Free · participant-first · no email required
Free NDIS Plan Review Checklist and Reassessment Evidence Tracker
Turn changes, goals, reports and follow-ups into one clear preparation picture: what may be relevant, who is contributing it, when it is needed, what is still waiting and which file is ready to review.
People often search for an NDIS plan review. The current official term is usually plan reassessment. This coordination tool does not decide what evidence is required or what the NDIS will fund. Confirm the process and what information may be relevant with your my NDIS contact and appropriate professionals.
- Access
- No account or email
- Official sources checked
- 26 August 2026
- Formats
- HTML, PDF and XLSX
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.
Start here
Start in three minutes
Do this before building a long document list.
- 1Write one sentence about what has changed, what is working and the question you want the next conversation to answer.
- 2Confirm the process and any relevant date with your my NDIS contact. A check-in, reassessment, variation and review of a decision are not interchangeable.
- 3Add the first potentially relevant item to the tracker with one owner, one status and one next check. You can refine the rest with the participant and contributors.
Checklist section 1 of 8
First, check which conversation or process is happening
These terms affect what happens next, but the participant does not need to diagnose the pathway alone. Ask the my NDIS contact what process applies, what date matters and what information they are asking the participant to consider or provide. Keep a dated note of the answer.
Check-in
A check-in is a conversation with the NDIS about how the current plan is going and whether it still meets the participant's needs. Having a check-in does not automatically mean the plan will change. It is a useful point to discuss goals, current supports, changes in daily life and questions for the next plan.
Check the current NDIS explanationPlan reassessment
A plan reassessment is the process used when the NDIA considers whether a new plan, a variation or no change is appropriate. The information and evidence considered depends on why a change is being discussed. A person can talk to the NDIS about changed needs without waiting for a scheduled date.
Check the current NDIS explanationPlan variation
A variation changes part of the current plan in circumstances allowed by the NDIS rules. It is generally used for a smaller change rather than replacing the whole plan. The NDIA decides which plan-change pathway applies after considering the request and information provided.
Check the current NDIS explanationInternal review of a decision
An internal review is a separate process for asking the NDIA to reconsider a reviewable decision. It is not another name for a plan reassessment. If a decision letter is involved, use the current NDIS review page and the letter itself to check the decision, options and time limit; this resource is not legal advice.
Check the current NDIS explanationChecklist section 2 of 8
Use an adaptable preparation checklist
There is no safe universal promise that every report should be requested a fixed number of weeks in advance. Check-ins may be scheduled in advance, while professional assessment and reporting lead times vary. Use this sequence as a flexible coordination rhythm and adjust it to the confirmed process, the participant's choices and each contributor's realistic timeframe.
- 1
As soon as a change or upcoming reassessment is known
Confirm what process is happening, the date that matters and what the my NDIS contact says is needed. Write down who confirmed it and when so the team is not working from different assumptions.
- 2
During early preparation
Record the participant's priorities, what has changed, what is working, what is difficult or missing, current goals and the specific questions the preparation should help answer. Use the participant's own words where possible and agreed.
- 3
Before requesting reports or assessments
Agree which information may be relevant, who is appropriate to contribute and what lead time they need. Ask whether an appointment, assessment, consent, payment or existing record is required before promising a date.
- 4
While items are underway
Give every request an owner, expected contributor, requested date, needed-by date, current status, waiting reason and next check. A request marked waiting should always say what it is waiting on and who will check next.
- 5
When an item arrives
Confirm the participant details, author, date, draft or final state, agreed purpose and current file. Record who should review it and whether clarification is needed instead of treating every received file as ready.
- 6
Before sharing or meeting
Confirm the participant or authorised decision-maker knows what is included, sharing is limited to the agreed purpose and people, the current versions are obvious and the submission or meeting questions are ready.
- 7
After the conversation
Record what was provided, any receipt or acknowledgement, open questions, the decision when known and the next follow-up. Close requests that are complete, superseded or no longer needed so old work does not look active.
