Aged Care Entry Record

Page last updated: 19 February 2015

Dear Provider,

New arrangements for income testing in home care and means testing in residential care took effect on 1 July 2014. One element of this is that since 1 July 2014, providers have been required to lodge an Aged Care Entry Record (ACER) when consumers commence a home care package or enter residential care. The ACER form is available from the Department of Human Services’ (DHS) website.

Information on these new arrangements is available on the DHS website. To assist providers, the information below summarises the requirements and answers a number of commonly asked questions about the arrangements, and the income and means testing processes.

Home Care Packages

Do I need to notify the Department when a person commences a home care package?

Yes. Providers need to lodge an Aged Care Entry Record (ACER) with the Department of Human Services (DHS) for every client who commences a new home care package from 1 July 2014.

Is there a timeframe for the ACER to be completed?

Yes. The ACER is required to be completed within 28 days of home care commencing.

How do I get a copy of the ACER form?

The ACER form can be downloaded from the Aged Care Entry Record, or access it at the Medicare website.

How do I submit the ACER?

The completed ACER can be submitted to DHS via the Aged Care Online Claiming website. Alternatively a paper form can be scanned and emailed to: aged.care.liaison@humanservices.gov.au

or it can be mailed to:

Department of Human Services
Aged Care Payments
GPO Box 9923
Sydney NSW 2001

What is the process for determining income tested fees in home care?

A person’s income tested fees will be determined by DHS. The determination will be triggered by either:

  • Providers lodging an ACER for clients who have commenced care:
    • If the client is a full pensioner, DHS will notify both the provider and the client that no income tested fees are payable.
    • If the client is a part pensioner, DHS will notify both the provider and the client of the income tested fees payable.
    • If the client is a self-funded retiree, DHS will write to the person seeking their income details to enable an assessment to be undertaken. They will then notify the client and the provider of the income tested fees payable.
  • Lodgement of an Income Assessment request by the client/consumer:
    • A client/consumer can at any time, including prior to entering care, request an assessment of their income tested fees from DHS.

How can I get a copy of the Income Assessment Form?

Providers can download the Aged Care Income Fee Assessment form and the associated information booklet from the DHS website, or copies of the form can be ordered by calling 1800 195 206.

Do I have to wait until clients have an income assessment, before commencing a home care package?

No. Providers can accept clients without waiting for an income tested fee assessment from DHS.

Providers do not need to notify clients of the exact income tested fee prior to entering into a home care agreement (noting that income tested fees can vary over time with changes in income). Instead, providers need to advise clients that they may be subject to an income tested fee, which will be determined and advised to the client and provider by DHS.

Providers can direct clients to the MyAgedCare Fee Estimator if they wish to receive an estimate of their income tested fees. Full pensioners are not subject to income tested fees.

How long will an assessment normally take?

Assessments for clients who are already known to DHS (e.g. Centrelink customers) will be completed within 48 hours.  Where a client is not known to DHS the client may need to provide additional information to support the assessment, which may have an impact on the time required to complete the assessment.

Residential Aged Care

What are the processes in residential aged care?

For all new clients entering residential aged care an ACER is required to be completed within 28 days.

At this stage, providers are not required to update an ACER if a choice of payment method is made after the ACER is lodged.

How do I submit the ACER?

It can be submitted to DHS via the Aged Care Online Claiming Website or as a paper form.

The form can be downloaded from Aged Care Entry Record  or access it at the Medicare website.

What else is required?

People entering residential aged care from 1 July 2014 are also required to complete the Combined Assets and Income Assessment form. This can be done at any time, including prior to entering care. If such a form has not been submitted when a provider lodges the ACER, DHS will contact the resident directly to request its completion.

DHS will advise the provider and resident of the fees payable and about any eligibility for accommodation assistance, once the means assessment is complete.

How can I get a copy of the Combined Assets and Income Assessment form?

Providers can download the Permanent Residential Aged Care Request for a Combined Assets and Income Assessment form, and the associated  information booklet, from the DHS website, or copies of the form can be ordered by calling 1800 195 206.

Where can I get more information?

Further information about DHS’s processes is available on the DHS website or by calling 1800 195 206

Further information on the reforms that took effect from 1 July 2014 is available on MyAgedCare or by calling 1800 200 422.

Information is also available on the Department of Social Services’ website.