Aged Care Online Claiming data cleansing and synchronisation

Providers and services that use Aged Care Online Claiming should perform data cleansing and synchronisation with us before they send and receive data for the first time.

Synchronisation process

Data cleansing and synchronisation will minimise the potential for errors and delays by aligning the data held within external client applications and our payment systems.

When your site is ready to ‘go live’, you need to provide us with an electronic file of your occupancy records to be cross-checked against details in our payment systems. We will let you know if there are any discrepancies that need to be investigated.

File format

The file should be sent to us in comma separated values (CSV) format with the information below. Make sure there are no spaces before or after text.

Description Length and type Required
Care recipient ID Residential - maximum of 7 numbers This field is mandatory
Care recipient surname Maximum of 80 letters and numbers This field is mandatory
Care recipient first name Maximum of 80 letters and numbers This field is mandatory
Care recipient second name Maximum of 80 letters and numbers This field is mandatory
Sex 1 value - must be either M or F This field is mandatory
Date of birth 10 values - format dd/mm/yyyy This field is mandatory

Entry date

Date care recipient entered residential or community aged care service

If a care recipient went from respite to permanent, the entry should be the date of permanent entry. Pre-entry leave should not be included.

10 values - format dd/mm/yyyy This field is mandatory
Service classification 1 value - must be either C, E, H, N, S or X This field is mandatory if the service has multiple classifications

Example of required data format

Care recipient ID Care recipient surname Care recipient first name Care recipient second name Sex DOB Entry date Service classification
1123456 Citizen John   M 10/04/1931 07/07/2009 H
1112345 Citizen Jane   F 01/11/1926 27/08/2008 H
1111234 Brown George   M 15/11/1918 13/08/2006 H
987654 Smith Harry   M 19/03/1932 18/03/2009 H

Response: discrepancy found

Discrepancies will be determined by comparing the information held in our payment systems and the information you provide.

We will report any discrepancies to the service to be amended.

Example of synchronised data returned

Care recipient ID Care recipient surname Care recipient first name Care recipient second name Sex DOB Date of admission Service classification
1123456 Citizen John   M 10/04/1931 07/07/2009 H
1123456             N
1112345 Citizen Jane   F 01/11/1926 27/08/2008 H
1112345     Marie       N
1111234 Brown George   M 15/11/1918 13/08/2006 H
1111234     T        
987654 Smith Harry   M 19/03/1932 18/03/2006  H
987654       F 19/02/1927   N

Response: action required

We will provide advice about the actions required for each discrepancy identified.

Some examples of possible discrepancies are below.

Field Action to be taken if mismatch is identified
Care recipient ID The provider must update their records if a mismatch is identified with the care recipient ID.
Care recipient surname We will update the care recipient surname if a mismatch is identified, unless the change could result in a data matching problem with Centrelink or the Department of Veterans’ Affairs for income-testing purposes. If a data matching problem could occur, the discrepancies will be resolved on a case-by-case basis.
Care recipient name We will update the care recipient’s first name if a mismatch is identified, unless the change could result in a data matching problem with Centrelink or the Department of Veterans’ Affairs for income-testing purposes. If a data matching problem could occur, the discrepancies will be resolved on a case-by-case basis.
Care recipient second name We will enter the care recipient’s second name into the system if it was not originally provided. We will update the care recipient’s second name if a mismatch is identified.
Sex We will update the sex code if a mismatch is identified.
Date of birth We will update the date of birth if a mismatch is identified, unless the change could result in a data matching problem with Centrelink or the Department of Veterans’ Affairs for income-testing purposes. If a data matching problem could occur, the discrepancies will be resolved on a case-by-case basis.
Admission date We will update the aged care payments systems if the admission date provided on the previous Resident Entry Record (RER) matches the correction. The provider will need to send a new RER or an update on the claim form if the admission date provided on the previous RER does not match the correction.

More information

For more information about data cleansing and synchronising, contact us.

Page last updated: 26 May 2016

This information was printed Tuesday 6 December 2016 from humanservices.gov.au/health-professionals/enablers/aged-care-online-claiming-data-cleansing-and-synchronisation It may not include all of the relevant information on this topic. Please consider any relevant site notices at humanservices.gov.au/siteinformation when using this material.