Functional Capacity Assessment Report Example: Key Points

A quality functional capacity assessment report provides comprehensive evidence of a person’s abilities, limitations, and support needs across multiple life domains.
Effective reports include observable evidence, standardized assessment results, and specific recommendations linked to individual goals.
NDIS-compliant reports focus on functional impact rather than diagnosis and use person-centered, strength-based language.
A well-structured report typically costs between $800-$1,500 and takes 6-10 hours to complete, including assessment, writing, and review.

Understanding Functional Capacity Assessment Reports

A Functional Capacity Assessment (FCA) report is a comprehensive document prepared by qualified allied health professionals that evaluates a person’s abilities and limitations in performing daily activities. These reports serve several critical purposes:

NDIS Applications and Reviews: Providing evidence for initial access or plan reviews.
Support Coordination: Guiding support coordinators in implementing effective supports.
Therapeutic Planning: Informing therapists about priority areas for intervention.
Housing and Equipment: Justifying needs for specialized housing or assistive technology.
Employment Assessments: Identifying workplace accommodations and support requirements.

Quality FCA reports focus on observable function rather than medical diagnoses and offer specific, measurable, and achievable recommendations based on evidence-based assessments.

Elements of an Exemplary Functional Capacity Assessment Report

An effective functional capacity assessment report includes several essential components:

Comprehensive Background Information: Relevant medical, personal, and social history with clear links to current functional impacts.
Assessment Methodology: Clear explanation of standardized assessment tools used and why they’re appropriate.
Observable Evidence: Specific examples of functional limitations observed during assessment.
Detailed Domain Analysis: Thorough examination of abilities across mobility, self-care, communication, social interaction, learning, and self-management domains.
Goal-Aligned Recommendations: Specific support suggestions directly connected to the person’s stated goals.
Clear Support Quantification: Precise details on type, frequency, and duration of recommended supports.
Person-Centered Language: Respectful, strength-based terminology focusing on the individual, not just their disability.

These elements combine to create reports that effectively advocate for appropriate supports while maintaining the dignity and agency of the person being assessed.

Annotated Functional Capacity Assessment Report Example

Below, we’ve included an excerpt from an exemplary functional capacity assessment report with annotations highlighting key features that make it effective:

FUNCTIONAL CAPACITY ASSESSMENT REPORT

Client: Sarah Johnson (DOB: 15/03/1992)
Assessor: David Chen, Occupational Therapist (AHPRA: OCC1234567)
Assessment Date: 23/04/2025
Report Date: 05/05/2025

[ANNOTATION: The report header includes all necessary identifying information and credentials]

1. BACKGROUND INFORMATION

Sarah is a 33-year-old woman living with cerebral palsy (spastic diplegia) and mild intellectual disability. She currently lives alone in a ground-floor apartment with some accessibility modifications. Sarah works part-time (15 hours/week) as an administrative assistant and participates in a community choir.

Sarah's stated goals are:
• "I want to keep living independently in my own place"
• "I want to be able to prepare healthy meals more easily"
• "I'd like to be able to use public transport with less anxiety"
• "I want to continue working and maybe increase my hours"

[ANNOTATION: Background is concise yet comprehensive, and importantly includes the person's own goals in their words]

2. ASSESSMENT METHODOLOGY

This functional capacity assessment included:
• Home visit and observation of daily living activities (3 hours)
• Workplace visit and task analysis (2 hours)
• Standardized assessments:
  - Assessment of Motor and Process Skills (AMPS)
  - Canadian Occupational Performance Measure (COPM)
  - Depression Anxiety Stress Scale (DASS-21)
• Interview with Sarah, her employer, and her support coordinator
• Review of previous medical and therapy reports

[ANNOTATION: Clear explanation of multiple assessment methods providing triangulated evidence]

This annotated example highlights how a quality report structures information to provide clear evidence of functional capacity and support needs. The full version would continue with detailed findings in each functional domain, specific recommendations, and implementation considerations.

Comprehensive Guide to Functional Capacity Assessment Reports

Functional Capacity Assessment reports serve as critical evidence for NDIS funding, workplace accommodations, and therapeutic interventions. This comprehensive guide explores the components of exemplary reports, common pitfalls, and expert insights from allied health professionals on creating effective assessments in 2025.

