Aged Care Provider Portal (ACPP) and Aged Care Web Services to be Read Only in August 2022: What you need to do

Sunday 7th August 2022 is the last day to submit your claim: Don’t risk getting caught out – review our key dates!

August 2022 is a big month for Residential Aged Care Payments and data with Services Australia launching their new Aged Care Payment System. The new Aged Care Payment System will replace the existing System for the Payment of Aged Care Residential Care (SPARC). 

In this article – we look at the key dates and what you need to do, to ensure your data is accurate and you don’t delay any payments. We have broken this down into two streams: 

  • Organisations who complete claiming via the Aged Care Provider Portal (ACPP)
  • Organisations who complete claiming via a Residential Management System or Software that uses Aged Care Web Services
 

My Organisation completes all our claiming via the Aged Care Provider Portal  (ACPP)

This section is for Providers who complete their claiming via the Aged Care Provider Portal (ACPP).

This essentially means that someone or a team of people log into the ACPP to submit events to Services Australia. You do not do this via a Residential Management System or Software system. 

The Aged Care Provider Portal will be read only from the 11th of August to the 20th of August Inclusive 

In basic terms – this means during this time you will be able to view information that exists in the ACPP – but you will not be able to: 

  • Lodge new events 
  • Edit existing events 
  • Delete existing events
  • Finalise claims 

 

What do I need to do to prepare for the Aged Care Provider Portal being read only? 

The single most important thing – is ensure your July 2022 claim is submitted and finalised by 7th August 2022. We recommend working to the following dates:

 
What do I need to do whilst the Aged Care Provider Portal is read only? 

You need to develop a system to ensure all events that need to be lodged when the Aged Care Provider Portal is no longer read only – can be lodged. Examples of such systems could be: 

  • An xlsx template 
  • A system such as Asana 
  • A notebook that is stored in a safe and secure location 

 

What do I need to do after the 20th of August 2022? 

Firstly – familiarise yourself with the ACPP. The key changes to look for will be (we will cover these in a future article): 

  • Changes to the entry event – the option to notify Services Australia that the care recipient is receiving Palliative Care from entry and the option to lodge Respite Care entries and departures on the one event 
  • Changes to the Payment Statement format and new data categories  

 

Secondly – lodge all the events that you could not lodge whilst the ACPP was in read only mode. Because you may be lodging several events, it is important to allow time to lodge these events and review them to ensure that what you lodge is accurate. It is also important to note that standard validations will apply. For instance, if you need to lodge a permanent entry and departure event for a care recipient, you will need to lodge the permanent entry prior to the departure event. 

It is imperative in the days following lodging events, you ensure that: 

  • All events have been accepted by Services Australia 
  • All events are accurate 
  • That the Claim Statement accurately reflects the current status of your facility 

 

My Organisation completes all our claiming via a Residential Management System or Software that uses Aged Care Web Services 

This section is for Providers who complete their claiming via a Residential Management System or Software that uses Aged Care Web Services.

This essentially means that your Residential Management System or Software System lodges events with Services Australia. Most or all of your data checking functions are completed within your Residential Management System or Software System.  

The Aged Care Provider Portal and Web Services will be read only from the 11th of August to the 20th August inclusive 

In basic terms – this means during this time you will be able to view information that exists in the Aged Care Provider Portal – but you will not be able to: 

  • Lodge new events
  • Edit existing events 
  • Delete existing events 
  • Finalise claims 

This also means that during this time – your Residential Management System or Software System will not be able to lodge events with Services Australia via Aged Care Web Services (the digital channel your Residential Management System or Software System uses to submit events to Services Australia). 

What do I need to do to prepare for the Aged Care Provider Portal being read only? 

You need to contact your software vendor to ensure that they have a strategy for whilst Web Services are read only. For most vendors – this will be queueing events between the 11th of August to the 20th of August Inclusive. 

Your software vendor will advise of how to manage event submissions over this time. 

We recommend the following: 

What do I need to do after the 20th of August? 

Firstly – familiarise yourself with the ACPP. The key changes to look for will be (we will cover these in a future article): 

  • Changes to the entry event – the option to notify Services Australia that the care recipient is receiving Palliative Care from entry and the option to lodge Respite Care entries and departures on the one event 
  • Changes to the Payment Statement format and new data categories  

 

Secondly – check with your Residential Management System or Software System to find out what changes are occurring in the system to handle the changes to entry events and the format and new data categories of the Payment Statement. 

Thirdly – ensure all events lodged whilst the Aged Care Provider Portal and Web Services were in read only mode, have been accepted by Services Australia. 

Finally – very carefully – check your claim statement to ensure that all event submissions made during the read only period are reflected on the claim statement. 

 

Need Assistance? 

 MyVitals Daily Data can provide accurate reports of who is in care on a particular day and Resident changes that occur within a given month. The MyVitals platform also contains a range of information that can be useful to assist you in cross checking your claim statement when you go to finalise this. You can login to MyVitals at https://myvitals.providerassist.com.au/login. 

If you have any questions about your data or data you view within MyVitals – reach out to us via email at systems@providerassist.com.au. 

Aaron Tabone

Aaron Tabone

Chief Information Officer

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