For occupational therapists, a well-documented smart home assessment is the foundation of successful NDIS assistive technology funding. This checklist provides a structured approach to evaluating, documenting, and justifying smart home technology for your clients.
Pre-Assessment Preparation
Client Background and Context
Before recommending any technology, establish the full picture:
- Diagnosis and functional implications — Understand how the disability specifically impacts daily living
- Current home setup — Document existing technology, physical layout, environmental barriers
- Support network — Identify support workers, family members, and their current roles
- Previous AT trials — Note what has been tried successfully or unsuccessfully
- Client goals — Document specific independence and safety goals from the client's perspective
NDIS Plan Review
- Current AT budget — Verify available funding and whether it's mid or high-cost AT
- Plan goals alignment — Identify which NDIS goals the technology supports
- Existing AT items — Check what's already funded to avoid duplication
- Plan reassessment timeline — Note when the current plan expires for strategic timing
Functional Impairment Identification
This is the critical foundation. NDIS funds technology based on functional need, not diagnosis or convenience.
For Each Functional Area, Document:
Mobility and physical access
- Specific barriers to moving around the home
- Difficulty reaching or manipulating switches, keys, door handles
- Fatigue factors affecting physical endurance
Vision and visual identification
- Ability to see visitors at the door
- Capacity to read displays or identify controls
- Safety risks related to visual impairment
Communication and social interaction
- Barriers to communicating with visitors or support workers
- Difficulties using phones or communication devices
- Social isolation risks
Environmental control
- Challenges operating lights, temperature controls, blinds
- Safety risks from inability to manage home environment
- Energy and fatigue impact of manual control attempts
Safety and emergency response
- Inability to respond to door or emergency situations
- Risks from being unable to call for assistance
- Vulnerability due to limited awareness of home environment
Why this matters: The NDIS funds AT that enables participants to do things they otherwise could not do. Each functional impairment you document directly justifies specific technology solutions.
Technology Assessment and Recommendation
Match Technology to Function
For each recommended technology, document:
Functional justification
- Specific functional impairment it addresses
- How it enables independence in that area
- What the client can now do that they previously could not
Appropriateness and cost-effectiveness
- Why this solution is the most appropriate for the client's needs
- Comparison with alternatives (including why cheaper options are inadequate)
- Expected durability and lifespan
Integration and compatibility
- How it works with existing technology or home setup
- Whether it requires additional components for full functionality
- Complexity level and learning curve
Installation requirements
- Professional installation needs
- Electrical or structural modifications required
- Integration with home modification works (if applicable)
Common Smart Home Technologies and What to Document
Video Doorbells and Intercoms
Document:
- Inability to physically reach the door in a timely manner
- Difficulty identifying visitors visually or audibly
- Safety concerns from opening door to unknown visitors
- How remote video and two-way communication address these barriers
Specify:
- Integration with client's smartphone or tablet
- Compatibility with existing home setup
- Motion detection and alert features for security awareness
Smart Locks
Document:
- Specific grip, dexterity, or strength limitations preventing key use
- Safety risks from being locked in or out
- Difficulty managing keys due to fatigue or pain
- Need for remote access for support workers or family
Specify:
- Unlocking method appropriate to client (PIN, fingerprint, app, voice)
- Emergency access override for support workers
- Integration with wider smart home system
Voice Control Systems
Document:
- Inability to physically reach switches and controls
- Fatigue or pain limiting manual operation
- Cognitive benefits of simplified voice commands
- Specific environmental control needs (lights, temperature, blinds)
Specify:
- Voice assistant platform compatibility with client's devices
- Custom routines and automations for client's daily patterns
- Backup control methods if voice control fails
Environmental Control Units (ECUs)
Document:
- Multiple functional impairments requiring integrated control
- Severity of physical limitations requiring comprehensive solution
- How ECU reduces reliance on support workers
- Specific independence outcomes achieved
Specify:
- All integrated devices and their purposes
- Control method (voice, switch access, eye-gaze, tablet)
- Customisation to client's specific needs and abilities
The "Standard Item" Trap
The most common reason for NDIS AT rejection is the claim that the technology is a "standard household item" available from mainstream retailers.
Address this explicitly in your report:
- Describe the specific adaptations, configurations, or integrations included
- Explain why this is not a standard installation for this participant
- Detail how the technology addresses disability-specific needs
- Reference the 2025 Hyde ruling: mainstream products can be funded when adapted to address functional impairment
For comprehensive guidance on this topic, see: Can the NDIS Fund Mainstream Smart Home Products?
