Starting the first of July, 2025, aged care providers in Australia will need to register under a new framework designed to improve service quality and accountability. These changes aim to streamline the process, ensuring that every aged care business meets stricter compliance requirements while delivering safe and high-quality care.
Whether you’re a new provider, an existing operator renewing registration, or an organisation seeking government funding, understanding the new system is essential for continued operations. This aged care approved provider application guide walks you through the registration process step by step, ensuring your business easily stays compliant and continues operating smoothly.
Step 1: Apply for Funding for a Specialised Aged Care Program
Kicking off our aged care approved provider application guide is the process of obtaining funding based on the services you are providing. This ensures you have the financial means to offer high-quality care.
The Australian Government offers financial aid via subsidies, supplements, capital grants, and program funding to assist providers in managing setup expenses and delivering high-quality care. This guarantees that aged care organisations are economically equipped to comply with regulatory standards and sustain ongoing operations.
Providers may also seek capital grants to construct new facilities, enhance current services, or upgrade accommodations for aged care workers. Designated spots might be necessary for specific programs, including residential aged care and flexible care services.
Whatever type of grant you choose to pursue, the application process usually follow a similar path:
- The provider must first evaluate their eligibility based on the specific criteria set by the grant program.
- Once deemed eligible, the provider can then submit an application that outlines their intended use of funds and how it aligns with the goals of the grant program.
- The application is then reviewed by a panel or committee who will make a decision on whether to approve or reject the request.
- If successful, the provider will receive funding and must adhere to any reporting requirements outlined in their agreement with the grant program.
Remember that these steps may vary slightly depending on the specific grant program and its requirements. It is important to carefully review and follow all guidelines and instructions provided by the funding program.
Step 2: Submit Your Registration Application
After obtaining funding, the next step is to register with the Aged Care Quality and Safety Commission (ACQSC) under the new unified registration model. Starting July 1, 2025, every aged care provider funded by the government must register via this procedure. Current providers will be transitioned automatically, whereas new applicants are required to fill out the registration form.
The Registration Categories
Under the new system, providers only need to register once, even if they deliver services across multiple programs. However, they must meet specific requirements based on the type of care they provide. The six registration categories help determine these requirements:
- Home and Community Services – Basic in-home support, including meal delivery, transport, and social assistance.
- Assistive Technology and Home Modifications – Equipment and modifications that improve mobility, accessibility, and safety.
- Advisory and Support Services – Information, education, and coordination services for aged care recipients and their families.
- Personal Care and Care Support in the Home or Community (Including Respite) – Assistance with daily activities like bathing, dressing, and short-term respite care.
- Nursing and Transition Care – Clinical care, rehabilitation, and short-term restorative care to support recovery or manage health conditions.
- Residential Care (Including Respite) – Long-term care in an aged care facility, including full-time support and medical supervision.
Aged Care Provider Registration Application Steps
Before applying, you must first demonstrate that you:
- Have an Australian business number (ABN).
- Are suitable to deliver aged care services.
- Have a working system for financial management (including records of your finances).
- Meet the specific requirements of your registration category.
Once you meet the requirements above, follow these aged care approved provider application guide steps for submitting the form:
- Access the registration form, which is available on the ACQSC website.
- Complete the form and submit all required documentation.
- You will receive an invoice for the application fee.
- Your application will be assessed for a set period of time (the ACQSC may request further information from you during this period), which brings us to the next step.
Step 3: Undergo the Assessment Process
After submitting your application, the Aged Care Quality and Safety Commission (ACQSC) will review it to determine if you meet the requirements. The level of scrutiny depends on the registration category you applied for.
Providers in Categories 1-3 (Home and Community Services, Assistive Technology and Home Modifications, Advisory and Support Services) must demonstrate their ability to deliver services safely and effectively. However, providers in Categories 4-6 (Personal Care and Care Support in the Home or Community, Nursing and Transition Care, Residential Care) face stricter Quality Standards and additional compliance checks.
ACQSC evaluates providers based on the following:
- Quality Standards Compliance – Must meet strengthened aged care Quality Standards.
- Workforce Regulations – Ensure staff are qualified, trained, and meet workforce requirements.
- Governance & Financial Stability – Demonstrate the ability to manage operations responsibly.
- Residential Care Approval – If providing residential care, meet facility accreditation and safety rules.
- Risk Management Measures – Show how your organisation will handle risks and emergencies.
Step 4: Registration Decision – Approval or Refusal
Once your application is reviewed, there are two possible outcomes: approval or refusal.
For Approved Providers
Upon approval of your application, the ACQSC will designate registration categories and establish a registration time frame. Providers are required to fulfil certain duties to retain their registration, guaranteeing continuous adherence to aged care standards. Approved providers will be included in the Provider Register, confirming their status and acknowledgement.
For Rejected Applications
If your application is denied, the ACQSC will give comprehensive explanations for the outcome. You will be able to reply and tackle any issues. Furthermore, you may ask for a review of the decision to have it reevaluated, guaranteeing that there is a transparent procedure for equitable assessment.
Step 5: Maintaining and Renewing Registration
Aged care providers must renew their registration every three years. To ensure continued compliance with aged care legislation, providers will undergo a risk assessment and must demonstrate adherence to regulatory requirements, including workforce standards and their audit history. It’s important to note that while residential care homes do not need to reapply for registration, the providers themselves must complete the renewal process.
Renewal Application Process
The renewal application follows a clear process:
- Inform the commission of your intent to renew your registration up to 18 months before your current registration ends.
- If you are renewing under categories 4-6, you will be audited against the aged care quality standards.
- Complete the renewal of registration application form in ACQSC’s website.
- Your renewal application will be assessed against the registration requirements and your previous conduct as a registered provider.
- Your renewal application will either be approved or denied. If it is denied, you can apply to have it reviewed.
Staying proactive throughout the registration period is key, as maintaining compliance with all applicable standards and regulations can help prevent delays when it’s time for renewal.
Need Expert Advice? SAH Consulting Can Help
SAH Consulting specialises in guiding aged care providers through every step of the registration process, ensuring a smooth and efficient application. Our team of aged care provider application consultants is here to simplify the new regulations, making sure you fully understand the requirements and providing clear, actionable advice.
We offer comprehensive application assistance to help you prepare and submit a complete and accurate application. Our support extends to policy and procedure development to ensure that you meet all the necessary compliance documentation. If you encounter any challenges, we provide expert advice to help you overcome any registration hurdles.
With our aged care approved provider application guide and streamlined approach, we can help minimise delays and get your registration completed faster, so you can focus on providing high-quality aged care services.
The Next Steps for Your Aged Care Business
Understanding each step in the registration process is crucial for the success of your aged care business. By following our aged care approved provider application guide, you ensure that you meet all the requirements and position yourself for long-term success.
For additional resources and support on how to become an aged care provider, we encourage you to explore our consulting services. At SAH Consulting, we’re here to guide you through the entire registration process and beyond. Don’t hesitate to reach out and get expert help to ensure your application is complete and on time.