The Purpose and Impact of Functional Capacity Assessment Reports

A functional capacity assessment report documents an individual’s abilities, limitations, and support needs through systematic observation and standardized assessment. These reports directly influence:

NDIS Funding Decisions: The quality and specificity of evidence directly affects the supports funded in NDIS plans.
Independence Outcomes: Appropriate recommendations enable people to maximize their independence and participation.
Resource Allocation: Detailed justifications ensure the right supports are provided at the appropriate level.
Progress Measurement: Well-documented baseline function allows for measuring improvement over time.
Legal and Administrative Decisions: Reports may inform decisions about capacity, guardianship, or reasonable adjustments.

The importance of these reports cannot be overstated—they often determine whether a person receives life-changing supports or accommodations. A high-quality report can be the difference between adequate funding and insufficient resources that limit potential.

Anatomy of an Effective Functional Capacity Assessment Report

While formats may vary, exemplary reports consistently include these detailed sections:

1. Executive Summary

This provides a succinct overview (typically 1-2 paragraphs) of:

Key findings across domains
Primary recommendations
Overall functional impact
Prognosis for improvement with appropriate supports

For example: “Sarah demonstrates moderate limitations in mobility, mild limitations in self-care, and significant limitations in community access due to her cerebral palsy. With appropriate physical supports and skill development, Sarah can maintain her independent living and potentially increase her work hours as desired.”

2. Client Information and Assessment Context

This section establishes the foundation for the assessment:

Demographic information
Living situation
Diagnosis and medical history relevant to function
Current supports (formal and informal)
Purpose of the assessment
Client’s self-reported goals
Assessment settings, dates, and duration

The context should explain why the assessment was conducted, who requested it, and how the information will be used.

3. Assessment Methodology

This section details:

Standardized assessment tools used (with rationale for selection)
Observational methods
Interview sources (client, family, supporters)
Documentation reviewed
Specific activities observed
Any adaptations to standard protocols

For example: “The Assessment of Motor and Process Skills (AMPS) was selected to provide standardized measurement of Sarah’s daily living task performance. This assessment is particularly appropriate as it separates motor and cognitive aspects of task performance, allowing precise identification of where difficulties occur.”

4. Detailed Findings by Functional Domain

For each NDIS domain, effective reports include:

Mobility:

Transfer abilities (bed, chair, toilet, car, etc.)
Walking/wheeling distances and limitations
Balance and stability
Navigation abilities
Public transport use
Specific environmental barriers

Self-care:

Personal hygiene capabilities and limitations
Dressing abilities
Medication management
Toileting
Eating and drinking
Sleep routine management

Communication:

Expressive communication methods and effectiveness
Receptive understanding
Alternative communication systems if used
Technology use for communication
Communication in different environments and contexts

Social Interaction:

Relationship maintenance
Understanding social cues
Boundary awareness
Community participation
Social anxiety or challenges
Strategies that support successful interaction

Learning:

Information processing
Memory function
Attention and concentration
Task sequencing abilities
Skill acquisition methods that work well
Learning barriers

Self-management:

Financial management capabilities
Decision-making processes
Problem-solving approaches
Planning and organization
Time management
Emotional regulation
Risk awareness and safety

For each domain, the report should include:

Standardized assessment scores where applicable
Observed examples of both abilities and limitations
Client’s self-report of difficulties
Comparison to age-expected function
Environmental factors that help or hinder function
Assistance currently required

5. Comprehensive Recommendations

This critical section should include:

Specific supports recommended with clear rationale
Frequency, duration, and intensity of supports
Skills development opportunities
Environmental modifications
Assistive technology recommendations with specifications
Coordination requirements between different supports
Training needed for support workers
Measurable outcomes to indicate support effectiveness

For example: “Sarah requires support with meal preparation 3 times weekly (2 hours per session) to develop safer cutting techniques and meal planning skills. The support worker should have experience in modified cooking techniques for people with coordination difficulties. Success will be measured by Sarah’s ability to independently prepare 5 simple healthy meals by the 3-month review.”

