Making a Change in circumstance notification

This webpage provides an overview of what you need to include in your notification and what form to use.

You can contact us at providernotifications@agedcarequality.gov.au if you have any questions about the information we’ve asked for and what we use the information for.

Using the notification form

This information is only a summary. You can find more detailed information in the Change in Circumstances Guidance. Use the guide to help you understand the questions asked in the notification form.

You use the Change in circumstance notification forms to let us know us about any changes in your circumstances.

There are 9 types of change in circumstances that you must notify us about. You can learn more on Notifying us of change in circumstances.

You’ll need to complete the Change in circumstance notification form (baseline form) and then a sub-form specific to the change you’re notifying us about.

For example, if you’re notifying us about adding a responsible person, you need to download and complete the Change in circumstance notification form and also the Adding a person as a responsible person form. You’ll also need to include supporting documents.

You can find the forms here: Applications, requests and notifications.

Before you submit your forms, check that:

all your answers are correct
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
all the statements and explanations you’ve given about a notifiable change or event are detailed and accurate. And they clearly show why the change or event happened.

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.