Aged Care Online Claiming data cleansing and synchronisation

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

Synchronisation process

Data cleansing and synchronisation reduces the risk of errors and delays by aligning data in external client applications with our payment systems.

When your site is ready to ‘go live,’ send us an electronic file of your occupancy records. We’ll compare it against details in our payment systems and let you know if we find any discrepancies.

File format

Send the file to us in comma separated values (CSV) format with the information below. Remove 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, F, or U 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

We’ll compare the information held in our payment systems with the information you provide.

We’ll 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'll provide advice about the actions required for each discrepancy identified.

Examples of some discrepancies.

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

More information

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

Page last updated: 27 August 2017