Checklist section 3 of 8
Build an evidence map, not an attachment pile
Begin with purpose. A file name does not show why an item matters, whether it is current or who should review it. The useful chain is: change or goal, decision question, potentially relevant information, appropriate contributor, clear request, review and current pack. If the reason disappears, close the request rather than keeping it alive by default.
- Change or goal
- Question
- Relevant information
- Contributor
- Request
- Review
- Current pack
Swipe sideways to view the complete evidence-map sequence.
Organise possible items by the question they serve
- Participant voice, goals, preferences and what a good outcome would mean in daily life.
- What has changed in the participant's situation, functional impact, support needs or circumstances.
- What is working well and should stay visible when the current plan is discussed.
- Practical examples of barriers, gaps, risks or unmet needs connected to the question being considered.
- Supports tried, the outcomes observed and the reasons something did or did not work.
- Recommendations, assessments or quotes where they are relevant to the agreed question.
- Current plan, community, mainstream and informal-support context the NDIA has asked to consider.
What each contributor can usefully provide
Nobody should have to recreate their whole professional or family record. Ask each person for the smallest useful contribution that fits their role and the participant-approved purpose.
Participant, family or nominee
Keep the participant's priorities and control visible. A useful contribution is specific enough to guide the conversation without requiring a complete life history.
- What has changed and what a normal day now looks like.
- What is working, difficult, missing or likely to change soon.
- New or continuing goals and the questions the participant wants answered.
- What the participant agrees can be requested, reviewed and shared, and with whom.
Support coordinator or recovery coach
Coordinate the preparation within role rather than becoming the author of every contribution. Make ownership, waiting work and role boundaries clear.
- A current preparation map tied to the participant's priorities and confirmed process.
- Progress, barriers and coordination context within the coordinator's role.
- Clear requests to the people best placed to contribute, with realistic dates.
- A participant-controlled current pack, including disclosed role boundaries or conflicts where relevant.
Allied-health professional
Contribute within professional scope and the agreed reporting purpose. Kinovo's summary is not a mandatory report format; use the current NDIA allied-health guidance and the profession's own requirements.
- Service and assessment context, goals addressed and intended outcomes.
- Progress and measurable outcomes where appropriate, including functional impact and barriers.
- What has been tried, the evidence supporting recommendations and the expected outcome.
- A final report shared with the participant and handled through the agreed consent and record systems.
Support worker or provider team
Provide concise, dated practical examples within role. Do not turn a coordination request into a clinical opinion or duplicate a professional record.
- What support was delivered and what was directly observed.
- Specific examples connected to the agreed question, goal or daily-life change.
- Progress, barriers or patterns, with enough context for the appropriate reviewer.
- A short contribution for the participant or relevant professional to review before it is relied on.
Checklist section 4 of 8
See one complete fictional example
Jordan and their family are preparing for a planned check-in after changes in mobility and communication support. Names, dates and details are invented. The rows demonstrate coordination states, not a list of evidence everyone should obtain.
