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 balance you hold for each individual resident on a monthly basis. This includes:

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

RAD and RAC balances are reported in the online claim you submit to Services Australia each month to claim subsidy for your residents.

Reporting refundable deposits is designed to make things fair and accurate. It 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.

For information about how to report refundable deposit balances view Claiming for residential aged care funding (see step 3).

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

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