Using your NDIS Funds

Last Updated 11 July 2019

Can you replace your existing Assistive Technology?

What happens when your child outgrows their orthotics? Or your wheelchair just dies of old age? 

The NDIA will help you replace your existing assistive technology without the need for a detailed assessment in certain situations.

Existing AT can be replaced without a new AT assessment if:

• it costs more than $1,500 and less than $15,000
   
• it is damaged (not as a result of misuse or neglect). For example, general wear and tear of a manual wheelchair, such as significant stretching and sagging of the back rest and seat.
   
• it is no longer in good working condition and cannot be repaired. For example, a Hi-Lo bed that can no longer be height adjusted for carers to tend to personal care tasks.
   
• it is close to, or has reached the end of its service life. For example, your wheelchair was supplied a number of years ago (more than 5 years old) and it isn’t suitable to continue to repair the item.
   
• it is no longer an appropriate size. For example, a child has outgrown their current shower commode and there is now a requirement for them to be remeasured.
   
• has a surface area that has worn down or changed and is now unsafe and at risk of causing a pressure injury. For example specialised seating, prosthetic socket. 

NOTE: A new AT assessment may be required, when:

• it is actually a new piece of AT that is being requested
• the replacement AT is complex and needs significant customisation
• there are a number of factors to support a new AT assessment
• the participant has communication difficulties, a cognitive impairment or limited access to informal supports

What supporting documents do I need to provide?

During your planning meeting, you will be asked to provide at least one document from each of the following 3 criteria:

1) Evidence that you are already using the AT you want to replace

The participant needs to prove that they have previously been supplied with this AT item and should show how old it is and its service history (if applicable). The document should include the participant’s name if possible.

Examples:

• Tax invoice, receipt or purchase order
• Order confirmation letter or issue document from a state/territory service provider
• Repair history from a repairer including a report stating the current item is in a condition beyond repair

2) Evidence of no change to functional capacity

Information that shows there has been no significant change to the participant’s functional capacity or no expected change to future functional capacity.

Examples:

• An existing AT assessment report (within 2 years), which provides information about the participant’s current and future functional capacity relevant to the replacement item
• A report from a suitably qualified practitioner confirming there has been no significant changes in the participant’s function or well-being in the last 12 months, or expected in following 12 months (this could be your GP).

3) Evidence of the cost of replacement AT

Information that shows the cost of the requested replacement AT support. Generally, replacement AT above $15,000 will require detailed evidence, including assessment by a suitably qualified AT assessor if the NDIA deems it necessary.

Examples:

• A single quote is required to confirm the cost of the item.
• Quote aligns with the specifications of the existing AT.

What is the price limit for replacement AT?

The process above generally applies to replacement AT that costs between $1,500 and $15,000. 

Lower cost items (less than $1500) can be replaced using funding from your Daily Adaptive Equipment funding (now being renamed 'Low Cost AT' funding). See page 4 of the Assistive Technology and Consumables Guide 2019 for these line items.

Items greater than $15,000 may be considered for replacement AT on a case by case basis, however they normally become more complex and may require you to have a current AT assessment. 

Will I need to provide the National Disability Insurance Agency (NDIA) with a quote?

Yes, you will be required to provide the NDIA with a quote for your replacement Assistive Technology, or a price to supply from a state/territory AT program.

If you have provided the NDIA with a quote for your AT within the last three (3) months for AT that you have not yet received, you will not be required to provide another quote. The amount of time that a quote is valid for often varies between providers. If you are unsure whether you may need a new quote, have a chat with your NDIS planner or Local Area Coordinator (LAC).

How long will it take for my replacement AT equipment to be approved?

Your NDIS planner or LAC will include funding in your NDIS plan. Once your plan is approved, you will be able to purchase or source your replacement assistive technology from your preferred supplier.

What happens if I need help buying, setting up or learning to use my replacement AT?

Your AT supplier may provide some setup or training help and this would be included in their quote for replacement.

If you need help from an AT Assesor or expert to select, buy and set up, or to use your replacement assistive technology correctly, you will have funding in your NDIS plan which you can use specifically for AT training or support. You will find this in the Capacity Building part of your plan (Improved Daily Living).

MyCareSpace Resources on Assistive Technology

• Everything you need to know about Assistive Technology
• What Assistive Technology is funded by the NDIS?
• What are the different Levels of Assistive Technology?
• How do I buy Assistive Technology?
• When do I need an NDIS Assistive Technology Assessment and Quote?
• Who pays for repairs to Assistive Technology
• Replacing NDIS Assistive Technology

Sources:

• 2019 Assitive Technology and Consumables Guide
• Replacing Assistive Technology

Need help finding a Music Therapist in your area?

