Skip to navigation Skip to content

Recording information in the Aged Care Staff Portal (ACSP) 065-25013019

This document outlines information on how to add service notes and care recipient notes in the ACSP.

On this page:

View and manage Global service notifications, Services notes and Service notifications for aged care services (Service in Context)

Using the Aged Care Staff Portal to manage care recipient notes Care Recipient in Context (CRiC)

View and manage Global service notifications, Services notes and Service notifications for aged care services (Service in Context)

Table 1

Step	Action
1	Choose menu options in the Aged Care Staff Portal (ACSP) Use this table to view and manage notes/notifications (message) for a service of any care type in the ACSP. Choose from the following options: Search note/notification - go to Step 2 View note/notification - go to Step 5 Create note/notification - go to Step 6 Update note/notification - go to Step 10 Delete note/notification - go to Step 13 Approve or reject a Global service notification - go to Step 14 Halt a Global service notification - go to Step 15
2	Service note search screen Go to the Service note search screen: Main menu (Hamburger button) Select the Menu icon Select Service note search under the Aged Care Staff Portal section The Service note search screen shows All searches menu tab Select the Menu icon Select Home under the Aged Care Staff Portal section Select Service note search menu tile from the All searches menu tab The Service note search screen will display Services menu tab Select the Main menu icon Select Home under the Aged Care Staff Portal section Select the Service note search tile from the Services menu tab The Service note search screen will display
3	Using Service note search screen Search for notes/notifications (messages) by completing the following fields in the Search criteria: Note category Global service notification Service Service notification Care type - any care type applicable Note type - dropdown menu will vary depending on Note category selected Status - dropdown menu will vary depending on Note category selected Document ID Service - key the service name or service ID. When keying in the service ID, the ACSP will display a list of service(s) containing potential matches. To select the service ID, select the service from the list of service(s) and press Enter Claim month from - key the month and year (Month YYYY), or select from the calendar (select the calendar icon to display the calendar) Claim month to - key the month and year (Month YYYY), or select from the calendar (select the calendar icon to display the calendar) Start date from - key the date (DD.MM.YYYY), or select from the calendar (select the calendar icon to display the calendar) End date to - key the date (DD.MM.YYYY), or select from the calendar (select the calendar icon to display the calendar) Created date from - key the date (DD.MM.YYYY), or select from the calendar (select the calendar icon to display the calendar) Created date to - key the date (DD.MM.YYYY), or select from the calendar (select the calendar icon to display the calendar) Maximum results field - defaults to 50. Select other radio buttons for different number options Select Search. Is the search successful? Yes, The Service notes search results screen will display Go to Step 4 No, The following message will display if the search results have matched a higher number than what is being displayed: ‘Your search results matched <total number of notes>, but no more than 50 notes can be displayed. The first 50 notes are displayed below, please refine your search criteria if required’ Change the Maximum results field in the search criteria to expand the search results displayed Repeat this Step (Step 3)
4	Service notes search results screen Depending on the search criteria, the Service notes search results screen may return: an exact search result (that is, claims for a single service ID) or multiple search results (that is, multiple claims for multiple service IDs) The Service notes search results screen shows the following details: Document ID Care type Note category Note type Service NAPS ID - Note: if selecting the Service ID hyperlink, the ACSP Home Page screen shows for the service in context Start date End date Created date Note Status - Note: if selecting the Service ID hyperlink, the View service note screen shows. Go to Step 5.
5	View service note screen Depending on the search criteria, the View service note screen may show the following details: Status Note ID Document ID Created date Created by Last updated at Last update by Actioned by - shows for a deleted global notification Actioned on - shows for a deleted global notification Delete Reason - shows for a deleted global notification Care type Note category Note subcategory Note type Service NAPS ID Claim month start Claim month end Effective date to Start date End date Service note (500 character limit) Select Go to Service notes search to return to the Service note search screen. Procedure ends here.
6	Create note screen Go to the Create note search screen by: Main menu (Hamburger button) Select the Menu icon Select Create service note under the Aged Care Staff Portal section The Create service note screen will display Services menu tab Select the Menu icon Select Home under the Aged Care Staff Portal section Select the Create service note tile from the Services menu tab The Create service note screen will display Choose from the following note category options: Create a Service note - go to Step 7 Create a Global service notification - go to Step 8 Create a Service notification - go to Step 9
7	Create a Service note Note category* - select Service Service - key the service name or service ID. When keying in the service ID, the ACSP will display a list of service(s) containing potential matches. To select the service ID, select from the list of service(s) and press Enter. Repeat this step to list multiple service IDs for the same note to apply Select Remove in the Action column to remove a service ID Note type* - select from available options Service note - enter free text note up to the limit of 500 characters Is the note to be finalised? Yes, Select Submit Success message will be displayed View service note screen will display No, Select Cancel Message will be displayed to confirm action Select Yes to cancel Select No to return to Create service note screen Procedure ends here.
8	Create a Global service notification For Aged Care Program staff only. Seniors and Ageing Branch will manage requests and coding of Global service notifications. This includes an internal process (email) for an EL2 to consider and approve the request before coding in ACSP commences Only Aged Care - Business Administration user roles will have the option available to create Global service notifications When the note is created a different Aged Care - Business Administration user (than the user created) must approve or reject the Global service notification To create a Global note: Note category* - select Global service notification Note subcategory - select the required option Message (notification presents on the selected services' home page) Payment statement (note will present on the selected services' payment statement) Note detail - select one or multiple care types Home care (applicable for pre-November 2025 claim) Support at Home Residential care Short-term restorative care (applicable for pre-January 2025 claim) Transition care Note type* - select either of the below Claim period (the note start and end dates will align with the claim month shown in a later field) Effective date (the note start and end dates can be recorded as individual dates. For example, 01/01/9999) Message (default selection when Message Subcategory is chosen) Note: if you choose Support at Home as part of your criteria, "claim period" will not be an option due to no monthly claims lodged for Support at Home. Claim month start* - applicable for Claim period Note type Claim month end* - applicable for Claim period Note type Effective date from* - applicable for Effective date Note type Effective date to* - applicable for Effective date Note type Start date - applicable for Message Note type End date - applicable for Message Note type Note - enter free text note up to the limit of 500 characters Individual services can be excluded from a global note/notification. At the bottom of the Create Service note screen, under the List of services excluded heading: Key the service name or NAPS ID to exclude Select the Remove button under the Action heading of the Services table if the service ID is no longer excluded Is the note/notification to be finalised? Yes, Select Submit Success message will be displayed View service note screen will display No, Select Cancel Message will be displayed to confirm action Select Yes to cancel Select No to return to Create service note screen Procedure ends here.
