Assistive Technology & Equipment Assessments by OTs: NDIS Funding, Tips, and Guides

Assistive Technology & Equipment Assessments: Tips & Guides Introduction

Assistive technology and equipment assessments are essential for ensuring that individuals have access to the appropriate devices and tools needed to enhance their daily functioning and independence. These assessments involve a comprehensive evaluation of an individual’s needs, capabilities, and environments to identify the most suitable assistive solutions.

What Is Assistive Technology (AT) ?
Assistive technology encompasses a wide range of devices and systems designed to support individuals with disabilities or functional limitations. This may include mobility aids (like wheelchairs and walkers), communication devices (like speech-generating devices), and adaptive equipment for daily living (like modified utensils and bathing aids). An assistive technology assessment evaluates the individual’s physical and cognitive needs, current challenges, and specific goals, and environment to recommend appropriate equipment. Consideration of the physical environment, including where, how, and for what purpose the equipment will be used, is critical in selecting devices that can seamlessly integrate into the individual’s daily routines and environments. Examples include:

Mobility Aids: like wheelchairs, walkers, and stair lifts, which help individuals move more freely.
Communication Devices: like speech-generating devices and symbol boards that support individuals with speech or language impairments.
Adaptive Equipment for Daily Living: such as modified utensils, shower stools, and dressing aids that assist with self-care.
Sensory Aids: like hearing aids and visual aids for people with sensory impairments.

Identifying When an Assistive Technology Assessment Is Needed

Recognising the need for an assistive technology assessment can help individuals gain the support they require. Signs that may indicate the need for an assessment include:

Difficulty performing daily activities independently.
Challenges with mobility, communication, or self-care tasks.
Increased reliance on caregivers for assistance.
Frustration or anxiety related to using standard tools or devices.
Recent changes in health status or functional abilities.
Reduced engagement in previously enjoyed activities or social isolation due to physical, cognitive, or communication barriers.

How Occupational Therapists Assist in AT Assessments

Conducting Comprehensive Evaluations:
OTs assess physical and cognitive needs to determine the most suitable assistive devices. They may also involve input from family members or caregivers to understand the individual’s typical routines and preferences. Additionally, the OT examines the physical environments, such as narrow doorways or steps, to determine which devices are practical in those settings.

Personalised Recommendations:
They provide tailored recommendations based on the individual’s lifestyle, preferences, and specific challenges, including options for future modifications or accessories that can enhance device functionality. OTs actively listen to the client to understand their needs and goals, explore various device options, and offer expert advice to ensure the selected equipment aligns with the client’s daily activities and preferences.

Training on Equipment Use:
OTs educate individuals, family and caregivers on how to effectively use the recommended assistive technology, including maintenance tips and safety precautions to ensure long-term use and suitability within the chosen environment.

Understanding NDIS Funding for Low, Mid, and High-Cost Assistive Technology (AT)

The above examples of AT items fall into two separate risk categories: Low risk and higher risk. For more complex or higher-risk AT, the NDIS requires professional advice before you buy to make sure it's safe and suitable for you. It is essential to consult an AT assessor to ensure the selected AT product aligns with your individual needs. While some items are best purchased, it’s wise to consider renting if you only need them for a short period or if your condition is likely to change quickly (see AT trials and rentals below).

Low-risk AT products are (Under $1,500 per item)
Simple to use and unlikely to cause harm.
Often available in regular stores and easy to trial.
Safe to set up and use without needing professional help.
Low-cost AT items, costing less than $1,500 each, do not require a letter of recommendation or AT report from an AT assessor unless they are not included on the NDIS-approved list. Typical low-cost AT items include:

Basic Domestic AT (e.g., kitchen stool, adaptive cutlery)
Basic Seating (e.g., adjustable chair, seat raisers)
Basic Transfer Equipment (e.g., slide sheet, sling)
Communication Aids (e.g., communication schedules, books)
Continence Products (e.g., alarms)
Daily Living Solutions (e.g., bathmat, kitchen aid)
Hearing Aids (e.g., alarms, doorbells)
Mobility Aids (e.g., 4-wheel walker, walking stick, wheelchair)
Prosthetics and Orthotics (e.g., custom-made footwear)
Simple Bathing and Toileting Equipment (e.g., shower stool, bath board)
Vision Aids (e.g., light, magnifier)

Mid-Cost AT ($1,500 - $15,000 per item)
Mid-cost AT typically does not require quotes but must be justified by an AT assessor to demonstrate how it supports the individual’s disability and goals. Items costing between $1,500 and $15,000 typically do not require quotes, but you will need supporting evidence from an AT assessor detailing:

The specific item required
How it supports your disability
Why it is the best value to help you achieve your goals
An approximate cost

Higher-risk AT products may include:(Over $15,000 per item)
Complex devices, like a power wheelchair.
Products known to have caused harm if not used correctly.
Devices that might be used in restrictive practices (where movement or behaviour is limited).
AT that requires professional advice, setup, or training to use safely.

For items costing over $15,000, both an assessment from an AT assessor and a quote are required.

Support Strategies and Tips for Choosing Assistive Technology

Consult with Professionals: Work with occupational therapists, physiotherapists, or assistive technology specialists to conduct a thorough assessment.
Encourage Open Communication: Discuss specific needs and preferences with the assessor to ensure that recommendations align with individual goals and preferences.
Consider the Environment: Evaluate the individual’s living, social, and working environments to identify any barriers that assistive technology can help overcome.
Trial Equipment When Possible: Whenever feasible, trial various assistive devices to determine which solutions best meet the individual’s needs before making a purchase.
Educate on Device Use: Ensure that the individual, family and caregivers receive proper training on how to use the recommended assistive technology effectively, including information on accessing repair or replacement services if needed.

