Plan reassessment
How to ask an allied-health clinician for a plan-review report
Tell the clinician what the report is for, the changes or questions it needs to address, and any confirmed date. Ask them to confirm the appropriate report, assessment needs, cost and realistic completion date. You can use the email below to start that conversation.
You do not need a perfectly worded request or every document ready before asking. Say what you know and what you are still checking. A clear first exchange can help you avoid paying for the wrong report or planning around a date the clinician has not agreed to.
- For:
- NDIS participants, chosen supporters and support coordinators arranging an allied-health report
- Includes:
- Request email + follow-up email + arrival checklist + editable and printable companion
- Time:
- 10 minute read
Published 5 September 2026 · Updated 23 October 2026
Written by Callum Cruikshank — Founder of Kinovo
Callum draws on his family's lived experience of coordinating support. These resources offer practical coordination ideas, not clinical, legal or NDIS funding advice. No independent clinical review is claimed.
Get the practical tools
Use the email templates to ask for a report and check on its progress. The companion also has a checklist for reviewing the report when it arrives. You can copy the text here or download it without an account.
- Download the printable companion (PDF)
- Download the editable Word copy (.docx)
- Open the editable plain-text copy (.txt)
Check what the report is for
People use 'plan review' for different conversations. Ask your NDIS contact whether you are preparing for a check-in, plan reassessment, variation or review of a decision, and what information is needed. Tell the clinician the process and any confirmed date. If you are still checking, say so.
Asking a clinician for a report is separate from asking the NDIA to reassess your plan. The current reassessment guidance says that, for significant changes when no regular check-in is coming up, the request must come from the participant, their plan nominee or child representative on the NDIA form with supporting evidence. A provider cannot make that reassessment request on the participant's behalf, even with consent.
For the wider preparation process, use the NDIS plan review checklist and evidence tracker. This guide focuses on agreeing the report request with the clinician.
Discuss what the report needs to cover
Describe what matters to the participant, what is working and what has changed in daily life. Several goals or questions may matter. Relevant dated examples can help the clinician understand what you are asking them to assess; they remain responsible for their findings and recommendations.
The NDIA's guidance for allied-health reassessment reports covers the areas below. Use them to discuss the purpose, rather than prescribing the clinician's conclusions or treating this as a mandatory report template.
- Service context: the therapy provided, its duration and frequency, goals and intended outcomes.
- Function and progress: the starting point, relevant assessments and changes during the reporting period.
- Supports tried and barriers: what helped, what did not and how challenges were addressed.
- Relevant support needs: gaps, risks and other supports to consider within the clinician's scope.
- Recommendations: what is proposed, the evidence and reasoning behind it, and the expected outcomes.
A progress update for a check-in may have a different purpose from a full reassessment report or functional capacity assessment. Ask which report or assessment is appropriate before commissioning it. A longer report is not automatically more useful, and a brief letter may not answer the questions a fuller assessment needs to address.
A way to explain the change
Over [period], [daily activity] has changed in these ways: [dated examples]. I currently need [support], and [what helps or remains difficult]. I would like the report to address [my priorities or questions]. Please let me know what you can assess and what further information you need.
Agree scope, cost and timing before work begins
The first email is a request to discuss the work. Until the clinician confirms it, a date you have asked for is a preferred date rather than an agreed deadline.
- Explain the purpose, reporting period and relevant changes or questions, including anything the NDIA has specifically asked for.
- Ask whether the clinician has enough current information, needs an appointment or assessment, or is the right professional for each part of the request.
- Ask for the scope and cost: what is included, any assessment or review fees, and the payment arrangements. Confirm the agreement before work starts; asking for an estimate does not establish that a cost is funded.
- Explain when you hope to review the final report and ask what completion date the clinician can agree to. Allow time for accessible participant review and factual questions where possible.
- Agree who will receive the report, the preferred format and secure return method, and who has accepted follow-up if something changes.
Choose useful context and check sharing
Ask which existing reports, assessments, goals and observations would help. An older record can explain a change over time; identify its date and purpose alongside current information. If you are unsure whether a record is relevant, ask rather than excluding it on a guess.
For a participant-requested reassessment, the NDIA describes recent evidence as usually within four months of the request and after the current plan was approved. This is not a universal expiry date for background records or a requirement to buy new reports for every check-in. Confirm the evidence needed for your process before commissioning more work.
Involve the participant using their preferred communication and decision support. A family member's involvement does not itself authorise decisions or sharing on their behalf. If a representative is involved, check the authority relevant to the task. The NDIA supported decision-making policy explains the central place of the person's rights, will and preferences.
