A practical guide for physiotherapists working with NDIS participants. Covers physical assessment, mobility goals, gait analysis, and what NDIA planners expect.
Physiotherapy under the NDIS supports participants with mobility limitations, neurological conditions, musculoskeletal conditions related to disability, and physical deconditioning. Unlike private physiotherapy where the client is the patient, NDIS physiotherapy reports need to communicate physical findings to a non-clinical planner who uses them to make funding decisions.
Physiotherapy is typically funded under Improved Daily Living (Category 07). Assistive Technology (Category 05) applies where mobility aids or equipment are recommended. From 1 July 2025, the NDIS Price Guide caps allied health travel time claims at 50% of the standard hourly rate, so factor this into your service delivery model if you provide home-based physio.
Here is how to structure a compliant NDIS physiotherapy report. The format applies to both progress reports and initial assessments, with the emphasis shifting depending on the report type.
Full participant name, NDIS number, date of birth, and primary diagnosis. Physiotherapist full name, qualifications, AHPRA registration number, clinic name, and NDIS provider number. Report date and reporting period. If the report covers multiple treatment locations (clinic, pool, home), note all of them.
Relevant medical and surgical history. Current mobility status and any recent changes. Pain profile: location, severity (use a consistent scale like the NRS 0-10), aggravating and easing factors, and impact on function. Current living situation: house or apartment, stairs, bathroom access, distance to services. Any previous physiotherapy involvement and outcomes. State why physiotherapy is involved: is this a progress report on existing goals, a new assessment, or a response to a change in circumstances?
Number of sessions in the reporting period, total hours, and session formats. Physiotherapy often uses mixed formats: clinic sessions for strengthening, hydrotherapy for pain management and mobility, home sessions for transfer training and equipment trials, and community sessions for mobility practice. List the primary focus areas: gait retraining, balance, strengthening, pain management, hydrotherapy, equipment prescription, carer training. Note the support category billed.
Current physical status across the domains relevant to the participant. Range of motion measurements for affected joints (use goniometry where possible, report in degrees). Strength grades using the MRC (Medical Research Council) scale or equivalent: grade 0 (no contraction) through grade 5 (normal strength against full resistance). Balance scores: Berg Balance Scale (score out of 56, with interpretation), Timed Up and Go (time in seconds with interpretation of fall risk). Gait assessment: walking speed, stride length, use of aids, deviations observed. Functional mobility: transfers (bed to chair, chair to standing, car transfers), stair negotiation (number of steps, railing use, level of assistance). Cardiorespiratory capacity where relevant: 6-Minute Walk Test distance. Document the date of each assessment.
Use the same measures at each review so you can show change over time. A Berg Balance Score that improves from 32 to 41 is more persuasive than narrative descriptions of 'improved balance'.
For each funded NDIS goal: quote the goal exactly from the plan. Assign a progress status: Achieved, On track, Modified, Not yet commenced, or Discontinued. Write a specific progress summary. 'Participant can now walk 200 metres with a single-point stick on flat ground, compared to 50 metres at the start of the period' is useful. 'Walking has improved' is not. List the physiotherapy interventions delivered against each goal. If a goal was not commenced or was discontinued, explain why.
For mobility aids: specify the item (make, model, size), the clinical justification linked to a functional limitation, and what alternatives were trialled and why they were unsuitable. For items over $1,500, include a supplier quote and the ATSNAVI code. For low-cost items (under $1,500), a recommendation with justification is usually sufficient. Document any equipment currently in use, its condition, and whether it remains appropriate.
For wheelchair prescriptions, the NDIA requires a comprehensive wheelchair assessment. This is typically a separate process from a standard physiotherapy report.
Factors that limited goal achievement during the period. Pain flares, hospitalisations, equipment delays, transport issues, seasonal effects (some participants have reduced mobility in winter), and carer availability. Be specific: 'Four sessions were cancelled in July and August due to the participant's respiratory illness, which also reduced their exercise tolerance for the following six weeks' gives the planner context for why progress stalled.
Specific session frequency, total hours per year, and NDIS support category with line item code. State the treatment approach for the next period and how it differs from the current period (if it does). Equipment recommendations with specifications and costs. Suggested goals for the next plan in functional, measurable language. If recommending a change in service intensity (more or fewer hours), justify the change with reference to the participant's current status and trajectory.
Signed declaration with your full name, credentials, AHPRA registration number, and date. Sign and date every page.
Use objective outcome measures consistently
Berg Balance Scale, Timed Up and Go, 6-Minute Walk Test, and MRC strength grades can be repeated at each review to show change over time. A Berg score that moves from 32 to 41 is concrete evidence. 'Balance has improved' is an opinion.
Describe function, not just impairment
'Reduced hip flexion to 80 degrees' is a clinical finding. 'Cannot step up a standard curb (15cm) without rail support due to reduced hip flexion' is a functional limitation the NDIA can fund. Always connect the impairment to a real-world activity.
Be specific about equipment
For mobility aid recommendations, include the make, model, and size. 'A walking frame' is not specific enough. 'A Hugo Elite rollator walker with seat, brakes, and basket (product code HUG10272) to enable safe community ambulation over distances greater than 100 metres' is specific enough.
Document hydrotherapy separately
If you use hydrotherapy, describe it as a distinct intervention with its own rationale. Planners sometimes question whether hydrotherapy is an NDIS support or a recreational activity. Your report should make the clinical rationale explicit.
Quantify your recommendations
'Regular physiotherapy' is not a recommendation. '26 x 60-minute sessions per year (fortnightly), comprising 18 individual clinic sessions and 8 hydrotherapy sessions, under Improved Daily Living (07_004_0118_6_3)' is a recommendation the planner can fund.
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