Introduction:

Navigating NDIS Plan Reviews: A Step-by-Step Guide for Participants and Providers

NDIS plan reviews are more than just a routine check-in—they’re a crucial opportunity to ensure the support a participant receives is still aligned with their goals, needs, and life circumstances. Whether you're an NDIS participant, family member, or provider, understanding how the review process works is essential for achieving the best possible outcomes.

In this guide, we’ll break down the entire plan review process, step-by-step, and explain how both participants and providers can prepare—while staying compliant with the NDIS Commission’s expectations.

🔍 What is an NDIS Plan Review?

A plan review is the formal process of assessing whether a participant’s current NDIS plan continues to meet their needs. Reviews may occur:

• At the end of a plan's duration (typically 12-24 months)
• Earlier, if requested by the participant (a Change of Circumstances review)
• Automatically triggered due to significant life changes

Types of Reviews

TypePurposeScheduled Plan ReviewOccurs at the end of the current plan periodParticipant-Requested ReviewRequested when circumstances or goals changeNDIA-Initiated ReviewTriggered by the NDIA (e.g. risk flags, system prompts)

👥 Step-by-Step: For Participants

Step 1: Know When Your Review Is Due

Your NDIS plan will have a review date listed—make note of it and begin preparing at least 8–12 weeks prior.

Step 2: Gather Supporting Evidence

Update all documentation that reflects:

• Your current needs
• Changes in circumstances
• Reports from therapists, doctors, or specialists
• Quotes for upcoming supports or assistive technology

Tip: Providers can assist participants by preparing detailed progress reports and outcome tracking for the past plan period.

Step 3: Reflect on Your Goals

Which goals were met? Which ones need more time or new strategies? Update these in line with your aspirations.

Step 4: Request a Plan Meeting

Contact your Local Area Coordinator (LAC) or planner to schedule a review meeting. If changes are urgent, request an early review through the "Change of Circumstances" form.

Step 5: Attend Your Review Meeting

You can attend alone, or bring:

• A family member or carer
• Your support coordinator
• A service provider
• An advocate (e.g. someone from an advocacy organisation)

Be clear about what’s working and what’s not.

🏢 Step-by-Step: For Providers

NDIS providers play a critical role in ensuring participants are prepared. Here's how:

Step 1: Start Early

Initiate review prep 2–3 months before the plan’s end date. Proactively offer support by:

• Scheduling review-prep sessions
• Helping with evidence collation
• Updating service agreements and support plans

Step 2: Provide Reports with Measurable Outcomes

Use clear language and data to show:

• What supports were delivered
• Whether the participant progressed towards their goals
• Any changes in support intensity or frequency

📄 Real-world Example:

A speech therapist might note that a participant increased their expressive vocabulary from 10 to 50 words over 12 months—this shows progress and justifies continued or increased funding.

Step 3: Advocate, Not Overreach

Support coordinators and providers should never make funding decisions—but they can:

• Explain the rationale for increased support
• Highlight risks if support is reduced
• Provide quotes and referrals for new supports

Reminder: Be aware of potential conflict of interest if your organisation offers both coordination and core supports. The NDIS Commission is increasingly auditing this.

Step 4: Attend Reviews If Invited

You may be asked to attend. Prepare talking points and keep the participant’s preferences front and centre.

⚖️ Compliance Tips (For Both Participants and Providers)

• Refer to NDIS Operational Guideline – Planning and NDIS Act 2013 – Section 33
• Keep thorough records (emails, case notes, reports)
• Ensure consent is documented if providers are attending meetings
• Participants can request a copy of their new plan in writing

🧰 How Assist Providers Can Help

At Assist Providers, we specialise in helping NDIS providers stay compliant and support participants more effectively during plan reviews. We offer:

✅ Customisable report templates

✅ Training for support coordinators

✅ Audit-ready documentation guides

✅ Review preparation consultations

Whether you're a small provider or managing dozens of participants, we’ll equip your team with the tools and know-how to navigate reviews with confidence and compliance.

📌 Final Thoughts

NDIS plan reviews don’t have to be stressful. With early planning, clear communication, and the right support, they can be a positive opportunity to refine services and support progress. Whether you're a participant looking to advocate for your needs or a provider preparing reports, the key is preparation—and the right partners.