Mobile-friendly card view
Jordan's current-picture summary
Needs participant review- Relates to
- What has changed at home and in the community
- Why it may be relevant
- Keep Jordan's priorities and practical examples at the centre
- Requested by
- Jordan and Alex (family)
- Expected from
- Jordan with chosen support
- Dates
- Drafted 4 weeks before check-in
- Waiting reason
- Jordan wants to revise the community-access example
- Current file
- Draft 2 in agreed family folder
- Reviewer
- Jordan
- Review outcome
- Not yet approved to share
- Next action
- Review together on Tuesday
Process and date confirmation
Ready- Relates to
- Which NDIS conversation is happening and when
- Why it may be relevant
- Prevent the team preparing for the wrong process or date
- Requested by
- Sam (support coordinator)
- Expected from
- my NDIS contact
- Dates
- Confirmed 5 weeks before check-in
- Waiting reason
- None
- Current file
- Dated call note
- Reviewer
- Jordan and Sam
- Review outcome
- Check-in date and contact confirmed
- Next action
- Keep questions with the meeting notes
OT functional assessment and report
Waiting- Relates to
- Changed mobility and transfer support
- Why it may be relevant
- Explain assessed functional impact and recommendations within OT scope
- Requested by
- Sam
- Expected from
- Priya Shah, OT
- Dates
- Requested 5 weeks before; needed 1 week before
- Waiting reason
- Final home assessment appointment is next Thursday
- Current file
- Appointment confirmation only
- Reviewer
- Jordan and Priya
- Review outcome
- No report received yet
- Next action
- Sam checks feasibility after appointment
Practical support examples
Requested- Relates to
- What has changed during morning routines
- Why it may be relevant
- Give dated observations for Jordan and the OT to consider
- Requested by
- Jordan
- Expected from
- Regular support team
- Dates
- Requested 4 weeks before; needed 2 weeks before
- Waiting reason
- Two workers have not responded
- Current file
- Shared prompt with no responses attached
- Reviewer
- Jordan and Priya
- Review outcome
- Awaiting concise examples
- Next action
- Team lead follows up once on Friday
Current equipment quote
Ready- Relates to
- OT recommendation if confirmed after assessment
- Why it may be relevant
- Show the current proposed item and price only if relevant
- Requested by
- Sam
- Expected from
- Supplier
- Dates
- Received 3 weeks before check-in
- Waiting reason
- None
- Current file
- Quote Q-104 final, dated this month
- Reviewer
- Priya and Jordan
- Review outcome
- Current version confirmed; relevance depends on final OT report
- Next action
- Link it to the final recommendation if appropriate
Speech pathology progress report - draft 1
Superseded- Relates to
- Communication goal progress
- Why it may be relevant
- Earlier draft was replaced after Jordan corrected the context
- Requested by
- Jordan
- Expected from
- Speech pathologist
- Dates
- Replaced 2 weeks before check-in
- Waiting reason
- None
- Current file
- Archived; final report is the current version
- Reviewer
- Jordan and speech pathologist
- Review outcome
- Do not share draft 1
- Next action
- Keep only as an internal version note if required
Old hospital discharge letter
No longer needed- Relates to
- Originally considered for mobility history
- Why it may be relevant
- The agreed question is addressed by newer current information
- Requested by
- Alex
- Expected from
- Family records
- Dates
- Considered 4 weeks before check-in
- Waiting reason
- None
- Current file
- Not added to the preparation pack
- Reviewer
- Jordan and Sam
- Review outcome
- Closed after relevance check
- Next action
- No action
Checklist section 5 of 8
Use the tracker in the format that creates least work
The browser page is the most complete and accessible version. The PDF is designed for printing and handwriting; the spreadsheet is designed for filtering and updating. All three are free and ungated. Store only information the participant has agreed to keep in that location, share it only with the agreed people and keep formal professional records in their required systems.
Printable checklist and tracker
PDF · 6 pages · under 1 MB
Quick pathway check, preparation sequence, role prompts, four handwritten tracker cards, request prompt, meeting questions and sources.
DownloadEditable evidence tracker
XLSX · 2 sheets · under 100 KB
Instructions plus a filterable tracker with frozen headings, wrapped fields, status choices and seven clearly marked fictional sample rows you can delete.
DownloadCopyable HTML version
Tab-separated headings
Copy the complete field set into a spreadsheet or document without downloading anything.
See every tracker field and status
Fields
- 1. Item or information requested
- 2. Change, goal or question
- 3. Why it may be relevant
- 4. Requested by
- 5. Expected from
- 6. Requested date
- 7. Needed-by date
- 8. Status
- 9. Waiting reason
- 10. Next check
- 11. Current file or location
- 12. Reviewer
- 13. Review outcome
- 14. Next action
Suggested statuses
- To clarify
- Not requested
- Requested
- Waiting
- Received
- Needs participant review
- Ready for review
- Ready
- Complete
- Superseded
- Closed - not needed
- No longer needed
Want the editable tracker in your inbox?
Email is optional. The PDF and spreadsheet are available above without submitting anything. If enabled, this option will send the resource links and no more than three practical plan-review preparation emails. No sales call is required.
