Care Systems will update and supply Knowledge Base articles and billing manuals reflecting the changes under the new Aged Care Act before the 1 November 2025 go-live. These will be released once all relevant rules are finalised and reviewed to ensure accuracy and compliance.

From 1 April 2026, metropolitan aged care providers (Monash Model 1/MM1) may face Base Care Tariff (BCT) funding reductions if they do not meet care minute targets. These withheld funds will be redirected to the Care Minutes Supplement, which can be reclaimed through compliance. Additionally:

• A mandatory Care Minutes Audit will be required.
• QFR data will integrate with ACFR.
• The ACFR audit timeline may be shortened to 180 days.

Yes. RAD retention and DAP indexation functionality has already been implemented in the software. Care Systems is monitoring final rule releases and may temporarily disable these calculations until the November go-live to ensure alignment and avoid confusion.

If you’re connected to Aged Care Web Services (ACWS), you can access Services Australia correspondence via:

ClientCare > Processing > Service Correspondence

Yes. Full functionality for viewing and processing Services Australia correspondence requires the updated Client Maintenance screen.

The reforms introduce new financial and prudential standards, updates to home care and residential care payment rules, and expanded compliance reporting requirements. Key changes include:

• The transition from Home Care Packages to Support at Home, introducing new budget structures and claiming processes. Support at Home program

• New residential care daily fees and accommodation payment rules.

• Integration of Aged Care Web Services for real-time claims, payments, and reporting.

For more details, visit the Aged Care Reforms Roadmap

Care Systems is updating its platform to align with new subsidy structures, automate compliance tracking, and improve financial reporting processes. We are actively engaging with clients to ensure a seamless transition.

Product updates will be rolled out progressively leading up to July 1, 2025. Updates related to financial reporting, subsidy claiming, and compliance tracking will be prioritised.

Providers will need to implement new budgeting and claiming processes. The shift includes an eight-level subsidy model, replacing the existing four levels, and changes to how contributions are assessed.

For more details, visit Support at Home Program – Department of Health and Aged Care

Contributions will now be calculated at a set percentage for different service categories. The new system ensures transparency by validating contribution amounts in real-time through Aged Care Web Services.

• Review the new service categories and subsidy structure.

Support at Home program

• Ensure financial systems are set up to accommodate daily, rather than monthly, claiming.

Set up aged care web services software

• Validate registration details against the updated service provider summary.

Residential aged care providers must comply with updated daily fee structures, new accommodation payment rules, and revised RAD and DAP indexation requirements.

Providers must track and report liquidity levels, risk management practices, and governance compliance to meet new prudential standards.

For more details, visit New Financial and Prudential Standards | Aged Care Quality and Safety Commission

Current residents will transition under ‘no disadvantage’ provisions, ensuring they retain financial arrangements similar to their current ones.

Care providers will need to submit detailed financial and service-level reports via Aged Care Web Services, including real-time validation of claims, client contributions, and eligibility.

Aged Care Web Services will act as the central data repository, replacing manual claims processing with real-time submission and validation. Providers will be able to track claims and payments seamlessly.

• Conduct an internal audit of data collection and reporting systems.

• Train staff on the new regulatory requirements and Care Systems’ updates.

• Participate in Care Systems’ upcoming webinars

• Complete readiness assessments

Final versions of the financial and prudential standards are expected by May 2025. Care Systems will continuously monitor and incorporate updates as they become available.

As of now, new PRODA (Provider Digital Access) APIs for submitting residential care services claims are still under development and remain in draft mode. Until these new APIs are finalized and made available, existing APIs will continue to function as usual. Therefore, you can continue to submit claims for residential care services directly through PRODA without any impact before February 2026.​

For official information and updates, please refer to the following government resources:

• Claim Residential Care Subsidies: This page provides steps to submit monthly residential care subsidies claims using the Aged Care Provider Portal (ACPP). ​
  Residential Care Claims – Services Australia

• PRODA (Provider Digital Access): This page offers an overview of PRODA, including registration and access to available services. ​
  PRODA (Provider Digital Access) – Services Australia

It’s advisable to regularly check these resources or contact the PRODA helpline at 1800 700 199 for the latest updates regarding the availability of new APIs and any changes to the claiming process.

Example: Room Price of $500k, $100k RAD paid on entry, additional $100k of RAD paid 2 years later.

• RAD retention is calculated daily based on the total amount paid at that time.

• Any new RAD payments adjust retention calculations going forward, but past retentions remain unchanged.

• RAD balance reductions from drawdowns affect retentions, while previously taken retentions do not.

• DAP (Daily Accommodation Payment) is recalculated based on the unpaid RAD portion, increasing over time if the RAD balance decreases.

