This change in circumstance only applies to providers registered in categories 4,5 or 6 where associated providers deliver services on your behalf in those categories.
You do not need to notify us of changes to associated providers if they only deliver services in categories 1,2 or 3.
Providers sometimes engage other organisations to provide aged care services. These services differ depending on your operating model and the type of care you provide.
If you decide to use an associated provider to deliver certain care and services, including specialised care, you must tell us.
This helps us understand how you deliver care and services and means we’re better informed and can assess how you’re meeting your obligations. We need to understand:
- why you’ve started this arrangement
- how you’ll manage the care these associated providers deliver for you, even if it’s a management company.
You’re still responsible for how associated providers perform on a day-to-day basis. You need to stay involved to meet that obligation. You’re also responsible for care delivered by any other parties the associated provider engages, for example, in a subcontracting arrangement. You can’t transfer legal obligations as a registered provider to an associated provider. Providers must notify us of specified changes to their associated providers including:
- the start of a new arrangement between you and an associated provider to deliver aged care services on your behalf
- the variation or extension of an existing arrangement between you and an associated provider
- the end of an arrangement between you and an associated provider.
You don’t have to notify us of changes to an agreement with an associated provider to:
- supply labour under a labour hire agreement
- deliver services that support your management or governance work
- deliver services other than residential care, personal and care support in the home or community, and nursing and transition care.
Individuals who meet the definition of aged care worker and associated providers are considered to be workers, not associated providers.
Our regulatory bulletin and frequently asked questions explains more about associated providers.
How to notify us
You can notify us of associated provider changes by either:
- completing the relevant forms
- using a bulk upload template if you’re notifying us about multiple associated providers
- submitting notifications through our Associated Provider Notifications (API) application programming interface.
You can still submit individual forms for each associated provider if you prefer this method.
You can find these forms and the templates on our Applications, requests and notifications webpage.
When completing the forms, use the Change in circumstances notification guidance. It outlines what evidence and supporting documents you’ll need to attach.
Add an associated provider
If you’re registered in category 4, 5 or 6 and you’re starting a new arrangement with an associated provider to deliver funded aged care services in those categories, you must notify us.
Notifying us that you’re adding an associated provider
To notify us that you’re adding an associated provider you must complete the:
- Change in circumstance notification baseform (CIC001)
- Add an associated provider form (CIC011).
You must complete separate form for each associated provider you’re adding to your registration.
If you’re adding multiple associated providers, you can use the Add an associated provider bulk upload template or submit notifications through the API option. You must still complete and submit the Change in circumstances baseform (CIC001) with the completed template.
Your notification must include:
- general details of the associated provider, including their ABN and entity type
- contact details for the associated provider
- whether or not the associated provider shares a parent company or legal relationship with you
- details of the arrangement with the associated provider
- the type of service they’ll deliver
- the roles and responsibilities of the associated provider within your organisation.
Remove an associated provider
If you want to remove an associated provider from your registration, you must tell us when and why.
Notifying us of removing an associated provider
To notify us that you’re removing an associated provider you must complete the:
- Change in circumstance notification baseform (CIC001)
- Remove an associated provider form (CIC012).
You must complete separate form for each associated provider you’re removing from your registration.
If you’re removing multiple associated providers, you can use the Remove an associated provider bulk upload template or the API option. You must still complete and submit the Change in circumstances baseform (CIC001) with the completed template.
Your notification must include:
- the associated provider details, including their ABN and entity name
- the date they stopped being an associated provider of your organisation
- why they stopped being an associated provider of your organisation
- how this change may affect your ability to deliver aged care services.
Changes to arrangements with an associated provider
If you’re varying (changing) or extending an existing arrangement with an associated provider, you must notify us.
Notifying us of changes to arrangements with an associated provider
To notify us of changes to arrangements with an associated provider you must complete the:
- Change in circumstance notification baseform (CIC001)
- Change to arrangements with an associated provider form (CIC013).
You must complete separate form for each associated provider you’re updating.
If you’re updating multiple associated provider arrangements, you can use the Update an associated provider bulk upload template or the API option. You must still complete and submit the Change in circumstances baseform (CIC001) with the completed template.
Your notification must include:
- the associated provider details, including their name and ABN
- date the change came into effect
- a description of the change to the current relationship.