Write the NDIS Progress Report that gets the next plan approved
Capacoty turns your reassessment notes into a planner-ready Progress Report: every goal status-tagged, every continued support justified against the seven reasonable-and-necessary criteria, in your clinical voice and your branding.
What is an NDIS Progress Report?
A Progress Report is the occupational-therapy report a participant's team submits ahead of a plan reassessment: the update that evidences what the current plan achieved and what should be funded next.
Unlike an initial Functional Capacity Assessment, it is written as an update over time: it reports what has changed since the last plan, states an explicit outcome status for each prior-plan goal, and re-justifies every funded support carried into the next plan against the NDIS Act's reasonable-and-necessary test. It is read by NDIA delegates and Local Area Coordinators (administrative decision-makers, not clinicians) so the writing leads with observable, everyday-life function. Capacoty drafts the PR in that past-tense review voice automatically and never re-introduces the participant.
You reach for the Progress Report when a participant is approaching plan reassessment and you need to evidence what their plan achieved and what they should be funded for next: reviewing capacity-building therapy, core supports, assistive technology and consumables, whether goals were achieved, partially met, stalled, or no longer relevant. It is also the right tool when you need to argue maintenance or non-reduction of support against the NDIA's default expectation that therapy reduces over time. The output is an editable Word (.docx) document you finish and sign. Nothing is auto-submitted.
The plan-review report, structured to win
The Progress Report lives or dies on whether the delegate can see what changed and why the supports should continue. Capacoty carries the whole structure (explicit goal statuses, the seven-criteria continuation test, and 22 outcome measures wired in) so your reassessment notes become a planner-ready draft in minutes.
How Capacoty writes your Progress Report
Work the way you already do, one report at a time. Capture the review, attach your measures, status-tag the goals, and Capacoty drafts the rest. You stay the author at every step.
Enter or dictate your review notes
Type into each field or dictate a session in the chat: the extractor recognises goals, functional status, supports, assessment scores and risks, and populates the matching fields when you ask it to.
Attach prior reports & outcome measures
Upload previous reports for context the writer can build on, and complete in-app outcome measures from the catalogue: scores feed straight into the interpretation paragraphs.
Status-tag goals & select next-plan supports
Mark each prior-plan goal Achieved, Partial, Not Achieved or No Longer Relevant, then pick the core, capacity-building and AT supports to carry forward.
Generate, edit & download
Capacoty drafts every blank section, builds the goal and support tables, sets anticipated CB frequencies and justifies each support against the seven criteria, returning an editable .docx in your branding. You review, sign and submit.
Every goal status-tagged, every claim evidenced.
Each active plan goal is forced to carry one of four explicit statuses (Achieved, Partial, Not Achieved or No Longer Relevant) backed by reporting-period evidence, so the delegate sees at a glance whether a goal continues, retires or is renegotiated. Where data is missing, the report inserts a visible inline flag rather than inventing a finding, so you always know what still needs your input.
- Mandatory status on every prior-plan goal, backed by evidence
- Up to six active goals plus an inactive & retired goal history
- Visible insufficient-data flags instead of invented claims
Drafted by Capacoty. Signed by you.
The report comes back as a fully editable Word (.docx) document carrying your practice logo, colour theme and assessor profile: name, phone, email and AHPRA number pulled from your saved details. Capacoty does the heavy lifting, but any content you type wins over the draft, so the report still reads in your clinical voice. You review, refine and sign off. Nothing is auto-submitted.
- Editable Word .docx with your logo and colour theme
- Assessor profile and AHPRA number baked in
- Your typed content always overrides the drafted text
What's inside a Capacoty Progress Report
Every section a plan reviewer expects, in the order they expect it, drafted from your data and ready to edit.
Cover & assessor details
Participant identifiers (name, NDIS number, DOB, contact), assessment and report dates, plus the assessing OT's name, phone, email and AHPRA registration pulled from your saved profile.
Progress summary
A 2–4 paragraph synthesis of progress over the reporting period, current functional capacity in plain language, and the recommended forward focus: past-tense for what was observed, present-tense for current capacity.
Participant details & background
Primary and secondary disability, social history, current assistive technology, and the informal and formal supports already in place around the participant.
Functional Performance Summary
Four functional domains (Mobility & Transfers, Personal ADLs, Instrumental ADLs, and Social & Community Participation) each carrying an OT-set independence level and three plain-English impact bullets.
