A lot has changed in recent months since the NDIS PACE system was introduced in January 2024, and again after the NDIA legislative updates on 3 October 2024.
We have updated this guide to reflect the latest NDIS planning process, including changes that have been announced but may not yet be fully in place.
How NDIS applications work
When a person living with disability is found eligible for the NDIS, they begin by submitting an Access Request. This is often completed with the help of a Local Area Coordinator (LAC).
Once the Access Request is submitted, the NDIA reviews the information and usually arranges an Access Meeting. In many cases, this is with the same LAC who becomes your main NDIS contact.
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When Is the Plan Meeting?
An NDIS Plan Meeting may happen when:
- you are getting your first NDIS plan
- your plan is due for reassessment
- you request a plan variation
- you have a plan check-in before reassessment
Most NDIS Plan Meetings are held online using Zoom or Microsoft Teams, or by phone. In some cases, they may be held face-to-face.
What Happens Before the Plan Meeting?
During your Access Meeting, your LAC will have gathered detailed information about your disability, support needs, goals and daily life.
That information is then reviewed by an NDIS Planner, who is the person responsible for your NDIS Plan Meeting.
The Planner may do one of two things:
- create a draft plan or Typical Support Plan (TSP) before the meeting so you can review it together
- prepare your final plan during or after the meeting without showing you a draft first
Over time, draft plans may become more common as PACE processes continue to develop.
What Happens During Your Plan Meeting?
At the Plan Meeting, the Planner will go over the information already collected during your Access Meeting.
They may confirm details, ask follow-up questions, and check whether anything has changed since your original application.
If something has changed, it is a good idea to:
- email your LAC before the meeting if possible
- raise it clearly during the meeting itself
The Planner asks these questions so they can either:
- create a plan that reflects your current support needs, or
- update a draft plan if one has already been prepared
What Will the Planner Ask About?
At your first NDIS Plan Meeting, you may be asked about:
- your disability-related support needs
- your personal and family circumstances
- informal supports such as family, friends and carers
- formal supports including therapists or service providers
- community and mainstream supports
- how you manage day-to-day activities
- your functional capacity
- safety concerns, including equipment, accommodation, personal care or home support
- your goals and future plans
- how you want your NDIS plan managed
- the supports you believe you need
- what supports may be considered reasonable and necessary under the NDIS
What to Bring to Your Plan Meeting
Bring all the information you provided during your Access Meeting, as well as any updated documents or reports.
Your Goals
Bring the goals you gave to your LAC during your Access Meeting, or an updated version if your goals have changed.
These goals might be:
- short term
- long term
- broad goals
- practical daily goals
- informal or more structured goals
For example, your goals might include:
- becoming more independent at home
- improving community participation
- building confidence with daily living skills
- preparing for employment
- accessing therapy more consistently
It is helpful to ask your Planner what goals they currently have recorded for you at the start of the meeting.
You may also want to link to your resource on help writing goals for an NDIS plan.
Evidence of Your Disability
Bring any diagnosis letters or medical reports from your doctor, specialist or treating health professionals.
This information helps confirm your disability and medical background.
Evidence of Functional Impact
This is one of the most important parts of your Plan Meeting preparation.
Reports from allied health professionals, your GP, specialists, or a child’s school can explain how your disability affects your functional capacity and everyday life.
These reports may cover areas such as:
- mobility
- communication
- self-care
- learning
- behaviour
- social interaction
- home and community access
If you have any updated reports, send them to your LAC before the meeting and bring a copy with you as well.
List of Support Needs
If you already use service providers, ask them to provide a summary of:
- the supports they currently provide
- what supports may be needed over the next 12 months
- the expected cost of those supports
This can help show the Planner what assistance is actually needed in your day-to-day life.
A Day in Your Life
A “day in your life” summary explains how your disability affects your everyday routine.
For example, this may describe:
- getting out of bed
- showering and dressing
- preparing meals
- using transport
- attending appointments
- completing household tasks
- staying safe at home
- managing fatigue, anxiety or sensory challenges
This gives the Planner a practical picture of how your disability affects you beyond diagnosis alone.
Impact Statement
It can also be very helpful to bring an impact statement.
An impact statement explains in your own words how disability affects your life, or the life of the person you care for.
This can support the medical evidence and reinforce why certain supports are needed.
Your Reports
Bring printed copies of all reports you have submitted.
At the meeting:
- check that the Planner has received them
- refer to important parts of the reports if needed
- highlight details that clearly explain your support needs
Choosing How to Manage Your NDIS Plan
Your Planner will ask how you would like your NDIS funding to be managed.