Essential Report Elements
Your OT report should include:
Clear functional impairment statement
- Specific, measurable description of what the client cannot do
- Direct link between disability and functional limitation
- Impact on daily living, safety, or independence
Technology justification
- How each recommended item addresses a specific functional need
- Why this is the most appropriate solution
- Expected outcomes and independence gains
Alternative consideration
- Other options considered and why they were not appropriate
- Cost-benefit comparison where relevant
- Why lower-cost solutions are inadequate for this client's specific needs
Integration with existing supports
- How this technology complements or reduces need for human supports
- Coordination with support workers or family
- Training requirements for client and support network
Installation and configuration specifics
- Professional installation requirements
- Customisation needed for client's specific needs
- Integration with other AT or home modifications
Common Pitfalls to Avoid
❌ Vague or generic language
Avoid: "Client has difficulty with mobility"
Use instead: "Client uses power wheelchair and cannot physically reach front door intercom within 5 minutes. This results in missed deliveries and safety concerns when unable to identify visitors."
❌ Assuming the link is obvious
Avoid: "Smart lock would be helpful"
Use instead: "Due to reduced grip strength and pain in both hands (rheumatoid arthritis), client cannot manipulate standard key. Smart lock with PIN and fingerprint recognition enables independent home access and eliminates reliance on support workers for entry."
❌ Not addressing cost-effectiveness
Avoid: Simply stating the technology is needed
Use instead: "While basic smart locks are available, client requires model with emergency override for support workers and integration with wider smart home system due to multiple functional impairments. Higher-spec model is cost-effective as it addresses multiple needs and reduces ongoing support worker hours."
❌ Forgetting installation and configuration
Avoid: Focusing only on the device itself
Use instead: "Professional installation required for integration with existing intercom system and configuration of custom automation routines. Training required for client and support workers on system operation and troubleshooting."
Supporting Evidence
Strengthen the assessment with:
Client statements
- Direct quotes about challenges and goals
- Client's perspective on how technology would help
Support worker observations
- Documented incidents where lack of technology created risk or difficulty
- Current support hours that could be reduced
Video or photo evidence (if consent provided)
- Photos showing current barriers
- Videos demonstrating attempts to use current systems
Trial results (if applicable)
- What was trialed and outcomes
- Client feedback and preferences
- Any modifications tried
Cost Categories and Approval Requirements
Determine funding category:
Low cost/low risk (Under $1,500)
- May not require prior approval
- Still needs functional justification in report
- Document why higher-cost options are not needed
Mid-cost ($1,500 - $15,000)
- Requires OT assessment and quotes
- Formal NDIS approval typically required
- Provide at least 2 quotes from registered providers
High cost ($15,000 - $100,000)
- Requires comprehensive assessment
- Detailed quotes and implementation plan
- Formal NDIS approval mandatory
For more on NDIS budget categories, see: Budgeting for Smart Home Technology
Quality Assurance Before Submission
Review against NDIS criteria:
- Does this directly address a functional impairment?
- Does it enable something the client otherwise could not do?
- Is it the most appropriate and cost-effective solution?
- Is the link between disability, function, and technology clear?
Check report completeness:
- All sections filled out comprehensively
- Specific examples replace general statements
- Client's voice and perspective included
- Alternative options addressed
Verify administrative details:
- Client NDIS number and plan dates correct
- AT budget amount verified
- Quotes attached and current
- Provider details included
Working with Smart Home Providers
When engaging providers like Innogreen:
- Share assessment report early in the process
- Discuss technology options and alternatives
- Request provider input on appropriateness
- Ensure quotes include all installation and configuration
- Clarify training and support included
A good provider will:
- Collaborate with you on the assessment
- Provide detailed, NDIS-compliant quotes
- Include installation, configuration, and training
- Offer ongoing support and troubleshooting
- Document the customisation specific to client's disability
Timeline Considerations
Plan strategically:
- Allow 2-4 weeks for comprehensive assessment
- Factor in time for technology trials if needed
- Allow time for quote gathering from multiple providers
- Submit well before plan review or reassessment dates
- Account for NDIS processing time (typically 4-8 weeks for mid-to-high-cost AT)
Post-Approval Implementation
Ensure successful outcomes:
- Attend installation and configuration where possible
- Verify customisation matches assessment recommendations
- Document client training provided
- Arrange follow-up support for troubleshooting
- Collect outcome data for future plan reviews
Key Takeaways
A successful smart home AT assessment is built on:
- Specific functional impairment documentation — Not what the client has, but what they cannot do
- Clear technology-to-function matching — Direct link between each technology and a specific barrier
- Explicit justification — Why this solution, why not alternatives, how it enables independence
- Professional collaboration — Working with registered AT providers who understand NDIS requirements
- Strategic documentation — Creating evidence for current approval and future plan reviews
For guidance on what to expect when referring clients for smart home assessment, see our guide: Preparing for Your Smart Home Assessment in Perth
Need Assessment Support?
Innogreen works collaboratively with occupational therapists across Western Australia. We can:
- Provide technical input on appropriate technology solutions
- Supply comprehensive, NDIS-compliant quotes
- Attend assessments to discuss options
- Support with documentation and justification
- Provide installation, configuration, and training
Contact our team to discuss how we can support your smart home AT assessments.
This checklist reflects current NDIS practice as of May 2026. For the most accurate information specific to your client's situation, consult your support coordinator or the NDIS website.