The Australian Government is set to implement significant changes to the Commonwealth Home Support Programme (CHSP) Data Exchange (DEX) reporting requirements, effective from 1 July 2025. These modifications aim to enhance service alignment, improve data accuracy, and ensure that older Australians receive high-quality, consistent care.
Providers must accurately report services delivered in accordance with their registration category and CHSP grant agreement. This includes detailed reporting on service types, outputs, and client interactions. Failure to submit the mandatory monthly DEX performance report may affect the release of subsequent payments.
These DEX reporting changes will be implemented in stages. Below are the latest DEX Reporting updates for Stage 1 CHSP providers need to be aware of.
Mandatory Collection of My Aged Care ID
From 1 July 2025, all clients receiving CHSP services must have a My Aged Care ID. CHSP providers are required to collect the My Aged Care (MAC) ID for each client and store it within their client management systems. However, reporting of the MAC ID in DEX will not be available during Stage 1 implementation. Providers should prepare their systems to capture this information for future reporting requirements.
Changes to Service List Reporting
DEX will be updated to reflect a standardised service list across all in-home aged care programs. This includes new service type names and descriptions, requiring providers to align their reporting with the revised terminology. For example, the meals service type will now encompass ‘meal delivery’ and ‘meal preparation,’ consolidating previous categories. The new hierarchy includes:
- Service Group Level: Categories such as clinical services, independence support, everyday living assistance, advisory services, and sector support.
- Service Type Level: Specific services like domestic assistance or meals.
- Service Level: Detailed services such as general house cleaning, laundry, shopping assistance, meal delivery, and meal preparation.
Consolidation of Meals and Food Services: The meals service type will be streamlined to include:
- Meal Delivery: Combining previous ‘Meals at Home’ and ‘Meals at Centre’ services.
- Meal Preparation: Integrating ‘Food Preparation in the Home’ and other related food services. This consolidation aims to simplify service categories and improve reporting accuracy.
Introduction of Social Support and Community Engagement Service Type: A new service type, ‘Social Support and Community Engagement,’ will encompass services that facilitate social connections and community participation. This includes:
- Assistance with social interactions, both in-person and online.
- Visiting services, telephone, and web-based check-ins.
- Accompanied activities, such as support to attend appointments.
- Support to engage in cultural activities for diverse populations. This new category consolidates services previously under ‘Social Support Individual,’ ‘Social Support Group,’ and certain ‘Client Advocacy’ services.
Technical Specifications and System Updates
The technical specifications for bulk file upload will remain unchanged for the 1 July 2025 Stage 1 implementation of DEX, as no structural build changes (schema changes) are being made to the DEX system. However, providers must be aware that the names of DEX Program Activities and DEX Service Types will change. Organisations are responsible for downloading this reference data and using them in the XML file that is uploaded to the Data Exchange.
Providers should ensure their systems are updated to align with the new Program Activity names and Service Types. The DEX staging environment is available for testing these changes prior to the implementation date.
Reporting Outputs and Financial Reporting
CHSP providers are expected to report monthly on their performance as per their funded service types outlined in their grant agreement. The existing CHSP services have been remapped to the new service names effective from 1 July 2025.
The financial report will remain as an annual financial declaration of the use of CHSP funds against the program and on clients who have been approved as eligible to access aged care services.
Changes in My Aged Care Portal
As part of the changes from 1 July 2025, the new CHSP service names will be reflected in the My Aged Care portal. This ensures consistency across reporting and client information systems.
Immediate Actions for Providers
To prepare for these changes, providers should:
- Update their outlets with new Program Activities and await approval from the DEX Helpdesk.
- Create new cases associated with the new Program Activities, as existing cases cannot be used for post–30 June 2025 data (if not managed by your client management system).
- Ensure their client management systems are updated to capture the MAC ID for each client.
- Download and use the updated reference data for Program Activity names and Service Types in their XML files
You can read more about the stage 1 changes via this fact sheet.
What can Providers do to prepare for the changes
These changes are designed to enhance the clarity and consistency of services provided under the CHSP, ensuring that older Australians receive high-quality, standardised care tailored to their assessed needs. Providers are encouraged to familiarise themselves with the new service list and adjust their reporting and service delivery practices accordingly.
- System and Process Updates: Review and update internal systems, business processes, and policies to accommodate the new reporting requirements. This may involve IT system modifications and staff training to ensure compliance.
- Client Registration: Assist existing clients who may not have a My Aged Care ID to register before the implementation date. The Department of Health and Aged Care will collaborate with providers during the 2025-2027 grant period to facilitate this process.
- Staff Training: Educate staff about the upcoming changes, emphasising the importance of accurate data collection and reporting. This includes understanding the new service list terminology and additional data fields.
- Communication with Clients: Inform clients about the changes and reassure them that services will continue. Transparency will help maintain trust and ease the transition for clients.
By proactively addressing these changes, CHSP providers can ensure a smooth transition to the new reporting framework, ultimately contributing to the delivery of high-quality care for older Australians.
Future Stage 2 Changes: Enhanced Data Collection for Specific Services
Providers should also be aware that as part of future planned changes, additional reporting fields will be introduced for services such as meals, transport, and respite. Providers will need to capture data on aspects like:
- Number of one-way trips per person, including trip distance and time traveled.
- Details of meals delivered, including subcategories (e.g., texture-modified meals) and whether the service included social engagement or was a ‘drop & go’ delivery.
- Instances of no-shows or cancellations.
- Whether a volunteer or sub-contractor delivered the service. These enhancements aim to provide a more comprehensive understanding of service delivery and client engagement.
Need Help Automating DEX Reporting or navigating these DEX Reporting Changes? Let Us Help
CHSP providers are tasked with upholding a great quality of care for their clients. And Brevity Care is there each step of the way. Brevity Care software was built from the ground up to be an industry-specific tool that empowers CHSP providers to streamline their business operations and to simplify DEX reporting.
To speak to our consultants, contact us here.
