Manage aged care service details 065-13070020

To view the Service details screen in the Aged Care Staff Portal, see the Using the Aged Care Staff Portal for service details (Service in Context) table.

To view an aged care service's address details in ACMPS, go to Step 2

To view the address details in ACMPS:

• Log on to ACMPS
• Select Service Search. The Search: Service screen will display
• Key the relevant service details
• Service ID
• Care Type - select the drop down button to display the various options (Home Care, Short Term Restorative Care or Transition Care)
• Select Search
• The Service Details are displayed
• Select Addresses Types tab to view the various address types. The Addresses Types tab will display

Procedure ends here.

To view the service provider relationships screen in the Aged Care Staff Portal, see the Using the Aged Care Staff Portal to view service provider relationships (Service in Context) table.

Note: Service Officers can also view and maintain an aged care service’s provider relationships in ACMPS.

• To view an aged care service’s provider relationships in ACMPS, see Step 8 in Table 6
• To maintain an aged care service's provider relationships in ACMPS, see Step 5 in Table 6

Note:

• For residential aged care services, this information is automatically received via the Government Provider Management System (GPMS) to Aged Care Management Payment System (ACMPS) interface. This step is only used by the Department of Health and Aged Care staff when the interface is experiencing outages and manual intervention is required
• The Aged Care Programs Branch manually updates the approved places for transition care and short term restorative care services after receiving notice from the Department of Health and Aged Care of approval for a variation to a service’s allocation of approved places.

To view and manage an aged care service’s approved places in the ACSP:

• For Residential Care services. See the Using the Aged Care Staff Portal to view and manage a residential care service’s approved places (Service in Context) table
• For Transition care or Short Term Restorative care services, See the Using the Aged Care Staff Portal to view and manage transition care and short term restorative care services’ approved places (Service in Context) table

Does the Aged Care Staff Portal reflect the correct number of approved places?

• Yes, process ends here
• No, Team Leaders and Subject Matter Experts will need to ensure the escalation process is actioned appropriately prior to forwarding queries to the Aged Care Programs Branch. See the Resources page for a link to Aged Care contact details.

The Department of Health and Aged Care notifies Services Australia of aged care services that are under administration.

Email notification is sent by the Department of Health and Aged Care to the Aged Care liaison inbox.

Service Officers must check the claiming history of the aged care service that is under administration. This service must be up to date with their claims.

For example, if the closure date is 1 June 2019, the aged care service is up to date with their claiming when the service has submitted the May 2019 claim.

Is the aged care service up to date with their claims?

• Yes, go to Step 3
• No, contact the aged care service and ask to lodge the claims. Procedure ends here

To process the last monthly claim:

• ACSP – see Step 7 in the Using the Aged Care Staff Portal home page table
• ACMPS - see Process claim summary table

Suspend the future monthly advance for the service that is under administration. This ensures the correct payment of subsidies to the approved provider who is operating the service.

To suspend advances in:

• ACSP – see Using the Aged Care Staff Portal (ACSP) to manage advance suspension for residential aged care services (Service in Context) table in Advances for residential aged care services
• ACMPS – see the Suspend and unsuspend advances table

Update bank details received via PaNDA (email, post and fax).

To update the bank account details in ACSP – see the Using the Aged Care Staff Portal for aged care services' bank account details (Service in Context) table

Lift the suspension (e.g. unsuspend the advance suspension) on the advance and pay any outstanding advances.

To unsuspend advances in:

• ACSP – see the Using the Aged Care Staff Portal (ACSP) to manage advance suspension for residential aged care services (Service in Context) table
• ACMPS - see Suspend and unsuspend advances table

To pay any outstanding advances in:

• ACSP – – see Using the Aged Care Staff Portal (ACSP) to manage advance suspension for residential aged care services (Service in Context) table in Advances for residential aged care services
• ACMPS - see Verify and approve an advance table

Reply to the Department of Health and Aged Care when all actions have been processed.

Log on to ACMPS.

To:

• view a service note, go to Step 2
• add a service note, go to Step 3

To view a service note:

• Log on to ACMPS
• Select Service Search. The Search: Service screen will display
• Key the relevant service details
• Service ID
• Care Type - select the drop down button to display the various options (Home Care, Short Term Restorative Care or Transition Care)
• Select Search. The Service Details will display
• Select the Notes tab. The Notes tab will display

Procedure ends here.

To add a service note:

• Log on to ACMPS
• Select Service Search. The Search: Service screen will display
• Key the relevant service details
• Service ID
• Care Type - select the drop down button to display the various options (Home Care, Short Term Restorative Care or Transition Care)
• Select Search
• The Service Details are displayed
• Select the Notes tab
• Select Edit
• In the Text Type field- select the relevant category note
• Key the relevant information in the Notes section
• Select Save
• The Notes details are saved

Log on to ACMPS

To:

• create a new service, go to Step 2
• maintain the service's identification numbers, go to Step 3
• maintain the service's status, go to Step 4
• maintain the service's relationships, go to Step 5
• maintain the service's address details, go to Step 6
• archive a service, go to Step 7
• view service details, go to Step 8

Note: this step is only applicable to home care services.

