NDIS Plan Review: Everything Support Coordinators Need to Know

Plan reviews are critical moments that determine a participant's support for the next 12-24 months. A well-prepared review can secure increased funding, add new supports, and adjust goals to match evolving needs. A poorly prepared review might result in funding cuts or missed opportunities.

As a support coordinator, your preparation and advocacy during plan reviews directly impacts participant outcomes. This guide provides a systematic approach to plan review preparation that consistently delivers better results.

Understanding the Plan Review Process

When Reviews Happen

Scheduled reviews: 6-24 months from plan commencement
Early reviews: Triggered by Change of Circumstances reports
Reassessments: When significant capacity changes occur
Administrative reviews: Correction of errors or appeals

Review Timeline

Standard Review Process

8-12 weeks before: Review notice sent
6-8 weeks before: Pre-planning questionnaire completed
3-4 weeks before: Planning meeting scheduled
Review week: Planning meeting conducted
2-6 weeks after: New plan approved and activated

Pre-Review Preparation Checklist

6-8 Weeks Before Review

Documentation Audit

☐ Review current plan goals and outcomes
☐ Gather evidence of goal progress
☐ Collect updated assessments
☐ Document service delivery issues
☐ Compile budget utilisation reports
☐ Review case notes for trends

Stakeholder Consultation

☐ Meet with participant to discuss goals
☐ Consult family/carers about priorities
☐ Gather provider feedback on progress
☐ Collect allied health recommendations
☐ Review mainstream service involvement

2-3 Weeks Before Review

Evidence Package Assembly

☐ Current NDIS plan summary
☐ Goal achievement evidence
☐ Updated functional assessments
☐ Medical reports (within 6 months)
☐ Allied health progress reports
☐ Provider feedback summaries
☐ Budget utilisation analysis
☐ Photos/videos demonstrating progress
☐ Participant/family statements

Evidence Gathering Strategies

Goal Progress Documentation

For each current goal, compile evidence showing:

Evidence Type	Examples	Who Provides
Skill Development	Before/after videos, skill checklists, assessment scores	Allied health, support workers
Independence Gains	Reduced support hours, self-initiated activities	Support providers, family
Community Participation	Activity logs, social connections, volunteer roles	Community providers, participant
Health Improvements	Medical reports, therapy outcomes, wellness measures	Healthcare providers, GPs

Functional Capacity Updates

Ensure assessments are current and comprehensive:

Occupational Therapy: Daily living skills, home modifications
Physiotherapy: Mobility, equipment needs, exercise capacity
Speech Pathology: Communication abilities, swallowing safety
Psychology: Mental health, behaviour support needs
Social Work: Housing, relationships, community connections

Common Plan Review Mistakes

1. Inadequate Progress Evidence

Mistake: Stating "John has improved" without specific evidence

Better approach: "John now prepares 3 meals independently per week (up from 0) and has reduced personal care support from 2 hours to 1 hour daily, as documented in OT progress reports and support worker logs."

2. Unrealistic Goal Requests

Mistake: Requesting employment support for someone who hasn't achieved basic daily living goals

Better approach: Set progressive goals that build on demonstrated achievements

3. Poor Budget Justification

Mistake: Requesting funding increases without explaining why current levels are insufficient

Better approach: Provide detailed cost breakdowns and link to specific functional needs

4. Missing Participant Voice

Mistake: Speaking for the participant without their input

Better approach: Include direct quotes and ensure participant leads goal-setting discussions

Goal Setting Framework

SMART-R Goals for NDIS

Traditional SMART goals need adaptation for NDIS context:

Specific: Clear, measurable outcomes
Measurable: Quantifiable progress indicators
Achievable: Realistic given participant's capacity
Relevant: Aligned with participant priorities
Time-bound: Clear timeframes for achievement
Reasonable: Cost-effective use of NDIS funding

Goal Examples by Category

Independence Goal

"Sarah will independently prepare 5 healthy meals per week within 6 months, as supported by OT home visits reducing from weekly to fortnightly, evidenced by meal planning logs and reduced support worker assistance."

