Starting a new chapter with the NDIS can feel overwhelming. Many participants and families are excited to begin support coordination but unsure what comes next. The first support coordination meeting is your opportunity to set the tone for getting the most out of your plan. By preparing ahead of time, you can focus on your needs and goals rather than on paperwork or surprises. In this guide, we explain exactly how to get ready for that first meeting with a Support Coordinator, Specialist Support Coordinator or Psychosocial Recovery Coach. We cover what to bring, what to think about, and what to ask, so you arrive feeling confident and in control. Along the way, we’ll highlight how Ray Foundation Group’s Perth-based team can support you through every step.

At Ray Foundation Group, our experienced support coordinators and recovery coaches know that the first meeting is about you and your life. We aim to make it simple and stress-free to prepare so that you can focus on sharing what matters most. Read on for a step-by-step checklist and practical tips to ensure your first support coordination meeting helps you achieve your goals.

Know the Purpose of the Meeting

Your first support coordination meeting is an introductory session to connect your goals with practical supports. It’s not a test – the coordinator is there to listen, understand your situation, and plan the next steps. According to the NDIS, support coordinators help participants “understand and use the supports in your plan” and assist with choosing providers to meet your needs. In practical terms, the coordinator will talk with you about how you want your supports to work together and help you navigate the funding in your plan. This is the time to voice what you want out of your NDIS plan and make sure the supports actually match your life.

For example, Ray Foundation Group’s Perth-based Support Coordinators promise to make your plan “simple and stress-free” by clarifying what’s funded and linking you with the right providers. During the meeting, your coordinator may review your plan line by line, explain each funding category, and ask about your life goals. They will also want to know what supports you already have, and how well they’re working for you. By the end of the session, you should have a clear idea of the next steps – such as contacting providers, scheduling services, or arranging your next check-in.

Tip: Don’t worry if you have a Specialist Support Coordinator (for complex needs) or a Psychosocial Recovery Coach (for mental health). The first meeting’s purpose is similar across these roles: to get to know you and your needs. If you have specialist or psychosocial support coordination, your coordinator may focus more on high-level issues (like crisis planning or mental health recovery), but the preparation is much the same.

Clarify Your Goals and Vision

Before the meeting, spend time thinking about what you really want to achieve. Support Coordination is centred on your goals, not just tasks or paperwork. Ask yourself: What does a good day look like? What do I want to be able to do or have in my life? You don’t need to have perfect answers – even small or broad ideas will help steer the conversation.

Common goals NDIS participants mention include:

Being more independent at home (e.g. doing personal care or cooking with less help)
Learning or improving daily living skills (like managing money, cooking, cleaning)
Connecting with others (making friends, attending social groups, joining community activities)
Employment or education aspirations (studying, volunteering or working)
Improving health and wellbeing (exercising, managing health conditions, better sleep)
Travel and mobility (getting around more easily or learning to use public transport)

Write down whatever is important to you, even if it seems small. The Disability Plan Services guide emphasises: “You don’t need to have perfect goals, just think about what you want life to look like”. Likewise, the Centre of Hope blog recommends making a list of “Your Goals and Priorities”, including specific challenges and supports you’d like to explore. These notes will give your coordinator a clear starting point and help you communicate your aspirations effectively.

Bullet Tip: Jot down short-term goals (what you want soon, e.g. “make one new friend in the community”) and long-term dreams (what you imagine in the future, e.g. “living more independently”). This can spark ideas during your meeting.

Gather Important Documents and Information

Walking into the meeting with key documents makes the discussion smoother and more productive. You don’t have to have everything – coordinators can help track missing pieces – but bringing as much information as possible is useful. Here are some items to collect:

Your NDIS plan: Bring the latest copy of your plan or access it on your phone/tablet. If possible, mark or highlight the section showing your Support Coordination budget or psychosocial support funding. This helps the coordinator see at a glance what support is approved.
Identification: A form of ID (driver’s licence, passport, Medicare card) is good to have. If you have a family member or carer, consider bringing their contact info or having it handy in case it’s needed.
Medical and therapy reports: Any recent letters, reports or evaluations from your doctors, psychologists, occupational therapists or other allied health professionals should go in. These can explain your diagnosis or needs. Also bring a list of current medications, especially if they relate to your disability or mental health.
Current support details: Write down the names and contact details of any service providers you already use (e.g. support workers, therapists, counsellors). Note what supports are active and whether they’re helping. Don’t forget informal supports too, like family, carers, or community groups assisting you.
Routine and schedule: If you have daily routines, a timetable, or even a simple calendar, bring it along. It shows your coordinator how your typical day is structured, where gaps might be, and where new supports could fit.
Previous plans or goals: If this isn’t your first NDIS plan, bring past goals or planners, and notes on what was achieved before. This gives context on your journey.
Notes on housing or living: If you have concerns about housing stability, or upcoming changes (e.g. moving houses, needing home modifications), jot those down to discuss.

