When to Refer to an Occupational Therapist

We understand Support Coordinators are constantly balancing shifting priorities, strict deadlines, and funding considerations. With so much to manage, knowing exactly when a referral to an Occupational Therapist (OT) is not always straightforward.

Often, the most common trigger is simply the NDIA requesting a report or updated clinical evidence. However, in a market where waitlists can be significant, sourcing a reliable Occupational Therapist at short notice can quickly become challenging. Here are six key moments where engaging an OT earlier can help reduce pressure and support better participant outcomes:

1. Prior to a Plan Review

The best time to refer is 4 months before a plan ends. This ensures that the clinical evidence is ready for the review meeting to advocate for the participant’s needs. 

Our team endeavours to submit Functional Capacity Assessment (FCA) Reports or End of Plan Reports 8 weeks prior to the plan end date. 

2. New to the NDIS (or an "Outdated" FCA) 

If a participant is new to the NDIS or has never had an OT, an initial Functional Capacity Assessment (FCA) is recommended to establish a clinical baseline. Similarly, if their last FCA was done more than 12-18 months ago, an updated report is recommended to ensure that their current supports remain appropriate.  

3. Capacity building 

At its core, Occupational Therapy is about enabling people to participate in meaningful daily activities and live as independently as possible.

We work with participants on an ongoing basis to build their capacity in areas that are important to them, such as cooking, dressing, using public transport, attending appointments, and accessing the community. We also work collaboratively with participants and their care teams to develop practical strategies, routines, and supports that promote confidence, independence, and long-term participation.

4. Changes in functioning 

Changes in functioning can sometimes develop gradually and may indicate that a participant's current supports are no longer meeting their needs. Early OT involvement can help identify risks, recommend appropriate strategies, and support safety and ongoing independence.

This may include changes in mobility, falls or near misses, difficulty completing self-care tasks, or changes in cognition, mental health, or behaviours that impact daily life and participation.

5. Assistive technology (AT) 

For AT over $1,500, the NDIS requires a formal assessment and supporting report from an OT. These items commonly include electric beds, recliner chairs, mobility scooters, wheelchairs, and pressure care equipment.  

For lower-cost AT (under $1,500), items can often be purchased using a participant's consumables budget. If suitable funding is unavailable, an OT may provide a support letter to help advocate for the participant's needs and justify the recommended item.

6. When the Existing Home Is No Longer Suitable 

An OT can assist when a participant's current home environment no longer safely or effectively supports their needs. This may include recommendations for home modifications ranging from simple installations, such as grab rails, through to more complex bathroom or accessibility redesigns.

OTs can also complete Home and Living assessments, including Specialist Disability Accommodation (SDA) assessments and supporting applications where appropriate.

So, when shoud you refer to an Occupational Therapist?

There's rarely a 'wrong time' to bring an OT into your participant's care team. Early involvement can often help identify risks sooner, strengthen clinical evidence, and reduce pressure later in a participant's journey.

Importantly, the role of an OT extends beyond completing a one-off assessment or report. Effective OT involvement id builf on developing long-term, collaborative relationships with participants, Support Coordinators and the wider care team to help identify needs early, plan proactively, and support sustainable outcomes.

When Support Coordinators and OTs work together consistently, it becomes easier to anticipate challenges before they become urgent, ultimately improving the experience for both participants and the teams supporting them.