When assistive technology fails, independence disappears overnight. For thousands of Australians across Queensland, Victoria, New South Wales, and Tasmania who depend on mobility aids, communication devices, hearing aids, or other assistive equipment, even a temporary loss of technology can mean missing work, forgoing education, or being unable to perform basic daily tasks like showering or preparing meals. The difference between a device that reliably supports independence and one that becomes an expensive barrier often comes down to one critical factor: proper maintenance and servicing.
Why Does Proper Maintenance of Assistive Technology Matter?
The impact of equipment failure extends far beyond inconvenience. For people who depend on mobility devices, communication systems, or daily living aids, loss of equipment—even temporarily—creates devastating consequences that ripple through every aspect of life.
The True Cost of Neglected Maintenance
When assistive technology fails due to inadequate maintenance, users face immediate and serious challenges:
- Loss of employment or educational participation opportunities
- Inability to perform essential self-care tasks independently
- Inability to care for dependent family members
- Health decline, increased pain, and psychological distress
- Significant safety hazards and increased fall risk
- Financial burden from emergency repairs or premature replacement
Beyond personal impact, the financial implications affect funding bodies. Proper maintenance extends equipment lifespan significantly, reduces the need for costly emergency repairs, and minimises pressure on programs like the NDIS and aged care packages. Equipment that receives regular care delivers better return on investment for participants, families, and taxpayers alike.
Safety and Compliance Requirements
Maintaining and servicing assistive technology properly ensures equipment operates safely and meets manufacturer specifications. Regular maintenance verifies that safety features like brakes, emergency stops, and alarm systems function correctly. In Australia, this maintenance also supports compliance with Therapeutic Goods Administration guidelines and relevant industry standards, including International Organization for Standardization (ISO) requirements.
The World Health Organization has classified over 900 types of assistive products, with their Priority Assistive Products List identifying 50 products with the greatest impact on people’s lives. Each category requires specific maintenance approaches to ensure ongoing safety and effectiveness.
What Are the Essential Steps for Daily Assistive Technology Maintenance?
Daily maintenance doesn’t need to be time-consuming or complicated. A consistent routine taking just a few minutes can prevent most common equipment problems and extend device lifespan considerably.
Visual Inspection: The 30-Second Safety Check
Start each day with a quick visual inspection of your equipment:
- Look for obvious signs of wear, cracks, or damage to the frame or structure
- Check for loose parts, screws, or components
- Monitor for changes in device performance or unusual sounds
- Examine areas that contact your body for deterioration
- Verify safety features are intact and accessible
This brief check helps identify potential problems before they become serious safety hazards or cause device failure.
Cleaning After Daily Use
Regular cleaning prevents buildup that can interfere with device function and creates hygiene concerns:
- Wipe down all surfaces that contact skin using appropriate cleaning solutions
- Use mild soap and water for most devices (harsh chemicals can damage protective coatings or electronic components)
- Always follow manufacturer guidelines before applying any cleaning products
- Allow equipment to dry completely before storage
- Pay particular attention to areas where dirt, moisture, or debris accumulate
For wheelchairs and mobility devices, cleaning wheel axles and caster bearings of accumulated hair, string, or debris is particularly important for maintaining smooth operation.
Battery Care for Powered Devices
Proper battery management is critical for powered wheelchairs, communication devices, and other electronic assistive technology:
- Monitor battery levels throughout the day to avoid unexpected shutdowns
- Charge according to manufacturer specifications (overcharging reduces battery lifespan)
- Avoid complete discharge, which can damage certain battery types
- Replace dead batteries promptly to maintain consistent device functionality
- Store devices in temperature-controlled environments (extreme heat or cold affects battery performance)
Proper Storage Practices
How you store equipment when not in use significantly impacts its condition:
- Keep devices in dry, accessible locations protected from environmental damage
- Store away from extreme heat, moisture, and direct sunlight
- Use protective cases or covers when equipment isn’t being used
- Never leave plastic frames or components in hot environments where they may distort
- Ensure storage areas are clean and free from pests
How Often Should Professional Servicing Be Scheduled?