Remember, if any of these are hard to find or incomplete, bring what you can and make notes about what’s missing. As Centre of Hope points out: “Don’t panic if you can’t find everything on this list, your support coordinator can help you gather missing items later”.

Reflect on What’s Working and What Isn’t

A key part of the meeting is an honest discussion about your current supports. The coordinator will want to know which parts of your life are going smoothly and where you’re feeling stuck. Asking yourself a few questions in advance helps:

Which services or supports are really helping me right now? Why do I like them?
Are there any supports that aren’t meeting my needs or that I’d like to change?
Do I feel overwhelmed managing appointments, bills or medications on my own?
Is there a part of daily life that feels harder than it should be, like getting to appointments or keeping track of paperwork?

Write down anything that comes to mind. As one guide suggests, you might list “supports I love” vs “supports that cause stress”. This reflection will show your coordinator where to focus first. For example, if you’re struggling to keep up with several different therapists, a coordinator might help organise or reduce provider overload. If you have few supports and feel isolated, they might prioritise connecting you with community programs.

Ray Foundation Group’s Support Coordinators focus on “reviewing what’s working and adjust as your needs change”. By being open about both successes and challenges, you empower your coordinator to tailor your supports effectively.

Prepare Your Questions

It’s easy to forget what you want to ask on the day of the meeting, so jot down a list of questions beforehand. There are no wrong or silly questions — anything you’re curious or concerned about is important. Typical questions include:

Meeting logistics: “How often will we meet? Will you visit me at home, or do I come to you? What is the best way to contact you between meetings?”
Coordinator role: “How can you help me? What does support coordination include (arranging services, crisis planning, budgeting, etc.)? How do I know if I need specialist support coordination or a recovery coach instead?”
Plan usage: “How much support coordination funding do I have? How do we track spending? Can you help me prepare for my next plan review?”
Providers and services: “Can you suggest any local providers or community programs I might not know about? How do we set up new supports?”
Communication and follow-up: “Will I get notes or a plan after the meeting? How do we review progress or adjust my plan?”
Advocacy: “What happens if I have an emergency or crisis? Can you connect me to other crisis or mental health resources?”

The Disability Plan Services blog lists similar examples and reminds us: “Nothing is a silly question – your Support Coordinator is there to help”. Writing questions down ensures you won’t forget during the meeting.

You may also ask about specific concerns on your mind. For instance, if housing is unstable, ask how support coordination can help with finding STA (short-term accommodation). If mental health is a concern, ask how a recovery coach could work alongside support coordination. This is your chance to clarify anything that’s unclear.

Consider Who to Bring

You are allowed to bring a support person to your meeting, and many people find it helpful. This could be a family member, a trusted friend, or an advocate. Having someone you know can provide comfort, help remember details, and offer moral support. On the other hand, some people prefer a private one-on-one discussion. Both options are valid.

The Disability Plan Services guide advises: “Some people feel more confident when someone familiar is with them. Others prefer to meet one-on-one. Both options are perfectly fine”. If you decide to bring someone, think about their role ahead of time. They can help take notes, remind you of questions, or speak up if needed. Just let your coordinator know at the start that your guest is there to support you.

If English isn’t your first language or you have communication needs, you can also request an interpreter or ask a communication support person to come along. Ray Foundation Group encourages open, respectful communication – we want you to understand and be understood.

Focus on Your Life, Not Just Forms

It might sound obvious, but remember: this meeting is about you as a person, not just about paperwork. The best support coordination happens when the coordinator understands your likes, dislikes, routines and hopes. Before the meeting, think about the day-to-day life you want:

What activities make you feel happy or fulfilled? (hobbies, sports, faith, outings)
Are there any barriers or anxieties holding you back? (e.g. transportation, fear of new situations, communication difficulties)
What would you like your typical week to include? (work, education, social time, exercise, creative activities)
Is there something you’ve always wanted to try or learn? (for example, cooking classes, volunteering, sports)

Write a few notes on these life aspects. The Disability Plan Services advice is to think about “the life you want, not just the supports”. For example, if you love art but haven’t painted in years, that might be a goal. If cooking a meal once a week is your dream, mention it. These personal insights help your coordinator find creative ways to include supports in your plan.

