Assistive technology (AT) covers the devices, equipment and systems that help people take part more independently and safely in everyday life — at home, at school, at work and in the community. Under the National Disability Insurance Scheme (NDIS), AT can be funded when it clearly supports a participant’s goals, is reasonable and necessary, and represents value for money.
Many people find requesting AT from the NDIS daunting: what is the “right” device for this person, how do you link it to goals, and what evidence will satisfy a planner? Confidence begins with clarity: knowing the function the AT must achieve, how well it will fit into daily routines and environments, and the decision process the NDIS uses to consider AT requests. The following sections unpack those elements so you can make a clear, evidence-based request that focuses on outcomes, safety and practicality.
Defining the “right” AT for your life
The “right” assistive technology (AT) is not the most expensive model or the most recognisable brand — it is the option that solves real-life barriers reliably, fits into everyday routines and environments, and is actually used. A well-matched device or system reduces a specific functional limitation, aligns with a person’s priorities and goals, and is acceptable to the person physically, socially and culturally. Start by clarifying the outcome you want: do you need something to enable clear communication, support safe mobility, reduce fatigue during daily tasks, scaffold memory and organisation, manage sensory needs, or improve digital access for learning, work and social connection? Being precise about the desired outcome makes it far easier to compare options and justify items within an NDIS plan.
Common AT categories and the needs they typically meet:
- Communication access: speech-generating devices, symbol systems and communication apps that support expressive and receptive language, social participation and independence in decision-making.
- Mobility and positioning: manual or powered wheelchairs, standing frames, gait aids and postural supports that enable safe transfers, reduce pain and protect posture over time.
- Daily living: adaptive kitchen tools, showering and toileting aids, dressing aids and modified furniture that reduce caregiver physical load and increase independence with hygiene, meal preparation and household routines.
- Cognition and memory: reminder systems, task sequencing apps and time-management devices that support initiation, planning, task completion and reduce reliance on prompts.
- Sensory regulation: sensory tools, noise-cancelling headphones, weighted items or environmental controls that help an individual self-regulate arousal, focus and emotional state.
- Computer and smartphone access: alternative keyboards, switch interfaces and screen readers that enable communication, education, employment and social connection through digital platforms.
Beyond category, weigh practical features that determine everyday success. Safety and ease of use should sit beside pure function. Consider set-up time, the amount and type of training required, how straightforward repairs are, and whether there are clear maintenance pathways and local service providers. Ask whether spare parts and consumables are readily available and how long the expected life of the product is. Devices that are adjustable, modular or can be upgraded often provide better long-term value because they adapt as needs, environments or goals change.
How to Select an AT Provider
When selecting what AT brand or provider that is most suitable for you, usability, comfort and acceptability are equally important. A technically excellent device will fail if it is uncomfortable, unattractive or socially awkward to use. Think about aesthetics, weight, portability and how discreet the technology is in public or workplace settings. For children and young people, consider school environments and peer interactions; for adults, consider workplace requirements and commuting demands.
Some practical considerations to check before a purchase or prescription include:
- Compatibility: will the AT work with existing equipment, seating systems, software or communication aids?
- Transportability: can it be transported in vehicles used regularly, or will adaptations be needed?
- Power & battery life: for powered devices and electronics, how long does the battery last and what are charging requirements?
- Service & warranty: what is included in warranty, who provides repairs, and how quickly can faults be fixed?
- Maintenance & consumables: what ongoing costs (filters, batteries, consumables) should be factored into the plan?
- Privacy & data security: for digital AT, how is personal data stored, who has access, and does the device comply with privacy expectations?
- Training & support: what training is available for the person and carers, and is follow-up training included?
- Trial-ability: is a trial period possible so the device can be tested in real-life settings before committing?
If you’re unable to find all the information you need, consider asking suppliers or clinicians some questions, like:
- What specific functional change do you expect from this AT, and how will we measure it?
- How long will it take to set up and learn to use?
- What are the likely risks or side effects, and how are they managed?
- Who provides ongoing maintenance and local repairs, and what are the response times?
- Can we trial it in home, school or workplace settings? If so, for how long and under what conditions?
- What are the upgrade paths or modular options if needs change?
