About reporting assessments
Reporting assessments check that you have provided accurate care minutes and 24/7 RN information in your:
They are an assurance activity that aims to help improve your reporting, and the quality of aged care data overall.
We aim to do reporting assessments on all residential aged care providers by April 2025, then every 3 years.
Why they are important
Reporting assessments help:
- improve your reporting and information management
- ensure you are meeting your mandatory reporting and care minute requirements
- provide accurate data to inform Star Ratings
- ensure the Aged Care Quality and Safety Commission (ACQSC) has accurate information
- inform the Independent Health and Aged Care Pricing Authority’s costing studies
- improve the quality of aged care data overall
- inform our policy decisions.
How they work
We select aged care services for reporting assessment through random or risk-based selection.
If we select your service, we will send a ‘Notice of requirement to give information or documents’ to your most senior point of contact. You can nominate another contact person to work with us on the assessment.
This notice will state:
- the information and documents we require
- the due date – you can request an extension by emailing us.
See an example notice in our model pack.
What you need to do
You can access your services reporting assessment requests and actions through Government Provider Management System (GPMS).
You must provide us with supporting documents and information, which can include:
- Australian Health Practitioner Regulation Agency IDs
- position descriptions
- staff rosters
- pay records (with tax file numbers redacted)
- documents supporting day-to-day procedures
- documents supporting care and lifestyle activities
- calculations and working papers used to prepare reporting submissions
- records of your processes and controls to ensure accurate reporting.
Providing this information is a legal requirement under sections 44(5) and 44C(4) of the Accountability Principles 2014.
You must provide accurate information in an easily accessible format. See our model pack for guidance on how to present information.
Tools and resources
Information for providers
These fact sheets offer important information about care time reporting assessments, outlining their purpose and process. It explains what is involved for providers when they participate in those process. It also highlights tools, resources and contacts to assist providers throughout the process.
Care time reporting assessments – Information for providers
Model pack
Our model pack can help guide your submission – it has examples of calculations and workings for information and documents commonly requested.
Note it is not a template, as the types of information or documents we require differ for each assessment.
Care time reporting assessments – model pack
24/7 RN coverage tool
Our RN coverage tool can support you in responding to a care time reporting assessment. You can use this tool to assist with identifying gaps in your 24/7 RN coverage as part of your 24/7 RN responsibility.
Note this tool is not an approved reporting form, and you are not obliged to use it.
24/7 RN coverage tool
If you can’t provide information
If you can’t provide the information or documents requested, email us as soon as possible.
If you don’t respond
If you fail to respond by the requested date and did not obtain an extension, we will first send you a reminder letter.
If you still do not respond, we may:
- withhold your service’s Star Rating and registered nurse coverage for the relevant quarter
- refer your service to the ACQSC.
What we review
As well as the supporting documents you provide, we will also review your:
- Aged Care Financial Report
- Quarterly Financial Report
- GPMS account
- prior assessments
- information related to your 24/7 registered nurse responsibilities.
Support during assessments
We understand that you may still be refining your reporting practices – our aim is to help you improve the accuracy of your reporting.
During reporting assessments, we will:
- apply procedural fairness
- work with you to resolve any issues we might find.
Length of assessments
How long an assessment takes depends on various factors, including your response time in providing information and documentation.
Outcome of your assessment
We will notify you of the outcome of your assessment.
If we find discrepancies from the care minutes and 24/7 RN information you provided, we might ask that you correct the data through a resubmission process.
The resubmission process consists of:
- The assessor will notify you to confirm resubmission is required.
- You will receive a notice to request updated information and a form to allow you to provide updated information.
- Only complete the categories required for resubmission on the updated information form.
- The resubmission process is for the assessed quarter only. If you wish to make changes to other previously submitted quarters, you will need to contact QFRACFRHelp@health.gov.au.
The resubmission process may result in a change to your:
If we find deliberate or negligent misreporting, we will refer your service to the ACQSC for potential compliance action.
Once we finalise your service’s assessment, you can comment against the outcome.
Contact
Care minutes reporting assessments
