Government Provider Management System (GPMS) – Managing your organisation

Functions

In the GPMS Registered Provider portal Manage Your Organisation tile, you can view and update:

• provider details
• residential care home details
• branches details
• responsible persons contact details
• points of contact.

Any variation to your registration or change in circumstance, including changes impacting suitability must be made on the Aged Care Quality and Safety Commission (Commissions) website. For more detail on what would require a change in circumstance notification please visit the Commission website.

User roles

There are multiple user roles in the Manage Your Organisation tile. Users can be assigned multiple roles. Your organisation administrator can assign these roles.

• Provider staff (registered provider) – users with this role can:
  • view all details about their organisation and reported contacts
  • manage all contacts for their organisation.
• Provider staff (home/branch) – users with this role can:
  • view limited details about their organisation
  • access information about homes and branches they have been granted access to
  • manage contacts for homes and branches they have been granted access to.

Reporting duplicate contacts in the Registered Provider portal

Submit the reporting a duplicate contact form to GPMS.Project@health.gov.au.

Updating information within MYO

Registered Providers

Providers may need to update their organisation’s details in GPMS. Providers can update the following organisation details directly through the GPMS Registered Provider portal. For step-by-step guidance, please see the Manage Your Organisation tile User Guide.

• Aboriginal Community Controlled Organisation (ACCO) Y/N flag
  • this can only be edited if the field is blank, it cannot be edited if it already has a Y or N
• add a point of contact 
• cease a point of contact role/s
• update a point of contact role/s
• update the following point of contact fields, if the person is an active responsible person
  • Personal details
    • Preferred name
  • Point of contact information
    • Position
    • Primary phone number 
    • Alternate phone number 
    • Email address
    • Days available
    • Time from
    • Time to
    • Time zone
    • Contact availability notes
      • update the following point of contact fields, if the person is not an active responsible person
  • Personal details
    • Title
    • First name
    • Second name
    • Last name
    • Preferred name
    • Date of birth
    • Legal name
    • Former legal name
  • Point of contact information
    • Position
    • Primary phone number 
    • Alternate phone number 
    • Email address
    • Days available
    • Time from
    • Time to
    • Time zone
    • Contact availability notes
• Update responsible person information
  • Primary phone number 
  • Alternate phone number 
  • Email address
  • Days available
  • Time from
  • Time to
  • Time zone
  • Contact availability notes
  • Add new contact purpose
  • Cease contact purpose
• add a residential care home a contact is responsible for
• cease a residential care home a contact is responsible for
• changes to the organisation’s website address 
• manage users of the GPMS Registered Provider Portal
• self-report and manage offline beds (changes to the number of beds covered under an approval must be done via a variation of registration via the Commission).

Any other information will need to be reported to the Commission through a Change in circumstances notification form available on the Commission's website. 

Requesting changes to offline and online beds

In the Registered Provider Portal – Manage Your Organisation tile, Providers can now:

• record beds as offline
• make offline beds available for use.

Providers can record beds as offline for the following reasons: 

• lack of capacity to deliver care due to workforce or operational issues
• delivering other Commonwealth funded aged care (e.g. TCP, MPSP, NATSIFAC)
• delivering other non-aged care or non-Commonwealth funded services (e.g. private residential care, NDIS, health services)
• offline due to the redevelopment, refurbishment or extension of the whole or part of the building or site
• opening of new residential care home in stages
• offline pending permanent closure of whole or part of the residential care home.

For step-by-step guidance, please see the guide or video on how to report offline beds in residential aged care or visit the departments webpage.

If you want to change the number of beds covered under your approval, you need to apply to the Commission to make this change to your registration through a variation.

This includes:

• an increase in the number of beds covered by the approval (at any time)
• a decrease in the number of beds covered by the approval that will continue for two years or more (for example, due to major renovations, workforce capacity issues or other circumstance).

The department

The department can update the following information on behalf of a Provider within GPMS. Providers will be required to email their Local Network to update their details listed below. Contact details for their Local Network can be found here.