Documenting outcomes and planning for review matters. When trialling options, set clear, measurable goals – for example, increasing independent meal preparation from one to three meals per week, or reducing communication breakdowns in group conversations. Record baseline function and monitor progress; this evidence is valuable for NDIS plan reviews and ensures AT remains aligned to changing goals.
Finally, think about future-proofing. Choose AT that supports software updates, can be adapted as technology improves, and has a clear supplier network for parts and training. Involvement of allied health professionals – occupational therapists, speech pathologists or allied health AT specialists – can ensure the choice is clinically appropriate and sustainable. Above all, centre the person using the technology: their preferences, routines, dignity and lived experience should guide every decision.
How NDIS funding settings shape AT choices
Understanding how the NDIS assesses assistive technology (AT) makes it easier to ask for the right supports and present them in a fundable way. The “reasonable and necessary” test sits at the centre of every AT request. In practice, that means the support must clearly:
- Link to a participant’s stated goals and the functional outcomes they want to achieve,
- Be likely to improve independence, social or economic participation, or safety,
- Represent value for money compared with feasible alternatives when total cost, expected lifespan and ongoing running costs are considered,
- Be appropriate within the suite of other supports the participant already receives or could access through mainstream services.
Value for money is not just about the cheapest option. The NDIA looks at cost alongside durability, ease of servicing, local supplier availability, how long the device will meet the participant’s needs, and whether ongoing training or modifications will be needed. Demonstrating why a particular piece of AT is the most cost-effective solution for the participant — for example showing how a higher upfront cost reduces reliance on funded carer hours or prevents hospital admissions — helps decision-makers see the broader economic and quality-of-life benefits.
AT ranges from simple, low-risk items to complex, high-risk devices, and the degree of complexity influences what evidence is required and how a request is processed. Low-complexity items (such as simple daily living aids, kitchen utensils with adaptive handles, or basic toileting aids) typically need minimal clinical justification and shorter approval times. High-complexity or higher-risk equipment — including powered mobility, complex speech-generating devices, highly custom seating and complex home modifications — usually requires detailed clinical assessment, documented trial outcomes, a safety and risk-management plan, and sometimes evidence of professional installation or ongoing maintenance arrangements. Higher complexity also increases the likelihood of in-person trials, face-to-face fittings, and staged funding (for example, rental for trial followed by purchase if successful).
The part of the NDIS plan where AT is funded affects how it is requested and managed. Many consumable or short-term items are funded from Core supports, while durable goods and major equipment are commonly treated as Capital. Training, clinical assessments and setup fees often sit within Capacity Building supports. Repairs, maintenance and replacement can be handled differently depending on whether the item was originally funded as Capital or purchased privately; providing a maintenance schedule and expected lifespan helps assessors determine when replacement or repair funding is appropriate. Because the NDIA has specific guidance and price limits for some categories of AT, it is important to check current policy settings before submitting a request: some purchases require prior approval, multiple supplier quotes, or adherence to particular procurement rules.
What to include when you request AT
To increase your chances of approval, consider including:
- Participant goals and how the AT will help achieve them, linked to measurable outcomes where possible.
- Clear statement of functional limitation(s) the device will address and the tasks the participant will be able to do after receiving it.
- Clinical justification from an appropriately qualified professional (OT, physiotherapist, speech pathologist, rehabilitation engineer), including credentials, assessment findings and recommended device specifications.
- Evidence from trials or demonstrations (such as trial reports, observation notes, or objective outcome measures like COPM or Goal Attainment Scaling) and a summary of trial outcomes.
- Comparison of alternatives considered (including mainstream or low-cost options) and a succinct reason each was not suitable.
- Cost breakdown that includes purchase/rental price, installation, ongoing maintenance or consumables, expected lifespan and a plan for repairs/replacement.
- Risk and safety management plan, including training requirements for the participant and carers, and details of supplier installation or professional follow-up.
- Quotes from reputable suppliers; for high-cost items the NDIA commonly expects multiple quotes to demonstrate value for money.
Practical implications for timing and planning
Complex AT requests can take longer to approve because they often require multidisciplinary input, trial periods and coordination with suppliers. Planning ahead – initiating assessments early, arranging trials, obtaining quotes and preparing thorough clinical reports — reduces the risk of delays. Where needs are temporary or uncertain, rental can provide a pragmatic short-term solution and strong trial evidence to support a later purchase request. Conversely, when long-term benefit is clear, presenting a purchase request with evidence of durability and maintenance planning makes the case for Capital funding.
