DOCUMENT 16
FOI 25/26-1995
IRT - Impairment categories information variation request templates
This article provides guidance for a review officer to use templates to record activities in PACE.
Recent updates
7 July 2025
Language changes from notice of impairment to impairment categories information
Templates
Recording activities within PACE is essential for information gathering, record keeping and a nationally consistent service delivery approach. Refer to article [Log an activity or internal note](#) for guidance on creating case activities.
All references to participant in this document also refers to authorised representatives, nominees and child representatives.
Recording Internal Notes in PACE is mandatory. It is essential for information gathering, record keeping and a nationally consistent service delivery approach.
Impairment categories information is called a ‘Notice of impairments’ in section 32AB of the NDIS Act (the Act). We use the term impairment categories information as it’s plain English.
The Act uses the term ‘vary’, but in correspondence, guidance and when talking to participants we use the term ‘change’ as it’s plain English.
Internal Note Templates
s100 - Completed Outcome – Impairments categories information (s32BA)
Review of Impairments categories information decision – completed by
Impairments categories information decision made – <dd/mm/yyyy>.
Decision Outcome – <Confirm/Set-aside>.
Recent contact made with <participant/authorised representative> and <they provided additional documents/no additional documents provided>
Based on the evidence provided,
Option 1 (set-aside): I have set aside the original decision which was to <vary/not vary> the current Impairments categories information.
OR
Option 2 (confirm): I have confirmed the original decision to <vary/not vary> the participant’s Impairments categories information is correct.
Refer to the decision letter for further information.
Any relevant information or documents have been uploaded to PACE.
s100 - Communicate Impairments categories information decision
Pre-Contact SMS Sent:
Successful phone contact made with <participant/authorised representative> on
POI Confirmed: <Yes/No> <3 point security check – full name, address, DOB, email, organisation name, work email, work address, participant’s NDIS no., participant’s DOB>.
Decision outcome:
IRO provided outcome of the internal review to <participant/authorised representative>, the evidence supporting it, a brief explanation and ART rights.
IRO explained that <they’ll/participant will> continue to receive NDIS supports and there’s no change to their eligibility a NDIS participant. If the participant feels their
funded supports no longer meet their support needs, they can contact their my NDIS contact to discuss their plan.
Action undertaken:
Internal review outcome to be finalised with the <Basis of Decision/Impairments categories information> letter sent via <email/mail> to <participant/authorised representative>.
If applicable add information about agency risk, otherwise delete
Refer to the outcome decision letter for further information.
If applicable add information about SMS notification sent for email outcome
Notification SMS Sent for s100 outcome email sent: <Yes on dd/mm/yyyy to participant’s name/authorised representative>.
Email Templates
Confirm decision – Impairments categories information
Subject Line: Outcome of Internal Review
Dear <Participant/Authorised Representative>,
I am writing in response to your request for us to review our decision to <vary/not vary> <your/Participant’s full name> Impairments categories information. We made this original decision on <dd/mm/yyyy>.
Instruction: Add the following if appropriate <I attempted to contact you on <dd/mm/yyyy> by
OR
<Instruction: Add the following if appropriate <I refer to our conversation of <dd/mm/yyyy>>.
After careful consideration of your review request and the evidence <you/Participant’s first name> provided, I have confirmed that the original decision is correct. This means <your/Participant’s first name> Impairments categories information will not be varied at this time.
I have attached the decision letter to this email. This document contains details of the reasons for my decision.
If <your/Participant first name’s> circumstances change in the future, you can apply to vary <your/their> Impairments categories information. We’ll need new evidence from <your/their> treating professional. We’ll look at the new evidence to decide if we vary the Impairments categories information or not.
Kind regards,
Set-aside decision – Impairments categories information
Subject Line: Outcome of Internal Review
Dear <Participant/Authorised Representative First Name>,
I am writing in response to your request for us to review our decision to <vary/not vary> <your/Participant’s full name> Impairments categories information. We made this original decision on <dd/mm/yyyy>.
After careful consideration I have decided to set aside the original decision. You can find <your/Participant first name’s> new Impairments categories information in this letter. This replaces any previous Impairments categories information <you/they> have received.
Kind regards,