When a wheelchair, shower chair or communication device stops working, it can suddenly shake your routines, your confidence and even your sense of safety. Life can shrink quickly when the things that help you move, wash, or communicate suddenly break down. In this OT-written guide, we unpack how NDIS assistive technology repairs and replacement actually work. And what your options are when something essential fails without warning. Think of it as a practical map to help you stay as safe, independent and supported as possible, even when your assistive technology doesn’t behave.
Repair or replace? A simple OT decision guide
If a piece of equipment feels unsafe, treat it as unsafe. On paper, “repair versus replacement” sounds like a technical decision. In real life, it is usually a mix of safety, cost, timing and how heavily you rely on the item. A simple way to think about it:
- Repair is usually the first stop when the problem looks like a one-off fault, parts are available, and the repair will give you a safe, reliable device again.
- Replacement is worth considering when the equipment keeps failing, feels unsafe even after repair, or a repairer tells you that further repairs are poor value given the age and condition of the item.
From an OT perspective, the key question is often: “If we repair this again, will you be able to rely on it, or are we just buying a few more weeks?”. If the answer is “we are just patching it”, then it may be time to talk about an NDIS assistive technology application for replacement rather than another short-term fix.
Where NDIS assistive technology repairs and replacement sit in your plan
The NDIS understands that AT needs maintenance, repairs and eventually replacement. Funding for these can sit in different parts of your plan, depending on the type of item and your goals.
In many plans you will see:
- Repairs and maintenance for AT you already own, which may be included in your Capital – Assistive Technology budget or noted in your plan documents.
- Replacement AT, usually funded from Capital Assistive Technology for more specialised or higher-cost items, especially when the original item was funded by the NDIS or another government scheme and you have been using it regularly.
The exact labels and budgets can vary, so it is useful to check your plan documents or ask your plan manager, Support Coordinator or OT to help you interpret where repairs and replacement are meant to come from.
Can I replace my existing Assistive Technology?
Yes, you can usually replace your existing assistive technology (AT) when it genuinely needs replacing. The NDIA says AT may need to be replaced when it doesn’t work anymore or keeps breaking down, it’s unsafe to keep using, a child has outgrown it, or it’s broken beyond repair.
For many mid-cost AT items between $1,500 and $15,000, the NDIA may allow a like-for-like replacement without a brand-new AT assessment, especially when the item is damaged from normal wear and tear, has reached the end of its service life, no longer fits (for example, a child’s shower commode), or the seating/surface has worn down and become unsafe (such as a pressure-care cushion or specialised seating).
Lower-cost AT (under $1,500 per item) is usually replaced using low cost AT / consumables funding, while very high-cost or more complex replacements (over $15,000, or a new type of AT) generally need a current AT assessment and more detailed evidence.
Note: If your replacement AT costs $15,000 or more, a full AT assessment (and usually a detailed quote) is typically required.
What documents and evidence do I need to provide?
The NDIS says helpful evidence includes:
- A tax invoice or receipt, and/or
- A report from a repairer stating the item’s condition (e.g., beyond repair).
Then match evidence to cost rules:
- Over $1,500: written evidence is generally required.
- Over $15,000: an assessment and a quote are required.
Make life easier: build a simple evidence pack
Good evidence makes NDIS assistive technology repairs and replacement requests much smoother. You don’t need a legal brief, just a small, organised bundle that answers three questions:
- What is the item?
- What has gone wrong?
- Why is repair or replacement reasonable now?
Useful pieces to gather:
- Proof you own and use the item – invoices, receipts, serial numbers, service records
- Repairer’s report – what’s wrong, what’s been tried, whether further repair is possible or worthwhile
- Quotes – for major repairs or new equipment, especially mid or high cost items
- Your observations – photos or brief notes about how the issue affects your safety, independence and daily routines
This is the sort of information an occupational therapist weaves into reports and letters to support an NDIS assistive technology application for repair or replacement.
What if my AT breaks urgently, what can I do right now?
Sometimes an item clearly needs attention, but your plan is already stretched.
In general:
- If there isn’t enough funding left in your current plan for a replacement, you’ll usually need to request a change to your plan or raise the issue at your next reassessment so budgets can be adjusted.
- If the immediate problem is an urgent repair and you’re unsure about funding, you (or your provider) can contact the NDIS Contact Centre. In some situations they may authorise an urgent repair so the work can proceed and be claimed correctly.
An OT, Support Coordinator or plan manager can help you plan ahead for expected replacements (for example, older powered wheelchairs) so you’re not always reacting in crisis.
FAQs
If the item can be made safe and reliable again with a sensible repair, repair is usually the first step. Replacement is more appropriate when the equipment keeps failing, is unsafe, or a repairer advises it is beyond repair or not good value to fix.
It means replacing your equipment with exactly the same AT item, because your needs haven’t significantly changed. It’s different from asking for an upgrade to a more complex or expensive device.
Stop using the item if it’s unsafe. Contact your repair provider, and phone the NDIS Contact Centre if you’re unsure about funding or next steps. Your OT or Support Coordinator can help you work through back-up options and follow-up requests.
Your occupational therapist, Support Coordinator, plan manager and the NDIS Contact Centre each play a role. Together, they can help you understand your options, gather evidence and decide. Whether you’re looking at a repair, a like-for-like replacement or something different.
How Cas Health can help
If your assistive technology is breaking down or you’re unsure whether to repair or replace it, Cas Health can help. We will help you work through the next steps. Our Occupational Therapists can assess safety and function, clarify whether a like-for-like replacement is appropriate. And help you prepare the evidence needed for NDIS discussions. We can also support urgent planning so you have safer interim options while repairs or replacement are underway. Contact Cas Health to book an OT appointment or ask a question: admin@cashealth.com.au | 0473 864 265 | cashealth.com.au.
Conclusion
Repairs are often the quickest route back to safety and function. When replacement is the better option, show the item was funded and recently used. Document why it can’t be repaired, and match evidence to the cost category.
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