You can choose:
- agency managed
- plan managed
- self-managed
- or a combination of these options
You do have a choice.
Agency Managed
With agency-managed funding:
- the NDIA pays providers directly
- you generally need to use registered NDIS providers
- providers must charge within the NDIS pricing limits
This option offers less flexibility than the other choices.
Plan Management
With plan management, a Plan Manager helps with the financial administration of your NDIS plan.
A Plan Manager can:
- receive invoices from providers
- process payments
- keep records
- help monitor your budget
- reduce your admin workload
In most cases:
- you can use both registered and unregistered providers
- extra funding is included in your plan for plan management
- this funding is separate and cannot be used for other supports
- providers still need to charge within the NDIS pricing arrangements
Example: A support provider sends their invoice to your Plan Manager, you approve the invoice, and the Plan Manager pays it on your behalf.
If you already know which Plan Manager you want to use, bring their details with you, including their business name, ABN and NDIS number.
For example, if you want to choose Plan Hero Plan Management, it helps to have those details ready.
Self-Management
With self-management:
- you pay provider invoices yourself
- you claim funds back through the NDIS portal
- you keep invoices and receipts for at least 5 years
- you manage your own records and budget tracking
- you can use registered and unregistered providers
- you may have more flexibility with pricing in some cases
Self-management gives you more control, but it also comes with more responsibility.
Self-Management vs Plan Management
Many participants compare self-management and plan management when deciding what will work best for them.
Plan management can suit people who want flexibility without taking on all the admin themselves.
Self-management may suit people who are comfortable handling invoices, record keeping and budget tracking on their own.
Tips for Your NDIS Plan Meeting
Do Not Go Alone
It is a good idea to take someone with you for support, such as:
- a family member
- a friend
- a carer
- an advocate
If possible, bring someone who understands your disability and knows the supports you need.
The NDIS does not fund advocacy directly, but you may still be able to access an advocate through a disability advocacy organisation in your area.
Write Down Your Questions
Before the meeting, prepare a list of questions so you do not forget anything important.
Examples include:
- How will my plan be sent to me?
- Do I need a computer or email address?
- How do I contact you after this meeting?
- Can I send more information after the meeting?
- Will I be able to review the plan before it is finalised?
- How long will it take to receive my plan?
- What happens if something is missing from my plan?
- Who can help me understand my plan?
- What is a support coordinator?
- Will I be funded for support coordination?
- What is plan management?
Ask for Things to Be Explained Clearly
If you do not understand something during the meeting, ask the Planner to explain it again or say it in a different way.
It is completely okay to ask them to “please explain”.
Plan Meetings can feel stressful or overwhelming, but it is important to speak up and make sure you understand what is being discussed.
Frequently Asked Questions
What happens at an NDIS Plan Meeting?
At an NDIS Plan Meeting, the Planner reviews your support needs, goals, daily living challenges, current supports and the evidence you have provided. They use this information to create or update your NDIS plan.
What should I bring to an NDIS Plan Meeting?
You should bring your goals, medical reports, allied health assessments, evidence of functional impact, provider summaries, updated documents, and any notes about your daily support needs.
Can I update information after my Access Meeting?
Yes. If anything has changed since your Access Meeting, you should send updates to your LAC before the Plan Meeting if possible and also mention those changes during the meeting.
Can I take someone with me to my NDIS Plan Meeting?
Yes. You can bring a family member, friend, carer or advocate for support. It is often helpful to have someone with you who understands your disability and support needs.
What is the difference between plan management and self-management?
With plan management, a Plan Manager handles invoice payments, record keeping and budget tracking for you. With self-management, you manage payments, claims, record keeping and budget monitoring yourself.
Can I choose my own Plan Manager?
Yes. If you want plan management, you can nominate your preferred Plan Manager and bring their business details, ABN and NDIS number to your meeting.
Will I see a draft plan before my NDIS plan is approved?
Sometimes. Under evolving PACE processes, some participants may review a draft plan or Typical Support Plan before finalisation, while others may receive their completed plan after the meeting.
How can I prepare for my first NDIS Plan Meeting?
To prepare well, gather your reports, update your goals, write down your daily support needs, bring evidence of functional impact, and prepare any questions you want to ask the Planner.
Final Thoughts
Your NDIS Plan Meeting is an important step in making sure your plan reflects your actual support needs, goals and daily challenges.
The more prepared you are, the easier it is to explain your circumstances and make sure the Planner has the right information in front of them.
Bringing updated reports, clear goals, evidence of functional impact and a support person can make a real difference.
