Your NDIS plan review is the one moment each year where the supports written into your plan get re-examined. Done well, a plan review can secure better-fitting funding, more flexibility, and supports that match how your life is now — not how it was twelve months ago. Done poorly, it can leave you with a plan that doesn't match your real needs, less funding than before, and a long wait to put things right.

This guide walks through how to prepare properly — what to document, what evidence to gather, the common mistakes that cost participants funding, and what to do if you don't agree with the outcome. It's written from the perspective of a registered NDIS provider supporting participants across Melbourne's western suburbs.

If you're still in the process of choosing supports, you might also want to read our guide on how to choose an NDIS provider in Melbourne's west before your review.

When does your plan review happen?

Most NDIS plans are written for 12 months, but plan lengths vary — some are 6 months, some are 24 months, and some are now longer for participants with stable, long-term support needs.

You should receive a letter or call from the NDIA about 6–8 weeks before your current plan ends, asking you to set up a planning meeting. If you haven't heard anything and your plan ends in the next 8 weeks, call the NDIS on 1800 800 110 and ask about your review.

You don't have to wait for your scheduled review. If your circumstances change significantly — a new diagnosis, hospital admission, loss of an informal carer, change in housing — you can request an unscheduled plan reassessment at any time.

What the NDIA actually looks at

A plan reviewer assesses three things:

1. Whether your existing supports were used (utilisation reports)
2. Whether your current goals are still relevant
3. What new supports are reasonable and necessary

If your plan was underspent — meaning you didn't use much of your funding — the NDIA may reduce your funding. If you used 100% of your funding and still needed more, that's evidence you need an increase. Both situations need explanation. Don't assume underspend is bad and full spend is good; it depends on why.

Document what's working and what isn't

The single most useful thing you can do before a review is keep a simple plan diary over the year. If you haven't, start now — even three or four months of notes is better than nothing.

Track things like:

• Supports that worked well — which workers, which days, which activities
• Supports you tried but didn't continue — and why
• Gaps in your funding — times you needed help and couldn't get it
• Goals you've achieved — even small ones count
• Goals you've worked on but haven't finished — these usually justify continued funding
• New challenges — a new health condition, mobility change, family change

Bring this diary to the planning meeting. Reviewers respond much better to concrete examples than to general statements like "I need more support."

Update your goals

Plan reviews are also a chance to update your NDIS goals. Goals shape what supports are funded — so vague goals tend to produce vague (or reduced) funding.

Examples of weak goals:

• "Be more independent"
• "Improve my health"
• "Access the community"

Examples of stronger goals that produce better-funded plans:

• "Travel to my volunteer role at the local library two days a week, building toward independent public transport use within 18 months"
• "Maintain my daily medication routine with support worker prompting, while building skills to manage medication independently"
• "Attend my weekly Vietnamese-speaking community group, including transport and walking support"

The stronger goals are specific, measurable, and tied to identifiable supports. Reviewers find it easier to justify funding when the goal makes the funded support obvious.

Get evidence from your supports

Strong reviews are backed by strong evidence. If you have any of the following, gather them before your review:

• Reports from your support coordinator — should summarise the year and recommend next-plan supports
• Allied health reports — physiotherapy, occupational therapy, psychology, speech pathology
• Letters from your GP or specialist — particularly useful if your condition has changed
• Support worker observations — your provider can usually write a short summary of what supports have worked
• Letters from informal supports — family members, advocates
• Hospital discharge summaries — if you've been admitted in the past 12 months
• Behaviour support plans — if relevant

A well-prepared evidence file makes a review smoother and more accurate. Without evidence, the reviewer has to rely entirely on your verbal account — which is harder for both sides.

Common mistakes that cost participants funding

Avoid these:

• Going in without examples — "I need more hours" without specifics rarely works
• Saying everything is fine — if everything is fine, reviewers may conclude you need less funding
• Not mentioning unfunded support you're paying for privately — this is evidence the plan was insufficient
• Skipping the meeting or rushing through it — reviews can take 60–90 minutes, plan for it
• Underspending without explanation — if you couldn't find a provider, were in hospital, or had a long wait for a service, say so explicitly
• Not bringing a support person — a family member, advocate or support coordinator should attend if possible
• Agreeing to a draft plan you don't fully understand — you can ask for time to review before signing

What to expect on the day

The planning meeting usually runs 60–90 minutes, either in person, by phone, or by video. The reviewer will:

• Confirm your details and current circumstances
• Review your existing goals and supports
• Ask what's worked and what hasn't
• Discuss your goals for the next plan period
• Talk through what new or different supports might be funded
• Explain what happens next

You'll typically receive your new draft plan within a few weeks. Read it carefully before agreeing — check that the categories, hours and stated purpose match what was discussed.

What if you don't agree with the new plan?

You have rights if you disagree with any decision:

1. Internal review — request within 3 months of receiving the plan, by calling 1800 800 110 or writing to the NDIA
2. AAT (Administrative Appeals Tribunal) review — if you're still unhappy after internal review, you can appeal to the AAT within 28 days

Most internal reviews are resolved by phone or correspondence. You can have a support coordinator, advocate or family member act on your behalf.

If you're considering an internal review, gather the evidence we listed above and write a short letter explaining specifically which decisions you're challenging and why.

How a good provider can help

A provider that knows you well — your routines, your goals, your barriers — can prepare a useful summary letter for your review. At Felice Care we routinely prepare these summaries for participants we've supported across Melton, Werribee, Tarneit, Truganina, Caroline Springs, Point Cook, Bacchus Marsh and Melbourne's wider western suburbs.

A provider summary typically includes:

• A factual outline of supports delivered in the past year
• Observations about what's working
• Observations about what's changed in the participant's situation
• A clear statement of what supports would be reasonable and necessary going forward

This isn't a sales pitch from the provider — it's evidence that helps the NDIA understand your needs from someone with regular, recent contact.

A quick checklist for the weeks before your review

• Start a plan diary if you haven't already
• Request reports from your support coordinator, allied health team and GP
• Ask your current provider for a year-end summary
• Update your goals to be specific and measurable
• Note any unfunded support you're paying for privately
• List any new diagnoses, hospital admissions or major life changes
• Identify a family member or advocate to attend with you
• Block out 90 minutes for the meeting itself
• Prepare 2–3 examples of supports that worked and 2–3 that didn't

Need help preparing?

If you're a Felice Care participant we'll prepare your year-end summary as part of your service. If you're considering switching providers in time for your review, get in touch or call +61 403 072 474 for a free, no-obligation chat about whether we'd be the right fit. Even if you decide to stay with your current provider, we're happy to point you toward the most useful preparation resources.