Report Writing for Exercise Physiologists in the NDIS: Key Differences from Medicare and DVA

Exercise physiologists play a critical role in supporting participants under the National Disability Insurance Scheme (NDIS), providing services that enhance functional capacity and quality of life. However, one of the most significant adjustments for many practitioners entering the NDIS space is adapting their approach to report writing. Unlike Medicare and the Department of Veterans' Affairs (DVA), the NDIS requires reports tailored to its unique framework and participant-focused goals. Here's a breakdown of how NDIS report writing differs and tips to ensure your reports are effective and impactful.

Key Differences in Report Writing

1. Purpose and Audience

• NDIS: Reports are primarily for NDIS planners, support coordinators, or participants themselves, many of whom may not have a clinical background. Your reports must clearly communicate outcomes, goals, and service justifications in plain language.

• Medicare and DVA: Reports are often directed toward referrers, such as GPs or specialists, who are medically trained. These reports can use more clinical terminology and are focused on treatment updates or progress summaries.

2. Focus on Functional Outcomes

• NDIS: The focus is on functional improvements, capacity building, and the participant’s ability to engage in daily activities. Reports must align with the participant’s NDIS goals and justify how services support those goals.

• Medicare and DVA: These reports typically focus on clinical outcomes, such as improvements in health markers (e.g., glucose levels, mobility scores) or specific injury rehabilitation.

3. Detailing Value for Funding

• NDIS: Your report plays a role in funding decisions. It needs to provide clear evidence of the necessity and impact of your services to support ongoing or increased funding.

• Medicare and DVA: Reports are less about justifying funding and more about clinical accountability and communication with the referrer.

4. Structure and Language

• NDIS: Reports must be structured around goals, outcomes, and participant feedback, avoiding overly technical language. They should also include recommendations for future services with clear links to participant goals.

• Medicare and DVA: Reports are structured more like clinical summaries, often brief and data-driven, without needing to tie into broader goals or funding justification.

Best Practices for Writing Effective NDIS Reports

1. Understand the Participant’s Goals

Begin every report with a clear understanding of the participant’s NDIS plan goals. These might include improving mobility, increasing independence, or reducing fatigue during daily activities. Ensure every recommendation ties back to these goals.

2. Focus on Functional Achievements

Describe tangible improvements in the participant’s daily life. For example:

• "Sarah has improved her ability to transfer from her wheelchair to her bed independently, reducing reliance on support workers from twice daily to once daily."

3. Use Plain, Accessible Language

Avoid clinical jargon where possible. For example:

• Instead of "progressed to higher-resistance exercises," say "is now able to lift heavier weights, which helps with everyday tasks like carrying groceries."

4. Provide Evidence-Based Justifications

Clearly outline why the recommended services are necessary. For example:

• "Regular exercise sessions are critical to maintaining Sarah’s current mobility and preventing further deconditioning, which could increase her reliance on assistive devices."

5. Outline Clear Recommendations

Include specific, actionable recommendations, such as:

• "Weekly exercise physiology sessions to maintain strength and balance."

• "Reassessment in six months to evaluate progress and update the plan."

6. Include Measurable Outcomes

Quantify progress where possible to demonstrate value. For instance:

• "Sarah has increased her 10-metre walk test distance from 50m to 75m over 12 weeks, reflecting improved endurance."

7. Collaborate with the Participant

Incorporate the participant’s feedback and ensure they feel their achievements are recognised. Highlight how the services have positively impacted their daily life.

NDIS-Specific Report Structure

While there’s no one-size-fits-all template, a general structure includes:

1. Participant Details
   Basic information: Name, NDIS number, and current goals.

2. Service Summary
   A summary of the services provided, including frequency and focus areas.

3. Progress Toward Goals

   • Achievements since the last report.

   • Challenges faced and how they were addressed.

4. Outcomes and Impact

   • Functional improvements.

   • Evidence of progress tied to the participant’s goals.

5. Recommendations

   • Specific services needed.

   • Justification for continued or additional support.

6. Supporting Documentation
   Include assessments, progress charts, or participant testimonials as evidence.

Why This Matters

NDIS reports can significantly influence funding decisions, ensuring participants continue receiving the services they need. Writing a clear, goal-oriented report not only demonstrates the value of exercise physiology but also strengthens your professional credibility within the NDIS framework.

By refining your report-writing skills for the NDIS, you not only meet scheme requirements but also contribute to better outcomes for participants, making a meaningful difference in their lives.

Adapting to the NDIS report style may take some practice, but with a focus on participant goals, plain language, and measurable outcomes, you’ll build reports that resonate with NDIS stakeholders and secure the support your clients need.