Notifying us of a change in circumstances

You must let us know if there are certain changes in your circumstances as specified in the new Aged Care Act 2024 (new Aged Care Act).

There are 9 types of change in circumstances that you must notify us about.

You must notify us within 14 days about:

changes or an event that affects your suitability to be a registered provider
changes that affect the suitability of any of your responsible persons
changes in who your responsible persons are
significant changes to your organisation or governance arrangements
significant changes in the scale of the aged care services you provide
changes in the types of services you provide
specific changes to your associated providers
specific changes to an approved residential care home
specific financial and prudential matters.

How to make a notification

To submit a notification:

go to Applications, requests and notifications to download the relevant forms
use the Change in Circumstance Guidance to help you complete the forms and understand what evidence and supporting documents you’ll need to attach
read the Change in circumstance form instructions and Provider registration and change in circumstances checklist to help you understand what you need to do to complete and submit your forms.

You must complete all the forms you are provided including:

one Change in circumstance notification form (baseform)
the form/s specific to the change you’re notifying us about (subform/s).

You can include more than one change or type of change in a single notification.

For example, if adding three responsible persons, you need to download and complete:

one baseform
three Adding a person as a responsible person subforms (one for each person).

If you have any questions about the information we’ve asked for or how to complete or submit your forms, you can contact us at providernotifications@agedcarequality.gov.au

Before you submit

Before you submit your notification, check that:

all your answers are complete and accurate
you’ve uploaded all the documents we’ve asked for
the documents you’ve uploaded support the information you’ve included in the form
the spelling of names and dates of birth are correct
your explanations clearly state what changed and why.

We do a risk assessment for each form providers submit. This helps us identify if the change is a risk to the safety, health and quality of life of people receiving care.

There will be delays if the information you submit isn’t complete or doesn’t allow us to do a risk assessment.

Tracking a notification

You can see the status of your submitted forms after we process the Change in circumstance notification.

If we need to, we’ll call or email you about the forms.

Uploading documents

Before you upload your supporting documents, make sure they have accurate names. This makes sure we review the right document.

For example, if you’re uploading your company constitution to support a change to your organisation’s structure, include your provider name in the title: ‘ABC Aged Care Company Constitution 2022–2024’.

If the document is for a responsible person change, include their name and GPMS contact record number in the title: ‘James Smith Director of Nursing CON-2334’.

Registered provider organisation details

You must enter your organisation details in the change in circumstance ‘landing and declaration’ form so that we update the correct record.

Use GPMS to find the right information. You can copy and paste information from GPMS to the responsible person form. If this information is missing, we can’t process the notification.

Privacy, your personal information and notice of collection

The first page of the form lists the legislation that applies to providers’ obligation to notify the Commission of changes in circumstances.

You should also tell your responsible person what personal information you’re including about them in the notification form. Responsible persons details will be included in the Provider Register.

We use the information you provide in this form, and other relevant information we receive, to perform our regulatory functions.

You can find more information in our Notice of collection and Privacy policy.

Registered provider’s best contact details

In the form, you need to tell us who to contact if we need more information. This person needs to be able to answer our questions.

If you’re notifying us about responsible person changes or events, the responsible person that this notification is about must authorise this contact person to handle their personal information. If we need to contact you, this person must have permission to answer questions about the responsible person.