Manage aged care recipient records 065-13070030

Search for a care recipient record in the following aged care systems:

• Aged Care Staff Portal (ACSP)
• To search by Service in Context view, see Step 2 in the Using the Aged Care Staff Portal to search for a care recipient (Service in Context) table
• To search by Care Recipient in Context (CRiC) view, see Step 2 in the Search for a care recipient – Care recipient search and summary screens table
• Aged Care Management Payment System (ACMPS)
• To search for a care recipient record go to Step 2

There are 2 ways to search for a care recipient record in ACMPS.

To search for a care recipient record by:

• the care recipient ID, go to Step 4
• personal details, go to Step 5

To search for a care recipient record by using care recipient’s ID:

• Log on to ACMPS
• On the Home screen, select Care Recipient Search option from the top menu. The Search: Care Recipient screen displays
• Key the care recipient ID in the Care Recipient ID field
• Select Search. The Care Recipient Profile screen displays

Note: Service Officers must check to make sure they select the correct care recipient record. If no results display, check the correct numbers have been entered, or the Death Indicator is set or Not set.

Procedure ends here.

To search for a care recipient’s profile in ACMPS by using care recipient’s personal details:

• Log on to ACMPS
• On the Home screen, select Care Recipient Search option from the top menu. The Search: Care Recipient screen displays
• Key the care recipient’s known criteria in the relevant fields
• Select Search. The search results display
• Select the relevant care recipient. The Care Recipient Profile screen displays

Note:

• Service Officers must check to make sure they select the correct care recipient record
• If no results display, check the correct information has been entered or the Death Indicator is set or Not set

Procedure ends here.

Personal details including care assessment and identification numbers update automatically from data exchanged between systems. See Aged care systems and data exchange for details about the various systems.

Identification numbers can include:

• the care recipient ID
• the Aged Care Gateway (ACG) ID
• the Centrelink ID
• the Department of Veterans’ Affairs (DVA)

Send a SharePoint request to the respective Local Peer Support (LPS) team requesting the care recipient’s personal details are manually updated.

The LPS must review the request and follow one of the following processes:

• For Smart Centre aged care skill tagged staff, see Aged care records remediation for the process
• For Aged Care Payments Team (Health Service Delivery Division), direct all requests details to the Aged Care Programs Branch using the escalation form. The Resources page has a link to the form

State the reason why the manual update is needed and ask the requestor to provide (if any) supporting documents.

For minor and major variations and acceptable documents, see Minor or major variations in name in Change legal name on Medicare record

Care recipient updates include corrections to:

• First, middle and last names
• Email address
• Telephone number
• Marital status
• Date of birth
• Date of death
• Gender
• Country of origin
• Language
• Intertwined indicator
• Address
• Address types

Care recipients can make a major variation to recorded legal name by:

• calling Services Australia HSDD – Means Testing Team
• emailing or mailing the request and supporting documents
• attending a service centre

Once confirmed that updates can be made to amend care recipient identifiers or personal details, see Table 2, Step 6 in Using the Aged Care Staff Portal Care recipient details screen - Care Recipient in Context (CRiC)

To view a care recipient’s compensation details in the:

• Aged Care Staff Portal (ACSP), see Aged Care Staff Portal (ACSP) – Care Recipient in Context (CRiC)
• Aged Care Management Payment System (ACMPS) - go to Step 2

• Log on to ACMPS
• On the Home screen, select Care Recipient Search option from the top menu. The Search: Care Recipient screen displays
• Key:
• The Care Recipient ID in the Care Recipient ID field or
• The care recipient’s personal details in the relevant fields
• Select Search. The search results are displayed
• Select the relevant care recipient record
• The Care Recipient Profile screen displays

To view the compensation details in ACMPS Select Compensation Details tab. The Compensation Details tab will display including:

• Com Type
• Decision Date
• Start Date
• End Date
• % of subsidy
• Lump Sum Amt
• Maxi Level Cover
• Fixed Reduct amt
• Total Sub Reduct
• Subsidy Applied
• Subsidy Remain
• Comments

Procedure ends here.

