Writing Effective NDIS Review Reports: A Guide for Exercise Physiologists and Participants

Why Annual Reviews Matter

You’ve been receiving NDIS-funded services that are helping you move better, live more independently, and feel more confident. But when your plan review comes around, the funding is reduced—or worse, removed—because the report wasn’t detailed or targeted enough.

At Exercise Matters, we help participants and support coordinators prepare high-quality, evidence-based NDIS review reports that clearly justify the need for continued or increased Exercise Physiology funding. Here’s how to write a report that gets results.

Understanding the NDIS Review Process

Each NDIS participant will go through a plan review, usually every 12 months. This is your opportunity to:

• Demonstrate the impact of Exercise Physiology over the previous year

• Justify the need for ongoing or increased support

• Align therapy goals with the participant’s NDIS plan goals

Key Components of a Strong Review Report

1. Participant Details and Context

Include:

• Name, NDIS number, DOB

• Diagnosis and functional limitations

• Support category (e.g. Improved Daily Living)

• Goals from the current plan related to Exercise Physiology

  
  

2. Clear Summary of Services Delivered

Detail:

• Number of sessions completed

• Type of sessions (e.g. strength training, gait retraining, functional mobility)

• Group vs individual therapy

• Any multidisciplinary collaboration

  
  

3. Outcomes Achieved

This section is vital. Show:

• Objective data (e.g. walking distance, sit-to-stand time, grip strength, balance test results)

• Subjective improvements (e.g. confidence, reduced pain, improved participation)

• Before-and-after comparisons where possible

  
  

Use tables or bullet points to highlight measurable change. Include:

• Baseline vs current status

• Functional gains

• Progress towards NDIS goals

  
  

4. Barriers Still Present

This helps justify ongoing need:

• Current challenges (e.g. fatigue, coordination, balance)

• Environmental or psychosocial factors (e.g. housing, caregiver availability)

• Risks (e.g. falls, deconditioning, loss of independence)

  
  

5. Recommendations for Future Funding

Be specific:

• Number of sessions recommended for next plan (e.g. 1x/week for 12 months = 52 sessions)

• Whether group or individual is required

• How the support will help achieve new or ongoing goals

  
  

Use language that reflects reasonable and necessary criteria:

• "Supports functional capacity"

• "Improves independence in activities of daily living"

• "Reduces risk of future disability-related deterioration"

Sample Summary Table for Report

Goal	Progress Summary	Recommendation
Improve walking tolerance	From 50m to 300m with rest breaks	Continue 1x/week therapy + walking plan
Reduce falls risk	Improved balance scores, still has instability outdoors	Continue gait and balance therapy
Build strength for transfers	Able to stand independently, but cannot climb stairs	Continue lower limb and core strengthening

Case Study: Kate, Living with Parkinson's

Kate, 58, has Parkinson’s disease and had been funded for 1x/week Exercise Physiology under Improved Daily Living. At review, her plan was cut due to an unclear report.

We rewrote a new report including:

• Objective outcome measures (TUG, 30s sit-to-stand, stride length)

• Description of her risk factors (freezing, previous falls, reduced cognition)

• Progress in posture, mobility, and independence

• Specific recommendation: 2x/week for 12 months

Outcome: The NDIA approved 104 sessions for the next plan, with higher funding.

Frequently Asked Questions

1. Who writes the NDIS report for Exercise Physiology?

Your Exercise Physiologist writes the review report based on your attendance, progress, and ongoing needs. We also collaborate with your support coordinator and other allied health providers when relevant.

2. What makes a strong recommendation for funding?

Clarity, evidence, and alignment with NDIS goals. The more specific you are about outcomes achieved and supports needed, the stronger the request.

3. What assessments should be included?

We use a range of tests including:

• 6-minute walk test

• Timed Up and Go (TUG)

• Berg Balance Scale

• Sit-to-Stand tests

• Hand grip strength

• Functional capacity observations

4. Can I request a report rewrite if funding is denied?

Yes. If funding is cut due to report quality, we can quickly rewrite and resubmit a stronger document for a plan reassessment.

5. What is the cost of a review report?

Time spent preparing the report is charged from your Improved Daily Living or Capacity Building budget. This is usually 1-2 hours per review and can be discussed in advance.

Need Help with Your NDIS Report?

At Exercise Matters, we specialise in writing NDIS review reports that advocate clearly and clinically for the supports you need. If your plan is up for review, contact us early so we can track progress and prepare a strong report.

📞 Call (07) 5448 3532🌐 www.exercisematters.healthcare

References:

• National Disability Insurance Agency. (2023). NDIS Operational Guidelines: Reporting and Review

• Dew A et al. (2018). Barriers to accessing allied health supports in the NDIS. Disability & Society.

• Brown M et al. (2020). Clinical reporting in the NDIS: balancing outcomes and advocacy. Australian Journal of Disability Studies.