Your ACAT assessment preparation toolkit.

What is an ACAT Assessment?

An ACAT assessment — conducted by the Aged Care Assessment Team (known as ACAS in Victoria) — is a formal evaluation carried out by government-funded health professionals that determines whether a person is eligible for government-subsidised aged care services. Without an approved assessment, you cannot access a Home Care Package, residential aged care, or transition care funded by the Commonwealth.

Under the Aged Care Act 2024 (which came into full effect on 1 July 2025), ACAT teams are being progressively replaced by new Assessment Organisations — independent bodies approved by the government to carry out the same function. You may encounter either name depending on when and where your assessment takes place. The process, what is assessed, and your rights remain essentially the same.

The assessors are typically registered nurses, social workers, occupational therapists, or other allied health professionals. They are not there to judge or assess your parenting, your home, or your family — they are there to understand what support the person in question genuinely needs to live safely and comfortably.

To request an assessment, call My Aged Care on 1800 200 422 or apply online at myagedcare.gov.au. Your GP can also make a referral on your behalf. If the situation is urgent — for example, following a hospital admission or a sudden decline — ask specifically for an urgent referral; wait times can be significantly reduced in these cases.

Before the Assessment — What to Prepare

Good preparation makes a real difference. The assessment typically lasts one to two hours, and the more clearly the assessors understand the person's situation, the more likely the approval will reflect their actual needs. Rushing through this step, or assuming the assessors will discover everything on their own, can result in an approval that is lower than warranted.

Documents to gather

Gather the following before the appointment. Having these on hand means the assessor can confirm details quickly rather than having to follow up later — which can delay your approval letter.

• Medicare card — the assessor will need the Medicare number to register the assessment in the My Aged Care system.
• Pension card or DVA card (if applicable) — relevant to confirming entitlements and existing Centrelink relationships.
• Photo ID — a passport or driver licence. If neither is available, a utility bill with the person's name and address will do.
• GP referral letter or summary — your GP can prepare a brief letter or patient summary noting relevant diagnoses, current medications, recent incidents (such as falls or hospitalisations), and their view on the level of care needed. This is not mandatory, but it carries weight.
• Hospital discharge summary (if recently hospitalised) — an up-to-date discharge summary is one of the most useful documents you can provide, particularly if the assessment is following an acute episode.
• Medication list — a current list of all prescription medications, dosages, and what each is prescribed for. Your pharmacy can print this for you if you don't have an updated list.
• Specialist reports — any recent reports from specialists such as a neurologist (for dementia), cardiologist, or geriatrician. These provide clinical detail that the assessor may not have access to otherwise.
• Current care arrangements — any existing service agreement or care plan from a Commonwealth Home Support Programme provider or private care worker. This gives the assessor a baseline picture of what is already in place.

Information to have ready

Beyond formal documents, the assessor will ask detailed questions about daily life and functioning. Think through — and if possible write down — the following before the appointment:

• Daily routine — what does a typical morning look like? Can the person get out of bed, dress, and prepare breakfast independently, or do they need prompting or hands-on help at any of these steps?
• Activities of daily living (ADLs) — bathing, toileting, grooming, eating, moving around the home. Note specifically where help is needed and how much.
• Falls history — when, how often, whether they resulted in injury, and what was happening at the time. Falls are a significant indicator of care needs.
• Medical conditions — a plain-language summary of current diagnoses. The assessor is health-trained, but understanding which conditions are active and significantly impacting day-to-day function helps focus the assessment.
• Cognitive function — has there been notable memory loss, confusion, wandering, or difficulty with tasks the person used to manage easily? If dementia has been diagnosed, note the stage or severity if known.
• Safety concerns — has the person left the stove on, locked themselves out, missed medications, or had other incidents that indicate risk at home?
• Current support services — who is currently helping? A partner, adult children, a paid carer, a neighbour? How many hours per week? Is the current support sustainable?
• Family carer capacity — are family members able to continue providing support, or is carer fatigue becoming a factor? This is relevant and legitimate information for the assessor to know.

Practical preparations

A few logistical steps will make the assessment run more smoothly and help ensure the assessor sees an accurate picture of the person's situation.

