the past six to twelve months and clearly outline how your disability impacts daily activities. Outdated reports may not reflect your current situation and could result in inadequate funding.

Your functional capacity assessment should address:

• Personal care tasks (dressing, grooming, bathing, toileting)
• Home mobility and safe navigation
• Household task management (meal preparation, cleaning, laundry)
• Community participation and social engagement
• Cognitive and sensory processing abilities
• Equipment and assistive technology requirements

Home Environment and Accessibility Assessments document your current living situation and identify necessary modifications. If your occupational therapist has recommended environmental changes—whether installing grab rails, widening doorways, or major bathroom modifications—ensure these reports clearly justify how modifications will improve safety, independence, or quality of life.

Assistive Technology Assessment Reports provide detailed justification for equipment needs. These should include:

• Specific equipment recommendations with product details
• Quotes from suppliers (gather multiple quotes for expensive items)
• Clear explanation of how equipment addresses functional limitations
• Expected lifespan and replacement timeline
• Training requirements for using equipment effectively

Supporting Medical Documentation

Whilst occupational therapy reports focus on function, supporting medical documentation provides context:

• Current diagnosis letters from specialists
• Reports from your general practitioner outlining overall health status
• Mental health assessments if psychological factors impact daily functioning
• Neuropsychological assessments for cognitive or developmental conditions
• Behaviour support plans if challenging behaviours affect participation

All health professional reports should be from NDIS-recognised practitioners and clearly articulate the functional impact of your condition—not merely list diagnoses.

How Should You Document Your Daily Living Needs and Goals?

Numbers and clinical assessments tell part of your story, but the lived experience of navigating daily life with disability provides essential context that brings those assessments to life.

Creating Your Daily Life Narrative

Document a Typical Day by walking through your routine from waking to sleeping. For each activity, note:

• Whether you can complete it independently or need assistance
• The type and level of support required (verbal prompting, physical assistance, full support)
• How long tasks take compared to typical timeframes
• Whether fatigue, pain, or other factors affect your capacity
• Safety concerns or risks involved

Include a “Bad Day” Scenario because planning meetings often focus on best-case scenarios. Documenting what happens when everything goes wrong—when pain flares, sensory overload hits, or executive function falters—helps identify crucial supports that might otherwise be overlooked.

Developing SMART Goals for Occupational Therapy

All NDIS funding links directly to goals, making goal-setting one of the most critical aspects of preparation for what to bring to your NDIS planning meeting for OT. Effective goals follow the SMART framework:

SMART Element	What It Means	OT Example
Specific	Clearly defined outcome	“Independently prepare three simple meals per week” (not “improve cooking skills”)
Measurable	Observable indicators of progress	“Dress independently 5 days per week without physical assistance”
Achievable	Realistic within your circumstances	Goals should stretch abilities whilst remaining attainable
Relevant	Meaningful to your life and priorities	Focus on activities that matter to you personally
Time-bound	Clear timeframe for achievement	“Within six months” or “by end of plan period”

Consider goals across multiple life domains:

• Daily Living Independence: Self-care, household tasks, meal preparation
• Mobility and Accessibility: Safe home navigation, community access
• Community Participation: Social engagement, recreational activities, volunteering
• Employment or Education: Work-related skills, study supports
• Health and Wellbeing: Exercise routines, stress management, sleep quality

Write goals in your own words where possible. Authentic language resonates more powerfully than clinical terminology, helping planners understand what truly matters to you.

What Support Information Do NDIS Planners Need to Know?

Understanding your complete support network—both formal and informal—helps planners develop a realistic, comprehensive plan that fills gaps without duplicating existing supports.

Formal Supports Documentation

Current Service Providers should be documented with:

• Provider names and contact information
• Specific services delivered (e.g., “occupational therapy focusing on sensory integration and daily living skills, fortnightly sessions”)
• Current costs and funding sources
• Outcomes achieved and ongoing needs
• Gaps in current service provision

Service Provider Quotes for new or additional supports demonstrate you’ve researched options and understand costs. For occupational therapy services specifically, quotes should detail:

• Session frequency and duration
• Specific intervention approaches
• Expected timeframe for service delivery
• Travel costs if services are delivered in your home or community

Informal Supports Documentation

NDIS considers existing informal supports—help from family, friends, and community—before funding formal services. Document:

• Who provides informal support and what assistance they offer
• Frequency and sustainability of this support
• Whether informal supports are reaching capacity or causing carer burnout
• Tasks that informal supports cannot safely or appropriately manage

Be honest about informal support limitations. If family members are exhausted, if tasks require professional expertise, or if relying on informal supports prevents your independence development, state this clearly.

Current Plan Review

If this is a plan review rather than initial planning, bring:

• Your current NDIS plan with budget categories
• Documentation of supports used and remaining budget
• Evidence of goal progress (or explanation of why goals weren’t achieved)
• Provider reports on intervention outcomes
• Identification of supports that worked well or didn’t meet needs

Which Financial and Administrative Documents Are Required?

The administrative side of what to bring to your NDIS planning meeting for OT ensures smooth plan implementation once approved.

Essential Administrative Documentation

You’ll need:

• NDIS Participant Number from previous correspondence
• Bank account details if you’re self-managing or plan-managing funds
• myGov login credentials for accessing your NDIS portal
• Identity documentation such as passport or birth certificate
• Tax File Number (may be required for financial processing)

Plan Management Decision Documentation

Understanding your plan management options before the meeting allows informed decision-making:

Agency Managed: The NDIA manages funding and pays providers directly. You can only access NDIS-registered occupational therapy providers, and services are paid at standard NDIS rates. This option involves minimal administration but limits provider choice.

