As providers begin moving through the first wave of registration renewals and variation requests under the new Aged Care Act, the Aged Care Quality and Safety Commission has started to put more detail around how the process is working in practice.
A recent webinar focused on what providers are already experiencing, from earlier renewal timelines to more detailed evidence requirements and a reworked audit approach.
Several practical points stood out.
Earlier renewals, longer lead times
Providers are now being invited to renew their registration up to 18 months before expiry, particularly where audits are required.
The timing reflects the scale of the renewal process, which may include audits, evidence submission and full reassessment against registration requirements.
For many providers, that shifts renewal from a periodic task to something that needs to be planned well in advance, particularly for those operating across multiple service categories.
Variation requests require detailed evidence
Variation requests are already being processed across the sector, including approvals for new homes, additional beds and service changes.
Each request requires supporting evidence, including:
- staffing models and care delivery plans
- building design and layouts
- risk and safety frameworks
- transition plans where services are changing
While the ability to vary registration at any time remains, the level of detail required has increased. Timeframes can extend to 90 days depending on how complete the application is at submission.
Audits now announced and staged
All registration-related audits will now be announced, with providers given a clear point of contact and time to prepare.
Audits follow a staged process:
- provider-level governance assessment
- care delivery assessment across selected locations
- staged reporting, including preliminary findings
The Commission confirmed audits are now forward-facing, assessing whether systems can sustain quality over time rather than focusing solely on point-in-time compliance.
Evidence expectations still evolving
Providers are expected to submit documentation upfront through audit tools, often before site visits begin.
The Commission acknowledged there is currently wide variation in how much information providers are submitting, with some organisations providing significantly more documentation than others. Further guidance is expected to help clarify what is required.
Fees linked to complexity
Fees vary depending on the type of change and level of assessment required.
In one example shared during the webinar, a provider adding a residential care category and a new home faced total variation costs of $27,400, including audit fees.
Renewal fees follow a similar structure, increasing with service complexity and audit requirements.