The Health Service Delivery Division receives the Held Events report via an automated Batch Report. This report is received daily, and specifies the unique care assessment IDs that require manual matching.

Note: care assessment and ACCR search can also be done via the Aged Care Staff Portal (ACSP), see Table 1 of aged care care assessments and approvals.

• Log on to ACMPS
• On the ACMPS Home screen, select Claim & ACCR from the left hand side menu. The Claim & ACCR Search screen will display
• Select ACCR Search. The ACCR Search screen will display
• To search for specific ID, in the:
• the Social Application ID field - key the transaction number as per the spreadsheet
• the Request Category field - select Aged care Client Record/NSAF – IC
• the Status field - select Hold
• Select Search. The search result will display
• Select the record. The Agedcare Client Reco: XXXXXXXXXX, (does not exist) will display

In the Agedcare Client Reco: XXXXXXXXXX, (does not exist) screen, the below tabs are displayed:

• ACCR General Data
• Change History
• ACCR Form
• Parties Involved
• Potential Matches

The Potential Matches will display any matching existing care recipient records.

Does the new record match any existing care recipients listed?

• Yes, go to Step 3
• No, go to Step 4

If there is a matched record:

• Select the matched record
• Select Update Care Recipient
• Select Save
• Select Back

Has the Service Officer completed this process for all care recipients listed in the batch report?

• Yes, procedure ends here
• No, repeat Step 1 to action the next care recipient record

If there is no matched record:

• Select Create Care Recipient
• Select Back

Has the Service Officer completed this process for all care recipients listed in the batch report?

• Yes, procedure ends here.
• No, repeat Step 1 to action the next care recipient record

Note: care assessments and ACCR search can also be done via the Aged Care Staff Portal (ACSP), see Table 1 of aged care care assessments and approvals.

• Log on to ACMPS
• On the ACMPS Home screen, select Claim & ACCR from the left hand side menu
• The Claim & ACCR Search screen will display
• Select ACCR Search. The ACCR Search screen will display

To approve a request for approval of a NSAF care assessment, go to Step 2.

Key the fields with the following information to search the care recipient:

• Log on to ACMPS
• On the ACMPS Home screen, select Claim & ACCR from the left hand side menu. The Claim & ACCR Search screen will display
• Select ACCR Search. The ACCR Search screen will display
• Set the Status field value as Reversal Approval - DoHA (ACCR status) tab
• Select Search
• Select the required assessment Part-6/Reversal Approval - DoHA tab to process

Can the changes be approved?

• Yes, select Approve and Save
• No, reject by selecting Reject and Save

Procedure ends here.

Requests to delete assessment details are only actioned on rare occasions requested by the Department of Health and Aged Care and it is a delegation request.

For example, if the care recipient’s assessment details were matched to an incorrect care recipient’s profile.

Direct all requests to delete assessment details to the Aged Care Programs Branch for action using the escalation form. The Resources page has a link to the form.

Procedure ends here.

• Log into the ACSP
• Main menu (Hamburger button)
• Select the Main menu icon
• Select ACSP home page
• Select Worklist under the Aged Care Staff Portal section
• The Worklist screen displays
• All searches menu tab
• Select the Main menu icon
• Select the ACSP home page
• Select the All searches menu tab
• Select the Worklist tile under the All searches menu tab
• The Worklist screen displays

Allocating a Name change work item

• Select Retrieve work tab
• Select Name changes (including DOB) from the list of options in the Work item type field
• Select Retrieve work

On the Task details screen, Service Officers can:

• Assign the task to another user
• Unassign the task
• Process the task

When a Service Officer selects the Process button, they go to the Care recipient Assessment summary screen.

Go to step 2

• Select the Status hyperlink on Name change approval to access the Care recipient name change screen
• To view the care assessment details select the hyperlink in the Social application ID column. The care assessment version number is displayed in a drop down menu at the top right of the screen
• Review the Care recipient name change details
• To approve a name change, select Approve
• To reject a name change, select Reject

Procedure ends here.