Our journey, key lessons, and how to set your application up for success
At Quad Care, we’ve recently completed our application to become a registered aged care provider under the Australian Aged Care Quality and Safety Commission. It was a rewarding process—but one that came with a steep learning curve.
If you’re planning to enter the aged care sector or expand your current services to include government-funded in-home aged care, these top tips will help you avoid common pitfalls and streamline your application.
1. Build Your Aged Care Application Support Team Early
Becoming an approved aged care provider is not a one-person job. From compliance to clinical governance and documentation, surround yourself with qualified professionals who understand the regulatory landscape and aged care quality standards.
2. Prioritise Document Readiness and Management
Before even starting your application, make sure your documentation is up to standard. This includes:
- A consistent file naming system
- Clear version control
- Readily accessible policies and procedures
We recommend working with a consultant such as Provider Institute who can tailor your aged care documents to meet compliance requirements.
3. Double-Check Key Personnel Documents
This is where many applicants get caught out. Key points to remember:
- Insolvency checks must include full name and date of birth, and be no older than 3 months
- Statutory declarations must follow a specific format (not currently found on the Commission’s site). You can find the preferred layout here:
Stat Dec Template
4. Ensure Police Checks Are Current
All national criminal history checks must be no more than 90 days old at the time of submission. Anything older will not be accepted by the Aged Care Quality and Safety Commission.
5. Choose the Right Aged Care Application Form
If you’re applying for the first time, ensure you’re completing the “New Provider” form—not a variation or update form. This is a simple but often overlooked detail.
6. Do Not Alter Headings in Your Application Form
Keep all original section headings and formatting exactly as provided. If you’ve worked on the document across different team members or versions, download a fresh application and cross-check headings before submitting.
7. Original Company Certificate Required
You must provide the original Certificate of Registration of your company. ASIC extracts will not be accepted.
8. Fully Signed Trust Deeds Only
Ensure that all trust deeds you submit are complete, signed copies. Often, versions provided by accountants are PDFs of unsigned documents, which will be rejected.
9. Understand Who Qualifies as Key Personnel
Key Personnel aren’t just board members. Any individual who has access to, or decision-making authority over, the organisation’s finances should be included.
10. Keep Your Key Personnel Files Up to Date
Maintain a secure and organised folder for your Key Personnel documents. These should be reviewed regularly and kept audit-ready at all times as part of your aged care compliance processes.
Final Thoughts on Registering as an Aged Care Provider
Becoming an approved aged care provider in Australia is a significant step—and one that requires preparation, patience, and attention to detail. At Quad Care, we believe in sharing our learnings to support others in delivering quality aged care services to our community.
By following the steps above, you’ll set yourself up for success in meeting the Aged Care Quality Standards and offering high-quality, person-centred support to older Australians.
Interested in aged care support services or becoming a provider?
Get in touch with the team at Quad Care to learn more about our in-home aged care services, NDIS support, and workforce solutions for regional and rural communities.
📍 Servicing: Moreton Bay, Sunshine Coast, Caboolture, and surrounding areas.
📞 Contact Us today to learn more.