NDIS assistive technology: how the funding and approval process works

Lower-cost, lower-risk items are typically simpler to access, sometimes without extensive assessment. Mid-range items usually need some professional input describing the need. Higher-cost or more complex items generally require a full assessment from an occupational therapist or other relevant allied health professional, along with detailed justification tied to the person's goals and needs.

It can help to think of it as a sliding scale rather than a strict set of boxes. A basic jar opener or non-slip mat sits at one end, needing little more than a receipt and a brief explanation. A custom communication device or complex power wheelchair sits at the other, needing a detailed clinical report, sometimes a trial period, and a more involved NDIA review before anything is finalised.

A frequent source of frustration is assuming that once an OT has recommended an item, approval is guaranteed — it isn't. The NDIA makes its own decision based on the evidence provided, and can ask for more information, propose an alternative item, or decline the request, which is part of why a thorough, well-justified report matters so much at the assessment stage.

It's also worth clarifying who is actually responsible for each step before the process begins — whether the OT, the equipment supplier, a Support Coordinator or the participant themselves is submitting paperwork at each stage — since gaps in coordination are a common, avoidable cause of delay.

Keeping a simple written record of who was contacted, when, and what was agreed can be genuinely useful if a request stalls partway through — it's much easier to follow up effectively with specific dates and names than with a vague sense that 'it's been a while.'

Complex or custom AT can take considerably longer to approve than simpler items, partly because of the assessment required and partly because higher-cost approvals go through additional review. It's worth asking the assessing professional for a realistic timeframe early on, rather than assuming a fixed number of weeks applies to every request.

If there's genuine urgency — for example, existing equipment has failed and there's no safe alternative in the meantime — it's worth explicitly flagging this urgency to the assessor and the NDIA, since expedited pathways exist in some circumstances.

Valencea doesn't assess or supply assistive technology, but we can support participants in Western Sydney to use their equipment confidently in daily life once it's in place — from community outings to everyday routines. Call 0494 733 201, Monday to Friday, 9:00am–5:00pm, to talk through what that support could look like.