• Choose the right time of day. Book the appointment for a time when the person is typically most alert and comfortable — usually mid-morning for most older people. Avoid times after large meals or when fatigue is common.
• Have a family member or trusted support person present. You are entitled to have someone with you. A family member who knows the person's day-to-day situation well can provide context, prompt recall, and advocate calmly if needed. Let the assessor know in advance if you plan to bring someone.
• Do not tidy the house to look better than it is. This is important. If the kitchen is usually chaotic, the floors difficult to navigate, or the home environment a safety concern, the assessor needs to see that reality. Cleaning up can inadvertently result in a lower approval level than warranted.
• Write down your questions in advance. It is easy to forget what you wanted to ask in the moment. Have a short list of questions on paper (see the next section for suggestions).
• Prepare the person emotionally. Some older people are uncomfortable or embarrassed discussing their limitations with a stranger. A gentle conversation beforehand — framing the assessment as a way to get more help, not as a judgement — can reduce anxiety on the day.

What to Expect on the Day

Knowing what will happen step by step can significantly reduce the anxiety that many families feel about the assessment. Here is a typical sequence of events.

1. The assessor arrives and introduces themselves. They will show their identification and explain who they are, who they work for, and what the assessment involves. You do not need to let them in if you are not satisfied with their identification — this is a sensible precaution.
2. Consent is obtained. The assessor will ask the person entering care to confirm they consent to the assessment. If the person lacks capacity to consent (for example, due to advanced dementia), an authorised representative — such as a person with enduring power of attorney — can provide consent.
3. The assessor takes a history. They will ask questions about medical conditions, recent health events, current medications, existing support, and daily functioning. This is a conversation, not an interrogation. Answer honestly and in as much detail as is relevant.
4. The assessor observes the person's functioning. They may ask the person to perform simple tasks — walking across the room, making a cup of tea, or demonstrating how they get in and out of a chair. This is not a trick; it is a standard assessment of physical capacity.
5. The home environment is noted. The assessor will observe the layout of the home — stairs, bathroom access, handrails, trip hazards — to understand the safety context.
6. Cognitive and emotional wellbeing is assessed. They may ask orientation questions (day, date, year) or use a brief cognitive screening tool. They will also ask about mood, social connection, and overall wellbeing.
7. Care needs and preferences are discussed. Toward the end of the appointment, the assessor will discuss what level of care appears appropriate and what types of services might help. This is a good time to ask your prepared questions (see below).
8. Next steps are explained. The assessor will tell you what happens after the assessment — the approval process, approximate timeline for your letter, and who to contact if you have questions.

A support person can be present throughout the entire assessment. If the person being assessed becomes tired or distressed at any point, it is entirely appropriate to say so and ask for a short break. The assessors are experienced at conducting these interviews sensitively.

Questions to Ask the Assessor

The assessment is a two-way conversation. You have every right to ask questions, and a good assessor will welcome them. Here are the most important questions to raise before the assessor leaves.

1. “What level of care are you likely to recommend, and why?” Assessors cannot always give a definitive answer on the day (the final approval is made by the team, not just one person), but they can usually give you a general indication. Understanding the reasoning helps you evaluate whether the assessment has captured the full picture.
2. “Are you assessing for both residential care and home care?” A single assessment can approve eligibility for multiple types of care. Make sure the assessor is aware if you are considering both options, or if you are not yet certain which direction you will take.
3. “How long will it take to receive the approval letter?” Typically two to three weeks, but this varies. If you are working to a deadline — for example, a hospital discharge — ask specifically about the timeline and whether there are any options to expedite.
4. “What if the person's needs change significantly before we find a place?” Approval levels can be reviewed if circumstances change. Understanding the process for requesting a reassessment is useful, particularly if the waiting period for a Home Care Package is long.
5. “How does reassessment work?” There is no set frequency — reassessment is typically triggered by a significant change in health or function, or a request from the person, their family, or a care provider. Ask about the process so you know what to do if needs escalate down the track.
6. “Is there anything that would qualify for immediate or interim eligibility?” In some situations — particularly post-hospitalisation — there may be options for interim care while the formal approval letter is being processed. Ask directly if this applies to your situation.
7. “Who do I contact if I disagree with the outcome?” Every person has the right to request a review. Get the contact details for the assessment organisation and confirm the process for raising concerns.

After the Assessment

Once the assessment is complete, the assessor submits their findings to the assessment organisation, which then makes a formal decision on approval. Here is what to expect in the weeks after.

