Getting ready for a functional capacity assessment
Appointment preparation, an everyday-example sheet and a document/question tracker. General preparation information; no independent clinical review is claimed.
Prepared 22 September 2026.
Full guide and official source links: https://www.kinovo.com.au/resources/functional-capacity-assessment-preparation

Before the assessment
Use the assessor's instructions for your appointment. These prompts help you organise questions; they are not an assessment or a compulsory document list.

Participant / preferred name: ___
Assessor / organisation / contact: ___
Purpose of this assessment, confirmed with the assessor: ___
Date, location or call link / expected length: ___
What the appointment and report will include: ___
Costs, payment arrangements and cancellation terms clarified: ___
Who the participant wants involved, and how: ___
Communication preferences, interpreter or access arrangements to discuss: ___
Breaks, timing or other appointment arrangements agreed: ___
Existing documents the assessor has specifically requested: ___
How to send those documents / who has agreed to help: ___
Everyday examples the participant wants to discuss: ___
Questions still unanswered before the appointment: ___
Report timing, recipients and factual-correction process to ask about: ___


An accurate everyday example
Describe what actually happens, including the support already in place and variation over time. Do not remove usual support or attempt something unsafe to complete this sheet.

Everyday activity or situation: ___
What the participant wants to do, in their words: ___
Where and when this example happened: ___
Who is describing it: participant / supporter / existing record
What the participant does independently: ___
Prompting, assistance, equipment or adaptations already used: ___
Who provides that support and how often: ___
What remains difficult even with the current support: ___
What varies between occasions, and how often that variation occurs: ___
Time, effort or recovery afterwards, if relevant and known: ___
Participant's own view of what helps or gets in the way: ___
What is directly observed and what is reported by someone else: ___
What we are unsure about or want to explain to the assessor: ___
Relevant existing document or note, if there is one: ___


Documents and questions to follow up
Use one card for each requested document or unanswered question. Confirm that an item is needed before spending time or money obtaining it.

Requested document or question: ___
Why the assessor needs it / who confirmed this: ___
Existing document title, author and date, if available: ___
Person or service holding the document / able to answer: ___
Person who has accepted the follow-up: ___
Participant's sharing agreement / any authority to clarify: ___
How the information should be sent: ___
Agreed needed-by date, if any: ___
Next check-in date: ___
Status: to clarify / requested / received / sent / not needed
Receipt or reply confirmed by / on: ___
If it will not arrive in time, assessor's advice about the appointment: ___
Question to raise during or after the assessment: ___
Answer received / further action and accepted owner: ___


Optional coordination tool. Not an NDIA form, clinical instruction or funding approval.
Store completed copies appropriately and share only with the people who need them.