This is one of the most common questions asked by clinicians who are new to the NDIS – how can I write better NDIS reports?

After many years writing reports, reading reports, critiquing reports, and teaching others how to write reports, I’ve found there are some important things you need to know.

Here are 10 of my top tips for making your NDIS reports clearer, stronger, more efficient, and yep – better.

1.Write using NDIS language

Services and supports may have a different name in the NDIS compared to other sectors, and using the wrong word can mean your recommendation won’t be approved. The most common one is to avoid using the word ‘rehabilitation.’ In NDIS land we call that capacity building. Rehabilitation suggests the person is building their function in response to a health event, and so the NDIA may see it as being the responsibility of public health, not the NDIS.

2.Write using plain language

Did you know your primary audience for an NDIS report is usually an NDIA planner? To become a planner you don’t have to have any formal disability or health qualifications, meaning if we use complex jargon and terminology, there’s a high chance the planner won’t understand it. Imagine you are writing a report your accountant needs to understand. Avoid the jargon where possible, and if you need to use it, include a definition or example in layman’s terms.

3.The little details matter

You need to collect the details and report the details, so your clinical reasoning is clear. Always include how you got your information – did you observe it, did somebody tell you, or did you read it in a report? What numbers can you share? Instead of saying they can ‘walk short distances’ or they wake ‘multiple times per night,’ be specific (e.g. they mobilised 5m before needing a standing rest). Always describe the type of help the person required – was it supervision only, or constant verbal prompting, or hands on assistance? And explain why that help was needed. Hot tip – the NDIA will only care if the person needed help due to their accepted disability (e.g. “John requires assistance to complete meal preparation due to extreme fatigue and difficulty with planning and organisation associated with his Multiple Sclerosis”).

4.Choose and use standardised assessments wisely

Yes, the NDIS loves numbers, which means they love standardised assessments. They even have their own list of preferred assessments. BUT, sometimes the NDIS preferred tools are not the best option for your client. Choose an assessment that will accurately reflect their support needs and then be mindful about how you report the results. Long-winded explanations about the tool or generated results reports are not as important as a clear, succinct description of when and how the tool was administered, and your interpretation of the results.

5.Use photos

Now, your client should always have the final say when it comes to whether to include photos or not, but they can be powerful. Consider adding a photo to the front page of your report so the NDIA planner remembers they are making decisions about a real person. Add photos that clearly show manual handling risks for carers, or barriers in home environments, instead of trying to do this with words alone.

6.An impairment-focus isn’t nice, but it’s necessary

As much as we want to be able to highlight our client’s strengths and wins, the system isn’t setup for this approach to work just yet. You can mention the parts of a task your client can do, but start with the parts they can’t, so their support needs are clear. Don’t write “Tessa can independently make a sandwich, with setup assistance and verbal prompts.” Firstly, someone who requires setup assistance and verbal prompts is not independent. Secondly, lead with what help Tessa needs first so this part isn’t overlooked: “Tessa requires setup assistance and verbal prompts to make a sandwich.”

7.Executive summaries are gold!

Imagine you’re an NDIA planner who just opened a 45-page FCA. It’s long because the OT was thorough – they’ve been told before there “wasn’t enough evidence” so they’re not taking any chances. If you’re that planner, you’re probably going to jump to the recommendations section then pick out the important bits you need to see from the body of the report later. But what if you could provide the planner with some context before they jumped to the recommendations? This is what an executive summary can do. Think of it like a succinct clinical handover that introduces the participant, their key challenges and the type of support you’re recommending. If you need an example, you can find a free one in my Your OT Tutor Learning Library.

8.Optimise your report for skim-reading

We all know it, and the NDIA have even admitted it – planners don’t have time to read our long reports word-for-word. So we need to make it as easy as possible for them to find the important information they need, quickly. Use section headings, sub-headings and dot points instead of slabs of text in long paragraphs. If you’ve got a long report, use a hyperlinked table of contents (Google how to do it if you’re not sure).

9.Visuals help too

Use your executive summaries, section headings and dot points, but also think about other ways to present your information. Graphs and tables are often easier to read than paragraphs of text, so include them where you can. Do you think your client is ready to start stepping-down from intense support with you, to some sessions with an allied health assistant? Map it out in a flow chart so the planner can see your timeline.

10.Attention to detail matters

Do you remember how at uni your lecturers used to pick on every little referencing error? You thought they were being picky, but they were actually teaching you the importance of attention to detail, and an NDIS report is where this attention to detail can be life-changing for your client. Make sure your client’s name and NDIS number is on every page, and if you’ve started with a template or previous report from a similar client, make sure you check for any traces of that previous client. Make sure the pronouns, names and other details are actually about the client whose name is on the front page!

These are just 10 tips to get you started, but there is way more that goes into writing a good quality NDIS report.

If you’re keen to learn more, check out all the on-demand NDIS courses available through @Your OT Tutor – you can even score a deal if you go big and buy the Ultimate NDIS OT CPD Bundle before the 1st of December. Not an OT? Don’t worry – many of my courses are built with all allied health in mind. Reach out if you’ve got a question or let me know if you’re keen for a bespoke session on NDIS report writing for your team.

If you found this blog helpful, make sure you check out the Your OT Tutor website and subscribe to the mailing list or sign-up for the Learning Library – there are heaps of resources, courses, and CPD opportunities, with more being added regularly.

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