Goal progress against the prior plan
Up to six active plan goals, each tagged with a mandatory status (Achieved, Partial, Not Achieved or No Longer Relevant) and three evidence-based progress bullets that drive whether the goal continues, retires or is renegotiated.
Inactive & retired goals
Goals that were achieved or discontinued during the plan period, listed so the delegate can see the full goal history without carrying spent goals into the next plan.
Behavioural concerns
For each concern category (verbal, physical, property, social, emotional regulation, other) a clean clinical description, a consequence-focused risk statement and a severity level bounded to Low / Moderate / High / Severe.
Capacity Building recommendations
Selected capacity-building services (OT, physio, speech, psychology, behaviour support, support coordination and more) with an anticipated session frequency and an 80–150 word reasonable-and-necessary justification each.
Core Support recommendations
Selected core supports (transport, cost of meals, group/centre activities, respite) each with a justification paragraph tying continued funding to specific functional needs and goals.
Assistive technology & consumables
Catalogue AT items plus free-text 'other' AT, each with a clinical justification linking it to the functional limitation it addresses, alongside continence and related consumables with supporting justification where included.
Standardised assessment results
Score tables and an interpretation paragraph for each outcome measure administered, framed as a comparison to prior performance where context allows; non-administered tool sections are removed automatically.
Why OTs choose Capacoty for Progress ReportsPR
This isn't generic AI with an OT label. Every behaviour below is purpose-built for the NDIS plan-review report, and shipped.
Every prior-plan goal is forced to carry one of four explicit statuses (Achieved, Partial, Not Achieved or No Longer Relevant) each backed by reporting-period evidence, so the delegate sees at a glance whether a goal continues, retires or is renegotiated.
Each support justification is written to satisfy all seven s.34(1) NDIS Act criteria as a continuation test (disability-related, pursues goals, participation, value for money, effective & beneficial, informal supports and is-an-NDIS-support) the exact frame a plan reviewer applies.
When support is held steady or increased against the NDIA's default 'therapy reduces over time' expectation, the tool argues it the way the NDIA accepts (slower-than-expected progress, changed situation or attendance barriers) and structures delegated-model supports.
For domains where the participant has stayed stable, the writer builds a fundable 'no decline' rationale rather than letting 'no change' read as 'no need', a specific plan-review failure mode it is built to avoid.
The PR catalogue wires in 22 standardised measures with scoring, interpretation bands and item-to-domain citation, and frames results as a comparison to prior performance, so a score reads as evidence of change, not a bolted-on appendix.
Functional independence levels, behaviour severity (Low/Moderate/High/Severe) and capacity-building frequencies use fixed, planner-recognised values, never loose free text that drops on save or confuses the reviewer.
The report is delivered as an editable Word document with your logo, colour theme and assessor profile applied. Capacoty does the heavy lifting, but the report still reads in your clinical voice, and your typed content always wins.
Every draft is AES-256 encrypted on your device before it leaves the browser. Capacoty stores only ciphertext it can't read, the report download is re-encrypted, and your data is never used to train AI.
22 outcome measures, scored inside the report
No more scoring in a separate spreadsheet. Administer or enter results in-app and Capacoty interprets them, compares to prior performance where context allows, and links each finding to functional impact in your Progress Report narrative.
Built to keep you compliant
Every Progress Report is grounded in the standards you're accountable to.
NDIS Practice Standards
Progress Reports are structured to the NDIS Practice Standards and what planners and delegates expect: the right sections, evidence and reasonable-and-necessary justification, every time.
You stay the author
Capacoty drafts; you review, edit and sign off, so every report meets your professional obligations. No autonomous clinical decisions, ever.
End-to-end encrypted
Every draft is AES-256 encrypted on your device before it leaves the browser, then stored on Australian servers. Your data is never used to train AI, compliant with the Australian Privacy Act 1988 and all 13 APPs.
Progress Report FAQ
Explore the other report types
Capacoty drafts every report an OT writes across NDIS and aged care, each purpose-built, not retrofitted.
FCA
Functional Capacity Assessments across ~31 domains, 23 outcome measures and costed support-hours tables.
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Complex Home Modifications reports that justify built-in mods room by room.
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NDIS Access Request evidence: five consolidated domains and the functional impact a delegate needs.
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Your OT research assistant: cited answers to NDIS and clinical questions, right beside your draft.
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See every Capacoty report type in one place and find the right tool for the job.
Browse all →Write your next Progress Report with Capacoty
Start a free trial (two reports, no card) and see a planner-ready Progress Report come together from your own reassessment notes. You stay the author, start to finish.
