The National Aged Care Mandatory Quality Indicator Program (QI Program) requires residential aged care providers to report on 11 quality indicators, including workforce data. This ensures providers maintain a sufficient, skilled, and qualified workforce to provide safe and high-quality care. High workforce turnover disrupts continuity of care and reduces staff familiarity with older people.
As the strengthened Aged Care Quality Standards take effect on July 1, 2025, providers should review their understanding and current approach to core quality indicators - like workforce data - to ensure they are audit-ready from day one. There’s no grace period, and a structured, systematic approach to compliance is essential.
This guide provides step-by-step instructions for collecting, recording, and submitting workforce data, linking it to broader audit readiness and workforce capability building.
Why Workforce Data Matters for Compliance and Capability
The most recent sector performance report shows that human resources and governance are the least-performing standards across the board. Furthermore, Standard 2: The Organisation has the highest number of actions in the new standards, 43, followed by Standard 5, which has 35.
Tracking workforce indicators helps providers:
- Identify staffing trends (e.g. retention, turnover)
- Improve staff value proposition
- Improve continuity of care for older people
- Support workforce planning and recruitment
- Meet regulatory compliance requirements
- Support staff wellbeing
- Building a culture of shared accountability
- Develop a capable, confident workforce to provide consistent quality care to older people.
Once audits under the new Standards commence, according to the Evidence Mapping Framework and Ausmed’s Audit Readiness Tool, the percentage of staff turnover also forms part of the evidence that may be collected to show conformance with Standard 2: The Organisation.
Steps for Meeting Workforce Data QI Requirements
The QI Program Quick Reference Guide – Workforce serves as the primary source for understanding workforce data collection and reporting requirements under the National Aged Care Mandatory Quality Indicator Program.
Based on the QI Program Quick Reference Guide—Workforce, here are the recommended steps for effectively collecting, recording, and submitting workforce data.
Step 1: Identifying Staff for Reporting
Each provider must track staff turnover, which is calculated based on:
Staff Employed at the Start of the Quarter
- Any staff who worked at least 120 hours in the previous quarter.
- Includes permanent, part-time, casual, agency, and contract staff.
Staff Who Stopped Working During the Quarter
- A staff member is considered to have stopped working if they had 60 consecutive days of no shifts at the service during the quarter.
Key Roles Included in Reporting
The following staff categories must be recorded separately:
- Service Managers
- Nurse Practitioners
- Registered Nurses (RNs)
- Enrolled Nurses (ENs)
- Personal Care Staff / Assistants in Nursing (AINs)
Staff not included are administrative, catering, cleaning, and non-care roles.
Step 2: Collect Data
Data collection should occur after the end of each quarter but before the submission deadline (21st of the following month).
Review staff records to confirm:
- Who worked any hours in the previous quarter.
- Who met the 120-hour employment threshold.
- Who had a 60-day gap in shifts (indicating turnover).
Example Scenarios
| Staff Member | Role | Worked >120 hrs in previous quarter? | Stopped working (60+ days)? | Included in Report? |
|---|---|---|---|---|
| A | Registered Nurse | Yes | No | Yes |
| B | Assistant in Nursing (Agency) | No | N/A | No |
| C | Service Manager | Yes | Yes | Yes |
Step 3: Record Data
Providers must record and summarise the following:
- Number of staff who worked any hours in the previous quarter (by role).
- Number of staff employed at the start of the quarter (who worked ≥120 hours in the previous quarter).
- Number of staff who stopped working (did not work for 60+ consecutive days).
Step 4: Submit Workforce Data
Providers must submit workforce data every three months by 11:59 PM on the 21st of:
- January (for Oct–Dec)
- April (for Jan–Mar)
- July (for Apr-Jun)
- October (for Jul–Sep)
Submission Methods
- My Aged Care Provider Portal – Manual data entry
Bulk File Upload – Spreadsheet submission
Third-Party Benchmarking Company – Automated submission
Step 5: Using Workforce Data for Audit Readiness & Capability Development
Workforce data is not just a reporting obligation but a key component of audit readiness under the strengthened standards.
The Aged Care Quality and Safety Commission will require providers to demonstrate evidence during an audit that they have:
- A stable and skilled workforce to meet care needs.
- Effective workforce planning and recruitment strategies.
- Compliance with staffing levels and training requirements as part of conformance with Standard 2: The Organisation.
Common Mistakes and How to Avoid Them
| Common Mistake | Strategy to Avoid |
|---|---|
| Not including agency or casual staff. | Ensure ALL staff types who meet the 120-hour threshold are counted. |
| Miscalculating turnover. | Carefully check 60+ consecutive days of no shifts before counting someone as stopped working. |
| Missing reporting deadlines. | Set up calendar reminders to review and submit data before the 21st deadline. |
| Not aligning workforce data with audit evidence. | Use workforce reports to demonstrate compliance with the new Standards during your first audit. |
| Focusing only on compliance, not capability. | Use structured workforce solutions, like Ausmed’s Workforce Capability System, to develop staff knowledge, skills, and career pathways. |
Final Checklist for Providers
- Identify eligible staff (permanent, part-time, casual, contractors, agency).
- Track hours worked and turnover based on program definitions.
- Use templates to record data accurately.
- Submit data via the preferred method before the 21st of the month following the quarter.
- Use workforce trends to improve staff retention and care quality.
- Take advantage of Ausmed’s Workforce Capability System to develop workforce skills, ensure compliance, and support career growth.
For more information, visit www.health.gov.au/qi-program or contact the My Aged Care provider helpline on 1800 836 799.
Using Workforce Data for Continuous Improvement
Beyond meeting compliance requirements, workforce data provides valuable insights that can drive strategic improvements in staff retention, recruitment, and professional development. By analysing trends and proactively addressing workforce challenges, providers can enhance care quality and operational stability.
Clear benefits include:
- Identifying high turnover trends and implementing retention strategies
- Assessing recruitment gaps and strengthening onboarding programs
- Improving staff development opportunities using structured systems like the Ausmed Workforce Capability System.
By effectively tracking workforce data, providers can improve staffing stability, ensure compliance, and improve continuity of care for older people. Reviewing workforce quality indicators now strengthens audit readiness for July 1, 2025, ensuring a proactive, structured approach to meeting the new Aged Care Quality Standards.
References
- Strengthened Aged Care Quality Standards - Aged Care Quality and Safety Commission
- Strengthened Quality Standards Provider Guidance - Aged Care Quality and Safety Commission
- Evidence Mapping Framework - Aged Care Quality and Safety Commission
- National Aged Care Mandatory Quality Indicator Program Quick Reference Guide: Workforce - Department of Health and Aged Care
- Guide to Preparing for Your First Audit Under the New Standards - Ausmed
- Get Audit-Ready for the Strengthened Standards - Ausmed
