Reporting for residential aged care

Reporting requirements for all providers

As a registered provider, you have compulsory reporting requirements.

To find your requirements, use the Aged Care Provider Requirements Search tool.

Financial and operational reporting

Quarterly

You must complete and submit the Quarterly Financial Report (QFR) 4 times a year through the Government Provider Management System (GPMS). This includes reporting:

• financial and prudential information
• outbreak management expenses (e.g., vaccines)
• care minutes.

For more information, view QFR non-uploadable templates, definitions and guidance. If you have questions about the QFR, email our helpdesk.

The reported staffing information is used as part of calculating Star Ratings. To ensure the accuracy of care minutes information, we conduct assurance activities.

Annually

You must lodge a Aged Care Financial Report (ACFR) for the 1 July to 30 June period using the ACFR portal by 31 October each year. This must include the:

• general purpose financial statement (excluding government providers)
• Care Minutes Performance Statement that is externally audited, starting with the 2025-26 ACFR.
• Annual Prudential Compliance Statement with an audit opinion if, at any point during the financial year being reported on, you held:
  • refundable deposits
  • accommodation bonds
  • entry contributions.

For more information, view ACFR non-uploadable templates, definitions and guidance. If you have questions about the ACFR, contact Form Administration.

You must also submit the Provider Operations Collection Form to report information about annual operations by 31 October each year through GPMS. This includes:

• executive positions and governing body membership
• signed statement of compliance with legislative requirements
• common feedback and complaints received by each service
• key improvements made to service quality.

Finance and operations information is published on the My Aged Care website to provide transparency and help older people make informed decisions.

Quality and safety reporting

You are required to collect and provide quality indicator data under the National Aged Care Mandatory Quality Indicator Program for each resident every 3 months.

You must report 24/7 registered nurse coverage via the GPMS every calendar month, even if you have an exemption. To ensure accuracy, we conduct assurance activities.

Under the Serious Incident Response Scheme (SIRS), you must:

• manage and take reasonable action to prevent incidents, including having an incident management system in place
• notify the Aged Care Quality and Safety Commission (ACQSC) of any reportable incident via the My Aged Care Service and Support Portal.

You must also give a written report to your appointed quality care advisory body about the quality of government-funded aged care services at least once every 6 months.

Reporting offline beds

You must contact the Local Network to record beds as offline or to make offline beds available for use for:

• for services in MM 1-5 regions for a period of at least 3 months
• for services in MM 6 and 7 for any period of time.

If beds are expected to be taken offline for more than 2 years, you will need to vary your registration with the ACQSC to reduce your approved total number of beds.

For more information, see our guide on how to report offline beds in residential aged care.

Reporting refundable deposit balances

You must report the refundable deposit balances you hold for each individual residents on a monthly basis. This includes:

• refundable accommodation deposits (RADs)
• refundable accommodation contributions (RACs).

What you need to do

You must report RAD and RAC balances in the online claim you submit to Services Australia each month to claim a subsidy for each resident.

You can do this in the Aged Care Provider Portal or in your integrated business-to-government (B2G) software.

You must notify Services Australia when:

• an individual pays a refundable deposit
• there is a change to the individual’s refundable deposit balance.

You must submit reports as soon as practicable after the end of the payment period in which the change occurs.

Learn how to enter RAD and RAC balances in the Aged Care Provider Portal.

Examples

• If your resident pays a RAD on 25 January, report their RAD balance for 31 January when you submit your January claim in early February.
• If you deduct a retention amount from a resident’s partial RAC on 12 February, and the resident tops up their RAC on 22 February, report their RAC balance for 28 February (incorporating both changes) in your February claim.
• If your resident dies on 14 March and you do not refund their RAD balance by 31 March, report the RAD balance for 31 March in your March claim. This is the last claim period for which you need to report this resident’s RAD balance.
• If your resident dies on 3 April and you refund their RAC balance by 30 April, report a $0 RAC balance in your April claim. This is the last claim period for which you need to report this resident’s RAC balance.

Why it’s important

These new reporting requirements are designed to make things fair and accurate.

Reporting refundable deposits helps:

• keep residents’ means assessments up to date
• make sure fees and funding are calculated correctly
• reduce the occurrence of backdated changes to fees and subsidies.

Before making changes to a resident’s means assessment, Services Australia or the Department of Veterans’ Affairs will contact the resident to confirm the correct financial details with them.

Learn how and when to submit online claims.

Please note, this reporting requirement does not apply for providers delivering services under the Multi-Purpose Service Program.

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