What is the NDIS Support Needs Assessment? A Provider Guide

By NoteGate Research Team

Published 24 April 2026 · 7 min read · NoteGate™

The NDIA is introducing a Support Needs Assessment as part of a new way of planning. The NDIA has said it will use the I-CAN v6 as a base for the assessment, delivered by trained assessors, with initial implementation from mid-2026 for a small number of participants and a wider rollout planned from April 2027 over a number of years (NDIA: new way of planning; NDIA: new tool).

Shift notes and incident records do not replace the assessment, but they are day-to-day evidence of the support a participant uses. This guide is NoteGate's guidance on keeping that evidence specific and current.

What is changing in NDIS planning?

The NDIA describes a new planning approach in which a support needs assessment informs a participant's funding, with more flexible budgets, plans that cover longer periods and fewer scheduled plan reviews (NDIA: new way of planning, retrieved 21 September 2026). The NDIA's detailed rules and dates are its own; check them before relying on this summary.

What Evidence the SNA Draws On

The SNA uses information from multiple sources to build a picture of the participant's support needs. Providers are one of the most important sources of functional evidence - particularly for participants who have been supported for more than one plan period.

Assessments from treating professionals

Functional capacity assessments from occupational therapists, psychologists, and allied health practitioners provide the primary clinical evidence base. Updated assessments that use standardised assessment tools and map directly to ICF domains carry the most weight.

Participant and family input

The participant's own account of their support needs, and input from family members or informal supports, is part of the SNA process. Support coordinators often help participants articulate this effectively.

Provider documentation

Shift notes, progress reports, incident records, and goal progress summaries from registered providers constitute the day-to-day functional record of how support is actually delivered and what level of support is required. This documentation is often the most granular and longitudinal evidence available - covering months or years of real support delivery rather than a single assessment snapshot.

For participants who do not have recently updated professional assessments, provider documentation may be the primary evidence available to the SNA process. Its quality directly affects the SNA outcome.

What SNA-Ready Provider Documentation Looks Like

Documentation that supports a strong SNA outcome shares several characteristics:

Functional language, not activity language

Notes that describe what support was delivered ("completed personal care") are less useful than notes that describe functional capacity ("required physical assistance for 4 of 6 personal care steps - independent on steps 1 and 3 only, prompted on steps 2, 4, 5, requires full guidance on step 6 due to balance deficit"). The SNA assesses function, not activity. Provider notes should document function.

Consistent observation across workers

When multiple workers support a participant, their notes should reflect consistent observations of the same functional patterns. Inconsistency - where some workers describe a participant as highly capable and others as requiring significant support - raises questions about documentation reliability. Quality-enforced notes reduce this inconsistency.

Temporal evidence of stability or change

The SNA process considers whether support needs have changed, stabilised, or deteriorated. A longitudinal record of quality notes documents this trajectory objectively. Notes that are all identical across time periods suggest copying rather than observation.

Risk and incident records

Documented incidents, near-misses, and safety events provide evidence that the participant requires active risk management - and that the current support level is necessary to manage identified risks. Providers who document incidents consistently have a stronger evidence base for supports that include risk-related funding.

What Providers Should Do Now

The practical implication of the SNA for providers is straightforward: the documentation you produce on every shift, starting today, is building the evidence base that will determine your participants' funding at their next plan review. There is no way to retrospectively improve documentation quality for evidence purposes. The record either reflects genuine, specific, contemporaneous observations or it does not.

Providers who enforce documentation quality at the point of submission - requiring workers to produce specific, goal-referenced, functionally descriptive notes before they can be submitted - build this evidence record automatically. Providers who accept any note that fills the required fields do not.

Read more about preparing for NDIS plan reassessment and how to document evidence for reasonable and necessary supports. For the complete documentation standard that applies to every shift note, see how to write NDIS shift notes that pass an audit.