From 1 July 2025, CHSP providers will see major changes to how they report services through the Data Exchange (DEX). The changes will impact everything from how services are named to what details you must report. This article breaks down what’s changing, why it matters, and what you need to do to stay ready.

What do these changes mean for CHSP providers?

From 1 July 2025, CHSP providers will need to update the way they report services in the Data Exchange (DEX). These changes aim to align reporting with the new CHSP service list and give the Department clearer visibility over what services are being delivered—and to whom.

This means you’ll need to make sure your systems, records, and processes are up to scratch. Each service you deliver must be reported accurately and matched to the correct My Aged Care ID. This allows the Department to track client outcomes more effectively and ensure the funding is going exactly where it’s needed.

It’s not just about compliance. Better data helps the government understand how older Australians are using aged care services and where improvements are needed. And for you as a provider, it means clearer expectations, less duplication, and more confidence that your services are making a measurable impact.

Clients must have a My Aged Care ID

As you know, the existing rule highlight that every CHSP client must have a My Aged Care (MAC) ID. From 1 July 2025, the Department of Health and Aged Care will take steps to ensure you meet this requirement. Specifically, CHSP providers need to record each service that they deliver against the client’s MAC ID as part of your monthly DEX reporting. 

If some of your clients don’t have a MAC ID yet, don’t stress. The Department will work with you during the 2025–2027 period to get everyone registered. In the meantime, you should start checking your client list now and planning how to capture MAC IDs in your system.

Continuing requirement for DEX reporting (2025-2027)

From 1 July 2025, CHSP providers must continue submitting monthly reports through the Data Exchange (DEX). This applies to all providers except those delivering only Sector Support and Development services.

These performance reports are a condition of your funding. If a report isn’t submitted, it may delay your next payment. The Department relies on this data to confirm that services are being delivered as agreed under your grant and registration.

Changes to the service list in DEX

From 1 July 2025, CHSP providers will no longer report at the broad service type level. Instead, you’ll need to report at the specific service level. For example, instead of just selecting “domestic assistance,” you’ll need to report whether the service was “cleaning,” “laundry,” or “shopping.”

This change helps the Department better understand exactly what support older people are receiving and where resources are going.

New reporting fields in DEX

Starting 1 July 2025, CHSP providers will need to include more detail in their DEX reports. These new fields are designed to give the Department a clearer view of service delivery and client experience.

Here’s what’s being added:

• My Aged Care ID: You’ll need to link each service to the client’s MAC ID.
• No-shows and cancellations: Record when a client misses a service, especially if it’s within 24 hours and you can’t fill the spot.
• Social engagement time: For meals and transport, track the minutes spent chatting or checking in with clients outside the core task.
• Volunteer involvement: Mark if an unpaid volunteer helped deliver the service.
• Sub-contractor delivery: Indicate if a session was carried out by a sub-contractor rather than your direct staff.

However, not every service group needs to report all these fields. The image below outlines which fields apply to each service type.

CHSP meals, transport, and respite reporting frameworks

Reporting for meals, transport, and respite services will soon become much more detailed. The goal is to capture not just what was delivered, but how, where, and with what level of engagement.

For transport services, you’ll need to report:

• The number of one-way trips
• Trip distance (in kilometres)
• Time travelled
• Whether the trip was individual or group-based
• Use of volunteers or sub-contractors
• Social engagement during the trip
• Any missed or cancelled trips

For meal services, you’ll be asked to provide:

• The delivery setting (home or community)
• Whether the meals were prepared on-site or off-site
• Details for each course: main meal, light meal, dessert, snack, and beverage
• Whether any items were texture-modified
• Social time spent with the client during delivery

For respite services, you’ll also report on:

• Where the respite took place (at home or in a centre)
• Whether the session was during the day or overnight
• Any meals provided as part of the respite session (which must now follow the same detailed meal reporting structure)

FAQ

1. Do all CHSP clients need a My Aged Care ID from 1 July 2025?‍

Yes. From 1 July 2025, all CHSP clients must have a My Aged Care (MAC) ID to receive ongoing services. The only exceptions are short-term or emergency access cases. Providers will need to report each service against the client’s MAC ID in their monthly DEX reports.

2. What happens if a CHSP provider doesn’t submit their monthly DEX report?‍

If a provider fails to submit their monthly DEX performance report, it may delay the release of their next funding payment. DEX reporting remains a mandatory requirement under the new Aged Care Act for all CHSP providers, except those delivering only Sector Support and Development services.

3. What are the new reporting fields being added to DEX?‍

New fields include My Aged Care ID, no-shows and cancellations, social engagement time, volunteer involvement, and sub-contractor delivery. These updates aim to improve visibility into service delivery and client interaction. However, not all services will require every field—reporting requirements vary by service type.