If you have just read our resource: How to get Music Therapy into my NDIS Plan then you may want to now find a music therapist.

The first place to start looking is MyCareSpace.

Try the Music and Art Therapy category or a keyword search of 'music' combined with your postcode of course.

Australian Music Therapy Association 

If nothing came up on MyCareSpace here is a quick resource we created to link you to the Australian Music Therapy Association which allows you to search for a qualified music therapist on a post code basis.

We have made some quick links offering major city categories:

Sydney

Canberra

Melbourne

Brisbane

Adelaide

Perth

People with a Disability and Domestic Violence

How is the NDIS and their LACS supporting people coming from domestic violence?

In Victoria we have the Disability and Family Violence Crisis Response initiative aims to assist Victorian women with a disability who are experiencing family violence. It offers $9000 of funding to be used over a period of 12 weeks. 
Link to Disability and Family Violence Crisis Response initiative

This funding is very useful while applying for a plan review when it doesn't happen quickly enough for someone fleeing violence. 

The Orange Door (support and safety hub) is also available for women with disabilities in Victoria experience family violence, its a safe accessible service. 
The Orange Door has access to a disability practice leader for advice as we know not all workers can be the expert on every diversity.

There are currently 5 locations for the Orange Door, and 1800RESPECT can help you if you are not in a hub location. 
Link to Orange Door

With the NDIS there is work underway within Victoria to try and make the NDIS more responsive for people experiencing family violence. This will be an ongoing process by many advocates like myself and other state-based government agencies as well as NGO’s from the family violence sector. 

The NDIS should be able to offer supports to replace those of informal carers who need to be removed due to violence. I personally will not rely on informal support after my experience of violence from an intimate partner/carer. This is my choice and control to not be placed in a vulnerable position again and feel, so far the NDIS has respected this. 

If you or someone you know is experiencing violence I implore you to reach out to 1800Respect for support and guidance on how to keep yourself safe.

Where do I find a Disability Advocate?

The one I give to people is: https://www.dana.org.au/find-an-advocate/

Nicole Lee
Disability Advocate

Nicole is an advocate for disability rights and the prevention of family violence. She provided evidence at the Royal Commission into Family Violence, has been working as a member of the Victims Survivors Advisory Council for the past 3 years.

Nicole recently took part in a Webinar titled: WEBINAR: Organising my NDIS Supports

Resources to accompany the webinar: Organising My NDIS Supports

How do I use my different NDIS Funds?

• Categories of Funding in My Plan

• Understanding My NDIS Plan

• Understanding what is Reasonable and Necessary

• Request a Review

• Managing my NDIS Funds

• How to Prevent Running Out of NDIS Budgets too soon

How do I find supports that fit my needs and help me achieve my goals?

• Finding the Right Providers
• Importance of service agreements
• Everything you need to know about unregistered providers
• Assistive Technology - what can I buy?
• AT 
• I am self managing - can I buy that?
   

How do I best Organise My Supports

• When are you eligible for Support Coordination? 
• Organising your Support Workers
   

Bringing your NDIS plan to life

An NDIS Step by Step Guide

See More Handy Resources from Plan Partners

If you have any questions, please contact the Plan Partners team on 1300 333 700 or send us a question online.

Sport for people with a disability in NSW

Find a list of specific sports and organisations for people with disability. 

• Athletics
• Athletics - Little athletics
• AFL kickability
• Amputee golf
• Blind sports
• Blind cricket
• Boccia
• Cerebral Palsy Sporting and Recreation Association
• Cricket - all abilities
• Deaf sports
• Disabled surfing
• Disabled water skiing
• Disabled wintersports
• Football - for all
• Goalball
• Gymnastics - for all
• Mental Health Support Network
• Netball
• Powerchair football (Soccer)
• Powerchair hockey
• Riding for the disabled
• Sailability
• Sailors with disabilities
• Short Statured People
• Softball - Inclusion League
• Special Olympics
• Sports 4 All
• Tennis
• Trail rider
• Swimming - multi class
• Transplant Games
• Wheelchair rugby league
• Wheelchair sports

Can I get my wheelchair repaired without needing a new plan?

Who pays for Repairs and Maintenance to Assistive Technology (AT) in the NDIS? 

Check who has responsibility for the maintenance and repair of their assistive technology. Consider these scenarios:

1. Are you leasing or hiring a piece of AT equipment?
   Generally, the equipment supplier would be responsible for fixing or replacing if necessary. The cost of this service should be included in your lease agreement. Make sure you check this when signing it.
    
