Getting started with integrated software
Step 1—check your IT infrastructure
You will need to consider your network and IT infrastructure before participating in Aged Care Online Claiming. Your software vendor will be able to help you with this process.
Step 2—select a software vendor
Software vendors integrate the information and tools provided by the Department of Human Services into their own software solution for the signing and transmission of electronic messages. Human Services will issue a Notice of Integration (NOI) to vendors when they have successfully demonstrated that their product satisfies the required criteria and standards.
For a list of software vendors who have been issued with a NOI, go to Software vendors.
You can choose a software vendor from this list and arrange with them to have their software installed on your computer/s. If you currently have software in place with a software vendor who is not on this list, you will need to ask them if they have an approved Aged Care Online Claiming enabled product in place. If they do not, you will need to consider either changing to a software vendor who is on the list, or change to the Web Form channel.
You will need to work with your software vendor to arrange installation and testing of your new or upgraded software. Your software vendor will also provide you with a Minor Customer ID, which you will need when completing the registration form. This will assist Human Services in managing the transmitted data.
Any staff training that may be required to use the new or upgraded software will need to be arranged with your software vendor, who may also be able to assist you in the data synchronisation process.
Step 3—check your business environment
It is essential that you check your business environment to determine what changes you may need to make to effectively implement Aged Care Online Claiming, and who in your organisation will be responsible for transmitting the data (authorised staff).
There are a number of other considerations unique to each organisation depending upon your current structure and operational procedures. For example, implementation of effective storage and archiving processes for the electronic files that are sent to Human Services for processing, appropriate logging and audit trails, and training your staff.
B2B channel only
Services using the B2B channel will be issued with site certificates that use PKI technology. Site certificates enable a service (and/or representative administration locations) to transmit events through B2B so Human Services can identify the message sender (or site). These certificates can be used to support a variety of different operational models.
Step 4—register for online claiming
Approved providers using integrated software will need to register for Aged Care Online Claiming by completing the Registration for Aged Care Online Claiming using File Upload or Business to Business (B2B) form. This form can be used by providers to authorise staff to sign and view data when using Aged Care Online Claiming.
Human Services will authorise access to the Aged Care Online Claiming website to staff by providing them with a user ID and password. Depending on PKI technology and whether it is required by the service, the registration form will also initiate a request to Human Services to supply the appropriate certificates where required.
Step 5—synchronise and cleanse your data
If you choose integrated software to claim online, to minimise the potential for errors and delays, you should synchronise and cleanse your data with Human Services before transmitting data.
Once you are ready to start claiming online, you will need to provide an Aged Care business development officer with an electronic file of your occupancy records. Our processing staff will cross check your records against the resident’s details in Human Services payment systems.
The business development officer will provide you with a report identifying any discrepancies that will need to be corrected on your database before you start using Aged Care Online Claiming.
For more information about synchronising your data, go to Data synchronisation guide or call Human Services on 1800 195 206*.
Step 6—integrated software is enabled
You will need to arrange for your software vendor to install the software.
Step 7—log onto the Aged Care Claiming website (if required)
When the registration process is complete, authorised staff will be allocated a user ID and password that will enable them to access the Aged Care Online Claiming website.
Last updated: 21 September, 2012