Steps and Guides for Accessing Assistive Technology

1. Initiate the Assessment Process:
Begin by consulting with a healthcare provider to express concerns and request an assistive technology assessment. You may need to discuss funding or insurance coverage options for the assessment and recommended equipment.

2. Comprehensive Evaluation:
Undergo a detailed evaluation conducted by an occupational therapist or assistive technology specialist, focusing on physical abilities, cognitive skills, and environmental considerations. This may also include an assessment of sensory needs, which can impact equipment choices. Evaluating the environment ensures that any recommended devices fit, function, and enhance the individual’s daily activities effectively.

3. Identify Goals and Needs:
Collaborate with the assessor to identify specific goals for daily functioning and areas where assistance is required. This process includes setting realistic expectations for how the assistive technology will support the client, considering their preferences, anticipated frequency of use, and any potential costs involved. It’s also essential to identify who will be using the device, including whether the client will require assistance to operate it safely and effectively. For instance, if a device will be used daily or in various settings (e.g., home, work, community), it’s important to ensure durability, ease of transport, and suitability across environments.

4. Research Available Options:
Research and explore a range of assistive devices and technologies that may meet the identified needs and preferences, while also taking into consideration the cost of the device, warranties, ongoing maintenance, and style.

5. Trial Period for Equipment:
If possible, arrange for a trial period with selected assistive devices to assess their effectiveness in real-life situations. The presence of the occupational therapist during this trial period is invaluable, as they can provide practical tips, recommendations, and adjustments to optimise device use. Their expertise ensures that any immediate concerns are addressed and allows for real-time feedback on how the equipment fits into the client’s daily activities. Feedback from both the individual and their caregivers can provide insights on the suitability of the equipment, helping to refine choices and ensure the selection aligns with the client’s unique needs and lifestyle.

6. Obtain Recommendations and Reports:
Receive a brief report or verbal recommendation from the OT on suitable devices. The format may vary depending on funding requirements, such as NDIS funding, which may require a more detailed report.

7. Follow Up on Implementation:
Work with healthcare providers and suppliers to obtain the recommended assistive technology and ensure proper fitting and adjustments. It is essential for the occupational therapist to be present when the device is delivered to confirm that the supplier has provided the correct product as specified. The OT can also answer any immediate questions the client may have, verify that the device meets their unique needs, and ensure that they can use it effectively and confidently. This includes providing any necessary training on manual handling, safe use, and maintenance, as well as making final adjustments to improve functionality and comfort.

8. Monitor and Reassess:
Regularly monitor the effectiveness of the assistive technology and schedule follow-up assessments to make necessary adjustments as the individual’s needs change. OTs should revisit the individual’s environment to ensure seamless integration of the new device(s) and frequent reassessment is especially important in progressive conditions or where a child’s needs change with age.

Conclusion: Assistive technology and equipment assessments are crucial for enhancing independence and quality of life for individuals with disabilities or functional limitations. By recognising signs, engaging in thorough assessments, and implementing appropriate strategies, individuals can access the right devices to optimise their daily functioning and ensure that the assistive technology continues to meet the individual’s needs as circumstances evolve and as environments change. For personalised advice or to schedule an assistive technology assessment, please contact us at Belong Health.

How to Obtain AT Funding in Your NDIS Plan

Option 1:
During your next plan review, mention any AT items you anticipate needing. Outline how these devices will support your goals, provide an estimated cost for mid-cost items, and include evidence from an AT advisor. High-cost items will require an assessment from a qualified AT assessor and accompanying quotes.

Option 2:
If your current NDIS plan has sufficient funding under Capacity Building, you can request that your AT assessor (e.g., Occupational Therapist, Speech Pathologist, Physiotherapist) provide a supporting letter or complete an AT application. Discuss the necessity, explore alternative options, and confirm how much funding may be required.

Where is funding located in your plan?

Low-Cost AT :    Core Budget
Mid-Cost AT :   Capital Budget
High-Cost AT :   Capital Budget

Assistive Technology Trials and Rentals

Trial: Some providers offer free AT trials, but longer trials or those requiring special adjustments may incur a fee. If there is a cost, ask if it can be deducted from the purchase price if you decide to buy.
Rental: Renting AT may be useful for short-term needs, such as when travelling or during equipment repairs. Note that delivery fees may apply, especially in regional or remote areas.
Guide for minor AT trials and rentals: The costs below are examples that may be adjusted based on your needs. You can provide the NIDS with cost information from a supplier or AT advisor, or they can estimate it for you.

Specialised Assistive Technology (e.g., child mobility and posture):

$100 for testing different items and designs during a clinic session, including provider travel.
$150 per week for two or more items during the trial or rental period (total cost, not per item).

Bathroom Equipment:

$100 per week for bathroom equipment.
Additional $100 per week if a transfer hoist is required.

Wheelchairs:

$50 per week for a manual wheelchair.
$100 per week for a power wheelchair.
For specialised power wheelchairs, a quote is needed for higher-cost rentals and trials.

Height-Adjustable Bed:

$120 for the first week, including delivery; $70 for each additional week.
$80 per week for an alternating pressure mattress.

Electronic Communication or Sensory Impairment AT:

$300 for a two-week period.

Our Values in Practice
At Belong Health, we are committed to enhancing independence, accessibility, and quality of life through assistive technology. Our approach is grounded in compassion, integrity, and personalised care, ensuring each recommendation is tailored to your unique needs. Whether you're located in Mandurah, Rockingham, Perth Metro, or connecting with us via telehealth, our occupational therapists are here to guide you every step of the way—selecting, trialling, and implementing the best assistive solutions for you or your loved ones.

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