The approval letter

You will receive a formal approval letter by post (and usually also via the My Aged Care online portal) within two to three weeks of the assessment. The letter will specify:

• The types of care you are approved for (Home Care Package, residential aged care, transition care, or a combination).
• For Home Care Packages: the approved package level (Level 1 to Level 4), which determines the funding amount.
• Your My Aged Care reference number, which you will need when contacting providers.
• Information about your rights and next steps.

Next steps once you have approval

1. Keep your reference number safe. Every interaction with aged care providers will require your My Aged Care reference number. Store it somewhere accessible.
2. Understand the waiting list. Approval does not mean immediate access to services. For Home Care Packages (particularly Level 3 and Level 4), there is often a significant waiting period — sometimes twelve months or more. You will be placed in a national queue based on the date of your assessment and the priority assigned. See our guide on how long the aged care waiting list is for current estimates.
3. Start researching providers. Even if you are waiting for a package or a residential place, it is worth starting to research providers now. Understanding what is available in your area, what services different providers offer, and what costs look like will help you make a better decision when the time comes.
4. Request a means assessment from Services Australia. If you are entering residential aged care, you will need a separate means assessment from Services Australia (phone 1800 227 475) to determine your applicable fees. This is different from the ACAT assessment and should be done as soon as possible to avoid delays when a place becomes available.

Tips for a Good Outcome

The single most important factor in getting an assessment outcome that accurately reflects genuine needs is honesty. Many families inadvertently understate the situation — either out of pride, or because the person being assessed presents better on assessment day than they typically do at home. Here is how to avoid that.

• Do not downplay difficulties. It is natural to want to present a positive picture — “she manages fine” or “he can do it if he really tries.” But the assessment needs to reflect reality, not best-case performance. If things are difficult, say so clearly.
• Describe worst days, not best days. Care needs are typically assessed against the person's worst or most typical functioning, not their occasional good days. If your parent can sometimes dress independently but often cannot, make sure the assessor understands the full range.
• Ask your GP for a supporting letter. A brief letter from the GP confirming diagnoses, recent incidents, medication complexity, and their clinical view on care needs adds significant weight to the assessment. Most GPs are happy to provide one — call ahead and explain what you need.
• Mention all safety concerns explicitly. Falls, medication mismanagement, leaving the stove on, unsafe driving, wandering — these are exactly the kinds of concerns the assessor needs to hear. Do not assume they will infer it from the general picture; say it directly.
• Be specific about what family carers can and cannot continue doing. If an adult child is currently providing significant care but is approaching burnout, or will not be able to continue due to work or distance, the assessor needs to factor that into the picture. Carer capacity is a legitimate and important input.
• If English is not the person's first language, request an interpreter. You can ask for an interpreter when booking the assessment. This is provided free of charge and ensures the person being assessed can participate fully and accurately.
• Do not be rushed. If the assessor seems pressed for time and you feel important information has not been covered, it is appropriate to raise this directly. You can also follow up by phone or in writing after the appointment if you remember something important.

What if You Disagree?

If you believe the assessment outcome does not accurately reflect the person's needs — for example, the approval level seems lower than warranted, or certain care types were not approved — you have a formal right to request a review.

Requesting a review

Contact the assessment organisation directly and ask for a review of the decision. You will generally be asked to provide additional information or documentation to support your position. This might include:

• A more detailed letter from your GP or specialist confirming the severity of conditions.
• A written account from family carers describing day-to-day functioning and specific incidents of concern.
• Reports from allied health professionals such as an occupational therapist or physiotherapist.

A review is essentially a fresh look at the assessment, often conducted by a different assessor or the team as a whole. There is no cost to request a review, and there is no penalty for doing so. If you are not satisfied with the outcome of the review, you can escalate to the Aged Care Quality and Safety Commission.

OPAN — Older Persons Advocacy Network

If you are unsure how to proceed, or if you feel you need an independent advocate to help navigate the process, the Older Persons Advocacy Network (OPAN) provides free, independent support. OPAN can help you understand your rights, prepare for a review, and speak on your behalf if needed.

OPAN's services are independent of the government and of aged care providers — they advocate solely on behalf of the older person and their family. Their involvement is particularly valuable in urgent situations, such as when a hospital discharge is imminent and an assessment outcome does not provide adequate support.