Community Participation Goal

"Michael will participate in 2 community activities per week independently within 12 months, supported by community access worker transitioning from 1:1 to group support, measured by activity attendance records."

Employment Goal

"Emma will secure part-time employment within 9 months through disability employment service support, workplace modifications, and ongoing job coaching, measured by employment contract and performance reviews."

Budget Planning Strategies

Current Plan Analysis

Before requesting changes, analyse current utilisation:

Budget Category	Utilisation Rate	Reason for Under/Over Use	Recommended Change
Core - Daily Living	95%	Appropriate usage	Maintain current level
CB - Improved Daily Living	45%	OT availability issues	Extend plan duration
Transport	120%	Increased community participation	Increase allocation by 40%

Cost Justification Template

Budget Request Format

Support Type: [Specific support category]
Current Funding: $[amount] over [duration]
Requested Funding: $[amount] over [duration]
Justification: [Why increase is needed]
Expected Outcome: [How this will improve participant's life]
Evidence: [Supporting documentation attached]
Provider Quotes: [Attached quotes showing costs]

Planning Meeting Strategies

Preparation

Agenda Setting: Share key discussion points with planner beforehand
Documentation: Provide evidence package 48 hours before meeting
Participant Preparation: Help participant practise sharing their goals
Supporter Briefing: Ensure family/advocates understand the process

During the Meeting

Lead with achievements: Start by highlighting progress made
Use participant voice: Let participant speak about their goals
Present evidence systematically: Address each request with supporting documentation
Ask clarifying questions: Ensure you understand planner concerns
Negotiate alternatives: Be flexible on how goals are achieved

Meeting Checklist

Items to Bring

☐ Evidence portfolio (physical and digital copies)
☐ Current plan summary
☐ Goal progress tracking sheets
☐ Budget utilisation reports
☐ Provider quotes for new services
☐ Participant goals statement
☐ Questions list for planner
☐ Note-taking materials

Post-Review Follow-Up

Immediate Actions (Within 48 Hours)

Document outcomes: Record what was approved, denied, or modified
Participant debrief: Explain decisions and next steps
Provider notification: Inform current providers of plan changes
Service updates: Begin implementing approved changes

Plan Implementation (First 2 Weeks)

New service agreements: Execute contracts with approved providers
Budget tracking setup: Update systems with new allocations
Goal monitoring: Establish progress tracking for new goals
First review scheduling: Book 3-month progress review

Appeals and Reviews

When to Consider an Appeal

Essential supports were denied without adequate justification
Budget reductions don't account for changed circumstances
Plan duration is insufficient for goal achievement
Decision appears inconsistent with NDIS guidelines

Internal Review Process

Request within 3 months of plan approval
Provide additional evidence not considered in original review
Specify exact decisions being challenged
Engage independent reviewers where possible

Technology Tools for Plan Reviews

Evidence Management

Digital platforms can simplify evidence compilation:

CordoCare Plan Review Features

Automated goal progress reports from case notes
Budget utilisation analysis with trend charts
Evidence portfolio compilation with tags
Provider feedback collection workflows
Plan review timeline tracking
Document templates for common requests

Success Metrics

Track your plan review success rate:

Goal approval rate: Percentage of requested goals approved
Budget accuracy: How closely approved funding matches requests
Plan duration: Average plan length achieved
Participant satisfaction: Post-review feedback scores
Implementation speed: Time from approval to service commencement

Pro Tip: Start Early

Begin plan review preparation 3-4 months before expiry. Early preparation allows time to gather missing evidence, arrange assessments, and address any gaps in goal progress.

Successful plan reviews require systematic preparation, compelling evidence, and effective advocacy. The investment in thorough preparation consistently delivers better outcomes for participants and stronger provider relationships.

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CordoCare automatically compiles evidence from your case notes, tracks goal progress, and generates full plan review reports. See how much easier plan reviews can be with a 14-day free trial.