NDIS Assistive Technology: A Provider's Guide to Registration, Supply and Documentation

1. What Is Assistive Technology Under the NDIS?

The NDIS defines assistive technology broadly as any device, equipment, instrument, or system that is used by a person with disability to maintain or improve their functional capabilities, independence, and participation. This definition encompasses a vast range of items, from simple everyday aids to complex electronic systems.

Examples of AT funded by the NDIS include:

• Mobility aids — wheelchairs (manual and powered), walking frames, crutches, scooters
• Personal care aids — shower chairs, toilet frames, hoists, adjustable beds
• Communication devices — speech-generating devices, communication boards, eye-tracking systems
• Sensory aids — hearing aids, visual aids, alerting devices
• Home modifications — ramps, grab rails, door widening (while technically modifications, these overlap with AT in practice)
• Vehicle modifications — hand controls, wheelchair hoists, modified seating
• Technology aids — specialised software, switches, adapted keyboards, environmental control systems
• Prosthetics and orthotics — artificial limbs, braces, splints

AT is funded under the Capital Supports — Assistive Technology budget in a participant's NDIS plan. This is distinct from Core Supports and Capacity Building funding, and it cannot be used flexibly across other support categories.

2. The Four NDIS AT Categories

The NDIS categorises assistive technology into four levels based on cost and complexity. The level determines the assessment requirements, quote requirements, and approval processes that apply.

3. Registration Requirements for AT Providers

The registration requirements for AT providers depend on what role you play in the AT supply chain and the plan management type of the participants you serve.

AT supplier registration

AT suppliers — businesses that sell, lease, or rent AT equipment — may need to be registered under one or more NDIS registration groups:

• Registration Group 0112 — Assistive Products for Personal Care and Safety
• Registration Group 0113 — Assistive Products for Household Tasks
• Registration Group 0114 — Personal Mobility Equipment
• Registration Group 0116 — Communication and Information Equipment
• Registration Group 0124 — Assistive Equipment for Recreation
• Registration Group 0125 — Vehicle Modifications

AT assessor requirements

Professionals who assess and recommend AT do not need a separate AT registration — they operate under their allied health registration. However, they must:

• Hold appropriate professional registration (e.g., AHPRA registration for occupational therapists, physiotherapists, speech pathologists)
• Have competence in the specific AT domain they are assessing
• Maintain independence from the AT supplier to avoid conflicts of interest
• Be registered with the NDIS Commission if providing services to NDIA-managed participants

Conflict of interest requirements

The NDIS framework requires separation between the professional who assesses and recommends AT and the supplier who provides it. This is to prevent conflicts of interest where a supplier might recommend more expensive or unnecessary equipment for financial gain. While the same organisation can employ both assessors and supply AT, there must be clear governance arrangements to manage the conflict, and these arrangements must be documented.

4. AT Assessment and Recommendation Process

The AT assessment process varies by level, but the underlying principle is the same: the recommended AT must be reasonable and necessary, represent value for money, and be the most appropriate solution for the participant's needs and goals.

Level 1 and 2 — Simplified process

For basic and standard AT, the process is relatively straightforward:

1. The participant, their support coordinator, or a treating therapist identifies the need for AT
2. If the item is within the participant's plan budget, it can be purchased directly
3. For Level 2 items, a brief assessment or recommendation from a relevant professional is advisable (though not always mandatory)
4. One or more quotes are obtained from AT suppliers
5. The item is purchased and delivered to the participant

Level 3 and 4 — Comprehensive process

For complex and specialised AT, a more rigorous process applies:

1. Referral — the participant is referred to a qualified AT assessor (typically an OT, physiotherapist, or speech pathologist with AT expertise)
2. Assessment — the assessor evaluates the participant's needs, functional capacity, goals, environment, and existing supports
3. Recommendation — the assessor produces a detailed AT assessment report recommending specific equipment, with clinical justification
4. Quoting — the participant (or their coordinator) obtains quotes from one or more AT suppliers, including itemised costs
5. Trial — for Level 4 items (and often Level 3), a trial period is arranged for the participant to test the recommended equipment
6. NDIA review — the assessment report, quotes, and trial outcomes are submitted to the NDIA for review and funding approval
7. Procurement — once approved, the AT is ordered, delivered, set up, and fitted
8. Training — the participant and carers are trained in the use and maintenance of the AT
9. Review — the assessor reviews the AT after delivery to confirm it meets the participant's needs

AT assessment report requirements

A comprehensive AT assessment report should include:

• Participant's diagnosis, functional presentation, and relevant medical history
• Current support arrangements and living environment
• Participant's goals and how the recommended AT will support them
• Assessment of the participant's capacity to use the recommended AT
• Specific equipment recommended (make, model, specifications)
• Clinical justification for why this AT is the most appropriate option
• Consideration of alternatives and why they were not recommended
• Expected outcomes and how effectiveness will be measured
• Any training, setup, or maintenance requirements

5. Quotes and Procurement Requirements

The NDIS has specific requirements around obtaining quotes for AT, designed to ensure value for money and prevent overcharging.

Quote requirements by AT level

What quotes must include

• Supplier business details (name, ABN, contact information)
• Equipment make, model, and specifications
• Itemised costs (equipment base price, accessories, customisation, delivery, setup, training)
• GST treatment (most NDIS AT is GST-free under Item 38-3 of the GST Act)
• Warranty details
• Expected delivery timeframes
• Any ongoing costs (maintenance, consumables, batteries)

6. Trial Periods and Equipment Loans

Trialling AT before purchase is strongly encouraged by the NDIA, particularly for Level 3 and Level 4 items. Trials reduce the risk of purchasing equipment that does not meet the participant's needs, which wastes NDIS funding and delays the participant's access to appropriate AT.

