Who this checklist is for
This checklist is designed for trade businesses looking to work with aged care providers under the Support at Home program, including:
Electricians
Plumbers
Builders
Carpenters
Handymen
Maintenance contractors
Home modification providers
This checklist provides general guidance only and is not legal or compliance advice. Requirements vary by provider, state and program type. Always confirm specific requirements directly with the aged care provider before commencing work. Visit health.gov.au for current program information.
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Start Here: The Five Most Important Items
Police check current and within 3 years
Public liability insurance certificate ready to send
Trade licence current and covering scope of work
ABN active and GST confirmed
Before and after photo process in place
Part 1: Compliance Documents
Documents most providers require before engaging you.
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Police Check
National Police Check obtained and issued within the last 3 years
Renewal date noted in calendar or job management system
OR: Current NDIS worker screening clearance held (accepted in place of police check by most providers)
Public Liability Insurance
Current policy in place
Certificate of currency ready to send
Cover amount confirmed (many providers require a minimum of $10 million)
Renewal date noted and provider notified when renewed
Workers Compensation Insurance
Current policy in place if you have employees
Certificate ready to send
Sole trader requirements confirmed with provider if applicable
Trade Licence and Professional Qualifications
Current trade licence copy saved and ready to send
Licence covers the scope of work being quoted
Renewal date noted
Any additional professional registrations or qualifications documented (e.g. AHPRA if relevant)
Business Documents
ABN confirmed active
GST registration confirmed if applicable
Business name registered if trading under a business name
Vehicle registration and insurance current if transporting clients or equipment
Keep all compliance documents in a single folder ready to send. Most providers will ask for these before engaging you for the first time and at renewal.
Part 2: Your Documentation Process
Providers want to see you have a reliable system before sending work.
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Before and after photos taken on every job and stored against the job record
Written scope of work provided and approved before starting
Variations raised and approved in writing before additional work proceeds
Client sign-off captured on completion
Job reports available to send to provider on request
Invoices reference the original quote number and service type
All records retained for a minimum of 7 years
Job management software in use to store photos, notes and invoices centrally
Process for reporting any welfare concerns about a client to the provider after a visit
If you manage documentation through job management software, be ready to show a provider how it works. That is often enough to demonstrate a professional system.
Part 3: Understanding the Program
Key things to know before working with aged care providers.
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Support at Home Program Basics
Familiar with the Support at Home program and how it affects home modification work
Understand that clients are funded through a registered aged care provider, not directly
Understand you will invoice the provider, not the client
Aware that the provider is responsible for the client’s care and you work within their systems
AT-HM Funding Tiers
Familiar with the three AT-HM funding tiers (Low, Medium, High) and what each covers
Aware that Medium and High tier jobs typically require an Occupational Therapist assessment
Understand that funding is approved for 12 months and must be spent within that period
Know to confirm funding approval with the provider before quoting or commencing any work
| Tier | Maximum Funding | OT Assessment |
|---|---|---|
| Low | Up to $500 | Generally not required |
| Medium | Up to $2,000 | Typically required |
| High | Up to $15,000+ | Required. Can exceed $15,000 with clinical evidence |
Funding amounts are based on AT-HM scheme guidelines. Always confirm current figures and approval status with the provider before quoting.
Part 4: Before You Start a Job
Quote and scheduling requirements for aged care work.
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Quote and Approval
Written quote prepared with full scope of work and itemised costs
Quote specifies clearly what is included and what is not
AT-HM funding tier referenced if applicable
Funding approval confirmed with provider before commencing work
Quote approved in writing by the provider before work starts
OT assessment notes or recommendations reviewed before arriving on site if provided
Scheduling
Job confirmed with both the provider and the client
Arrival time communicated to the client in advance
Provider notified promptly if you are running late or unable to attend
Part 5: On the Job
On-site conduct for working in a client’s home.
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On Arrival
Introduced yourself clearly to the client before starting
Explained the work in plain, simple language
Before photos taken of all areas relevant to the work
Pre-existing damage or conditions photographed and noted separately
Client confirmed they understand what will be done and how long it will take
During the Job
Materials recorded against the job
Any changes to scope raised as a written variation before proceeding
Variation approved by provider before additional work starts
Work area kept tidy and accessible for the client throughout
Noise, dust and access managed respectfully throughout
On Completion
After photos taken
Work area cleaned and left safe for the client
Completed work walked through with the client
Client sign-off captured digitally or in writing
Do not discuss the client’s personal care arrangements, health condition or funding with them directly. Refer any questions to the provider.
Part 6: After the Job
Invoicing, reporting and follow-up requirements.
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Invoice sent on the day referencing the original quote number and service type
Invoice matches the approved quote amount
All photos stored against the job record
Job report sent to provider if requested
Any welfare concerns about the client reported to the provider promptly
Callback or warranty terms confirmed with provider if applicable
Payment reminders set if invoice is not paid within agreed terms
Part 7: Working With Providers
What providers expect when approaching and maintaining relationships.
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When First Approaching a Provider
All compliance documents ready to send in a single folder
Brief summary of trade, service area, experience and team size prepared
Documentation process ready to explain or demonstrate
Response time commitment confirmed
References from residential or care-sector work available if requested
Ongoing Relationship
Police check renewed before the 3-year expiry
Insurance certificates sent to provider on annual renewal
Trade licence copy updated with provider if renewed or changed
Provider notified promptly if any compliance document lapses or changes
Part 8: Conduct and Confidentiality
Professional behaviour when working in a client’s home.
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Treat every client with dignity, respect and patience
Do not discuss the client’s personal care, health condition or funding details
Do not discuss the client’s personal or financial situation
Keep all information about the client confidential
Any concerns about the client’s safety or wellbeing reported to the provider immediately
No personal or financial relationships formed with clients outside of the work
Do not accept gifts or gratuities from clients
Report any concerns about misconduct or unsafe practices to the provider promptly
Document Renewal Tracker
Use this to track when documents need renewing.
| Document | Issue Date | Expiry / Renewal | Sent to Provider |
|---|---|---|---|
| Police Check (3 yr) | |||
| NDIS Worker Screening (5 yr) | |||
| Public Liability Insurance | |||
| Workers Compensation | |||
| Trade Licence | |||
| Vehicle Registration | |||
| Vehicle Insurance |