• create and manage funding agreements for TCP, NATSIFACP and MPSP
• create and manage branches for TCP, NATSIFACP, MPSP and Support at Home (including addresses)
• create and manage places events for specialised aged care programs
• create and manage subsidy payments and emergency situations
• manage offline and online beds 
• manage updates to an organisation or Registered Provider business details, such as:
  • Business contact number
  • Emergency and After Hours Contact 
  • Email 
• create and manage provider contact and addresses
  • changes or an event that affects your suitability to be a registered provider
  • changes that affect the suitability of any of your responsible persons
  • changes in who your responsible persons are
  • significant changes to your organisation or governance arrangements
  • significant changes in the scale of the aged care services you provide
  • changes in the types of services you provide
  • specific changes to your associated providers
  • specific changes to an approved residential care home
  • specific financial and prudential matters.

Aged Care Quality and Safety Commission

The Commission is responsible for provider registration, renewal, variation, change in circumstance, suspension, revocation, or corrections to the Provider Register and associated regulatory actions. Through these regulatory processes, provider information in GPMS and related systems will be created or updated. 

Change in circumstances will need to be reported to the Commission through the Change in circumstance notification form, available on the Commission’s website. 

You must notify the Commission within 14 days about:

• changes or an event that affects your suitability to be a registered provider
• changes that affect the suitability of any of your responsible persons
• changes in who your responsible persons are
• significant changes to your organisation or governance arrangements
• significant changes in the scale of the aged care services you provide
• changes in the types of services you provide
• specific changes to your associated providers
• specific changes to an approved residential care home
• specific financial and prudential matters.

This information may also be updated at a point in time through the registration renewal process including variation of registration. 

Changes made via a Change in circumstance notification form will be reflected in GPMS once processed by the Commission. See the guidance for Change in circumstance notification here.

Changes to the suitability of a Responsible Person 

To notify of changes to the suitability of a Responsible Person, providers are required to complete and submit a Responsible Person changes form, available on the Commissions website. 

Adding or ceasing a responsible person in GPMS 

To add or cease responsible persons, complete the Change in circumstance notification form. Once processed, the updated information is viewable in the Registered Provider portal. 

The following responsible person details may be updated based on a Responsible person details update form: 

• Title 
• Name 
• Principal responsibility (for example, responsibility for executive decisions) 
• Job role 
• Position title. 

Renew my registration 

Registered providers can renew their registration through the Aged Care Quality and Safety Commission. 

The following information may be updated in GPMS based on a provider’s change to their registration through an application for variation: 

• register in a new registration category
• remove a category from your registration 
• vary or revoke a Commission imposed condition of registration
• have the Commission impose a new condition of registration.
• add an approved residential care home to your registration (this can include applying to have a new residential care home approved) 
• remove an approved residential care home from your registration
• vary the total number of beds covered by the approval of a residential care home
• revoke the approval of a residential care home.

This information may also be updated through the registration renewal process including variation of registration.

See the guidance for application to vary a registration here.

Changes to Registered Provider (name of home, business name and address)

The Commission and the Department can also update the information below. Providers will be required to email the change to info@agedcarequality.gov.au or GPMS.Project@health.gov.au. The receiving agency will action the request. 

• name of residential care home
• changes to the Registered Provider’s business name 
• changes to the Registered Provider’s postal address

Note these updates can only be requested by a responsible person of the Registered Provider. 

How to find information about associated providers

Visit the Aged Care Quality and Safety Commission’s website for:

• guidance for associated providers
• information on changes to associated providers.

Who to contact if organisation is going into liquidation?

Complete a Change in circumstance notification form on the Commission’s website. The Commission will notify the Department.

When an organisation is in liquidation, staff cannot access GPMS portals. The Commission will work with the Department to ensure user access is revoked.

Resources

A list of resources – including quick reference guides, fact sheets, videos and other publications – for the Government Provider Management System.

Government Provider Management System resources

A list of resources – including quick reference guides, fact sheets, videos and other publications – for the Government Provider Management System.

Stay connected

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Stay connected

• watch our Digital Transformation Tech Talks
• join our Digital Transformation Sector Partners group
• subscribe to the aged care sector newsletter and alerts.

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