Assistive technology rentals and the NDIS

The National Disability Insurance Scheme (NDIS) can open the door to accessing life-changing equipment, but sometimes the best solution isn’t owning something forever. Sometimes, it’s about having the right supports at the right time.

Imagine you’re flying to interstate for your best friend’s birthday. You’ve checked the airline’s accessibility information well in advance and you’ve planned every detail.

Then, it hits you. The wheelchair you use every day is perfect at home, but it’s heavy, awkward to travel with, and not really designed for airports or holidays. A lightweight travel chair suddenly seems like the perfect solution… but only for a week. And buying one doesn’t make sense.

Or maybe you’re raising a small human who seems to outgrow everything overnight. Shoes, clothes, school uniforms… it never stops. Assistive Technology (AT) can be the same. A hoist that works for your child today may need different slings or harnesses in a year’s time, as they grow and their needs change.

Renting gives you the flexibility to keep up, without investing in equipment that might only fit the bill for a short time. 

While the National Disability Insurance Agency (NDIA) has clear rules about what it will and won’t fund, those rules are designed to support practical solutions too. And in many cases, renting AT is not only possible, but also actually the option that makes the most sense.

The key is understanding when renting is appropriate and following the right process to have it funded through your NDIS plan.

Here’s how it works.

1. Think about whether renting makes sense for your situation

The first step is figuring out whether renting makes more sense than purchasing.

Renting may be a good option when:

• your support needs are changing
• you only need the equipment for a short period, like when you’re travelling
• you're waiting for repairs, a replacement, or new equipment to be delivered
• you want to trial equipment before committing to a purchase
• a child is likely to outgrow the equipment relatively quickly
• renting provides better value for money than buying

There’s no single reason to rent equipment – it really comes down to whether renting meets your needs while also providing good value for money. For example, if you’re considering a powered wheelchair, renting one for a few weeks lets you see how it fits into everyday life before committing to the full investment.

2. Check if you already have funding for rentals

Before gathering reports or requesting more funding, check your NDIS plan. Some plans already include funding for AT maintenance, repairs, and rentals.

If that category of funding has already been allocated to you, you may be able to move forward without requesting further supports.

If it isn't included in your plan, you'll need to gather evidence and get approval from the NDIA.

3. Arrange an assessment with a qualified professional

For AT requests, regardless of if you’re renting or buying, you'll need an assessment from an appropriately qualified AT advisor if the funding isn’t already available in your plan. An AT advisory can help identify the equipment that’s most likely to meet your needs and provide the evidence the NDIA will ask for.

Depending on the equipment you're seeking, this person might be:

• an occupational therapist
• a physiotherapist
• an audiologist
• another allied health professional with relevant expertise

Once you’ve identified the right AT advisor for you, they’ll assess your needs and help you figure out the most suitable equipment for your situation.

4. Gather the evidence the NDIA will need

The AT advisor will help explain to the NDIA why renting equipment is the right option for you. The information they provide will usually include details about:

• the equipment you need
• how the equipment relates to your support needs
• why renting is necessary, and why it represents value for money
• how long the rental period is expected to be
• the estimated rental costs

You can find out more about AT trials and the NDIA’s rules here. 

5. Get quotes from rental providers

Once you know what equipment you need, it’s time to find a provider to rent it from.
When comparing providers, consider:

• whether they have the equipment you need
• whether trial periods are available
• the options for delivery, setup, and training
• what their rental prices and contract terms are
• the arrangements they have in place for maintenance and repairs

It's worth collecting quotes from several potential suppliers, as these may be required when requesting funding approval from the NDIA.

6. Submit your funding request

If rental funding isn't already included in your NDIS plan, you'll need to submit your supporting evidence and any required quotes to the NDIA.

You can do this by:

• contacting the NDIA directly
• getting in touch with your NDIS contact
• uploading information via the participant portal
• submitting a request during a planning meeting or reassessment

The NDIA will review your request and decide whether the rental meets its funding criteria.

7. Wait for approval before renting the equipment

Don’t sign a rental agreement or arrange delivery until your funding has been approved. This will make sure you avoid unexpected costs.

If approved, rental funding may be included within your Capital Supports budget under the Assistive Technology – Maintenance, Repair and Rental category.

8. Check the rental agreement carefully

Rental agreements can vary greatly between providers, so it’s worth taking some time to read through the details before you sign. Before accepting the equipment, make sure you understand:

• how long the rental period lasts
• what the ongoing rental costs and fees are
• who’s responsible for maintenance and repairs
• what happens if the equipment is damaged
• what the return requirements and end-of-rental obligations are

Asking questions before you sign can help avoid unexpected costs later.

9. Use the equipment and plan for your future needs

Renting AT can give you flexibility while your needs are changing or while you’re deciding on the best long-term solution for you. If the equipment is working well and you think you’ll need it for the future, speak with your AT advisor about whether buying it through your NDIS plan might be the next step.

You can find out more about how to buy or rent AT using your NDIS funding here.