9	Create a Service notification Note category* - select Service notification Note subcategory - choose relevant option Message - (for creating a notification that will display on a service(s) home page). For Aged Care Program staff only. Seniors and Ageing Branch will manage requests and coding of Service notifications containing the Note subcategory of Messages Payment statement (for creating a note that will display on service(s) home page) Service details - choose relevant care type: Home care (for retrospective notes) Residential care Short term restorative care (for retrospective notes) Transition care Support at Home Service - key the service name or service ID. When keying in the service ID, the ACSP will display a list of service(s) containing potential matches. To select the service ID, select the service from the list of service(s) and press Enter. Repeat this step to list multiple service IDs for the same note to apply Select Remove in the Action column to remove a service ID Note: if a service ID does not match the care type chosen under service details nothing will populate in the service table. Note type* - select from available options Start date End date Claim month start* Claim month end* Date from Date to Service note - enter free text note up to the limit of 500 characters Is the note to be finalised? Yes, Select Submit Success message will be displayed View service note screen will display No, Select Cancel Message will be displayed to confirm action Select Yes to cancel Select No to return to Create service note screen Procedure ends here.
10	Update a note/notification Only Aged Care - Business Administration user roles will have the option available to update Global service notifications and Service notifications that contain the Note subcategory: Message Service notes cannot be updated Choose from the following options: Update a Global service notification - go to Step 11 Update a Service notification - go to Step 12
11	Update existing Global service notification Only Aged Care - Business Administration user roles will have the option available to update Global service notifications When the note/message is updated a different Aged Care - Business Administration user (than the user who updated) must approve or reject the Global service notification Access the View service note screen: Select the Update button For notes where the start date has not yet commenced: Care Type* Claim month start* - applicable for Claim period Note type Claim month end* - applicable for Claim period Note type Effective date from* - applicable for Effective date Note type Effective date to* - applicable for Effective date Note type Start date - applicable for Start date Note type End date - applicable for End date Note type Service note - enter free text note up to the limit of 500 characters For notes where the start date has commenced but not ended: Claim month end* - applicable for Claim period Note type Effective date to* - applicable for Effective date Note type End date - applicable for End date Note type Is the note to be finalised? Yes, Select Submit Success message will be displayed View service note screen will display No, Select Cancel Message will be displayed to confirm action Select Yes to cancel Select No to return to Create service note screen Procedure ends here.
12	Update existing Service notification Only Aged Care - Business Administration user roles will have the option available to update Service notifications that contain the Note subcategory: Message. Access the View service note screen: Select the Update button For notes where the start date has not yet commenced: Claim month start* Claim month end* Start date End date Service note - enter free text note up to the limit of 500 characters For notes where the start date has commenced but not ended: Claim month end* End date Is the note to be finalised? Yes, Select Submit Success message will be displayed View service note screen will display No, Select Cancel Message will be displayed to confirm action Select Yes to cancel Select No to return to Create service note screen Procedure ends here.
13	Delete a note/notification Only Aged Care - Business Administrator user roles will have the option available to delete Global service notifications and Service notification that contain the Note subcategory: Message Service notes or Service notifications containing the Note subcategory of Payment statement can only be deleted by staff with the following user roles: Aged Care - Technical Program Advisor Aged Care - Team Coach Manager Aged Care - Business Administrator Aged Care - IT Administrator Global service notifications and Service notifications containing the Note subcategory of payment statement cannot be deleted if the: month start or effective from date has commenced, and corresponding claim has been approved and paid Where a Service notification with Note subcategory payment statement or Note subcategory message was created for multiple service IDs: delete functionality is only possible per individual note (that is, no multiple service ID delete function) Access the View service note screen: Select the Delete button Delete reason* - enter free text note up to the limit of 500 characters Select Yes to confirm action Success message will be displayed Select No to back out of action and return to the View service note screen Procedure ends here.
14	Approve or Reject a Global service notification Only Aged Care - Business Administrator user roles will have the option available to approve or reject a Global service notification A different Aged Care - Business Administrator user (than the user that created or updated) must approve or reject a Global service notification Access the View service note screen: Approve note Select the Approve button Select Yes to confirm action. Success message will be displayed Select No to back out of action and return to the View service note screen Reject note Select the Reject button Select Yes to confirm action. Success message will be displayed Select No to back out of action and return to the View service note screen Procedure ends here.
15	Halt a Global service notification - containing Note subcategory - Payment statement note Only Aged Care - Business Administrator user roles will have the option available to halt Global service notification - Payment statement This action is only applicable for a Global payment statement note that already appears on payment statements Action will result in the Global payment statement note being immediately removed from payment statements Access the View service note screen: Select the Halt button Select Yes to confirm action Success message will be displayed Select No to back out of action and return to the View service note screen