2. Have you bought an item outright and now it needs repair/replacement of parts due to a manufacture malfunction?
   You have Consumer Rights that give you a warranty that puts the responsibility to repair or replace on the supplier of the goods should there be something wrong with the item you purchased. 
    
3. Have you bought an item outright and now it needs repair/replacement of parts due to wear and tear?
   You can use your Low Cost AT (previously Daily Adaptive Equipment) budget for most repairs on Low Cost, Basic Assitive Technology (Level 1) and Standard (Level 2) Assitive Technology or minor repairs for Specialised (Level 3) and Complex (Level 4) Assistive Technology. 

   The NDIA now also allocates funds for repairs and maintenance in Capital > Assistive Technology. These funds will be based on equipment type, maintenance required and potential repairs over a plan’s duration, for Specialised (Level 3) and Complex (Level 4) Assistive Technology.

   Repairs greater than $1500 will require a quote for NDIA acceptance prior to a payment request being made. 

Your Plan

Maintenance and repairs due to wear and tear are usually the purchaser's responsibility, so the participant should plan for those costs and make sure that appropriate funding is included in your plan to cover these costs. 

When factoring the cost of repairs into your plan, be sure to take into consideration the age of the AT, with more money allocated for repair of older AT.  A buffer should be added in case the AT needs more repair than expected.

Also account for the additional costs of repair of core (critical) AT. E.g. where a participant is wheelchair bound and their wheelchair breaks on a weekend, an emergency repair would be needed (at extra cost).

[Side note: The NDIS does not own a participant's equipment/AT and it does not have an equipment repair service like some state and territory equipment/AT schemes.]

MyCareSpace Resources on Assistive Technology

• Everything you need to know about Assistive Technology
• What Assistive Technology is funded by the NDIS?
• What are the different Levels of Assistive Technology?
• How do I buy Assistive Technology?
• When do I need an NDIS Assistive Technology Assessment and Quote?
• Who pays for repairs to Assistance Technology
• Replacing NDIS Assistive Technology

​Sources:

• AT Complexity Level Classification document
• NDIS Assistive Technology and Consumables Price Guide
• Providing Assistive Technology
• Choosing Assistive Technology
• Replacing Assistive Technology
• NCOSS: factors to consider when assisting participants to develop their NDIS plans
• ACC - your rights as a consumer with a disability

Transport FAQ for Participants

What transport supports will be funded by the NDIS?

Under the NDIS, some transport related supports may include:

• Personal transport related aids and equipment

• Training to use public transport independently

• Modifications to private vehicles 

• Reasonable and necessary taxi or private transport costs if you aren’t able to use public transport independently.

While the NDIS allows for participants to receive reasonable and necessary transport assistance, that does not replace state and federal government responsibility to provide accessible transport.

What are NDIS reasonable and necessary supports?

For a support to be funded it needs to be linked to an outcome you have identified in your plan and it must also:

• Be associated with day-to-day living and activities that increase your social or economic participation.

• Be a resource or piece of equipment, such as wheelchair, assistive technology or home and car modifications.

• Help you build the skills you need to live the life you want, such as opportunities to work, further your education, volunteer or learn something new.

How can I prepare for transport support needs in my NDIS plan?

During your planning meeting, you should make sure you discuss your transport needs with your planner.

Here are some things to consider:

1. Think about your transport use now; how do you travel from work, school, appointments, and social activities?
2. If you had appropriate transport and could use it, where would you go? How would it make a difference to your life? Do you need help to catch a bus?
3. Do you own your own vehicle? Do you need vehicle modifications so that you can drive yourself or have another person transport you safely? Vehicle modification can be considered ‘reasonable and necessary’ under the NDIS, for example special seating or equipment to get in and out of a vehicle.

What will happen to my Mobility Allowance under the NDIS?

If you are receiving Mobility Allowance when you receive an approved NDIS plan, your eligibility for the Mobility Allowance payment ceases.

Download this information as a brochure

Here's why you should have an NDIS Service Agreement

Whether you are agency, plan or self-managing, the NDIS does not require that you sign a service agreement with your NDIS service providers, unless they are providing Specialist Disability Accommodation (SDA). SDA requires a service agreement.

BUT Service Agreements are very important. They are especially important when you are paying someone for a service.

A Service Agreement is not just for a provider, in fact is more important to the participant!

A Service Agreement makes sure:

• The participant and provider have the same expectations of what supports will be delivered
• Both parties agree on how the supports will be delivered
• You get what you are paying for and
• You are protected against unexpected events

Making a service agreement is a negotiation between the participant and the provider. This means that you can change any part of it you don't agree with.

Participants might involve a nominated person (such as a participant’s family member or friend). 

Service Agreements are different from your NDIS plan. Your plan lists your NDIS supports, but a Service Agreement is about delivering those supports.