Finally, you’ll want to show how the AT fits with broader supports and mainstream services. The NDIA expects reasonable steps to have been taken to access other funding sources or services (health, education, workplace modifications) where appropriate. By presenting requests that are clinically sound, clearly goal-directed, costed transparently and accompanied by trial or assessment evidence, participants and their clinicians can significantly improve the likelihood that the right assistive technology is approved in an NDIS plan.
Navigating planning, approvals, & next steps
Preparation makes planning meetings efficient and persuasive. Before your planning or review session, organise a concise folder that presents the request clearly and professionally: a one-page cover sheet summarising the assistive technology (AT) you’re seeking, how it directly supports specific NDIS goals, and the functional outcomes you expect. Include clinician reports that explain the assessment, recommended device specifications and how the AT meets “reasonable and necessary” support criteria; attach supplier quotes that itemise costs (device, delivery, installation, training and warranties), evidence from any trials or demonstrations, and, if relevant, a brief statement outlining urgency and risk if funding is delayed.
Strengthen clinician reports by asking assessors to describe baseline function, the anticipated change with the AT, and measurable outcomes or tools used (for example, Goal Attainment Scaling or validated functional measures). Where possible, include objective trial data-timed observations, photos or short videos of the participant using the device in context, and notes from trial supervisors. Multiple comparable quotes help planners understand market value; ensure quotes include clear product codes, model numbers, delivery lead times and the cost of any associated professional services such as fitting or training.
When speaking with your planner or Local Area Coordinator (LAC), use plain, respectful language and keep the discussion centred on function. Link the request to tangible goals, daily activities, safety and community participation rather than product features alone. Say what will be different on a typical day if the AT is funded: how much more independently the participant will participate in household tasks, school, work or community access; what risks will be reduced; and which supports might be needed less often as a result. Briefly explain any lower-cost options you trialled and why they did not meet the need—this demonstrates proportionality and due diligence.
If you encounter delays or a refusal, know your options and act promptly. For urgent needs, ask your planner or LAC about a plan variation or interim supports while the review is underway. If the NDIA declines a request, you can seek an internal review-make this request in writing and include any additional evidence not previously considered. There are further review and appeal pathways beyond the internal review; if you are uncertain about deadlines or the right route, request written reasons for the decision and ask your LAC to outline the formal options and timelines. Keeping communications written (email summaries after phone calls) creates a clear record of what was discussed and requested.
If the request is approved, move deliberately to maximise successful use. Confirm the funding line in your plan (for example, whether the AT sits under assistive technology, home modifications or another support category) so providers invoice correctly. Place orders promptly for time-sensitive items and confirm delivery and installation windows with suppliers. Organise professional set-up and fitting by a qualified clinician when required-proper installation reduces risk and improves long-term outcomes. Schedule training sessions for the participant and their support network; build competency into the plan so the device is used safely and effectively.
Document usage and outcomes from the start. Keep a simple log of daily or weekly use, note any functional improvements or difficulties, and record maintenance, repairs and costs. Retain all invoices, service reports and warranty documentation in one accessible file-these records support warranty claims, future repair requests and evidence for the next plan review. Where ongoing consumables or servicing are necessary, request funding for them upfront or seek clarity on whether they will be covered in future plans to avoid unexpected out-of-pocket costs.
Finally, plan for review and evolution. Regularly review how the AT is meeting goals and whether adaptations, upgrades or additional training are needed as the participant’s needs change. Use your documented outcomes to justify future requests for replacement or enhanced equipment. Approach planning meetings as a collaborative process: clear evidence, good communication and practical follow-through increase the chance that the right assistive technology is not only approved, but used to deliver meaningful, measurable improvements in everyday life.
Asking for the right AT in an NDIS plan becomes easier when you focus on clarity and outcomes: identify the specific functional need, choose solutions that fit daily life and safety requirements, and show how the device will help achieve real goals. Match your request to NDIS decision points by providing clear, concise evidence that demonstrates effectiveness, safety and value for money. Work with qualified clinicians and reputable suppliers to ensure items are trialled, prescribed and implemented correctly. Finally, keep records of use, outcomes and maintenance, and check current NDIS guidance regularly – policies and price limits change, and staying informed helps you prepare strong requests in the future.