Plan Managed: A registered plan manager handles payments and administration. You can access both registered and unregistered occupational therapy providers, offering greater flexibility in choosing services. Plan management fees are funded separately and don’t reduce your support budget. According to recent planning guidance, all participants who request plan management receive it automatically.

Self-Managed: You manage all payments and administrative tasks. This requires keeping detailed records for five years but allows maximum flexibility—you can choose any provider and negotiate service rates. Self-management suits people comfortable with financial administration.

If you’re considering plan management, research potential plan managers beforehand and bring their details (name, ABN, NDIS provider number) to expedite plan implementation.

How Can You Organise Your Documentation Effectively?

Even with all the right documents, poor organisation can undermine your preparation. Strategic organisation ensures planners can easily access information when discussing specific needs.

Document Organisation System

Create Category Folders (physical or digital) for:

1. Medical and diagnosis documentation
2. Occupational therapy assessments and reports
3. Other allied health reports (physiotherapy, speech pathology, etc.)
4. Equipment quotes and assistive technology documentation
5. Home modification reports and quotes
6. Current support plans and provider information
7. Goals and daily living documentation
8. Financial and administrative documents

Within Each Folder:

• Arrange documents chronologically (most recent first)
• Attach sticky notes highlighting key sections
• Create one-page summary sheets for complex reports
• Keep originals safe and bring copies to meetings

Timeline for Preparation

Strategic timing prevents last-minute stress:

Three to Six Months Before: Begin gathering existing documentation, reflecting on needs, and identifying assessment gaps

Six to Eight Weeks Before: Schedule any required assessments (allow adequate time for appointment availability and report preparation)

Four to Six Weeks Before: Prepare your goals list, daily living narrative, and question list. Confirm support people’s availability.

Two to Four Weeks Before: Confirm meeting details, format preference (phone, video, or face-to-face), and location. Finalise all documentation.

One to Two Weeks Before: Conduct final review, brief support people attending, and prepare your participant statement.

Participant Statement Preparation

Your participant statement—a written description in your own words—provides personal context that clinical reports cannot capture. Include:

• How disability affects your daily life specifically
• Your living situation and who you live with
• Current supports and whether they’re sufficient
• Goals and what you hope to achieve with NDIS support
• Specific examples of functional challenges
• How occupational therapy has helped previously (if applicable)

This statement can be formal or casual, but authenticity matters more than polish. If writing is challenging, record your thoughts and have someone transcribe them, or prepare key points to discuss verbally during the meeting.

Preparing Your Support Network for the Meeting

Who attends your planning meeting matters as much as what documents you bring. Support people provide additional perspective, help you remember details, and advocate when you’re overwhelmed.

Consider inviting:

• Family members who understand your daily challenges
• Close friends who observe your functional capacity regularly
• Current occupational therapist or other allied health professionals
• Support workers with insight into your needs
• Disability advocates familiar with NDIS processes

Brief Support People Beforehand on:

• Your goals and priorities for the plan
• Key points you want to emphasise
• Areas where they can provide valuable perspective
• The planner’s likely questions

Ensure everyone understands their role—to support you, not speak over you. The planning meeting centres on your voice, goals, and choices.

Making Your Planning Meeting Work for You

Beyond documentation, remember that NDIS planning meetings are conversations, not interrogations. You can:

• Request breaks if you become tired or overwhelmed
• Ask planners to repeat or rephrase questions you don’t understand
• Take time to think before answering
• Refer to your notes and documentation throughout
• Contact your planner after the meeting if you remember something important (before plan finalisation)

If you have complex needs or expect a lengthy discussion, you can request additional meeting time when confirming the appointment. Most standard meetings run one to two hours, but complex situations may require longer.

Understanding What Happens After Your Meeting

Following your planning meeting, the planner develops your draft plan based on the information discussed and documentation provided. You’ll receive the draft to review before finalisation, allowing you to identify any missing supports or incorrect information.

Once finalised, your plan specifies funding amounts across different support categories. For occupational therapy services, funding typically appears in “Capacity Building – Daily Activities” or “Improved Daily Living Skills” budget categories, though some OT services may be funded under other categories depending on the intervention type.

If you’re dissatisfied with your approved plan, you have review rights. Understanding what to bring to your NDIS planning meeting for OT the first time maximises the likelihood of receiving appropriate supports without requiring plan reviews.

Empowering Your NDIS Journey

Thorough preparation transforms your NDIS planning meeting from a daunting hurdle into an opportunity to clearly articulate your needs and advocate effectively for supports that enhance independence and quality of life. The time invested in gathering documentation, developing clear goals, and organising information pays dividends in the form of a well-funded, appropriate plan that truly addresses your functional needs.

Remember that occupational therapy plays a vital role in NDIS support—whether through direct therapy services, assistive technology provision, home modifications, or capacity building interventions. Comprehensive OT assessments and reports provide the evidence base that justifies these supports, making them among the most valuable documents you can bring to your planning meeting.

Your NDIS plan should reflect your unique circumstances, goals, and aspirations. With proper preparation, clear documentation, and effective advocacy, you can work with your planner to develop a plan that genuinely supports your journey toward greater independence and participation in the life you choose.