Typically, you can engage a service provider to deliver a particular service and in return, you provide them with funding from your NDIS plan. A Service Agreement simply contains all the details about this engagement.

A Service Agreement Benefits BOTH Parties

A service agreement is not for the benefit of a service provider. It also protects the participant, giving them reason to cancel or not pay when the service provided is not up to the level specified in the service agreement. 

What does an NDIS Service Agreement look like?

Service Agreements should be simple and if you are unsure about its contents, have someone else look over it. A service agreement could be:

• a document,
• use pictures or
• be a video

It depends on your circumstances and what is best for you to ensure you are able to understand it.

Your provider may have their own standard service agreement that you may like to use, or you can create your own.

Make sure you or your nominee read the service agreement carefully before you sign it and keep a copy in a safe place.

What should a Service Agreement Include?

A service agreement should include:

1. the type of supports that will be provided
2. the cost of those supports and total dollar value of service to be provided (Note: prices cannot be increased when NDIS rates increase unless specified)
3. the payment terms (NOTE: you should never agree to pay in less than 7 days as it will take that long to claim your funds from the NDIS)
4. consent for the creation of service bookings (you give the provider permission to create a service booking in the NDIS portal)
5. how, when and where the participant requires the supports to be delivered
6. for how long the participant requires the supports to be provided (weeks? Months?)
7. when and how the Service Agreement will be reviewed
8. how the participant and provider will deal with any problems, complaints or questions that may arise
9. what the participant’s responsibilities are under the Service Agreement
10. what the provider’s responsibilities are under the Service Agreement
11. what notice is needed for the participant or provider to change or end the Service Agreement and how this is done.

5 benefits of having an NDIS service agreement

1. Delivery of Supports and Services

A Service Agreement sets out the rights and obligations of both the service provider and the participant. As a participant, you need to confirm exactly WHAT, WHERE and HOW services will be delivered. 

It's best to have this in writing so everyone is on the same page - literally.
 

2. Measure Outcomes

A Service Agreement should specify the outcomes to be achieved for the participant. It should also set out each party’s responsibilities and obligations toward achieving these outcomes. 

This also helps you demonstrate how your outcomes have been achieved with your funding or if they haven't what additional funding you need.
 

3. Pricing

A service agreement sets out the fees that you have agreed to pay and states exactly what services are covered by these fees.

This prevents you from getting any nasty surprises after a service period and supports the invoices that you submit to the NDIA for payment. 

It will also contains a pricing period so providers cannot increase their prices during the time of the agreement (unless stated in the agreement)
 

4. Privacy

Protect your privacy: a service agreement states the way in which your provider will collect, use and disclosure your sensitive personal information. 
 

5. Cancellations and Changes

It's important to specify what notice is needed to change or end a service that you don't need or are unhappy with. You are also protecting yourself against changes made by a service provider. 
 

Finally, when signing a service agreement, make sure you or your nominee read the service agreement carefully before you sign it and keep a copy in a safe place. If you don't understand it, don't feel pressured into signing it. Have someone check it out on your behalf first. 

See the NDIS Checklist for creating a Service Agreement

ANOTHER TIP: 

If there is a problem, and you have spoken to the service provider, make a note of the name of the person you spoke to, the date you spoke to them and what they said.

Then follow it up with an email so you will have a record of the conversation

Can I buy it with my NDIS funding? 

Page 8 of the NDIS guide to self-management provides guidance for participants who are self-managing when they ask the question: can I spend my NDIS funds on that? This page 8 is often referred to as the Self Management checklist.

If you answer YES to each question, you can buy it.

Will the support help you to reach the goals in your NDIS plan?

The support you buy must be linked to the support budgets and goals in your current NDIS plan and related to your disability. 

Is the support reasonably priced and good value?

The support should give you good value-for-money compared to other options. Remember you can choose to pay less and get more support, or pay more for a higher quality support that meets your needs. 

Can you afford the support within your support budget?

Your NDIS funding needs to last for the length of your plan. Work out your budget early so you know what you can afford. This will help you to track your funding and make decisions about any changes to your supports during your plan. 

Will the support help you to connect with your community and improve the relationships you have with family and friends?

The support you buy should help you to participate in activities with friends and other members of your community, or help you fnd or keep a job. 

Is the support something that should be funded by the NDIS and not other government services?

In your NDIS plan the funded supports will not include support that is provided by other government services. For example, dental, health or hospital services, education, housing and public transport are all provided by other government services. 

Is the support safe?

The support you buy must be legal. It should not cause harm or put yourself or other people at risk. 

References:

What Can I Buy? - NDIS Self Management Guide (see pg 8)