• Log on to ACMPS
• On the Home screen, select Service from the Create menu. The Search Service screen will display
• Select the Create Home Care Service. The Service screen will display
• Key information in the mandatory fields provided in the General data section of the Service Details tab

Service Name

• Service Start Date - select the calendar icon to display calendar

• key information in the fields provided in the Main Address and Communication Data section of the Service Details tab
• Address Line 1
• Suburb
• State Code
• Post Code
• Country - automatically populates as 'AU'
• Phone

Procedure ends here.

To add, update or delete identification numbers:

• Log on to ACMPS
• Select Service Search. The Search: Service screen will display
• Key the relevant service details
• Service ID
• Service Name
• Care Type - select the drop down button to display the various options (Home Care, Short Term Restorative Care or Transition Care)
• Select Search
• The Service Details are displayed
• Select the Identification Numbers tab. The Identification Numbers tab will display

To add identification numbers

• Select New
• Key relevant information in the following fields
• ID Type - select the drop down icon and select Service IDs in GPMS
• ID number - the NAPS ID number for the provider
• Valid From
• Valid To
• Select Back
• Select Save

To update identification numbers

• Select Edit List
• Select the relevant identification type item
• ID number - the NAPS ID number for the provider
• Valid From
• Valid To
• Select Save

To delete identification numbers

• Select Edit List
• Select the relevant identification type item
• ID number - the NAPS ID number for the provider
• Valid From
• Valid To
• Select Save

Procedure ends here.

To set or update the service status:

• Log on to ACMPS
• Select Service Search. The Search: Service screen will display
• Key the relevant service details
• Service ID
• Service Name
• Care Type - select the drop down button to display the various options (Home Care, Short Term Restorative Care or Transition Care)
• Select Search
• The Service Details are displayed
• Select the Status Details tab .The Status Details tab will display

To set the status

• Select Edit List
• Key the relevant information in the following fields:
• Status ID - use the drop down menu to select the status of the service. Choose from Operational, Inactive, Non-operational or Closed
• Status valid from - select the calendar icon to display calendar. This value must be after the Service start date
• Status Valid to - select the calendar icon to display calendar
• Select Save

To update the status

• Select Edit List
• End date the Status Valid to for the existing service status - select the calendar icon to display calendar. This value must be after the Service start date
• Select Insert to set the service status
• Key the relevant information in the following fields:
• Status ID - use the drop down menu to select the status of the service. Choose from Operational, Inactive, Non-operational or Closed
• Status valid from - select the calendar icon to display calendar. This value must be after the Service start date
• Status Valid to - select the calendar icon to display calendar
• Select Save

Procedure ends here.

A provider can be added for the service using the Relationships tab. A service can only have one provider.

To add or update relationships:

• Log on to ACMPS
• Select Service Search. The Search: Service screen will display
• Key the relevant service details
• Service ID
• Service Name
• Care Type - select the drop down button to display the various options (Home Care, Short Term Restorative Care or Transition Care)
• Select Search
• The Service Details are displayed
• Select the Relationships tab. The Relationships tab will display
• Select New
• Key the relevant information in the following fields:
• Relationship - set as 'Is Service for'
• Partner - enter the Provider ID. Can be manually keyed or selected from the search results
• Valid From - manually keyed or selected from the search results. Select calendar icon to display calendar
• Valid To - manually keyed or selected from the search results. Select calendar icon to display calendar
• Select Back
• Select Save

Note: select Edit to update the provider details or Delete to delete the relationship just created.

Procedure ends here.

To add or update address details:

• Log on to ACMPS
• Select Service Search. The Search: Service screen will display
• Key the relevant service details
• Service ID
• Service Name
• Care Type - select the drop down button to display the various options (Home Care, Short Term Restorative Care or Transition Care)
• Select Search
• The Service Details are displayed
• Select Addresses tab. The Addresses tab will display
• To update existing address details Select Edit
• Key the relevant changes
• Select Save and Back
• To additional addresses
• Select New
• Address Line 1
• Suburb
• State Code
• Post Code
• Country - automatically populates as 'AU'
• Phone
• Select Save
• Select Save and Back

Procedure ends here.

To archive a service:

• Log on to ACMPS
• Select Service Search. The Search: Service screen will display
• Key the relevant service details
• Service ID
• Service Name
• Care Type - select the drop down button to display the various options (Home Care, Short Term Restorative Care or Transition Care)
• Select Search
• The Service Details are displayed
• Select Edit
• Select the checkbox in the Archiving Flag field to select it for archival
• Select Save

Procedure ends here.

To view service details:

• Log on to ACMPS
• Select Service Search. The Search: Service screen will display
• Key the relevant service details
• Service ID
• Care Type - select the drop down button to display the various options (Home Care, Residential Care, Short Term Restorative Care or Transition Care)
• Select Search
• The Service Details are displayed
• Select the below tab to display the below tab's relevant information:
• Identification Numbers
• Indicators
• Status Details
• Service Places Details
• Addresses
• Address Types
• Relationships
• Contact Person
• Key Personnel
• Active Care Recipients
• Communication History
• Bank details
• Advance Suspension Details
• Sanction Details
• Workforce Supplement Details
• Provider Statement for Service
• Notes
• Notes Log
• Change History

Note:

• Service Places Details are only applicable to a flexible care service
• A flexible care service can either be a Short Term Restorative Care or Transition Care service