6. Implementation Considerations

This forward-looking section addresses:

Support worker requirements (skills, qualifications)
Safety considerations
Coordination between different providers
Environmental adaptations needed
Training recommendations
Suggested review timeframes
Potential triggers for reassessment

7. Assessor Declaration and Qualifications

The report concludes with:

Assessor credentials and experience relevant to the assessment
Professional registration details
Declaration of compliance with relevant codes and standards
Signature and date
Contact information for clarification questions

Expert Insights: What Allied Health Professionals Emphasize

We interviewed experienced occupational therapists, physiotherapists, and speech pathologists specializing in functional assessments. They highlighted these critical elements:

From Rebecca Wong, Senior Occupational Therapist:

“The most common mistake I see is focusing too much on what a person can’t do rather than building a complete picture of their strengths, strategies, and specific support needs. A good report clearly shows what happens without support, what improves with support, and how that aligns with the person’s goals.”

From Michael Patton, Physiotherapist:

“Quantifiable measures make all the difference. Instead of saying ‘difficulty walking long distances,’ I specify ‘walks 50 meters before requiring a 2-minute rest due to increased pain and fatigue.’ This precision helps planners understand exactly what support is needed.”

From Aisha Malik, Speech Pathologist:

“I always include direct quotes from the person I’m assessing. Their own description of challenges often provides the most compelling evidence and ensures their voice is central to the report. I also carefully document how communication varies across different environments, as this is often overlooked.”

Common Weaknesses in Functional Capacity Assessment Reports

Based on our analysis of reports and feedback from NDIS planners, these issues frequently undermine report effectiveness:

Overreliance on Diagnosis: Focusing on medical conditions rather than functional impact.
Vague Support Recommendations: Failing to specify exact support needs (e.g., “requires regular assistance” instead of “requires 3 hours weekly of cooking support”).
Missing Evidence: Making claims about limitations without documented evidence or observations.
Deficit-Only Focus: Failing to acknowledge capabilities and strengths that could be built upon.
Clinical Language: Using technical terms without explanation, making reports inaccessible to the person being assessed.
Lack of Context: Failing to explain how functional limitations affect the person’s specific life circumstances and goals.
Generic Templates: Using standard text that doesn’t reflect the individual’s unique situation.
Ignoring Fluctuations: Not addressing how function may vary based on day, environment, or health status.

Step-by-Step Process for Creating an Exemplary Report

Allied health professionals follow this process to develop comprehensive, effective reports:

1. Preparation (1-2 hours)

Review referral information and previous reports
Contact the person to explain the assessment process
Identify appropriate assessment tools based on the person’s situation
Plan assessment locations (home, community, workplace, etc.)
Coordinate with family members or support people if needed

2. Assessment (3-6 hours)

Conduct structured interviews with the person and significant others
Administer standardized assessments appropriate to the domains being evaluated
Observe natural performance of daily tasks
Document specific examples of function and challenges
Take photos or videos (with consent) of environmental factors or techniques
Gather information about current supports and their effectiveness

3. Analysis (1-2 hours)

Score standardized assessments
Compare findings across different assessment methods
Identify patterns of strengths and limitations
Consider environmental impacts on function
Analyze the gap between current function and the person’s goals
Research appropriate support options and assistive technology

4. Report Writing (3-4 hours)

Structure information logically by domain
Include specific examples and observations
Ensure recommendations directly link to identified functional needs
Use clear, respectful language
Include the person’s perspective throughout
Provide evidence-based justification for all recommendations

Check that all domains are addressed comprehensively
Ensure recommendations are specific and measurable
Verify that the person’s goals are central to recommendations
Eliminate jargon or explain technical terms
Consider having a colleague review for clarity and completeness

6. Discussion with the Person (1 hour)

Review findings and recommendations with the person
Address any concerns or misunderstandings
Incorporate additional feedback as appropriate
Ensure the person understands how to use the report effectively

This process typically requires 10-15 hours of professional time, explaining the cost range of $800-$1,500 for comprehensive assessments.