How AT trials work

• The AT assessor identifies the recommended equipment and arranges a trial through the supplier or an AT lending library
• The participant uses the equipment in their everyday environment for a defined period (typically two to four weeks)
• The assessor observes the participant using the equipment and gathers feedback
• Adjustments or alternative options are explored if the initial item does not fully meet needs
• A trial report is produced documenting the outcomes and confirming the final recommendation

Funding for trials

Trial costs — including equipment loan fees, delivery, and the assessor's time — can be funded through the participant's NDIS plan. Providers should agree on trial costs with the participant or their support coordinator before the trial commences and ensure these costs are within the plan budget.

State AT lending libraries

Several states operate AT lending libraries or trial programs that allow participants to borrow equipment for trial purposes at reduced or no cost. These include state government disability services programs and non-profit AT organisations. Providers should be aware of these resources in their jurisdiction and refer participants where appropriate.

7. Supply, Delivery, and Setup

Once AT has been assessed, quoted, trialled, and approved, the supply and delivery process must be managed carefully to ensure the participant receives the correct equipment in a timely manner.

Supplier obligations

• Supply the exact equipment specified in the approved quote (any substitutions must be agreed with the participant and assessor)
• Deliver within the agreed timeframe (communicate any delays promptly)
• Set up and configure the equipment appropriately for the participant
• Provide all warranty documentation and user manuals
• Ensure the equipment complies with relevant Australian standards
• Invoice correctly, matching the approved quote line items

Setup and fitting

For AT that requires fitting or customisation (wheelchairs, seating systems, prosthetics, orthotics), the setup must be performed by a qualified technician and verified by the prescribing assessor. The participant should be present during fitting to confirm comfort, functionality, and suitability. Any adjustments identified at fitting should be documented and actioned before the participant takes full possession of the equipment.

8. Participant and Carer Training

Providing AT without adequate training undermines its value and can pose safety risks. Providers must ensure that participants — and their carers or support workers — know how to use, maintain, and troubleshoot the AT safely.

Training requirements

• Demonstrate the correct use of all features and functions of the AT
• Explain safety precautions and any risks associated with incorrect use
• Cover basic maintenance tasks the participant or carer can perform (charging, cleaning, minor adjustments)
• Explain when and how to seek repairs or technical support
• Provide written instructions or user guides in an accessible format
• Offer follow-up training if the participant needs additional support after initial delivery

Training for support workers

If the participant lives in a SIL arrangement or receives regular support from disability support workers, those workers must also be trained in the participant's AT. This is particularly critical for:

• Powered wheelchair operation and charging
• Hoist operation and safe transfer techniques
• Communication device programming and troubleshooting
• Pressure care equipment (mattresses, cushions) positioning and monitoring

9. Repairs and Maintenance

AT requires ongoing maintenance to remain safe and functional. The NDIS recognises this and can fund reasonable repair and maintenance costs through the participant's plan.

Routine maintenance

• Regular servicing as recommended by the manufacturer (e.g., wheelchair servicing every 6-12 months)
• Battery replacement for powered equipment
• Tyre replacement for wheelchairs and scooters
• Cleaning and hygiene maintenance
• Software updates for electronic AT

Repairs

• Warranty repairs — should be handled through the manufacturer or supplier under warranty, not claimed through NDIS funding
• Out-of-warranty repairs — can be funded through the participant's AT maintenance budget
• Emergency repairs — essential for safety-critical AT (e.g., powered wheelchair breakdown). Providers should have processes for urgent repairs or loan equipment while repairs are completed.

Documentation for repairs and maintenance

• Date and nature of each repair or service
• Parts replaced and costs
• Technician details
• Whether the repair was under warranty or NDIS-funded
• Condition of the equipment before and after repair
• Any safety concerns identified during servicing

10. Documentation Requirements for AT Providers

AT providers — whether suppliers, assessors, or repair technicians — must maintain comprehensive records to support compliance, claiming, and participant safety.

Assessment documentation

• AT assessment report (for Level 3 and 4 items)
• Clinical justification for the recommended AT
• Evidence of participant involvement in the assessment and decision-making process
• Trial reports and participant feedback
• Assessor qualifications and professional registration details

Supply documentation

• Written quotes (itemised, with supplier details)
• Purchase orders or agreements
• Delivery records (date, condition, recipient)
• Setup and fitting records
• Training records (what was covered, who attended, date)
• Warranty documentation and user manuals
• Invoices matching the approved quotes

Ongoing records

• Maintenance schedule and service records
• Repair records with costs and parts details
• Participant feedback on AT effectiveness
• Any modifications or adjustments made post-delivery
• Equipment register (listing all AT supplied, with serial numbers, delivery dates, and warranty expiry)

Summary

Assistive technology is a complex area of NDIS provision with specific registration, assessment, procurement, and documentation requirements. Whether you are a supplier, assessor, or a support provider whose participants use AT, understanding these requirements protects your compliance position and ensures participants receive the right equipment to support their independence and goals.

For providers seeking a solid compliance foundation across all NDIS Practice Standards, the SIL Rescue Kit provides 65 audit-ready documents that can be customised to your organisation's needs.