How to use this checklist: Print this page or bookmark it and work through the steps in order. Not every step applies to every situation — use it as a prompt, not a rigid prescription. If you are in a crisis situation (hospital discharge, sudden deterioration), jump straight to When care is needed now.
Stage 1: Before a Crisis — Early Planning
The families who navigate aged care most smoothly are those who started preparing before it was urgent. These steps can be taken any time a parent is over 70 or has a significant health condition.
Legal and financial foundations
- Enduring Power of Attorney (EPOA): Have your parent appoint someone to manage their financial and legal affairs if they lose capacity. This must be done while they still have capacity — once capacity is lost, it requires a Tribunal order. Use a solicitor or the state trustee.
- Enduring Power of Guardianship (EPOG): Appoints someone to make medical and personal decisions. Separate from the financial POA — both are needed.
- Up-to-date will: Confirm the will reflects current intentions and appoints an executor. Aged care can significantly affect estate planning.
- List all assets and income: Create a summary of superannuation, investments, bank accounts, property, and pension entitlements. This saves significant time when completing the Services Australia financial assessment.
- Consider seeing an aged care financial adviser: An accredited aged care specialist (look for the AFA or FPA directories) can model scenarios — selling vs renting the home, RAD vs DAP, means-tested fee projections — before any decisions are locked in.
Family conversations
- Talk about care preferences while your parent can actively participate.
- Understand whether they want to stay at home as long as possible or would prefer a facility with more support.
- Ask whether they have strong preferences about location, denomination (religious), or facility type.
- Discuss who in the family will be the primary contact and decision-maker if multiple siblings are involved.
Register with My Aged Care (even if not needed yet)
- Register at myagedcare.gov.au or call 1800 200 422. Registration is free and creates no obligation.
- Request a Regional Assessment Service (RAS) assessment if home support (CHSP) is needed. Request an ACAT assessment if residential care or a Home Care Package is likely.
Stage 2: When Care Is Needed Now
If your parent has had a fall, hospital admission, or sudden deterioration and care is needed urgently, start here.
- If in hospital: Speak to the hospital social worker or discharge planner. They can facilitate a fast-tracked ACAT assessment and identify short-term options such as respite care.
- If at home: Call My Aged Care (1800 200 422) and explain the urgency. A prioritised ACAT assessment may be arranged.
- Respite care as a bridge: Short-term residential respite (up to 63 days per financial year is government-subsidised) can provide immediate support while longer-term arrangements are made. Ask your GP or My Aged Care about this option.
- If there is no POA in place: Contact the relevant state tribunal immediately (VCAT in VIC, NCAT in NSW, QCAT in QLD, etc.) about an emergency guardianship or administration order.
Hospital discharge pressure: Hospitals may pressure families to make rapid placement decisions. You have the right to take reasonable time to choose an appropriate facility. A short period of residential respite can give you breathing room to properly assess options.
Stage 3: The ACAT Assessment
The Aged Care Assessment Team (ACAT) assessment is a free in-person evaluation that determines eligibility for government-subsidised care and the approved level of support. It is required for residential care and Home Care Packages.
| Step | What to do |
|---|---|
| Request the assessment | Call My Aged Care (1800 200 422) or submit online at myagedcare.gov.au. The GP can also make a referral. |
| Prepare for the assessment | Have Medicare card, GP details, a list of current medications, and a summary of daily living challenges ready. The assessor will visit at home or in hospital. |
| During the assessment | Be honest about difficulties with daily tasks (bathing, dressing, cooking, mobility, continence). Understating needs can result in approval for a lower level of support. |
| Receive the outcome | An approval letter specifying what care types and levels are approved. This letter is required to apply for a facility or register for a Home Care Package. |
| If you disagree | You can request a review of the ACAT decision through My Aged Care if you believe the approved level is insufficient. |
Stage 4: Financial Preparation
Complete these steps before signing a residential agreement. Getting the financial picture clear avoids surprises after admission.
- Complete the Services Australia financial assessment: Lodge online via myGov or submit paper forms (SA457, SA485/486). This determines your means-tested care fee and accommodation payment classification. It is voluntary but beneficial — without it, you are charged the maximum fee.