Ray Foundation Group believes in person-centred planning – it’s not enough to tick boxes. We want your support plan to reflect you. By discussing what makes you happy or what you’d like more of in your life, you ensure the support plan is tailored to your real interests.

Prepare for Emotions and Nerves

It’s normal to feel anxious before the first meeting. You might worry about not knowing the right terms, or not expressing yourself well. Keep in mind: your coordinator is used to this. You don’t have to be an NDIS expert – that’s their job.

As one guide reassures participants: “It’s your meeting, and you don’t need to know the NDIS rules… or say everything perfectly”. The coordinator will guide you step by step, at a pace that suits you. It may help to remember that many people feel nervous, and a few deep breaths can calm your mind before walking in.

If you think you might feel very anxious or upset, consider planning a short break or bringing some comforting items (like water, tissues, or a small fidget toy). You could also let the coordinator know at the start that you get anxious, so they can be especially patient. We at Ray Foundation want you to feel safe and respected throughout the meeting.

Finally, remind yourself that no question or concern is too small. The whole point of the meeting is to get your needs met. If something doesn’t make sense, ask for clarification. If you feel overwhelmed, let the coordinator know. They are on your side and want you to leave feeling hopeful.

If You’re Meeting a Psychosocial Recovery Coach

If your NDIS plan includes funding for a Psychosocial Recovery Coach (often for participants with mental health-related disabilities), your first meeting will focus on your recovery journey. A recovery coach is a specialist who helps you build skills, routines and resilience around your mental health. Preparation for this meeting overlaps a lot with support coordination, but with a stronger emphasis on mental health.

Here are extra things to prepare if meeting a recovery coach:

Mental Health History: Be ready to talk about your experiences with mental health. This could include diagnoses, treatments, hospital stays, or what strategies have helped (therapy, mindfulness, medication). Bring any relevant reports or letters from psychiatrists or psychologists.
Triggers and Stressors: Think about situations that affect your wellbeing. For example, do you have triggers like loud noises, crowds, or changes in routine? Knowing these helps your coach tailor the support plan to keep you safe.
Recovery Goals: Write down what “recovery” means to you. It could be something like “be able to attend community activities without panic” or “manage stress at work”. This aligns with the idea of a recovery plan.
Daily Living Skills: A recovery coach can help with practical skills too (budgeting, cooking, cleaning). Note any everyday tasks you want more confidence in.
Support System: List who in your life supports you (family, friends, community groups) and who you trust to talk about mental health. This is part of the “team” your coach will work with.
Questions on Coaching: You might ask, “What will our sessions look like? How do you help me when I’m having a bad day? Can I have sessions at home or in community spaces?”

During the meeting, the recovery coach will likely start by getting to know you as a person – similarly to Support Coordinators. They might ask about your personal story and what you hope to achieve. Ray Foundation’s experienced recovery coaches will listen carefully to your story and priorities. According to NDIS guidance, a recovery coach is someone with mental health knowledge who “spends time with you to get to know you and understand your needs,” then helps connect you to the right services.

If you have any hesitations about recovery coaching, bring them up. You always have choice and control – you can choose whether to work with a recovery coach or not. The first meeting is a two-way street: it’s also a chance for you to see if you feel comfortable with the coach’s approach and feel it suits you.

What to Expect During the Meeting

Most first support coordination meetings last about 60 to 90 minutes. The format is flexible: you can meet at your home, at the coordinator’s office, at a community centre, or even online via video call, whichever you prefer. Ray Foundation Group will travel to you anywhere in the Perth metro area if needed, to make meeting convenient and stress-free.

A typical meeting flow might look like this (according to experts and experienced coordinators):

