How to Make an NDIS Referral for Behaviour Support — A Step-by-Step Guide for Support Coordinators

As a Support Coordinator, making a well-prepared referral for behaviour support can significantly shorten the time between initial contact and meaningful intervention for your participant. This guide walks through the referral process step by step — what to gather, what to include, and what to expect at each stage.

Step 1 — Confirm funding is in place

Before making a referral, confirm that the participant's NDIS plan includes funding in the Capacity Building — Improved Relationships category (Support Category 7). This is the budget that covers specialist behaviour support services including functional behaviour assessments, plan development, ongoing review, and carer training.

Also confirm how the plan is managed — agency managed, plan managed, or self-managed — as this affects which providers can be engaged and how payment works. If the plan is agency managed, the behaviour support provider must be NDIS registered.

Step 2 — Gather key participant information

A well-prepared referral saves time for everyone. Before contacting the behaviour support provider, gather the following information:

Basic details

• Participant's full name, date of birth, and NDIS number
• Primary disability or diagnosis (if known and relevant)
• Current living situation and key support people
• Communication style and any communication aids or strategies used

Behaviour information

• A description of the behaviours of concern — what they look like, how often they occur, and in what situations
• Whether any restrictive practices are currently in use (and if so, whether there is an existing Behaviour Support Plan)
• Any known triggers or patterns
• What has already been tried, and what has and hasn't helped
• Whether there are any immediate safety concerns

Existing documentation

• Any existing Behaviour Support Plans or functional assessments
• Recent psychological, OT, or speech pathology reports (if relevant)
• Incident records or data, if available
• Previous NDIS planning documents or goals related to the referral

Step 3 — Contact the behaviour support provider

Most behaviour support providers, including Aceso Therapy, accept referrals via an online referral form, email, or phone. You don't need to have every piece of information before making initial contact — a good provider will guide you through what they need.

When you make contact, be clear about:

• The urgency of the referral — is there an immediate safety risk, or is this a planned referral?
• The plan management type and available funding
• Your preferred communication method and availability for follow-up
• Whether the family has consented to the referral being made

Step 4 — Ensure participant and family consent

Before any service provider contacts the participant or their family directly, make sure consent has been obtained. This includes consent to share relevant information with the behaviour support provider and consent for the provider to make direct contact. Good practice is to involve the participant and family in the referral process from the start — not to present behaviour support as something being "done to" them.

Step 5 — Support the assessment process

Once the referral is accepted, the behaviour support practitioner will begin the Functional Behaviour Assessment. Your role as Support Coordinator at this stage is primarily to:

• Facilitate access to key people — family, carers, teachers, other therapists — who the practitioner needs to speak with
• Help coordinate observation visits if required
• Share any relevant documentation you hold
• Keep the participant and family informed of the timeline and process

Step 6 — Oversight of restrictive practices

If the referral involves a participant where restrictive practices are currently in use without a formal Behaviour Support Plan, this is a compliance priority. Under the NDIS (Restrictive Practices and Behaviour Support) Rules 2018, regulated restrictive practices must be authorised and overseen through a formal plan developed by a registered practitioner. As a Support Coordinator, flagging this situation promptly and prioritising a referral is part of your duty of care to the participant.

What to expect after the referral

A typical timeline from referral to plan completion looks broadly like this — though every situation is different and timelines vary with complexity:

• Initial contact and intake: 1–5 business days
• Functional Behaviour Assessment (information gathering): 2–6 weeks
• Plan development and drafting: 1–3 weeks
• Plan review with family and key stakeholders: 1–2 weeks
• Final plan and implementation training: ongoing

Where there are immediate safety concerns, an interim Behaviour Support Plan can be developed much more quickly to provide guidance while the full assessment continues.

Making a referral to Aceso Therapy

Aceso Therapy welcomes referrals from Support Coordinators, Plan Managers, GPs, schools, families, and other allied health professionals. Our online referral form collects the information we need to get started quickly. We respond to all referrals within 2 business days and will contact you or the family directly to discuss the next steps.