For more details, visit Residential aged care fee scenarios

From the documentation: The amount retained would be calculated based on a retention rate of 2% per annum of the RAD balance, with the amount debited monthly. This change would also apply to Refundable Accommodation Contributions (RACs), which are used by residents that receive support for some but not all of their accommodation deposits.

For more details, visit Response to the Aged Care Taskforce – Accommodation Reform 

• The rules applied are based on their admission date, not the payment date.

• If admitted before July 1, they remain under the old rules (i.e., no RAD retentions).

• If admitted on or after July 1, the new rules apply, including RAD retention deductions. 

For more details, visit Residential aged care fee scenarios

 Array of objects (Item details)
The below information will outline which additional fields are required to be submitted depending on the services claimed.

1. uploadReceipts: Mandatory

Social support and community engagement – Expenses to maintain personal affairs
Nursing care – Nursing care consumables
Nutrition – Nutrition supports
Transport – Indirect transport
Home maintenance and repairs – Expenses for home maintenance and repairs

2. uploadQuote – Conditional – Mandatory if itemFirstPayment is Yes

Home Adjustments – Home modifications products

3. uploadPrescription – Conditional – Mandatory if itemDescription is Prescription

Assistive Technology – Equipment and Products – Assistive technology prescription and clinical support

For more details, visit Residential aged care funding reform

The rates are not mandated until July 1, 2026, but they will be updated accordingly when the mandate takes effect.

More information available at: Support at Home pricing resources

Not in detail. The 10% care management budget is pooled and deducted from the quarterly budget, but claims still need to be made per recipient. Statements will reflect the reconciled available funds, not the detailed breakdown of care management hours.

For more details, visit What To Include In Monthly Statements

Yes. It is the same underlying assessment from Centrelink, but used in different fee structures.

No. You only need to indicate why the RAD balance changed (e.g. drawdown, retention), not the specific dollar values per reason.

Retentions reduce the refund balance due to the resident, but they do not change the basis for DAP calculations.

Yes. A new comparison tool is being released to validate and compare means-tested amounts and related fees under the new structure.

No. Lifetime and annual caps already reached under the current rules continue to be honoured.

No. They can be bundled (e.g. Silver/Gold/Platinum tiers), as long as it is clear what each includes. Clarity is key, not the method of itemisation.

No. Existing residents remain under current rules unless they are absent for more than 28 days or choose to be reassessed under the new rules.

We will release communication on the Roadshows as soon as we’ve finalised location bookings.

View Upcoming Roadshows

Grandfathering arrangements for participant contributions will also apply to people transitioning to Support at Home from the Home Care Package Program, as outlined in the participant contributions section of this document.

Grandfathering arrangements for participant contributions continue to apply even when participants transitioning to Support at Home from the Home Care Package Program are reassessed and reclassified.

From: Support At Home Program Handbook -Chapter 11

Care Recipients who were first assessed for Aged Care after September 2025 may transition to new % individual contribution rates based on the “new rules”, as the Grandfathering rules only apply to Care Recipients who were assessed at the time of the announcement of the new Aged Care Bill/Act.

We believe that for most it won’t change, but for some, there’s a possibility that it might, and we believe Health Dept should let you know but perhaps touch base with them. While the RACS ID is not directly a part of the new aged care reforms, the reforms impact the overall regulatory framework. The new Aged Care Act (starting 1 November 2025) will introduce a universal provider registration system, replacing the separate RACS ID and other approvals. This change aims to consolidate providers under one registration, making it easier for those offering multiple services, like home care and residential care, to register.

Yes, you do. The terms of those agreements, including the 2% retention and indexation, must be included in the resident agreement. Additionally, providers are required to notify customers of DAP (Daily Accommodation Payment) indexation, likely via email or other system-generated correspondence. This notification should occur ahead of the fee change (e.g., for monthly billing, on the 20th of March). Further guidance will be provided.

Yes, the system handles that. If you draw down from the RAD, it affects the retention because the lump sum decreases. The system calculates this on a daily basis. You must decide on the drawdown date, as it impacts the retention calculation. Detailed demonstrations will be provided in October.

Yes, Daily Accommodation Payment calculations now recognise DAP Indexation Factors and the new Index DAP Payments flag. When enabled, DAP amounts and their maximum limits are automatically adjusted for indexation, ensuring charges remain accurate over time.

As part of the 2025 Aged Care Reforms, all aged care providers are now required to report accommodation refundable balances on a monthly basis. This mandatory reporting applies to all balances held for accommodation deposits, whether they are Refundable Accommodation Deposits (RADs) or Refundable Accommodation Contributions (RACs). To support this requirement, providers can submit reports either through the My Aged Care Portal or directly via Care Systems. Within Care Systems, this process is managed through the Accommodation Refundable Balance Report.