- Gather financial information for the assessment:
- Bank account balances (last statement for all accounts)
- Superannuation balances
- Share portfolio or managed fund values
- Property valuations (own property + any investment properties)
- Income from all sources (pension, rent, dividends, employment)
- Gifting history (amounts given away in the past 5 years)
- Understand the family home rules: The home is exempt from the asset test if a partner still lives there (indefinitely) or if the home is vacated but not rented (exempt for 2 years). If rented out, it is included in the asset test immediately. This has a significant impact on means-tested fees.
- Use our cost calculator: Enter your income, assets, and location to get a personalised estimate before committing. This helps you compare facilities on total cost, not just RAD price.
- Research RAD options: Check what facilities charge for accommodation at myagedcare.gov.au (all providers must publish their RAD prices). Understand the difference between paying a full RAD, full DAP, or combination. Use our RAD vs DAP calculator to compare options.
- Consider specialist advice: An aged care financial adviser can model the impact of different accommodation payment choices and the home sale/rent decision on total costs and estate outcomes.
Key dates: You have 28 days after admission to choose your accommodation payment method (RAD, DAP, or combination). You are not locked in at the time of signing — you can use this time to complete the financial assessment and decide.
Stage 5: Choosing a Facility
Taking time to compare facilities properly — not just the first one with a vacancy — makes a significant difference to quality of life and cost.
Research
- Search approved providers at myagedcare.gov.au — filter by suburb, services, and special needs (dementia, cultural, faith-based).
- Check the star ratings on My Aged Care, which cover staffing, resident experience, compliance, and quality indicators.
- Review recent compliance reports — all facilities must publish audit outcomes. A facility with repeated non-compliance is a red flag.
- Compare RAD prices and accommodation quality — you are entitled to know the price before committing.
- Ask about staffing ratios — from 1 July 2024, facilities must meet mandatory minimum care minutes (200 minutes per resident per day, including 40 minutes of registered nurse time).
Visiting facilities
- Visit at least two or three facilities before deciding, if time allows.
- Visit at different times — a morning visit and an afternoon or evening visit gives a more realistic picture of staffing and atmosphere.
- Speak with residents and family members present, not just staff.
- Ask about: activities program, dietary options, dementia unit (if relevant), GP visiting arrangements, and what happens when a resident’s care needs increase.
- Ask to see the most recent residential agreement template before committing.
Questions to ask the facility
- What is the current RAD and when was it last increased?
- What services are included in the fee and what is charged as an extra service?
- What is the process if my loved one’s care needs increase significantly?
- What is your policy on allowing residents to personalise their room?
- How do you handle complaints from residents and families?
Stage 6: The Residential Agreement
The residential agreement is a legally binding contract between you (and your loved one) and the facility. Read it carefully before signing.
| Check | What to look for |
|---|---|
| Fee structure | Confirm the basic daily fee, RAD amount, and any extra service fees match what was quoted. Check when and how fees can be increased. |
| Extra services | Understand exactly what is included in the base fee versus what costs extra (e.g., hairdressing, outings, pay TV). Ask for a full list of extra service charges. |
| Exit conditions | Understand how the RAD is refunded and the timeline. The facility must refund the RAD within 14 days of departure (or 14 days from when the resident’s bank account details are provided, if later). |
| Trial period / termination | Check the notice period required to leave. The standard is that a resident may leave with reasonable notice; the facility can only ask someone to leave in very limited circumstances. |
| Care plan | Ask how care plans are developed and how often they are reviewed. You and your loved one should be involved in care planning. |
| Accommodation payment choice | Confirm when you need to notify the facility of your RAD/DAP choice (typically within 28 days of admission). You do not have to commit at signing. |
Get a copy before signing: You are entitled to receive a copy of the draft agreement in advance. Do not feel pressured to sign on the day of the tour or on move-in day. Take it home, read it, and ask questions.
Stage 7: Moving In
Moving into residential aged care is a significant transition — for your loved one and for the family. These practical steps help the day go smoothly.
Before move-in day
- Confirm the admission date, arrival time, and which staff to ask for on arrival.
- Arrange the transport — wheelchair transport if needed.
- Label all personal belongings (clothes, mobility aids, hearing aids, glasses).
- Pack essentials separately: medications (with a current medication list), Medicare card, pension card, glasses, hearing aids, phone and charger, comfortable clothes, and a few familiar personal items for the room.
- Notify the GP so they can arrange ongoing care at the facility.
- Notify Centrelink / Services Australia of the change in living circumstances (this may affect pension rates and financial assessment).
