When Life Changes: A Guide to the NDIS Change of Circumstances Process

Life doesn’t stay the same. A shift in health, living arrangements, or daily care can mean your NDIS plan no longer reflects your real situation. That’s where the Change of Circumstances process comes in — a formal pathway that allows participants to request a plan reassessment when life changes unexpectedly.

Today, our ProCare Solution team attended NDIS Connect: Level Up Your NDIS Knowledge at WOTSO Sippy Downs, hosted by Quest Collective, founded by Dan Fuller and Karen Poole.

The event brought together industry professionals — including Suzi Scrimshaw from Inspire Consulting and Geordie Carr from Forbes Care — alongside other NDIS Support Coordinators, Allied Health professionals, and providers from across Queensland.

It was an incredible opportunity to consolidate our understanding, connect with peers, and deepen our collective commitment to serving participants better. Hearing experienced professionals share practical strategies for navigating plan changes and functional reporting reaffirmed the essential nature of this knowledge for delivering high-quality, person-centred support.

Understanding a Change of Circumstances

Under NDIS rules, a change of circumstances refers to a significant event or shift that materially affects your supports — not minor, everyday adjustments.

You should notify the NDIA when things like these occur:

• A change in address, contact, or living arrangement (e.g. moving homes or changing carers)

• A change in how much support family or friends can provide

• A substantial improvement or decline in functional capacity or disability impact

• Starting work, study, or training that alters your support needs

• Compensation or legal outcomes that affect your disability supports

Not every Change triggers a complete plan review, but you must let the NDIA know when major changes happen or are expected.

Who Can Make the Request

• Participant: You’re always best placed to lead your own request when possible.

• Nominee (Plan Nominee): Can act on your behalf with full authority.

• Guardian / Legal Representative: Acts for someone who can’t make their own decisions.

• Third-Party Consent: You can permit a trusted family member, advocate, or supporter to speak with the NDIA on your behalf without needing full nominee status.

For complete guidance, visit the NDIS Operational Guidelines – Changing Your Plan on ourguidelines.ndis.gov.au.

The Change Process: Step by Step

1. Recognise a Significant Change
   Ask yourself: Has my functional capacity changed? Have my living or informal supports shifted?

2. Gather Evidence
   Collect therapy reports, medical letters, school notes, or any documents showing how your needs have changed.

3. Notify the NDIA

   • Call 1800 800 110

   • Complete the official Change of details / Change of situation form on ndis.gov.au

   • Email or post your documentation

   • Visit your local NDIA office or speak with your LAC (Local Area Coordinator)

4. Record Your Reference Number
   Always ask for a call reference number — this helps if you need to follow up later.

5. Submit Full Details
   Clearly describe what changed, when it happened, how it affects your supports, and attach all supporting evidence.

6. NDIA Review & Outcome
   The NDIA may:

   • Vary your current plan (minor changes)

   • Reassess your plan (full review)

   • Decline the request if the evidence is insufficient

The NDIA aims to process change requests within 28 days once received.

Example – When Care Arrangements Change

A child living with their mother moves to live with their father after the mother becomes unwell.
Because this alters who provides care, the environment, and daily supports, it qualifies as a change of circumstances.

The request should include:

• Date and reason for the move

• Details of how informal and formal supports changed

• Updated needs such as therapy, transport, or respite care

• Supporting evidence (doctor’s letter, therapist notes, new address, school report)

• If available, an updated Functional Capacity Assessment (FCA) to demonstrate changes in functional ability.

Tips for a Smooth Request

• Be clear and specific: “Since July 2025, I’m no longer able to shower independently due to increased pain.”

• Use the term “process” when speaking with NDIA staff — for example, “I’m requesting a Change of Circumstances process.”

• Provide new, detailed evidence rather than repeating existing reports.

• Keep detailed records — dates, names, call numbers, and email confirmations.

• If you have a Support Coordinator, involve them early — they can help compile reports and communicate with the NDIA.

Reinforcing Professional Learning

At today’s event, we revisited the crucial role of Functional Capacity Assessments in demonstrating real-world impact and supporting effective Change of Circumstances submissions.
Hearing from experienced professionals like Suzi Scrimshaw and Geordie Carr reinforced the importance of using precise language, linking functional ability to NDIS criteria, and keeping participant stories at the centre of every report.

It was inspiring to connect with Dan, Karen, and so many other professionals committed to improving service delivery across the NDIS sector. Events like these help all of us — Support Coordinators, Allied Health teams, and providers — strengthen how we serve the community.

ProCare Solution proudly supports participants and families across Brisbane, the Sunshine Coast and the Gold Coast, helping them navigate plan changes with clarity, care, and confidence.
When life changes, we help make sure your plan changes with it.

ProCare Solution founders Meryem Tawrati and Kevin McIntosh attended the NDIS Connect event hosted by Quest Collective, with industry leaders Dan Fuller, Karen Poole, Suzi Scrimshaw and Geordie Carr — learning best-practice strategies to help participants manage Changes of Circumstances within the NDIS.