Agree the relevant information, recipients, purpose and method. Where sharing relies on consent, it must be informed, voluntary, current and specific. The OAIC consent guidance explains these principles and withdrawal of consent. Providers also have their own applicable privacy and recordkeeping obligations.
Check the audience of any shared folder or workspace before adding the report. A Kinovo Team leader's permission to manage access does not make them a plan nominee, guardian or authorised decision-maker. Use the clinician's agreed secure method and make the current version clear.
For choosing which plan information to share, see who should see my NDIS plan.
Email to request a report
This version is written for the participant to send. If writing for someone else, adapt I and my, identify the participant and include any clinic reference requested. Give your role and explain their agreement or the authority relevant to this request. Remove prompts that do not apply and add necessary context.
Subject: Report request for [NDIS process or purpose] - [date, if confirmed]
Hi [clinician name],
I'm preparing for [confirmed NDIS process or conversation] on [date / date still being checked]. Could we discuss an appropriate report to help explain [my priorities, goals or support changes]?
The main changes or questions are [relevant dated examples and what is working or difficult]. I would like the report to address [questions or areas of daily life].
Could you confirm what kind of report you can prepare within your role, whether you need an appointment or assessment, and which existing information would help? Please also let me know the cost, what is included and the payment arrangements before work starts.
I'm hoping to review a final report by [needed-by date]. What completion date can you agree to? If that timing or scope is not possible, please let me know what you can offer and when.
I'd like [me / chosen reviewer] to read it in [preferred format] before wider sharing. Please send it to [agreed recipient] through [agreed secure method]. I can provide [relevant records or observations] through the method you recommend.
Thank you,
[Name and contact details / role if writing for the participant]
The NDIA asks clinicians to share the finished report with the participant. Its report guidance also allows providers to upload their report through the provider portal with participant consent. Providing that report is a separate act from requesting reassessment. Confirm who is doing each step; a report in an inbox or Kinovo has not automatically been sent to the NDIA.
Email to check on progress
Use the wording that matches the stage: an unanswered request or work the clinician has already accepted. Refer to the agreed date only if there is one.
Subject: Update on the report for [agreed purpose]
Hi [clinician name],
I'm following up on [my request sent on date / the report you agreed to prepare on date] for [purpose]. [The completion date we agreed was date / We have not yet confirmed whether you can take this on.]
Could you let me know the current position, whether you need anything from me, and what completion date is realistic? I hope to review the final report by [needed-by date].
If you cannot provide it within that scope or timing, please let me know what is possible. I can then speak with my NDIS contact about the outstanding information and how to proceed.
Thank you,
[Name and contact details / role if writing for the participant]
Review the report when it arrives
Give the participant an opportunity to review it in a way that works for them, with chosen support if wanted. Check the purpose, names, dates, reporting period and whether the relevant questions were addressed. Check whether the file is a draft or final version.
If a fact seems wrong, identify the passage and explain the correction to the author. If a clinical conclusion is unclear or differs from the participant's experience, ask how the clinician reached it and what further information they can consider. The clinician remains responsible for their assessment, opinion and any changes; do not edit their report yourself.
Agree the current version, recipients and sharing route. Keep a record of what was provided and any receipt or reference. Report received, reviewed, sent and acknowledged are different stages. None guarantees that the NDIA will accept a reassessment request or fund a recommendation.
Check the report when it arrives
Review the report with the participant in their preferred way, with chosen support if wanted. Ask the author about corrections or unclear findings, then confirm the current version and sharing arrangements.
Participant / clinician / report received on: ___
Report title / author / date / draft or final version: ___
Agreed purpose and questions / addressed or still missing: ___
Participant review / preferred format or chosen support / date: ___
Factual details checked / question or correction for the author: ___
Author contacted / accepted follow-up owner / next check: ___
Final or corrected version / author confirmation / current location: ___
Sharing: information / recipients / purpose / consent or other lawful basis checked: ___
Representative authority for this task, if relevant / checked by: ___
Separate NDIA sending step, if needed / agreed sender / method / date: ___
Documents and versions sent / receipt or reference / next check if unclear: ___
Outstanding work / accepted owner / next action and timing: ___
When the request does not go to plan
- The purpose or date is still unclear
- Ask your NDIS contact to clarify the process and information needed. Tell the clinician what is confirmed and what is pending. You can ask about likely scope, assessments and availability without pretending that everything has been settled.
