Associated Providers Compliance
About Compliance Standards
As part of The CareSide’s duty of care to our clients and compliance with the Aged Care Quality and Safety Commission, we are required to ensure third-party suppliers or associated providers meet specific documentation and compliance standards.
To meet these compliance requirements and facilitate the invoice approval process, we kindly request that third-party suppliers or associated providers submit the following documentation:
- Australian Business Number
- Public Liability and/or Professional Indemnity Insurance Certificate
- Police Clearance Certificate (must be less than 3 years old) or Statutory Declaration stating that your Company has policies and procedures in place to ensure all workers have submitted a valid police clearance
Once we receive these documents, our Client Support Coordinators will onboard you to our system. You will also receive an engagement agreement; we will monitor the agreement’s acceptance, and once it is accepted, we will proceed with processing your invoices for approval and payment.
Invoice Requirements
To prevent invoice approval and payment delays, please ensure your invoices include the following information:
- Business name and ABN
- Billing contact details (name, phone number and email address)
- Bank details
- Unique Invoice Reference Number
- Participant name
- Detailed description of the services or goods provided
- Dates of the services provided
- Unit cost of services provided
- Quantity of units provided
- Total invoice amount, excluding GST
- GST amount applicable
- Total invoice amount, including GST
Invoices must be submitted within 60 days of services being provided. Invoices must be submitted with evidence of service delivery, with the exception of Allied Health Services.
Confirmation of Service Delivery
Confirmation of service delivery is a new requirement under the Support at Home programme, effective 1 July 2025. Suppliers will be required to submit at least one additional piece of documentation to demonstrate confirmation of delivery.
For care services, this includes:
- Care notes or reports detailing episodes of service
- Record of worker sign-in and out (electronic or handwritten). This may include documentation such as attendance records or clock-in/out data. Geological data that registers care worker location and service times may be featured.
- Sign-in book or QR code accessed at the participant’s home
For delivery of goods, this includes:
- Signature of the participant on a delivery slip, receipt or invoice (or in an electronic application) confirming delivery of items
- Photos for the delivery of equipment and/or completion of services such as gardening or home maintenance, where there are no privacy concerns
For home modifications or assistive technology, this includes:
- Photos or videos of installed assistive technology or completed home modifications
- Records created by an electronic system that demonstrate delivery and show:
- Details of items
- Participant’s name and address
- Details of delivery (including date and time)
- Photos or videos of installed assistive technology or completed home modifications
We appreciate your prompt attention to this matter. Kindly ensure that your preferred third-party suppliers submit the required documentation to admin@thecareside.com.au as soon as possible to avoid payment delays. If you have any questions or need further clarification about this process, please feel free to get in touch.