Introductions and Getting Acquainted (10–15 mins): The coordinator will start by introducing themselves and their role. They’ll ask you about your background, daily life, and why you’re seeking support. This is your chance to share your story and how you communicate best. You can mention any likes/dislikes (for example, “I understand best in plain language” or “I use visual aids for communication”).
NDIS Plan Review (15–20 mins): Next, you’ll go through your plan together. The coordinator will explain each support budget in simple terms and highlight what you can do with your funding. They may point out where your Support Coordination, Core Supports, Capacity Building funds are. This part demystifies the “alphabet soup” of the plan – coordinating agencies often find that participants feel relieved once they understand their entitlements.
Goals Discussion (20–30 mins): The core of the meeting is a conversation about your goals. Based on what you wrote earlier, you’ll discuss short-term goals (like “find a hobby group”) and long-term vision (like “find a part-time job”). You and the coordinator will brainstorm what supports might help achieve each goal. The coordinator might suggest ideas you hadn’t considered, or connect related supports. For example, if one goal is “travel independently”, the coordinator might propose mobility training or companion cards.
Identifying Next Steps: Towards the end, you’ll summarise actionable items: maybe booking an occupational therapy assessment, contacting a certain service, or arranging a group social activity. Your coordinator will likely explain how they will follow up (e.g. “I’ll send you a written support plan,” “I’ll contact the GP for that referral”).
Questions and Wrap-Up: Finally, there will be time to ask any remaining questions. You can clarify anything you didn’t understand. The coordinator will also explain how you can reach them and what the follow-up process looks like (such as regular check-ins).

Throughout the meeting, the tone should be collaborative and friendly. As Centre of Hope notes, this is “your meeting, centered on your needs and your vision for the future”. A good coordinator listens more than lectures. Feel free to speak up if you need more time on a topic or a break. Ray Foundation Group’s staff pride themselves on respectful communication and guiding participants step by step.

After the Meeting: Follow-Up Steps

Once the meeting is over, the real work begins. Your support coordinator will typically provide a summary of the discussion or a draft support plan. They may follow up by booking services on your behalf or providing written recommendations. Here’s what you can do right after:

Review Your Notes: Go over any notes you took. Were there any commitments or ideas you wanted to look into? If something wasn’t clear, email or call your coordinator for clarification.
Collect Missing Documents: If you still needed to get certain reports or paperwork, start gathering those now as planned.
Activate Services: If you agreed to contact a therapist or service, try to schedule those appointments. Your coordinator can assist by giving referrals or helping fill out forms.
Stay in Touch: Decide how often you’ll check in with your coordinator. Many participants have scheduled follow-ups monthly or quarterly. If issues arise (like a crisis or sudden change in health), contact them immediately.
Plan for Progress: Continue thinking of goals. Support coordination is an ongoing process. As your situation changes, your coordinator will help adjust the supports. Remember Ray Foundation’s motto of “reviewing what’s working and adjusting as your needs change” – so expect to revisit and tweak your plan in the coming months.

It can be helpful to keep a log or journal of what happens after the meeting. Write down any appointments, new providers, or challenges you face. This information will be useful at your next meeting to show progress or to flag any new problems.

How Ray Foundation Group Can Help

Preparing for your first meeting can feel like a lot, but you don’t have to do it alone. Ray Foundation Group is here to guide you every step of the way. Our friendly Perth-based support coordinators, specialist coordinators and recovery coaches can:

Explain the Process: We can walk you through what to expect before the meeting, even helping draft your questions or goals ahead of time.
Gather Documents: Unsure which reports to bring? We can advise you. If you’re missing something, we’ll help you get it.
Travel to You: For your comfort, Ray Foundation staff will meet you at home or a community location in Perth. No need to travel far.
Personalise the Meeting: We tailor every meeting to your pace and communication style. Whether it’s face-to-face, phone or video, we’ll make it work for you.
Explain Jargon: We translate any confusing NDIS terms into plain English. Our aim is to make your plan “simple and stress-free” so you can focus on your goals.
Coordinate Between Providers: Already have a therapist or aide? We’ll bring all your providers together so everyone is on the same page, just like we do for many families.
Reduce Stress: With Ray Foundation “in your corner,” you can concentrate on living your life while we handle the paperwork and organisation. We know the Perth disability support landscape well and can link you with trusted local services.

In short, we can help make your first meeting a positive, productive experience. You’ll feel prepared, empowered, and clear about the next steps. And importantly, you’ll have a partner – Ray Foundation Group – to support you for the long term as you implement your NDIS plan.

Taking the Next Step With Confidence

Preparing for your first NDIS support coordination meeting can help you feel clearer, calmer and more confident from the beginning. You do not need to have every answer ready — just your plan, key questions, goals and any current challenges you want to discuss.

Ray Foundation Group can help you understand your NDIS plan, prepare for your first meeting, organise important information and identify the next steps that suit your needs.

Get in touch with Ray Foundation Group to learn more or to schedule your initial support coordination meeting. We’re here to help you make the most of your NDIS plan and move forward with confidence and peace of mind.