The journey to obtaining assistive technology through the National Disability Insurance Scheme can feel overwhelming when you’re unsure where to start. You know you need equipment to make daily life safer and more manageable, but the assessment process, funding categories, and approval requirements seem like an impenetrable maze. For NDIS participants across Brisbane, North Lakes, Sydney, Melbourne, and regional areas of Queensland, Victoria, and New South Wales, understanding this process is the critical first step toward accessing the support you need.
What Exactly Is Assistive Technology Under the NDIS?
The World Health Organisation defines assistive technology as “any device or system that allows individuals to perform tasks they would otherwise be unable to do or increases the ease and safety with which tasks can be performed.” The NDIS adopts this definition to determine funding eligibility, recognising that technology doesn’t necessarily mean electronic or computer-related items.
Approximately 80% of NDIS participants have funding for assistive technology in their plans, demonstrating the widespread recognition of its importance within the scheme. In Australia, 2.3 million people reported using aids or equipment in 2018, though over 40% of the 2.5 million Australians with disability indicated their overall needs were not fully met.
Assistive technology encompasses an extensive range of equipment:
Mobility and Transfer Equipment
Wheelchairs, walkers, crutches, mobility scooters, prosthetics, hoists, slings, and slide sheets help people move safely and independently through their environments.
Communication and Sensory Support
Speech-generating devices, augmentative and alternative communication (AAC) systems, symbol boards, hearing aids, cochlear implants, magnifiers, Braille displays, and screen readers enable people to communicate and access information.
Daily Living and Personal Care
Adaptive cutlery, dressing aids, shower chairs, grab bars, non-slip mats, long-handled sponges, continence products, and pressure-relief mattresses support independence in self-care activities.
Environmental Control and Access
Smart home technology, voice-activated devices, eye-gaze control systems, ramps, handrails, and threshold modifications improve accessibility and control within living environments.
Learning and Technology Access
Tablets with accessibility features, adapted keyboards, sensory devices, and specialised software support educational and vocational participation.
The NDIS classifies assistive technology based on both cost and complexity levels, recognising that different types of equipment require varying levels of assessment and approval.
How Does the NDIS Categorise Assistive Technology by Complexity and Cost?
Understanding the four complexity levels is fundamental to navigating the assessment process, as each level has different evidence requirements and approval pathways.
| AT Level | Cost Range | Assessment Required | Quote Needed | Approval Timeline | Examples |
|---|---|---|---|---|---|
| Level 1 – Basic | Under $1,500 | No formal assessment | No | Immediate (Core budget) | Non-slip mats, walking sticks, adapted cutlery, basic shower chairs |
| Level 2 – Standard | $1,500-$15,000 | Professional recommendation letter | No (as of Oct 2024) | Up to 28 days | Transfer benches, basic wheelchairs, handrails, communication devices |
| Level 3 – Specialised | Varies | Formal AT assessment | Yes | Up to 28 days | Power wheelchairs, electronic Braille displays, stair lifts, mobility scooters |
| Level 4 – Complex | Over $15,000 | Comprehensive assessment with detailed report | Yes | Up to 50 days | Custom wheelchairs with complex seating, ceiling hoists, environmental control systems |
Level 1 – Basic Assistive Technology includes simple, low-risk items that are safe and easy to operate with minimal setup. These are funded through your Core – Consumables budget and can be purchased flexibly without quotes or formal approval processes.
Level 2 – Standard Assistive Technology comprises more complex but commonly available items that may require professional setup, adjustment, or installation. Since October 2024, mid-cost assistive technology up to $15,000 can be approved with evidence without requiring a formal quote, streamlining access significantly. Written evidence from a qualified assistive technology advisor is typically required for items over $1,500.
Level 3 – Specialised Assistive Technology involves more complex, customised or specialised equipment that often requires adjustments or modifications for individual needs. These items are more difficult to select and set up independently and require formal assistive technology assessments along with quotes from registered suppliers.
Level 4 – Complex Assistive Technology represents highly specialised, custom-built equipment requiring extensive knowledge to set up and operate, often with ongoing support, training, and maintenance. Comprehensive assessments with detailed reports are essential, and these items must be “stated” in your plan, meaning only the specified item and model can be purchased.
Who Can Conduct Your NDIS Assistive Technology Assessment?
Various qualified allied health professionals can complete assistive technology assessments, each bringing specific expertise to different equipment categories:
Occupational Therapists most commonly conduct assistive technology assessments, particularly skilled in evaluating functional impact, daily living needs, and home environment modifications. They assess how equipment will support independence across self-care, productivity, and leisure activities.
Physiotherapists assess mobility-related assistive technology needs, focusing on movement patterns, posture, and physical functioning that impact equipment selection and positioning.
Speech Pathologists assess communication-related assistive technology needs, including augmentative and alternative communication devices, speech-generating technology, and communication apps.
Other Specialists including continence nurses, rehabilitation engineers, registered dietitians, and specialised assistive technology assessors all contribute expertise to the assessment process.
For participants in Brisbane, North Lakes, Gold Coast, Sunshine Coast (including Peregian Springs, Noosa, Buderim, and Gympie), Sydney, Melbourne, and throughout Queensland, Victoria, New South Wales, and Tasmania, mobile occupational therapy services deliver assessments directly to your home or community setting. Funding for assistive technology assessments is included in participants’ plans under Capacity Building in the “Improve Daily Living Skills” budget section.
What Are the Seven Reasonable and Necessary Criteria Your Request Must Meet?
