Your First OT Assessment: What Actually Happens

What Happens During an OT Wheelchair Assessment? (And How to Prepare)

So you've been told you need an OT wheelchair assessment before the NDIS will fund your chair. Maybe your support coordinator mentioned it, maybe your GP brought it up. Either way, you're probably wondering what actually goes on during one of these sessions.

Fair enough. Most people feel a bit awkward about it. Nobody loves being measured and prodded by a stranger. But here's the thing — it's not a test. There's no pass or fail. An occupational therapy wheelchair assessment is really just a structured conversation where a qualified OT figures out which wheelchair will actually work for your life. Not just one that technically fits, but one that lets you do the things you want to do.

Here's what the whole process looks like from start to finish.

What Is an OT Wheelchair Assessment?

An OT wheelchair assessment is a session with an occupational therapist who specialises in mobility equipment. They look at how your body works, what your daily routine looks like, where you live, and what you need a wheelchair for. Then they write a report recommending a specific type of wheelchair and any accessories that would help.

That report is the document the NDIS uses to approve your funding. Without it, you generally can't get funding for any wheelchair over about $1,500. Think of it as the OT building a case for exactly why you need this particular chair — and why the NDIS should pay for it.

When Do You Actually Need One?

You'll need an occupational therapy wheelchair assessment NDIS if:

• You're applying for NDIS funding for a wheelchair over approximately $1,500
• You need a custom or specialised wheelchair
• Your needs have changed and your current chair isn't cutting it anymore
• Youneed custom seating or a complex chair (almost always requires an assessment)
• Your NDIS plan includes funding for assistive technology under Capital Supports

For cheaper items — say a basic manual wheelchair under $1,500 — you might not need a full OT assessment. A simpler justification from your GP or support coordinator could be enough. But for most wheelchairs, especially powered ones, the assessment is standard practice.

How Long Does It Take?

Most wheelchair assessments run between 45 minutes and 90 minutes. If youneed custom seating, it might stretch to two hours.

The assessment usually happens at your home. Thatusually works well because the OT gets to see your real living situation: doorway widths, flooring types, whether you've got ramps, how the bathroom is laid out. They're not just measuring you; they're measuring your life.

Some OTs will do it at their clinic or a wheelchair supplier's showroom instead. Telehealth works for an initial chat, but they'll still need to see you in person for the physical measurements.

What the OT Will Measure

This is the bit that makes people nervous. Don't stress about it — the OT is just gathering data so they can match you with the right chair. It's straightforward stuff.

Body Measurements

• Seat width (across your hips)
• Seat depth (from the back of your hip to behind your knee)
• Back height (seat to shoulder level)
• Leg length (so the footrests sit right)
• Arm height (for armrest positioning)
• Your weight (to make sure the chair's weight capacity is appropriate)

Sitting Position and Seating

The OT will watch how you sit naturally. Do you lean to one side? Is there any spinal curvature? How are your hips and pelvis positioned? They're checking whether you need extra trunk support or specialised pressure distribution. All of this affects which cushion and backrest will work for you.

Strength and Mobility

They'll check your upper body strength — can you push a manual wheelchair? How's your grip for operating brakes and wheel rims? They'll look at range of motion in your shoulders, arms, and hands. Your sitting balance. Whether you can transfer from the wheelchair to a bed, a car seat, or the toilet.

None of this is about judging you. It's about understanding what the wheelchair needs to do for you.

Functional Assessment

This is where they look at the bigger picture. How do you currently move around? What surfaces do you travel on — carpet, tiles, footpaths, gravel? How far do you typically go? Do you catch public transport? All of this feeds into whether you need a manual chair, a powered one, or something with specific tyre types and turning circles.

Questions the OT Will Ask You

Expect a solid round of questions about your daily life. It's not nosiness — it's how the OT figures out which features you actually need. They'll probably ask things like:

• What do you use your current wheelchair for? (If you have one)
• What does a typical day look like?
• Where do you go most often?
• Do you drive or use public transport?
• Who helps you during the day?
• What are the doorway widths at home? Any steps or ramps?
• Any discomfort or skin concerns when sitting?
• What do you struggle with most at the moment?
• What would make the biggest difference to your independence?
• Have you tried other wheelchairs? What did you like or hate about them?

Be honest. Seriously. If you're having a good day during the assessment, tell them that, and tell them what a bad day actually looks like. They need the full picture, not just a snapshot of right now.

What to Bring to Your Assessment

Having these sorted beforehand makes the whole wheelchair assessment run smoother and helps the OT write a stronger report:

• Your NDIS plan (or at least your plan number)
• Your current wheelchair if you have one — they'll look at what's working and what isn't
• A list of your daily activities — where you go, what you do, what's difficult
• Any medical reports related to your disability or mobility
• Your medication list ( some medications affect balance or fatigue levels)
• Photos of your home — doorways, bathroom, ramps, tight spots (if the assessment isn't happening at your place)
• Your support coordinator's contact details
• Questions you want to ask — write them down, because you will forget otherwise

If a family member or carer usually helps you, bring them along. They notice things you don't, and they can fill in details about your daily challenges that you might not think to mention.

How to Make Sure You End Up With the Right Chair

This is the part that matters most. The assessment is a conversation, not a lecture. You get a say in what wheelchair you end up with. Here are a few ways to make sure the outcome actually suits you.

Tell the OT What Matters to You

If getting to the shops on your own is the top priority, say that. If you need something lightweight that fits in your car boot, say that. If comfort matters more than speed, say that. The OT can't read your mind. They work with what you tell them.

Don't Just Show Them Your Good Days

If you can push yourself 500 metres on a great day but barely manage 50 on a rough one, they need to hear about the rough days. The recommendation should cover your hardest days, not just your easiest.