While daily and weekly maintenance can be performed by users and caregivers, professional servicing remains essential for maintaining and servicing assistive technology properly over the long term.
Recommended Professional Service Intervals
Professional maintenance should typically occur every 6-12 months, depending on usage intensity and equipment type. More frequent servicing may be necessary for:
- Devices used multiple hours daily
- Equipment exposed to harsh environmental conditions
- Complex powered devices with multiple systems
- Equipment used in clinical or educational settings
- Devices supporting users with complex positioning needs
Professional technicians bring capabilities beyond routine user maintenance:
- Identifying potential issues before they become serious problems
- Performing complex adjustments requiring specialised tools and training
- Ensuring devices continue meeting safety standards and specifications
- Providing technical analysis of wear patterns and performance data
- Calibrating electronic systems for optimal accuracy
- Accessing manufacturer-specific diagnostic equipment and software
Preventative Maintenance Programs
Many assistive technology suppliers across Brisbane, Sydney, Melbourne, and other Australian cities now offer scheduled preventative maintenance programs. These structured approaches aim to avoid potential foreseeable interruptions in equipment use whilst reducing safety risks and minimising wait times for warranty claims or replacements.
Preventative maintenance programs typically include:
- Equipment cleaning using industry-standard protocols
- Comprehensive inspection of all components
- Lubrication of moving parts
- Replacement of worn parts before failure occurs
- Documentation of service activities and equipment condition
- Recommendations for upgrades or replacements when appropriate
| Maintenance Interval | Performed By | Key Activities | Expected Outcomes |
|---|---|---|---|
| Daily | User/Caregiver | Visual inspection, basic cleaning, battery monitoring | Immediate problem detection, optimal daily performance |
| Weekly | User/Caregiver | Deep cleaning, moving parts inspection, safety feature testing, lubrication | Prevention of minor issues, extended component life |
| Monthly | User/Caregiver with guidance | Calibration verification, wear pattern assessment, documentation review | Early identification of developing problems |
| 6-12 Months | Professional Technician | Comprehensive inspection, complex adjustments, parts replacement, compliance verification | Maximum safety, optimal performance, extended equipment lifespan |
What Specific Maintenance Do Different Types of Assistive Technology Require?
Different categories of assistive technology have unique maintenance requirements based on their design, function, and usage patterns. Understanding these specific needs is essential for maintaining and servicing assistive technology properly.
Mobility Aids: Wheelchairs, Walkers, and Scooters
Mobility devices require particular attention to moving parts, structural integrity, and safety features:
- Check frame integrity for cracks or breaks in metal components
- Monitor upholstery for cracks, tears, or excessive wear
- Check tyre pressure regularly (properly inflated tyres reduce energy expenditure and improve handling)
- Inspect all nuts and bolts for tightness, except crossbrace pins
- Verify wheel locks engage fully and hold position
- Ensure anti-tip wheels or bars remain secure and properly positioned
- Lubricate flex points using silicone lubricant spray (avoid petroleum-based oils)
- Replace worn tyres with manufacturer-approved parts only
Manufacturers often recommend using car wax on wheelchair frames, which makes regular cleaning easier and provides protective coating.
Communication Devices and Electronic Equipment
Electronic assistive technology requires careful handling to protect sensitive components:
- Use microfibre cloths for display screens and keyboards (avoid paper products that can scratch)
- Never spray cleaner directly onto devices (spray onto cloth instead)
- Keep devices away from hairspray, excessive heat, and moisture
- Allow equipment to dry completely after any cleaning
- Regularly back up important data and communication vocabularies
- Update software as recommended by manufacturers
- Protect from humidity, which can damage electronic components
- Verify all input methods (buttons, touch screens, switches) respond correctly
For augmentative and alternative communication devices, ensuring vocabulary remains current and accessible is part of ongoing maintenance.
