Most OTs comparing AI tools for NDIS work are asking the wrong question. It isn't which one is best. It's which one is built for the part of my workflow I actually need help with.
Heidi, Everbility and Capacoty all get grouped together in conversations about "AI for OTs", but they're not really competing for the same job. One records consultations. One assists with allied health note-taking. One writes the NDIS report that goes to the planner.
If you treat them as interchangeable, you'll end up either paying for the wrong tool or doing twice the work. This piece is an honest, side-by-side look at what each one is actually for — and where each one fits in a private practice OT's week.
Three tools, three different problems
Before comparing features, it helps to name what each tool is actually trying to solve.
- Heidi — AI medical scribe. Records and transcribes a consultation into a clinical note.
- Everbility — AI assistant for allied health. Helps turn session notes and observations into clinical drafts.
- Capacoty — AI report writer for OTs. Turns structured assessment data into a full NDIS-aligned report.
The first two operate at the session level. They make the consultation easier to capture. Capacoty operates at the report level. It takes everything you've gathered across sessions and produces the planner-ready document — FCA, AT, Home & Living, SAH, CHM, Progress.
Heidi — the consultation capture tool
Heidi is an AI medical scribe. You hit record at the start of a session, the conversation is transcribed, and a structured clinical note is generated at the end. It's built for high-volume clinicians — primarily GPs — who need a quick, accurate record of what was said in a consultation.
For OTs, Heidi works well for home visits, initial interviews and goal-setting conversations where the value is in the dialogue. It saves the time spent typing up file notes after the session. What it doesn't do is structure a 30-page NDIS report, score a WHODAS, calculate support hours, or frame recommendations around the Reasonable & Necessary criteria. That's not a flaw — it's just not what it was built for.
Everbility — the allied health AI assistant
Everbility sits closer to the OT space than Heidi does. It's built for allied health more broadly — OTs, physios, speech pathologists — and helps clinicians draft notes, summaries and parts of reports from observations or transcripts. The framing is "AI assistant" rather than scribe: it helps you produce content faster, but you're still doing most of the structural work.
For OTs who already have a clear template and just want help drafting paragraphs of clinical language, this can be useful. The trade-off is that it isn't NDIS-specific. It doesn't enforce NDIS report structure, doesn't map recommendations to support categories, and doesn't know what a planner is looking for. It speeds up the writing — not the report itself.
Capacoty — the NDIS-specific report engine
Capacoty starts where the other two stop. You enter structured information — demographics, diagnoses, informal supports, assessment scores, functional observations, recommendations — and the platform produces a complete, NDIS-aligned report.
- Built-in scoring for WHODAS, ABAS-3, LSP-16, Vineland-3, BBS and 20+ others
- Recommendations mapped automatically to NDIS support codes
- Support hours calculated by domain and summed across the report
- Reasonable & Necessary framing applied to every recommendation
- FCA, AT, HAL, SAH, CHM and Progress reports — not just notes
The unit of output is fundamentally different. Heidi and Everbility produce paragraphs and notes. Capacoty produces the entire document the planner reads. For private practice OTs, this is usually where the real time bleed lives — the 5 to 10 hours of writing that come after the assessment is done.
Where each one fits in the workflow
A useful way to compare them is to map them onto a real client journey. A typical FCA involves a referral, an intake, one or two assessment sessions, scoring, analysis, and report writing. Different tools earn their keep at different stages.
- During the session — Heidi captures the conversation; Everbility can help with structured notes
- Immediately after — Everbility can help convert observations into draft paragraphs
- Scoring & analysis — Capacoty handles standardised scoring and support hour calculations
- Writing the report — Capacoty produces the full NDIS-aligned document
- Final review & clinical judgement — the OT, always
Used together, these tools cover the journey end-to-end. Used in isolation, each one only solves one part. The mistake worth avoiding is expecting a scribe to write a report, or expecting a report writer to capture a consultation.
How to choose — honestly
If most of your time pressure sits inside the session — typing notes during a visit, summarising a long initial interview — a scribe like Heidi will give you the most immediate relief. If you're a multi-disciplinary practice that wants AI support across drafting, summarising and general clinical writing, Everbility's positioning makes sense.
If your bottleneck is the report itself — the hours spent structuring an FCA, justifying recommendations, calculating support hours, formatting for the planner — that's where Capacoty was built to live. The honest framing isn't "pick one and ignore the others". It's "be clear about which problem you're solving, and don't pay for overlap you don't need".
The broader reality
The AI documentation space for Australian allied health is moving quickly. New tools appear every quarter, and feature lists get longer with every release. It's easy to mistake breadth for fit — to assume the tool with the most checkboxes is the one most likely to help.
In practice, the opposite is usually true. Tools that try to do everything tend to do each thing partially. Tools built for a specific problem — a specific workflow, a specific funding scheme, a specific profession — are the ones that meaningfully shift hours back in your week.
That's the philosophy behind Capacoty. It isn't trying to replace your scribe, your notes app or your draft-assistant. It's trying to remove one specific piece of work — the NDIS OT report — and do it well enough that the rest of your day belongs to clients again.
If you've combined two or three of these tools in your own workflow, the lessons are worth sharing. The clinicians experimenting in real practice tend to find the combinations that actually work — long before the marketing catches up.