- The clinician has not replied
- Check that the request reached the appropriate contact, using the clinic's usual phone or administration route if helpful. Ask whether they can accept it and when they can respond. Agree who will follow up; a family member does not have to become the default person chasing it.
- The clinician needs another assessment or has not seen you recently
- Ask what they can say from their existing work, what needs reassessment and what the additional appointment would involve. An earlier clinician may provide relevant history while another professional assesses current needs. Confirm the purpose and cost before arranging more work.
- The report will be late or the clinician cannot provide it
- Ask what they can realistically offer and when. Tell your NDIS contact which report is outstanding, why it matters and its expected date. Ask what can be provided now, how later information would be handled and whether any date changes. Do not assume an incomplete request will be accepted, a short note will replace a required report or a deadline will be extended.
- There is a current support or safety concern
- Use the relevant service, provider or agreed emergency route for the immediate issue. A report request about future planning will not arrange urgent help.
Keep the next step clear
Keep the purpose, clinician's response, agreed scope and fee, needed-by date, accepted completion date and next check together. Record who has agreed to follow up and who will review the report. An email thread or a suitable private list can work; the person providing the report and the person following it up may be different people.
Kinovo can keep the request as an agreed task, the waiting information and the current report alongside the relevant goal. Check document visibility before uploading and invite only the people whose access has been agreed. It can help the team coordinate the work; the clinician retains responsibility for assessment and professional judgement, and submission to the NDIA remains separate.
For the work that continues between appointments, read about allied health collaboration across providers and keeping relevant questions, documents and agreed actions connected.
- NDIS plan review checklist and reassessment evidence tracker
- Support coordinator follow-up guide and task tracker
- What to send your new OT before the first appointment
- How document visibility works
- See how Kinovo works for families
If an assessment appointment is part of the agreed next step, the functional capacity assessment preparation guide can help organise the information beforehand.
For a separate account of the unpaid support a family member or carer provides, use the NDIS carer statement template. It complements the carer's perspective without replacing a clinician's report.
Official guidance checked for this resource
These sources were checked on 23 October 2026. The practical requests and coordination suggestions are Kinovo's; recheck the current NDIA instructions for your process.
Keep the report request and next step together
If several people are involved, Kinovo can keep the request as a shared task, the accepted follow-up and the current file together. Invite the people contributing with agreed access so they can update their part. You still arrange the clinical report and any NDIA submission separately.
You can keep using this resource without an account. Set up or join a care team when you are ready.
FAQ
What should I ask my OT or therapist to include?
Explain the report's purpose, the participant's priorities, relevant changes and the questions to address. For a reassessment report, discuss therapy context, function and progress, supports tried, barriers and justified recommendations. The clinician decides the assessment and conclusions within their role; this guide is not a mandatory clinical report template.
How early should I request an NDIS therapy report?
Ask when you know a report may be relevant. Check the clinician's assessment needs, cost and availability, then distinguish the date you need it from the date they can agree to. There is no single lead time that fits every report. Leave room for participant review and questions where possible.
Can a support coordinator ask for the report?
Yes, with the participant's agreement and within their role. That is different from a formal reassessment request to the NDIA. For significant changes when no regular check-in is coming up, the current form must come from the participant, plan nominee or child representative; consent does not allow a provider to make that reassessment request on their behalf.
What if the clinician cannot meet the date or declines?
Ask what scope and timing they can offer, or whether someone else is better placed to assess the issue. Tell your NDIS contact what is missing and when it may be available. Confirm how to proceed rather than assuming an incomplete request, substitute note or later report will be accepted.
Do I need a new report or every previous report?
Ask which information is relevant and whether an existing report can be used or updated. Older records can explain change, but the NDIA has specific recent-evidence guidance for participant-requested reassessment. Check the applicable process and the clinician's assessment needs before commissioning more work.
Can I ask for a correction if I disagree with the report?
Point out factual errors and ask the author to explain conclusions that are unclear or do not reflect the participant's experience. Provide relevant information they can consider. The clinician remains responsible for their professional opinion and any revision; do not change the report yourself or request a guaranteed recommendation.
Can I use the templates without Kinovo?
Yes. Copy them from this page or download the printable, Word or plain-text companion without an account or email signup. Kinovo is an optional place to coordinate accepted follow-up and relevant files; adding a report there does not submit it to the NDIA.
Disclaimer
General coordination guidance, not clinical, legal or NDIS funding advice. The clinician is responsible for their assessment and report. Confirm the process, relevant evidence and sharing arrangements with the participant, their NDIS contact and appropriate professionals.