Hearing Aids: Daily Care Requirements
Hearing aids require daily cleaning to function optimally. Ear wax and moisture are the primary enemies of hearing aid performance:
- Clean hearing aids every day, preferably at night
- Use hearing aid desiccant containing silica crystals to absorb moisture
- Remove batteries and keep battery door open overnight
- Place hearing aids on foam inside desiccant container
- Wipe surface with tissue each morning to remove wax
- Use the provided brush and wax loop tool to clear speaker openings
- Hold hearing aids with speaker facing down during cleaning
- Change batteries regularly (don’t wait for complete failure)
- Never wear hearing aids in the shower, whilst swimming, or when using hairdryers or hairspray
Vision Aids: Eyeglasses and Electronic Magnifiers
Vision aids require gentle handling to prevent damage to optical components:
- Wash hands before handling eyeglasses
- Rinse glasses with tap water before cleaning if very dirty
- Use cleaner specifically made for eyeglasses or a 1:1 rubbing alcohol and water solution
- Never clean dry lenses (small dirt particles cause scratches)
- Wipe gently using circular motions with microfibre cloth
- Clean nose pads, hinges, and frame arms regularly
- Store in protective case when not in use
- Never place glasses lens-down
- Keep electronic magnifiers’ lenses clean and properly adjusted
- Verify lighting features on magnification devices work correctly
Orthotics and Prosthetics
Orthotic and prosthetic devices require daily inspection and weekly cleaning:
- Inspect visually each day for signs of wear or damage
- Check that all straps attach securely
- Ensure no cracks, bends, or structural problems exist
- Use mild soap and soft damp cloth for cleaning
- Allow to air dry completely before use
- Verify straps work appropriately at least weekly
- Report any problems immediately to prescribing clinician or orthotist
How Can NDIS and Aged Care Participants Fund Assistive Technology Maintenance?
Understanding funding pathways for maintaining and servicing assistive technology properly helps Australian participants across Queensland, Victoria, New South Wales, and Tasmania access necessary maintenance without financial barriers.
NDIS Funding for Maintenance and Repairs
The National Disability Insurance Scheme recognises that maintenance and repairs are essential costs for assistive technology sustainability. Funding allocation varies based on repair complexity:
Low-Cost Repairs (such as tyre punctures or minor adjustments):
- Funded through Core > Consumables budget
- Generally covers routine maintenance supplies and simple repairs
- Provides flexibility for participants to arrange services independently
Major Repairs and Regular Servicing:
- Funded through Capital > Assistive Technology budget
- Includes preventative maintenance programs
- Covers accidental damage not protected by warranty
- Supports scheduled professional servicing
Repair Funding Process: Participants should obtain quotes from qualified maintenance providers before proceeding with repairs. For repairs exceeding $1,500, quotes must be submitted to the NDIA for acceptance before claiming costs. Information about maintenance schedules from suppliers should be included in plan reviews.
Urgent Repair Provisions: The NDIA can provide authorisation over the phone for urgent assistive technology repairs. Equipment repairs are considered urgent when devices are needed for safety, mobility, communication, or daily living activities. This includes equipment damaged in natural disasters or circumstances where delay would cause significant harm.
Warranty Considerations: All assistive technology should include warranty coverage for repairs and parts replacement during the specified timeframe when used as intended. However, warranties typically don’t cover maintenance costs. Many situations leading to equipment failure are preventable through proactive maintenance. Participants should register warranties immediately after purchase and verify coverage before using NDIS funds for repairs.
Aged Care Funding Through Support at Home
The AT-HM (Assistive Technology and Home Modifications) scheme provides funding for equipment maintenance for aged care recipients:
- Low tier: Up to $500 for 12 months
- Medium tier: Up to $2,000 for 12 months
- Higher tiers available for complex conditions
- Progressive conditions may receive 24-month funding periods
The AT-HM scheme covers repairs and maintenance of items on the approved list, including delivery, setup, training on safe use, and follow-up on effectiveness.
Who Is Responsible for Maintaining Assistive Technology?
Effective maintenance requires shared accountability across users, caregivers, and service providers. Understanding responsibilities ensures consistent care and prevents gaps in maintenance activities.