Functional Capacity Assessment Reports: Special Considerations

Different situations require tailored approaches:

For Children

Include developmental expectations as a reference point
Address function in home, educational, and play contexts
Consider the role of parents/caregivers in supporting function
Address how support needs may change with developmental stages

For Psychosocial Disability

Document episodic nature of function if relevant
Include cognitive and emotional aspects of task performance
Address energy limitations and fatigue
Consider sensory needs and environmental triggers
Detail supports that prevent deterioration during difficult periods

For Progressive Conditions

Document current function alongside expected progression
Address preventive supports to maintain function longer
Include contingency recommendations for managing decline
Consider timing for introduction of different support types

For Assistive Technology

Include specific product recommendations with features required
Address training needs for effective use
Document trials of equipment where conducted
Provide maintenance and replacement timeline considerations

Frequently Asked Questions About Functional Capacity Assessment Reports

How long should a comprehensive functional capacity assessment report be? Typically 12-20 pages, depending on complexity.
Who can conduct a functional capacity assessment for NDIS purposes? Primarily occupational therapists, physiotherapists, speech pathologists, psychologists, and rehabilitation counselors with expertise in the relevant domains.
How often should assessments be updated? Generally every 1-3 years, or when there’s significant change in function or circumstances.
Can a person request changes to their functional capacity assessment report? Yes, they can provide feedback and request corrections to factual information or misrepresentations of their perspective.
Are functional capacity assessments covered by NDIS funding? Yes, typically under Capacity Building - Improved Daily Living, though sometimes under Assessment for Supports.

Sample Report Excerpts by Domain

The following excerpts from actual reports (with identifying details changed) demonstrate best practice documentation in different domains:

Mobility Domain Example

Mrs. Chen's mobility is significantly impacted by her Parkinson's disease. During assessment, she demonstrated:

• Indoor mobility: Walks with shuffling gait using a 4-wheeled walker. Can walk continuously for 45 meters before requiring rest due to fatigue. Freezing episodes observed when approaching doorways (3 instances during 1-hour observation).

• Transfers: Independent but slow for bed, chair, and toilet transfers (each taking 30-40 seconds). Requires minimal assistance for bath transfers due to fear of falling.

• Stairs: Can manage 4-5 steps with handrail and supervision but reports avoiding stairs whenever possible due to fear of falling.

• Outdoor mobility: Cannot safely navigate uneven surfaces. Curbs and slopes present significant challenges, requiring physical assistance. Public transport use limited by difficulty stepping onto buses and managing in crowded environments.

Berg Balance Scale score: 35/56, indicating moderate fall risk.
Timed Up and Go Test: 22 seconds (>12 seconds indicates increased fall risk)

Mrs. Chen reports one fall in the past month when trying to answer the telephone quickly. She currently avoids community outings unless accompanied.

[ANNOTATION: Note the specific measurements, standardized test results, and both observed and reported information]

Self-management Domain Example

James demonstrates variable capacity in self-management tasks:

• Financial management: Can handle small day-to-day purchases but struggles with budgeting for larger expenses. During observed money management tasks, made errors in calculating change for amounts over $20. Banking requires assistance due to difficulty understanding online systems.

• Problem-solving: When presented with everyday problems (e.g., simulated situation of missed appointment), James needed prompting to identify potential solutions. Once solutions were identified, he could select appropriate options with minimal guidance.

• Planning and organization: Uses smartphone reminders effectively for regular appointments. However, struggles with planning sequential tasks. During meal preparation observation, had difficulty planning the order of tasks, resulting in inefficient workflow and one safety concern (leaving hotplate on).

• Emotional regulation: Self-reports difficulty managing frustration when tasks are challenging. During assessment, demonstrated appropriate self-calming strategies (deep breathing, brief breaks) when encouraged, but did not initiate these independently when showing signs of frustration.

Executive Function Performance Test score: 15/24, indicating moderate assistance needs with complex self-management tasks.

[ANNOTATION: The report balances capabilities with support needs and includes both standardized and observational evidence]

Key Resources for Functional Capacity Assessments

By following the principles and examples outlined in this guide, allied health professionals can create functional capacity assessment reports that accurately represent individuals’ support needs, facilitate appropriate funding, and ultimately contribute to improved quality of life and participation outcomes.

Functional Capacity Assessment Report Example: What a Good One Looks Like 2025

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