Data mistake leads to Govt publishing inaccurate care minute targets

Fresh care minutes controversy has surfaced after the Government acknowledged it published inaccurate care minute targets that may have impacted some providers relying on Government data.

The incorrect transmission of residential care exit and entry records between Services Australia and the Department of Health and Aged Care (the Department) is to blame. It means the Department published the wrong care minutes targets for the current October-December period based on inaccuracies in data from June-August.

Mirus Australia raised concerns over mismatched data after one of their clients spotted differences between calculations from Mirus’ system and the Department’s. Mirus promptly followed up with the Department and assisted in fixing the issue.

It’s unclear whether the Department was aware of any errors before Mirus’ contact as it confirmed some earlier data was incorrect, although it said the “impact of the change is less in previous quarters”.

This is not the first time aged care reforms have been in the spotlight due to concerning inaccuracies. The launch of the aged care star ratings last December was tinged with complaints the ratings were based on outdated and inaccurate data.

While the data has since been rectified and updated through the My Aged Care Service and Support Portal and the Department’s website, aged care consultant Karina Peace said it’s a timely reminder for providers to keep on top of their own care minutes data.

“The Government has always been very clear in communicating its systems are in development and as they mature there are always going to be hiccups. You have to remember that the Department is not able to access Medicare, PRODA (Provider Digital Access) or all that information. The alignment between the two systems is a little broken,” Ms Peace explained. 

“You need to monitor your care minute requirements. Most of the time they don’t change much, sometimes they don’t change at all month on month. But it is still your responsibility to monitor that.”

Ms Peace’s comments were echoed by the Department in their statement. They reaffirmed that providers are responsible for calculating the care minute targets in respect of their residential care services. They recommend that providers have an established process to calculate or validate care minute targets through internal records on the 15th of each month before the next quarter begins. 

Additionally, Ms Peace said an effective spreadsheet can provide the appropriate care minutes data using the correct formula and calculation. Ongoing internal monitoring can also help providers adapt to sudden care minute changes. 

“If your care needs change within the quarter then you are also required to adjust the care minutes accordingly. For instance, if you had a COVID-19 outbreak and you needed to double the staff you have no excuse saying ‘The Government says we have to do 200 care minutes, just because we have a COVID-19 outbreak doesn’t mean we have to go up to 240’. It does because that’s the clinical needs of the residents,” Ms Peace said.  

Extra quality assurance and system checks will also be introduced to prevent future issues from occurring between Services Australia and the Department. 

Will the error impact compliance and star ratings?

The Department stated that regardless of the incorrect care minute targets being published “approved providers should nevertheless be aiming to meet (or exceed) their care minutes targets”. 

“Ultimately your star rating depends on you performing above and beyond the target the Government provides,” Ms Peace said.

Only providers with drastically different care minute targets are likely to be negatively impacted by the data inaccuracies. The Department confirmed they have advised the Aged Care Quality and Safety Commission of the issue to ensure it will be taken into account when assessing a provider’s ability to meet their targets.

As the issue is also a Government mistake, Ms Peace was quick to reassure providers by downplaying any possibility of them being penalised as a result of not meeting inaccurate care minute targets. 

Meanwhile, if staffing star ratings have been impacted – such as a provider receiving a reduced rating – the Department will contact the provider directly.

The Department’s full statement can be found here.