Using the Aged Care Staff Portal to manage care recipient notes Care Recipient in Context (CRiC)

Table 2

Step	Action
1	Choose menu options in the Aged Care Staff Portal (ACSP) Use this process table to: view, add (create) and update care recipient notes delete care recipient notes Care recipient notes are different to payment statement/provider notes. Care recipient notes are created at an individual care recipient level (Care Recipient in Context (CRiC) view). Payment statement/provider notes are created at an individual service level (Service in Context view). See Using the Aged Care Staff Portal to view payment statements (Service in Context) table for information about Payment statement/provider notes. Log on to ACSP. Choose from the following options: Care recipient notes Going to the screen - go to Step 2 Using the screen - go to Step 3 Add care recipient notes, go to Step 4 Update or delete care recipient notes, go to Step 5 Viewing the Other notes tab, go to Step 6 Viewing the Deleted notes tab, go to Step 7
2	Going to the Care recipient notes screen Note: if there are no care recipient notes recorded, the hyperlinked care recipient notes will not be available for Service Officers to select Go to the Care recipient notes screen using any of the following: Main menu (Hamburger button) Select the Main menu icon Select the Care recipient search tile under the All searches menu tab The Care recipient search screen will display Search for the care recipient to display the Care recipient summary screen Select the Main menu icon Select the Care recipient notes under the Care recipient section The Care recipient notes section will display Care recipient summary screen Select the Main menu icon Select the Care recipient search tile under the All searches menu tab The Care recipient search screen displays Search for the care recipient to display the Care recipient summary screen The Current Circumstances section displays the care recipient’s most recent care recipient note if available Select the hyperlinked care recipient notes to display the Care recipient notes screen Care recipient menu tab Select the Main menu icon Select the ACSP home page Select the All searches menu tab Select the Care recipient search tile under the All searches menu tab The Care recipient search screen will display Search for the care recipient to display the Care recipient summary screen Hover the mouse pointer over the Care recipient menu tab A pop up window will display Select Care recipient notes The Care recipient notes screen will display
3	Using the Care recipient notes screen Note: All Service Officers can view care recipient notes on the Care recipient notes tab See the Resources page to see who can: delete care recipient notes on the Care recipient notes tab view and use the Deleted notes tab The Care recipient notes screen displays the following: Care Recipient banner - displays the care recipient’s name, IDs, Date of Birth, Nominee: Y/N, Record type and Type of care status Care recipient notes tab - displays notes specifically in respect to the care recipient Other notes tab - displays notes that are associated with claims and/or events in respect to the care recipient Deleted notes tab - displays the deleted care recipient notes in a table format Note ID - a reference number Note subject - the deleted note’s subject category Notes - displays the deleted note’s full text Created date Created by - user ID who created the note Deleted date Deleted by - user ID who deleted the note On the Care recipient notes screen, Service Officers can: type in a keyword in the Search bar to search for all records that contain the keyword search results display where the keyword is used anywhere on the record, even if it appears in the middle of another word select Show all or Show less to display all or some part of the care recipient notes select Add note to add (create) a care recipient note. Go to Step 4 select Update to update a care recipient note. Go to Step 5 select Delete to delete a care recipient note. Go to Step 5 select Other notes to display the Other notes tab. Go to Step 6 select Deleted notes to display the Deleted care recipient notes tab. Go to Step 7 select Back to care recipient summary to return to the Care recipient summary screen Procedure ends here.
