📋 Overview

This process covers the complete room management workflow when a resident is admitted or transitions between accommodation options (permanent, short-stay, respite) in Residential Aged Care (RAC). It integrates four key swimlanes: Clinical, Room Management, Financial, and Accommodation Services.

📊 Process Flowchart

Source: Room Management.pdf (Clinical Occupancy Reporting)

🖼️ Swimlane flowchart diagram

Shows: Clinical Assessment → Room Availability → Funding Check → CMS Update → Accommodation Review → Completion

📥 Download PDF Flowchart
⚕️ Clinical Swimlane
  • 1. Movement Trigger
    Initiated by clinical assessment indicating need for room change
  • 2. Clinical Assessment
    Re-assess resident clinical changes since last test within guidelines
  • 3. Determine Reason for Move
    Is this Permanent or Short-stay/Repeat?
    • Permanent: Obtain formal consent from resident & family notification
    • Short-stay/Repeat: Record short-day or repeat admission visit
  • 4. Update Care Plan
    Update document with: Team assignments, Duration, 63-day balance note
🏠 Room Management Swimlane
  • 5. Room Inventory Check
    Pre-admission check (PreDay 1) - Check equipment functional for repeat visitors
  • 6. Room Available?
    Check room status and availability
    ✓ YES: Room Preservation - Pre-check equipment for repeat visitors
    ✗ NO: Temporary room assignment hold (Max 1-4 days if waiting for repeat visitor)
  • 7. Room Preservation
    Ensure room equipment and facilities are ready for incoming resident
💰 Financial Management Swimlane
  • 8. Funding Status Review
    Check funding status (AA-ACD); daily calculation vs priority funding
  • 9. RAD/DAP Review
    If new assessment needed - obtain approval and process charges
  • 10. Means Test Confirmation
    Verify accommodation supplement eligibility
  • 11. 63-Day Balance Check
    Check available respite days by Aged Care (AAC) - very days remaining
    Are there sufficient respite days remaining?
  • 12. Days Sufficient?
    ✓ YES: Respite subsidy confirmed (Rate, care type, MAC entry)
    ✗ NO: Days exhausted - arrange transition or discharge
  • 13. LEAD-TIME TRIGGER
    Set in CMS at admission; alert fires 10 days before (before pre-plan and approval process begins)
📋 Accommodation Services Swimlane
  • 14. Accommodation Assessment
    Permanent (6 price offers); Short-day (fee letter)
  • 15. CMS Update
    New phase entry + start time trigger date
  • 16. ACSC Compliance
    Each phase documented individually in compliance system
  • 17. Record Visitor Admission Data
    New date plan entry; fee arrangement; letter per phase
✅ Phase Completion & Discharge
  • 18. Move Complete
    Within 24-72 hours - each phase completion
  • 19. Discharge/End of Phase
    MAC closing; process time-based fees; RAD refund (14 days)
  • 20. Room Turnover
    Provisional hold (max 14 days if next phase confirmed)
  • 21. Return to Inventory
    Room available for next allocation

⏱️ Key Timings & Triggers

LEAD-TIME TRIGGER
Set in CMS at admission; alert fires 10 days before planned admission; begins approval process
63-Day Assessment Level - Key Facts
  • If >63 days remaining: Approve respite stay
  • If <63 days: Days out of facility do NOT count
  • Respite: 1-day actual financial use only
  • Plan: 1 day each financial year
  • Extension: Requires ministerial approval
Phase Completion Timeline
24-72 hours per phase from trigger to completion

🔗 Related Processes

This process is connected to and depends on:

RAC-001.1.1
Resident Admissions
RAC-001.2.1
Admission Assessment
CLIN-001.1.1
Care Planning & Assessment
FIN-002.1.1
Revenue Recognition
RISK-003.1.1
Data & Information Security
FAC-001.1.1
Facility Maintenance & Planning