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.
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.
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|
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|
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|
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.|
For more information about data cleansing and synchronisation, contact us.
Page last updated: 7 March 2019
This information was printed 6 July 2020 from https://www.servicesaustralia.gov.au/organisations/health-professionals/services/medicare/online-claiming-aged-care-providers/register/register-aged-care-online-claiming/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 https://www.servicesaustralia.gov.au/individuals/site-notices when using this material.