About care time reporting assessments
These assessments look at records held by a residential aged care service to confirm the accuracy of its reports. A care time assessment involves cross-checking information submitted in the service’s QFR and 24/7 RN reports against their Aged Care Financial Reports (ACFR) and other information sources. Selection of services for assessments may be targeted or random.
Reporting assessments are in the interest of services, as they help protect the integrity of reporting data. This is important for services as reporting data published on this website informs service Star Ratings, supports Independent Health and Aged Care Pricing Authority (IHACPA) costing studies and informs policy decisions. It is also important in relation to improving sector data quality and ensuring that information provided to the Aged Care Quality and Safety Commission is correct.
Care time reporting assessments began in September 2023. The Department of Health and Aged Care is aiming for every residential aged care provider to undergo a care time assessment by 1 April 2025. This will give providers an opportunity to refine their record‑keeping and reporting practices early in their delivery of the care minutes and 24/7 RN responsibilities. All residential aged care services will be audited at least once every three years.
Service providers are responsible for ensuring the accuracy of reports submitted in the QFR and 24/7 RN reports. Service providers are also required to keep, and on request produce, documentation that supports their reporting. Examples of the types of records and documentation likely to be requested for care time assessments include, but are not limited to:
- enterprise agreements
- Australian Health Practitioner Regulation Agency (AHPRA) IDs
- position description
- staff rosters
- pay records (with tax file numbers redacted)
- resident occupancy records
- documents supporting day-to-day procedures and activities associated with care and lifestyle activities
- processes and controls to ensure accurate reporting.
What happens if a care time assessment finds inconsistencies?
If a care time assessment finds inconsistencies or errors, the department will work with the service provider to correct them and prevent further issues in the future. Published care minutes performance and Star Ratings may be updated where appropriate.
Where inconsistencies or errors are found to be deliberate or negligent, providers should expect proportionate compliance action. This may include referral to the Aged Care Quality and Safety Commission (the Commission) and debt recovery action, where appropriate. For example, in a case where the 24/7 RN responsibility was not delivered and the service was paid the 24/7 RN supplement, this payment may be recovered.
The Commission is responsible for regulating workforce-related responsibilities, including the care minutes and 24/7 RN requirements. Care time and 24/7 RN data will be provided to the Commission to support this.
Assistance with reporting for providers
For technical assistance with reporting, providers can contact the My Aged Care service provider and assessor helpline on 1800 836 799, Monday to Friday (8am to 8pm) and Saturday (10am to 2pm) local time across Australia.
For assistance with reporting your residential care labour costs and hours data please email the QFR & ACFR helpdesk at QFRACFRHelp@health.gov.au.