User and Participant Responsibilities
Whenever possible, individuals using assistive technology should actively participate in maintenance:
- Learn how to inspect equipment for wear and damage
- Understand how to clean and care for devices
- Know how to report problems with equipment
- Maintain basic daily cleaning and inspection routines
- Follow manufacturer’s instructions for use and care
- Keep receipts, warranty information, and user manuals accessible
- Document maintenance activities completed
- Communicate changes in equipment performance
Building these skills promotes independence and helps users recognise when professional service is needed.
Caregiver and Support Professional Responsibilities
Direct support professionals and family caregivers supporting someone who uses assistive technology should:
- Become familiar with all devices used by the person they support
- Perform routine inspections and cleaning as needed
- Recognise signs of wear or malfunction
- Document all equipment issues observed
- Report problems to appropriate supervisors or equipment suppliers
- Follow up until problems are resolved
- Receive training in proper equipment operation and maintenance
- Communicate maintenance needs clearly to service providers
In Brisbane, Gold Coast, Sunshine Coast areas including Peregian Springs, Noosa, Buderim, and Gympie, as well as throughout Sydney, Melbourne, and regional areas of Queensland, Victoria, New South Wales, and Tasmania, access to trained support staff impacts maintenance quality.
Supplier and Service Provider Responsibilities
Equipment suppliers and service providers have critical obligations for maintaining and servicing assistive technology properly:
- Provide clear instructions for use and maintenance at delivery
- Establish and communicate preventative maintenance programs
- Perform scheduled maintenance and inspections according to standards
- Provide comprehensive training on equipment operation and care
- Respond promptly to repair requests
- Communicate clearly about service timelines and costs
- Maintain quality standards and employ qualified technicians
- Provide loaner equipment during repairs when possible
- Document all service activities thoroughly
What Challenges Affect Assistive Technology Maintenance and Repair?
Despite the clear importance of maintaining and servicing assistive technology properly, significant challenges affect both service provision and user access across Australia.
Service Provider Challenges
Assistive technology suppliers and maintenance providers face several obstacles:
- Increased complexity of modern devices, particularly powered wheelchairs
- Difficulty securing qualified and appropriately trained staff
- High overhead costs for mobile in-home repair services
- Long lead times for specialised parts affecting customer satisfaction
- Complex prior authorisation requirements under various funding schemes
- Inadequate access to technical documentation and proprietary parts
- Geographic challenges serving regional and remote areas
These challenges particularly impact service delivery in areas outside major metropolitan centres like Brisbane, Sydney, and Melbourne, including regional centres throughout Queensland, Victoria, New South Wales, and Tasmania.
User and Participant Challenges
From the demand side, assistive technology users encounter different barriers:
- Limited understanding of maintenance requirements and schedules
- Cost concerns when unexpected repair expenses arise
- Difficulty accessing qualified repair services, especially in regional areas
- Limited availability of loaner equipment during repair periods
- Temporary loss of independence during repair timeframes
- Complexity navigating different funding program requirements
- Limited information about available maintenance options
Research demonstrates that high rates of assistive technology abandonment occur when users lack adequate training or ongoing support, including maintenance education.
System-Level Barriers
Broader systemic challenges include:
- Fragmented funding programs with different requirements across NDIS, aged care, and other schemes
- Gap between clinical guidance and actual service delivery practice
- Limited guidelines specific to maintenance and repair protocols
- Inconsistent documentation standards across providers
- Inequitable access across geographic regions
Addressing these challenges requires coordinated effort across manufacturers, service providers, funding bodies, and regulatory agencies.
Supporting Long-Term Equipment Performance
Maintaining and servicing assistive technology properly is not merely recommended—it is essential for ensuring user safety, maximising equipment lifespan, supporting independence, and reducing financial burden on users, families, and funding bodies. For the thousands of Australians who depend on assistive technology across Queensland, Victoria, New South Wales, and Tasmania, consistent maintenance directly impacts quality of life and functional independence.
The evidence is clear: preventative maintenance is significantly more cost-effective than reactive repairs, and education about equipment care should be integral to device prescription. Seven core steps exist in assistive technology service delivery, with management and follow-up—including maintenance and periodic verification—representing a critical component that cannot be overlooked.