Email delivery is not available yet
Kinovo is keeping this option off until the plan-review consent topic, immediate delivery, follow-up scheduling, suppression and unsubscribe path are verified end to end. No details are collected here while it is unavailable; the direct downloads above keep working.
What the optional three-email sequence will include
- ImmediatelyResource links and the three-minute start.
- Around day 2Turn one missing item into a clear request.
- Around day 5Prepare one current shared picture, with a restrained Kinovo option.
Future delivery will require explicit consent to these plan-review emails. Any research or alpha invitation will remain a separate, optional choice.
Checklist section 6 of 8
Send one clear, participant-approved request
A useful request explains the agreed purpose, asks one specific question, names the item being requested and gives a realistic needed-by date plus an earlier feasibility check. It also gives the recipient a respectful way to say the request is outside their role or timeframe and names the agreed return method.
Request a report or assessment
Use this only after confirming the request is relevant and appropriate for the person's role.
Subject: [Participant-approved purpose] - [specific report or assessment]
Hi [name],
With [participant/authorised decision-maker]'s agreement, we are preparing for [confirmed process and date].
The specific question is: [one plain-language question].
Could you advise whether [report or assessment] is appropriate within your role and, if so, what appointment, information or lead time you need?
We hope to review a final version by [needed-by date]. Please tell us by [earlier feasibility date] if this is outside your role or timeframe.
Relevant current context: [agreed document or short context].
Please return it through [agreed secure method]. The participant would like [named reviewer] to review it before wider sharing.
Thanks, [name]
Request a practical progress summary
Ask for concise observations, not a new clinical opinion or duplicated case record.
Subject: Practical examples for [participant-approved purpose]
Hi [name],
With [participant/authorised decision-maker]'s agreement, could you provide brief, dated examples about [specific question]?
Please include only what you directly observed or delivered within your role: [what happened, relevant context, response or barrier].
We hope to review this by [needed-by date]. Please tell us by [earlier date] if the request is unclear, outside your role or not feasible.
Relevant current context: [agreed prompt or document].
Please return it through [agreed secure method] for [participant/reviewer] to check before it is used.
Thanks, [name]
Request clarification or the final current version
Use a narrow follow-up so the professional can see exactly what remains unclear.
Subject: Clarification needed - [document or recommendation]
Hi [name],
With [participant/authorised decision-maker]'s agreement, we are reviewing [document and date] for [specific purpose].
Could you please clarify: [one precise question], and confirm whether the attached or linked file is the final current version?
We hope to complete the review by [needed-by date]. Please tell us by [earlier date] if this is outside your role or timeframe.
Current file or context: [agreed secure link or version name].
Please return the clarification through [agreed secure method].
Thanks, [name]
Checklist section 7 of 8
Check readiness, prepare questions and keep the follow-through visible
A folder can look complete while still containing an old draft, an unexplained recommendation or an item the participant has not reviewed. Treat readiness as a short quality and consent check. Then enter the conversation with a small set of questions and leave with clear ownership for whatever happens next.
Purpose and relevance
- Each item connects to a current change, goal or question.
- The participant and appropriate people have agreed it may be relevant.
- Unnecessary requests are closed instead of being chased.
Currency and review
- The current version, author, date and draft or final state are obvious.
- Participant details and the agreed purpose are correct.
- The appropriate person has reviewed it or a specific clarification is open.
Participant voice and sharing
- The participant or authorised decision-maker knows what is included.
- Sharing is limited to the agreed purpose, people and method.
- Professional records remain in the professional's required system.
Follow-through
- Waiting items have an owner, reason and next check.
- The submission or meeting method is confirmed.
- Someone will record what happens next and close completed work.
Questions for the meeting or check-in
- What process are we in and what date matters?
- What information has the NDIA asked for, and what question should it help answer?
- Is anything unclear, missing, duplicated or no longer relevant?
- How should information be provided and how will receipt be confirmed?
- Who should attend or be available, and what does the participant want them to contribute?
- What will happen next, how will the decision be communicated and when should we follow up?
Afterwards
- Record what was provided, when and by which agreed method.
- Keep a receipt, acknowledgement or dated note where one exists.