Ask What Your Options Are

There's rarely only one wheelchair that'll work. A manual chair might cost $400–$900, while a powered one runs $1,500–$3,600. But the right choice comes down to your needs, not the price tag. Ask the OT to walk you through the alternatives so you can make an informed call.

Don't Get Talked Into Something That Feels Wrong

If the OT recommends a chair and it doesn't sit right with you (no pun intended), ask why they've recommended it. If they can't give you a clear answer, it's fine to get a second opinion. You're allowed.

Try Before You Commit

Sitting in a wheelchair for ten minutes in a showroom is nothing like using one all day. Many suppliers offer trial periods. Ask the OT to include a trial recommendation in their report if possible.

Wheelchairs Worth Looking at Before Your Assessment

Going into your OT wheelchair assessment with some idea of what's out there helps you have a more productive conversation. You don't need to be an expert — just having a rough sense of pricing and features means you can ask smarter questions. Here are some popular options from our wheelchair range:

Every product on our site shows full pricing upfront. That way, when your OT asks what you've been looking at, you can point them to specific models with real prices — not vague "I saw something online" territory.

What Happens After the Assessment

Once the wheelchair assessment is done, the OT writes up their report. This usually takes one to two weeks, though some are quicker.

The report gets sent to:

1. You (or your plan nominee)
2. Your support coordinator (if you have one)
3. The NDIS (as part of your funding request)

After the NDIS approves the funding — which can take anywhere from two to six weeks depending on the dollar amount — you can go ahead and buy your wheelchair.

The whole timeline from OT assessment to wheelchair delivery is typically four to eight weeks. Custom wheelchairs take longer, and occasionally the NDIS comes back asking for more information, which adds time. But for a standard manual chair, that four to eight week window is pretty reliable.

What the OT Report Looks Like

The report is a formal document — it's the thing that unlocks your NDIS funding. A typical occupational therapy wheelchair assessment NDIS report includes:

• Your diagnosis and functional limitations
• A summary of the assessment findings
• The recommended wheelchair type, brand, and model
• Recommended accessories — cushions, armrests, footrests, whatever you need
• Justification for why this wheelchair meets the NDIS "reasonable and necessary" test
• How the wheelchair will increase your independence and participation in daily life
• Quotes from suppliers (sometimes included, sometimes separate)
• NDIS support item numbers for the recommended equipment

A good OT writes a report that makes it easy for the NDIS to say yes. That's their skill — they know exactly what language and evidence the NDIS assessors want to see.

Red Flags to Watch For

The majority of OTs are great at their job and genuinely want to help. But keep an eye out for these:

• Pushing the priciest option without explaining why. A $3,000 wheelchair isn't automatically better than a $600 one. Your OT should be able to explain clearly why a specific model suits your needs.
• Rushing through the assessment. If the whole thing takes less than 30 minutes, important things are probably getting missed. A proper wheelchair assessment takes time.
• Only measuring your body without asking about your life. If they don't ask about your routine, your home, and your goals, the recommendation won't be tailored to you.
• Pushing a specific supplier without giving you alternatives. You have the right to choose where you buy, especially if you're self-managed or plan-managed.
• Not letting you try the wheelchair. A good OT will arrange a trial or at minimum show you similar models before locking anything in.

If something doesn't feel right, remember: your NDIS plan funding covers the OT assessment service, not a specific therapist. You can always request a different OT.

How to Find an OT

There are a few ways to track down an OT who does wheelchair assessments:

• Ask your support coordinator — they usually have a shortlist of OTs they've worked with before
• NDIS provider finder — search at ndis.gov.au/participants/working-providers/finding-providers
• OT Australia — the national occupational therapy association has a find-an-OT tool at otaus.com.au
• Ask your GP — they can refer you to an OT who specialises in mobility and assistive technology
• Your local hospital or rehab centre — many run outpatient OT services

When you're choosing, ask whether they have specific experience with wheelchair assessments. Not every OT specialises in assistive technology — you want someone who does this regularly and knows what products are currently on the market.

If you're in a regional or remote area, plenty of OTs now offer telehealth for the initial consultation, with an in-person follow-up for measurements. Ask about this if getting to a clinic is difficult. And at Mobility Concierge, we ship wheelchairs within Australia, so location doesn't limit your options once the assessment is done.

Frequently Asked Questions

Do I have to pay for the OT assessment?

If you have NDIS funding under Capacity Building or Capital Supports, the assessment is covered. It typically costs $300–$600 depending on complexity. Check with your support coordinator or plan manager to confirm it's in your plan before you book.

Can I choose my own OT?

Yes. If you're self-managed or plan-managed, pick any qualified OT you like. If you're NDIA-managed, they need to be a registered NDIS provider.

What if I disagree with what the OT recommends?

Talk it through with them first. If you're still not comfortable, you can request a second assessment from a different OT. Your NDIS plan should cover a second opinion if needed — it's your right.

How often do I need a new assessment?

Generally every three to five years, or whenever your needs change significantly. If your condition has progressed or your current wheelchair isn't working anymore, you can request a new assessment at any time.

Can a family member come along?

Absolutely, and it's a good idea. Family members and carers often pick up on daily challenges that you might not think to mention. They add context that helps the OT make a better recommendation.

What if I already know which wheelchair I want?

Tell the OT. If you've done your homework and have a specific model in mind, share that. They'll assess whether it's suitable for your needs and include it in their recommendation if it ticks the boxes. Going in informed makes the whole process faster. You can browse our full range beforehand to get a feel for what's available.

What's the wheelchair assessment like for kids?

The same basic process, but OTs who assess children pay extra attention to growth — they'll often recommend chairs with adjustable features so the wheelchair grows with the child. A parent or guardian attends the assessment and provides context about the child's daily activities, school setup, and transport needs.