24/7 registered nurse reporting – training video

This training video for residential aged care providers explains how to report on the 24/7 registered nurse responsibility.

14:26

This training video is for residential aged care providers. It explains how to report on the 24/7 registered nurse responsibility, or 24/7 RN.

In addition to this video, you should review the detailed information on how to report on 24/7 RN at the Department of Health and Aged Care website, including:

  • the user guide Government Provider Management System: 24/7 Registered Nurse Reporting
  • the website 24/7 registered nurse reporting.

From 1 July 2023, all approved residential aged care providers must have at least one RN on-site and on duty 24 hours a day, 7 days a week, at each residential facility they operate.

You are required by law to report on the 24/7 RN responsibility at your facilities. This is the case even if one of your facilities has been granted an exemption from the responsibility.

You submit reports through the 24/7 RN reporting application in the Government Provider Management System, or GPMS.

This video will show you what to report, when to report, how to access GPMS, and how to use the reporting application in GPMS. This video will also explain the consequences of not reporting, and show you where to find more information on reporting.

For more information on the 24/7 RN responsibility, check the web hub on the Department website, Care minutes and 24/7 registered nurses in residential aged care. This hub has useful webpages, guidance and fact sheets on 24/7 RN.

You must report on:

  • whether or not an RN was always on-site and on duty at your facility;
  • and give more information for every period of 30 minutes or more an RN was not on-site and on duty.

For every absence, you must report on whether it was planned, who had delegated responsibility for nursing in that period, what support was in place, and whether on-call support had access to clinical records.

If you have any absence during the month, you will need to answer additional monthly questions, on transfer to a local health facility, and RN recruitment.

You are legally required to complete and and submit reports for all your facilities by 11:59pm of the 7th day after the end of the calendar month.

You can report for each day of the calendar month at any time before the report is due. This gives you flexibility in how you report. For example, you may report daily, weekly, or at the end of the calendar month.

You should aim to submit your report before your monthly subsidy claim to Services Australia. This means that if you are eligible for any 24/7 RN supplement, Services Australia will be able to include it in your monthly claim cycle and advance payment calculation. If you submit the report after your monthly subsidy claim, you will still receive the supplement, but it will be paid in the next claim cycle.

Organisation Administrators can access GPMS and log in at the service provider portal.

If you need more information about GPMS, you can find it at the GPMS hub on the Health website. If you have difficulty logging on, you can check the GPMS login troubleshooting guide.

Reporting is performed in GPMS by someone with the role Registered Nursing (RN) Submission (Service).

Organisation Administrators must assign this role in GPMS.

In the GPMS portal landing page select the 24/7 Registered Nurse Reporting tile.

This will open the 24/7 Registered Nurse Reporting page. This page displays the list of all services currently associated with your provider.

You can select any service that you are authorised to view and report on.

By selecting the service you will be able to view the services’ report for each month. You will be able to view all reports that are open for submission under Open report submissions, and submitted reports under Completed report submissions.

Reports can have several different statuses, depending on how far they have progressed.

To begin editing a service’s monthly report, select Edit next to the reporting period. 

Once you begin to edit a report, the Before you start page will appear. This provides information on how to complete the report. 

From this page onwards, the left side of the screen will display the progression of the report. 

A green tick will appear when a section is complete. 

A blue circle will appear in the section currently being worked on.

The next page is the Preparing Submission page. This page is the report itself where you are able to enter nursing coverage information.

You are only required to report on the days in which your service is operational. Any days in which your service is non-operational will be greyed out.

Upcoming days will be greyed out and not available to be filled.

Days the service has not yet completed will be pink.

If the service had at least one RN on-site and on duty for the full day, select Always on site.

If the service did not have an RN on-site and on-duty for 30 minutes or more, select Not on site and record details.

Record the time period no RN was available by selecting a start time from the drop down list, and selecting a finish time from the drop down list. You can edit start times and finish times.

You will also need to fill in:

  • Whether the absence was planned or unplanned
  • Who had delegated responsibility for nursing
  • The additional support available – here, select the highest ranking option
  • Whether on-call support had access to clinical records

More information on what is considered on-site and on duty can be found in our 24/7 RN guidance.

Additional time periods can be inserted by selecting the ‘plus’ button. A time period can be deleted by selecting the delete button. A line be copied by selecting the copy button.

From the first day after the reporting period is over, open the complete report, andselect Continue.

If an absence was reported at any time during the month then you will have to answer additional questions before you complete your submissions. These questions are only asked once. They are:

  • whether alternative arrangements included an option to transfer residents to a local health facility, including the type of local health facility; and
  • whether an RN position is vacant, including how long, whether actively recruiting and whether a vacancy was filled.

The Submission Overview page will display a summary of the submission and the declaration details which you must agree to in order to submit the report.

You will not be able to submit the report until after the end of the month.

You cannot submit a report if any operational days do not have a response recorded – this means the report is incomplete.

You cannot submit a report if any previous month’s report has not been submitted.

After selecting Agree and submit the completed page will display which confirms that the report has been submitted and locked.

The Completed screen will display a summary of the submission.

If the report was successfully submitted on time (i.e. by 11:59 AEST of 7th   day of the following month), a green text box will appear at the top of the screen advising that the report was successfully submitted on time.

Only when the report is submitted and finalised, and you have received the green confirmation text box, will the report be submitted and eligibility for the 24/7 RN supplement be calculated.

If the report was successfully submitted but submitted late, a red text box will appear at the top of the screen advising that the report was successfully submitted late.

If you submit a late report for a facility, the facility will not receive any 24/7 RN supplement for which they may be eligible for that month.

This is especially important for smaller facilities, as the supplement covers the cost of employing additional registered nurses to deliver 24/7 RN.

You should aim to submit your 24/7 RN report before your monthly claims to Services Australia, to receive any supplement in your current monthly claims payment.

Providers can request a reporting extension from the department, but these will only be granted where providers are unable to report due to circumstances outside of their control.

Facility level RN coverage, including the percentage of hours an RN was on-site and on duty at a facility are published online at My Aged Care Find a Provider.

Reporting non-compliance will be referred to the Aged Care Quality and Safety Commission.

For more information check the GPMS and 24/7 RN webpages on the Department website.

If you need help with reporting, for example if you are unable to submit a report or want to reopen a submitted report, please contact the AN-ACC Operations inbox email address.

You can also call the My Aged Care service provider and assessor helpline on 1800 836 799. The helpline is open Monday to Friday (8am to 8pm) and Saturday (10am to 2pm) local time across Australia.

Video type:
Presentation
Publication date:
Description:

From 1 July 2023, all residential aged care providers must report monthly on delivery of the 24/7 registered nurse responsibility. This training video shows providers how to report on the responsibility in the Government Provider Management System.

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