- Contact Australia Post to redirect mail if the home is being vacated.
On move-in day
- Bring the signed residential agreement, ACAT approval letter, POA documents, and Medicare card.
- Meet the key staff — care coordinator, primary nurse — and exchange contact details.
- Help set up the room with familiar items: photos, favourite chair, books.
- Ask about the daily schedule (meal times, activities, visiting hours).
- If your loved one has dementia or anxiety, plan for a gradual settling-in period — multiple shorter visits initially may work better than one long visit.
Within the first 28 days
- Confirm your accommodation payment choice (RAD / DAP / combination) in writing to the facility.
- Ensure the financial assessment is complete and submitted to Services Australia if not already done.
- Set up a direct debit or payment arrangement for ongoing fees.
- Attend the initial care plan meeting — you should be invited within the first few weeks.
Stage 8: Ongoing — After Settling In
Aged care is not a set-and-forget arrangement. Staying engaged makes a material difference to the quality of care your loved one receives.
- Attend care plan reviews — these must be offered at least annually, and you should request one whenever your loved one’s needs change significantly.
- Track fee changes: The basic daily fee and means-tested fees are updated in March and September each year. The MPIR changes quarterly. Review your statements when rates change.
- Monitor the means-tested care fee cap: Once your loved one’s cumulative means-tested fee reaches the lifetime cap ($78,526 under pre-November 2025 rules; $130,000 under new rules), the fee stops. Notify the facility immediately and confirm they have ceased charging.
- Know your rights: Residents have a Charter of Aged Care Rights, including the right to be treated with dignity, to have privacy, to receive quality care, and to raise concerns without fear of retribution.
- If you have a complaint: Raise it first with the facility manager. If unresolved, contact the Aged Care Quality and Safety Commission(1800 951 822 or agedcarequality.gov.au).
- Regularly review the home situation: If the family home is vacant and not rented, it is exempt from the asset test for 2 years. Review this before the exemption expires and make a deliberate decision about the home.
- Notify Services Australia of any significant change in income or assets — sale of the home, inheritance, large financial transactions — as these affect the means-tested care fee.
- Keep estate planning updated: Review the will and beneficiary nominations (superannuation, life insurance) periodically, especially if the home is sold or financial circumstances change significantly.
Home Care Package Path
If your loved one is pursuing a Home Care Package (staying at home with government-funded support) rather than residential care, the process is different.
| Step | Action |
|---|---|
| 1. Register and request ACAT assessment | Contact My Aged Care (1800 200 422). Request a home care assessment. |
| 2. ACAT assessment at home | Same assessment process as for residential care. The assessor determines approval for a Home Care Package Level 1–4. |
| 3. Wait for assignment | After approval, you are placed in a national queue. Wait times for Level 3 and 4 packages can be 6–18 months. Interim support (Commonwealth Home Support Programme) may be available while waiting. |
| 4. Assignment letter received | When a package is assigned, you receive a letter with a referral code and a deadline to choose a provider (typically 56 days). |
| 5. Choose a provider | Compare providers at myagedcare.gov.au. Ask each provider for a fee schedule and example care plan. The government subsidy goes to the provider you choose — you can switch providers if unhappy. |
| 6. Develop the care plan | Work with your chosen provider to develop a care plan and home care agreement. Services begin once this is signed. |
| 7. Ongoing management | Review statements — check that the package budget is being spent on services, not excessive administrative fees. You can request a statement of expenditure at any time. |
Don’t wait until you urgently need a Level 4 package to apply. Apply for the highest level you think you may need within the next 2–3 years. You can always use fewer services than your package allows, but you cannot access a higher level than approved without a reassessment and going back into the queue.
Quick Reference: Key Contacts
| Organisation | What they do | Contact |
|---|---|---|
| My Aged Care | Entry point for all aged care services. Register, request assessments, find providers. | 1800 200 422 · myagedcare.gov.au |
| Services Australia | Financial assessment for aged care fees. Centrelink pension changes on entering care. | 1800 227 475 · servicesaustralia.gov.au |
| Aged Care Quality and Safety Commission | Complaints, concerns about facility quality, rights information. | 1800 951 822 · agedcarequality.gov.au |
| COTA Australia | Advocacy and information for older Australians and their families. | cota.org.au |
| Carers Australia | Support for family carers. | 1800 242 636 · carersaustralia.com.au |