How to find and submit an application, request or notification

You must complete and submit a form to:

apply to become a registered provider
apply to vary a registration
apply for approval of a residential care home
request to suspend a registration
request to revoke a registration
request to review one of our outcomes or decisions
request a determination
notify us about a change in circumstance.

If you’re submitting a form to become or stay a registered provider, or to notify us of a change in circumstances, please refer to our Provider registration and Change in circumstances checklist. It will help you understand the steps you need to take.

How to find and submit a form

We have instructions to help you find and submit our forms.

Find and Download forms

Go to Application, request and notifications
Click 'Start a form’
Answer the questions to find the forms you need
Download the forms to your computer.

Important: Make sure all the forms included in your download pack are completed and uploaded together as a single submission. Submitting only some of the required forms may delay assessment or result in your submission being rejected

Fill out the forms

Using a PDF editor (like Adobe) fill out the forms you have downloaded
Use the guidance material or provider handbook to help you fill in the forms
Email or call the number in the form if you need help completing the forms.

Ask for and receive a secure link and unique code

Go back to Application, request and notifications.
Click on ‘submit completed forms’.
Enter the information (email address and contact details) we ask for to receive an email from us. This email will come from info@agedcarequality.gov.au include your secure link and unique code. You should receive the email within 5 minutes.
Use the secure link and unique code to upload your completed forms and supporting documents.

Upload your forms and supporting documents

Once you’ve received your email, click the secure link to submit your completed forms and supporting documents.
Answer the questions to upload the correct forms.
Upload each form in the correct section and click ‘submit’.
Enter your unique code from the email we sent you to confirm the submission.
You’ll receive a confirmation from us that we’ve received the form within 5 minutes.
If you don’t submit completed forms or evidence to support your claim, we may reject your application or form.

Receiving your forms

Once we receive your forms, we will check if they are complete.
If we notice missing data or information, we may reject your form. If we reject your form, you will receive an email explaining the next steps.
If you need support visit contact us.

Completing and submitting a form

When you complete a form, you must:

use the current forms
use our guidance to help you complete them
provide detailed, clear, accurate answers to all questions
make sure the information you provide correctly explains your organisation’s practices
confirm that you’ve prepared all the supporting documents and attachments you need to upload with your form
provide attachments in PDF, Word or Excel format.

Issues when submitting your form

Common technical issues

You may have issues submitting your form if:

you’re using an outdated version. Go to 'Start a form’ to find and download the latest version of the form you need
file names exceed 255 characters (including spaces)
file names contain special characters (for example " * : < > ? / \ |# & .lock .CON .PRN .AUX .NUL .COM0 - COM9 LPT0 - LPT9 _vti_ desktop.ini ~$)
a response exceeds the character limit for a field. Character limits may apply to some answer boxes. In these circumstances, please attach a separate document if you need to provide a longer response
dates are not entered in the required format. (They must be entered as dd/mm/yyyy)
you copy and paste from another system and include extra spaces at the beginning or end of a field
a virus is detected in a form or attachment
a single attachment is larger than 200MB or total attachments exceed 500MB.

Other common issues

You may also have issues submitting your form if:

you haven’t completed and submitted all the forms included in your download pack
you use an old form or change the current form unless we ask you to
mandatory fields (shown in red) haven’t been completed
a required related form or supporting evidence has not been submitted
you’ve submitted the same form more than once
your provider ID or provider name does not match what is listed in the provider portal
your approved residential care home identification number is incorrect
you include an old, approved provider identification number
you refer to old legislation, or Aged Care Act 1997
you submit attachments that don’t support the claims you made in your application.

If you continue to run into problems, please contact us.

Using a consultant or advisor

If you use a consultant or advisor to help you prepare your form, you‘re still responsible for the information you provide. The responses must be your own and must correctly describe your activities and practices. We expect that:

you had considerable involvement in preparing your form and accompanying documents
you understand and have full knowledge of what was submitted as we may ask you to explain the content to us
all information submitted in your application is an accurate representation of your organisation and responsible persons
you can demonstrate the suitability of your organisation and your responsible persons to deliver aged care services and not rely on the expertise of the consultancy or advice service
the responses in your form are specific to your organisation and are not a direct copy of purchased documents
your form and supporting documents accurately set out how your organisation complies with your provider responsibilities
the policies you provide must accurately set out the way your organisation delivers or will deliver aged care services.

If you have chosen to use the services of a consultant or advisor and they have provided the same or very similar information and advice to multiple other applicants or providers, this may indicate a lack of understanding on behalf of an organisation and its key personnel. Providing the same or similar information in your form may indicate a lack of commitment, context, capability and capacity to deliver funded aged care services.

Each form contains a declaration for you to complete before submitting it. The declaration establishes accountability, ensures the accuracy of information and declares that you have complied with or understood specific legislation.