Key Elements for Success
Effective assistive technology maintenance requires:
- Clear assignment of responsibilities across users, caregivers, and service providers
- Regular daily and weekly maintenance routines performed consistently
- Scheduled professional servicing every 6-12 months depending on usage
- Appropriate funding allocation through NDIS, aged care, or other sources
- Access to qualified service providers with proper training and certification
- Comprehensive documentation and record-keeping supporting ongoing monitoring
- Recognition that regional service gaps require attention and resource planning
For occupational therapy practitioners working across North Lakes, Brisbane metropolitan areas, Sydney, Melbourne, the Gold Coast, Sunshine Coast regions including Peregian Springs, Noosa, Buderim, and Gympie, and throughout Queensland, Victoria, New South Wales, and Tasmania, educating clients about maintenance is as important as the initial prescription. Follow-up and periodic verification must be standard practice, not optional additions to service delivery.
Moving forward, the assistive technology sector needs industry-wide adoption of maintenance best practices, development of standardised training and certification programs, investment in technician workforce development, and equitable funding and access across all geographic regions. Consumer education about the importance of maintaining and servicing assistive technology properly deserves equal attention to device selection and prescription.
When assistive technology is properly maintained, it delivers on its promise: supporting independence, enabling participation, and enhancing quality of life. When maintenance is neglected, even the most advanced equipment becomes a barrier rather than a bridge to independence.
How often should I have my wheelchair professionally serviced?
Wheelchairs should receive professional servicing every 6-12 months depending on usage intensity. Daily users, those in clinical settings, or individuals with complex positioning needs may require more frequent professional maintenance. Between professional services, perform daily visual inspections, weekly deep cleaning, and monthly wear pattern assessments. Professional technicians can identify potential problems before they become serious, perform complex adjustments with specialised tools, and ensure your wheelchair continues meeting safety standards.
Are assistive technology repairs covered under NDIS funding?
Yes, the NDIS funds assistive technology repairs and maintenance. Low-cost repairs like tyre punctures are funded through the Core > Consumables budget, whilst major repairs and regular servicing come from the Capital > Assistive Technology budget. For repairs exceeding $1,500, obtain quotes and submit to NDIA for acceptance before proceeding. Urgent repairs for equipment needed for safety, mobility, communication, or daily living can receive phone authorisation from NDIA. Always check warranty coverage first, as many repairs may be covered at no cost during the warranty period.
What cleaning products are safe to use on assistive technology?
For most assistive technology, mild soap and water work well for routine cleaning. Avoid harsh chemicals that can damage protective coatings or electronic components. For mobility devices like wheelchairs, manufacturers often recommend car wax on frames to protect surfaces and ease future cleaning. Electronic devices require microfibre cloths and cleaners specifically designed for electronics—never spray cleaner directly onto devices. Hearing aids should be cleaned daily with provided tools and stored in desiccant containers overnight. Always consult manufacturer guidelines before using any cleaning products on your specific equipment.
Can I perform my own assistive technology maintenance, or do I need a professional?
Daily and weekly maintenance tasks can and should be performed by users and caregivers, including visual inspections, cleaning, battery care, and safety feature testing. However, professional servicing remains essential for comprehensive maintenance, complex adjustments, calibration verification, and repairs requiring specialised tools or training. The combination of consistent user-performed routine maintenance and scheduled professional servicing provides optimal equipment performance and longevity.
What should I do if my assistive technology breaks down unexpectedly?
First, check if the device is under warranty, as manufacturer warranty may cover the repair at no cost. For NDIS participants, contact your equipment supplier immediately and inform them if the repair is urgent (needed for safety, mobility, communication, or daily living). NDIA can provide phone authorisation for urgent repairs. Document the problem, including when it occurred and what symptoms you’re experiencing. Ask about loaner equipment availability whilst yours is being repaired. Keep all communication, quotes, and repair documentation for funding claims. For aged care participants, contact your service provider about AT-HM scheme funding for repairs based on your funding tier.