4	Add care recipient notes Note: See the Resources page to see who can Add note When adding a care recipient note, Service Officers must select the appropriate Subject category to accurately reflect the note content For example, select Claims for claiming related issues, select Correspondence for letters related issues etc Using the correct Subject category will help other Service Officers when viewing or using the Care recipient notes screen All fields are optional unless marked with an asterisk On the Care recipient notes screen, select Add Note in the Care recipient notes tab. The Create care recipient note section will display. Complete the following fields: Subject* - select the relevant subject from the drop down menu Note (500 character limit)* - key clear and concise notes of the action taken Service Officers can either select: Submit The care recipient note has been saved Procedure ends here Cancel The Cancel? pop up notification appears Select Yes Procedure ends here
5	Update or delete care recipient notes Note: See the Resources page to see who can Update or Delete care recipient notes When Service Officers are updating care recipient notes, the updated information will display as an annotation That is, the annotation (the updated content) will display in additional to the original care recipient note information The annotation will not override (replace) the original care recipient note information For Service Officers who do not have the appropriate security roles to delete care recipient notes, they must ensure the escalation process is actioned appropriately For Smart Centre aged care skill tagged staff, see Tier 0 technical support - self-sufficiency for the process For Aged Care Payments Team (Health Service Delivery Division), see Team Leader for the escalation process All fields are optional unless marked with an asterisk To Update care recipient notes All updates to a care recipient note can only be made from the Care recipient notes tab. On the Care recipient notes screen: Select the Care recipient notes tab The Care recipient notes tab will display Select Update next to the relevant care recipient note The Note (500 character limit)* section will display Key the relevant notes. Service Officers can either select: Submit The care recipient note has been updated Procedure ends here Cancel The Cancel? pop up notification appears Select Yes to cancel the updates Select No to continue with updating the care recipient notes Procedure ends here To Delete care recipient notes. Care recipient note can only be deleted from the Care recipient notes tab. On the Care recipient notes screen: Select the Care recipient notes tab The Care recipient notes tab will display Select Delete next to the relevant care recipient note The Delete? pop up notification will display Service Officers can either select: Yes, The care recipient note is deleted from the Care recipient notes tab and will display in the Deleted notes tab Procedure ends here No, The care recipient note remains on the Care recipient notes tab Procedure ends here
6	Viewing the Other notes tab Note: all Service Officers can view the Other notes tab. On the Care recipient notes screen, select the Other notes tab. The Other notes tab displays the following: Care Recipient banner - displays the care recipient’s name, IDs, Date of Birth, Nominee: Y/N, Record type and Type of care status Other notes tab - displays notes that are associated with claims and/or events in respect to the care recipient Service Officers can type in a keyword in the Search bar to search for all records that contain the keyword select the number of records to display from the Show records drop down list (bottom left corner of the screen) go to a different page by selecting either the: First, Previous, Next or Last options, or the relevant page number select Back to care recipient summary to return to the Care recipient summary screen Procedure ends here.
7	Viewing the Deleted notes tab Note: See the Resources page to see who can view the Deleted notes tab On the Care recipient notes screen, select the Deleted notes tab. The Deleted notes tab displays the following: Care Recipient banner - displays the care recipient’s name, IDs, Date of Birth, Nominee: Y/N, Record type and Type of care status Deleted notes result table Note ID - a reference number Note subject - the deleted note’s subject category Notes - displays the deleted note’s full text Created date Created by - user ID who created the note Deleted date Deleted by - user ID who deleted the note Service Officers can: type in a keyword in the Search bar to search for all records that contain the keyword select the number of records to display from the Show records drop down list (at the bottom of the table) select the number of records to display from the Show records drop down list (bottom left corner of the screen) go to a different page by selecting either the: First, Previous, Next or Last options, or the relevant page number select Back to care recipient summary to return to the Care recipient summary screen Procedure ends here.