Why FCAs Are Different from Therapy Reports, and Why It Matters for Your NDIS Plan

When you’re preparing evidence for the NDIS, it can feel like a mountain of paperwork, therapy reports, assessments, forms, and updates from multiple providers. One of the most common points of confusion is understanding the difference between a Functional Capacity Assessment (FCA) and a therapy report.

While both are written by qualified allied health professionals, they serve very different purposes in the NDIS process. Knowing which one you need, and when, can make a big difference in how your plan is funded and what supports are approved.

Here’s what you need to know.

Therapy Reports: Tracking Progress Over Time

A therapy report is a summary of your ongoing sessions with a specific therapist, for example, a psychologist, occupational therapist, or speech pathologist. These reports are valuable because they show your progress over time, your goals, and what’s been achieved through therapy.

A typical therapy report might include:

• What the sessions have focused on (e.g. anxiety management, communication skills, fine motor development)

• The strategies or interventions used

• Your progress toward therapy goals

• Recommendations for future sessions

In short, therapy reports show what has been done and how you’re improving with support.

But while they’re great for tracking therapy outcomes, they don’t always show the full picture of how your disability affects your day-to-day functioning, and that’s where an FCA comes in.

Functional Capacity Assessments: Showing the Full Picture

A Functional Capacity Assessment (FCA) is a comprehensive assessment that looks beyond your therapy progress. It focuses on how your disability impacts your ability to function across all areas of life, not just the ones addressed in therapy.

An FCA is typically used to support NDIS applications or plan reviews, as it gives decision-makers the evidence they need to determine what supports are reasonable and necessary.

An FCA looks at how you manage across key NDIS life domains:

• Self-care – personal hygiene, dressing, eating

• Communication – understanding and being understood

• Mobility – moving safely and independently

• Social interaction – managing relationships and community participation

• Learning – ability to acquire and apply knowledge

• Self-management – decision-making, problem-solving, daily routines

How FCAs Differ from Therapy Reports

Here’s how the two types of reports compare:

Aspect	Therapy Report	Functional Capacity Assessment (FCA)
Purpose	Summarises what’s been done in therapy, goals achieved, and progress made	Evaluates how a disability impacts overall functioning in everyday life
Scope	Focused on the therapist’s discipline (e.g. psychology, OT)	Covers all NDIS life domains for a whole-person perspective
Evidence	Based on clinical notes and session observations	Includes standardised assessments like the WHODAS, Vineland-3, or WAIS-IV for objective, measurable data
Outcome	Helps monitor therapy progress	Provides evidence for funding decisions, linking disability to functional impairment and support needs

In simple terms:Therapy reports describe the progress. FCAs describe the capacity.

Why This Matters for You

If you’re applying for or reviewing your NDIS plan, the type of evidence you provide can directly affect your funding outcome.

• Therapy reports are useful for showing what’s working in your current supports.

• FCAs provide the detailed, objective evidence the NDIS needs to justify funding, especially for new supports, higher-level assistance, or capacity-building goals.

Without an FCA, even strong therapy reports may not be enough to demonstrate the functional impact of your disability. That can mean missing out on supports that help you live more independently or participate more fully in your community.

How to Prepare for an FCA

To get the most out of your Functional Capacity Assessment, it helps to:

• Gather existing reports from your therapists, school, or support workers

• Reflect on challenges you face day-to-day

• Be open and honest about what tasks are difficult, time-consuming, or need support

• Explain what happens when support isn’t available

An FCA isn’t about what you can’t do, it’s about giving an accurate picture of where you need help, so your plan reflects your real-world experience.

The Bottom Line

Both therapy reports and FCAs are valuable, but they serve different roles.When it comes to NDIS planning and funding decisions, the FCA is the key document that provides robust, objective evidence about your functional needs.

At Boutique Psychology, we conduct detailed Functional Capacity Assessments designed to capture the full picture of your abilities, challenges, and support requirements. Our goal is to ensure your NDIS plan truly reflects your capacity, and helps you live with greater independence and confidence.