Every assistive technology request must meet all seven requirements under Section 34 of the NDIS Act 2013. These criteria include:
- Relationship to Disability or Impairment: The support must directly address functional limitations caused by your disability.
- Helps Pursue Goals and Aspirations: The equipment must support your personal goals as outlined in your NDIS plan.
- Promotes Social or Economic Participation: The support should enable participation in community, education, or work.
- Represents Value for Money: The cost must be reasonable relative to the benefits and alternatives.
- Effectiveness and Benefit: There must be sound evidence that the equipment will be effective.
- Considers Informal Supports and Mainstream Services: The request should not duplicate supports provided by informal or mainstream channels.
- Not the Responsibility of Another System: The funding must be appropriately sourced through the NDIS rather than another agency.
What Actually Happens During the NDIS Assistive Technology Assessment Process?
The assessment process follows a structured pathway to ensure the recommended equipment genuinely meets your needs:
Step 1: Initial Assessment and Information Gathering
An occupational therapist or qualified allied health professional conducts an initial 1-2 hour face-to-face session to discuss your daily challenges, functional limitations, and equipment needs.
Step 2: Environmental Review in Your Setting
The assessment often takes place in your home or another familiar environment to evaluate layout, access points, and potential barriers.
Step 3: Functional Testing and Equipment Trials
Trials are organised to test various equipment options, ensuring the choices support your specific needs safely and effectively.
Step 4: Equipment Selection and Quotations
The assessor selects the most suitable option, gathers quotes (if required) from registered NDIS suppliers, and documents a cost comparison to justify value for money.
Step 5: Comprehensive Report Preparation
A detailed report is prepared addressing all reasonable and necessary criteria, including background, assessment findings, equipment justification, and quotes.
Step 6: Submission to the NDIS
The completed report and supporting documentation are submitted to the NDIS for review.
Step 7: NDIA Review and Decision
The NDIA reviews the request, evaluating the evidence and clinical justification to make a funding decision within 28 to 50 days, depending on the cost.
Step 8: Equipment Delivery and Installation
Once approved, the equipment is delivered, installed, and any necessary training is provided.
Step 9: Review and Reassessment
Ongoing reviews are conducted to ensure the equipment continues to meet your needs, with adjustments or maintenance arranged as necessary.
What Can You Do to Prepare for Your Assessment Appointment?
Preparation can greatly enhance your assessment outcomes. Before your appointment, collect your medical history, document your daily challenges, and prepare specific examples of difficulties you face. During your appointment, be honest about your abilities and engage actively in equipment trials. After the assessment, keep copies of all documentation and follow up as needed with your therapist or support coordinator.
What Items Will the NDIS Not Fund?
The NDIS does not fund standard household items or entertainment devices unless they are specifically modified for disability purposes. Items such as smartphones, tablets, computers, and mainstream technology without adaptive features are generally excluded unless they qualify as replacement supports under strict guidelines.
How Do You Manage Payment and Claims for Assistive Technology?
Payment and claims can vary depending on whether your plan is self-managed, plan-managed, or NDIA-managed. Keeping detailed records, receipts, and invoices is crucial for timely claim submissions and ensuring you comply with NDIS guidelines.
What About Maintenance, Repairs, and Replacements?
Funding may also cover ongoing maintenance, repairs, or replacements of your equipment. Specific inclusion in your plan is required, and evidence of need must be provided if the equipment becomes outdated, worn, or insufficient for your evolving requirements.
What Challenges Might You Face in Accessing Assistive Technology?
Challenges include navigating complex funding guidelines, long wait times for assessments, limited availability in regional areas, and potential mismatches between equipment and individual needs. Understanding these challenges and preparing thoroughly can help mitigate these issues.
How Can You Ensure a Successful Assessment and Approval Process?
Successful outcomes are more likely when you clearly communicate your needs, prepare comprehensive documentation, engage with experienced assessors, and follow up systematically throughout the process.
Moving Forward with Your Assistive Technology Journey
The NDIS assistive technology assessment process is designed to ensure you receive equipment that enhances your independence and quality of life. By understanding each step, preparing thoroughly, and working with qualified professionals, you can navigate the process effectively and secure the support you need for everyday success.
How long does an NDIS assistive technology assessment take from start to finish?
The timeline varies depending on equipment complexity and cost. Low-cost items (under $1,500) may be approved immediately without formal assessment, mid-cost items ($1,500-$15,000) typically take 2-4 weeks from assessment to decision, and high-cost items (over $15,000) can take 6-12 weeks or longer, including all assessment steps and trials.
Can I request a specific brand or model of assistive technology?
You can express your preference, but the NDIS funds equipment based on meeting the reasonable and necessary criteria and demonstrating value for money. Your therapist will consider your preferences along with functional requirements and cost comparisons.
What happens if the NDIS rejects my assistive technology request?
If your request is rejected, review the rejection letter to understand the reasons. Common issues include insufficient evidence or a better alternative being available. You can request a review, provide additional supporting documentation, and work with your therapist to address the concerns raised.
Do I need a new assessment if I’ve previously had assistive technology assessments?
It depends on the timing and changes in your needs. If your previous assessment is recent and remains relevant, it might be reused with an updated letter. Otherwise, a new comprehensive assessment is typically required to reflect your current situation and equipment needs.
Can I get assistive technology assessment and approval through telehealth services?
Telehealth can be used for initial discussions and information gathering, especially for participants in remote areas. However, most assistive technology assessments require in-person evaluations to accurately assess your functional abilities, trial equipment, and evaluate your environment.
