Care time reporting assessments

Care time reporting assessments check the accuracy of care minutes and 24/7 registered nurse (RN) information that you report to us. The outcome of your assessment can affect your service’s Star Rating and RN supplement.

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 May 2025, then every 3 years.

Why they are important

Reporting assessments help:

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:

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. 

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

This Excel document aims to help guide aged care providers when submitting information and documents for a care time reporting assessment. It contains examples of calculations and workings for information and documents commonly requested.

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:

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 adjust 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

Email is if you have any queries about your care time reporting assessment requirements.

My Aged Care service provider and assessor helpline

This helpline provides technical support to government-funded aged care service providers, assessors, and hospital staff using our reporting systems and portals. Call from 8am to 8pm Monday to Friday or 10am to 2pm Saturday.
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