Client adaptor synchronisation

Synchronisation process

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

Send us an electronic file of your occupancy records when your site is ready to ‘go live’. 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 discrepancies to you for amending.

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.