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 webpage 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.
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 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.
You must report on:
- whether or not an RN was always on-site and on duty at your facility;
- and every period of 30 minutes or more an RN was not on-site and on duty.
For periods where an RN was always on-site and on duty, you must provide the main reason for the absence and the main alternative clinical care arrangement.
If there are multiple reasons for an absence or alternative arrangements, you only need to provide the main reason and alternative arrangement when reporting.
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 supplement, Services Australia will be able to include it in your current claim cycle and advance payment calculation. If you submit the report after your monthly subsidy claim, you will still receive supplement, but it will be paid in the next claim cycle.
Organisation Administrators can access GPMS and log in at the service provider portal.
It is important to attempt to log in to GPMS as soon as possible. Usually, access to GPMS is straightforward. But if there is an unexpected issue, delaying logging in could impact your ability to report on time for 24/7 RN.
If you need more information about GPMS, you can find it at the GPMS hub on the Health website. If you 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.
This recording shows how to set up the reporter role.
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 the following statuses:
• Not started: The report hasn’t been actioned yet.
• In progress: Started entering and saving data, but haven't submitted yet.
• Submitted: Report has been submitted.
• Resubmission: Report is open for resubmission.
• Resubmitted: The report has been resubmitted.
This recording shows how to access the report.
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.
For the reason why no RN was available, select the main reason from the list. For example, the absence could be a “Temporary absence – unplanned” or it could be a “Long term RN vacancy – recruitment last 4 weeks”.
For the Alternative arrangement, selection the main one from the list. For example, the alternative arrangement could be “Access to RN in a co-located health/aged care service”, or “GP/NP/RN on-call can attend in less than 15 minutes.”
This recording shows how to fill in data.
Additional time periods can be inserted by selecting the ‘plus’ button. A time period can be deleted by selecting the bin icon. A line be copied by selecting the copy icon.
This recording shows how to manage additional time periods.
From the first day after the reporting period is over, open the complete report, and select Continue.
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 reports have 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.
This recording shows how to submit a report.
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 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 will be published online from around the end of August 2023.
Reporting non-compliance will be referred to the Aged Care Quality and Safety Commission.
For more information check the GPMS and 24/7 RN hubs on the Department website.
If you need help with reporting, 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.