- Record open questions and the person responsible for the next check.
- Treat a plan outcome and an internal review of a decision as separate processes.
- Close completed, superseded or unnecessary preparation items so the current picture stays trustworthy.
Once a plan has been approved, use the next-steps checklist to organise the arrangements that follow.
Checklist section 8 of 8
Check the official sources and understand this resource's limits
NDIS language, processes and guidance can change. Kinovo checked the official pages below on 26 August 2026. Recheck the pages that apply when preparing, especially if a decision letter, changed situation or requested evidence is involved.
Authorship and review status
Written and maintained by Callum Cruikshank, founder of Kinovo, drawing on his family's lived experience coordinating support around his sister, who has cerebral palsy. Kinovo checked the official sources listed here on 26 August 2026. No NDIA endorsement, guaranteed outcome or independent clinical or legal review is claimed.
Found something unclear or outdated? Email hello@kinovo.com.au without attaching participant information.
Version and change log
Version 1.0 · Updated 26 August 2026
Version 1.0 adds the dedicated six-page PDF, editable two-sheet workbook, complete participant-first checklist, role prompts, seven-row fictional example, request templates, meeting follow-through and source review.
Scope and disclaimer
This free resource is a general coordination aid. It is not an official NDIA resource and is not legal, clinical, privacy or funding advice. It does not determine what evidence is required or what supports will be funded. Requirements depend on the participant's circumstances, the process and current NDIS rules. Confirm what is needed and how it should be shared with the participant, their my NDIS contact and appropriate qualified professionals. Do not use this tracker for emergencies or as the only copy of a professional record.
Optional next step
From tracker to shared work
Keep the same plan-review work live with the people contributing to it.
In Kinovo, Prepare for plan reassessment can be one shared goal. Each missing report, clarification or family update becomes an owned action with a date, waiting reason and current document. The participant or authorised Team leader controls who is invited, while each person contributes only the part they are responsible for. The downloadable toolkit remains useful without an account.
- 1One participant-controlled goalKeep the purpose visible and editable as circumstances change.
- 2Clear actions with owners and statusThe participant or authorised Team leader chooses who owns each next step.
- 3Waiting reasons and next stepsShow what is blocked, why it is waiting and what should happen next.
- 4Current documents on the relevant workKeep the agreed current file with the goal or action it supports.
- 5Permissioned invited contributorsInvite only the agreed people; each contributor sees only what their access allows.
Full MVP access is free for a limited time. No payment card required.
Questions people ask before using the tracker
What evidence do I need for an NDIS plan reassessment?
There is no universal list. Current NDIS guidance says the information needed depends on why a change is being discussed. Start with the participant's situation and the question being considered, then confirm potentially relevant information with the my NDIS contact and appropriate professionals.
How early should I request a professional report?
Ask the professional what assessment, appointment, consent, payment and lead time are involved. Work backwards from the confirmed date and leave time for participant and professional review. Avoid promising a universal lead time.
Can I use the checklist without Kinovo or an email address?
Yes. The HTML checklist, PDF and editable spreadsheet are available directly without an account or email. Kinovo is an optional way to keep the same actions, waiting reasons and documents live with an invited care team.
Does Kinovo submit information to the NDIA or decide what will be funded?
No. Kinovo is a participant-controlled coordination workspace. Follow current NDIS instructions for providing information, and rely on the NDIA and appropriate qualified professionals for process, clinical and funding questions.
Using this in a resource library, course or client pack?
You are welcome to link to this page or share the unchanged Kinovo PDF with attribution. No reciprocal link, preferred keyword, referral arrangement or recommendation of Kinovo software is expected. Please keep the scope note, attribution and current version visible. This permission is not a Creative Commons licence and does not permit altered or rebranded copies.
Suggested neutral description
A free participant-first checklist and editable tracker for organising NDIS plan reassessment information, report requests, owners, dates and follow-up.
Suggested citation
Kinovo. NDIS Plan Review Checklist and Reassessment Evidence Tracker. Updated 26 August 2026. https://www.kinovo.com.au/resources/plan-review-evidence-tracker