What Actually Happens During an Aged Care Assessment in Australia (And How to Prepare)

The phone call happened on a Wednesday afternoon. My parent had been discharged from hospital, and the discharge planner mentioned something about "an aged care assessment through My Aged Care." She said it quite matter-of-factly, as if I should already know what that meant. I didn't.

I nodded, took the reference number she gave me, and hung up feeling completely lost. What was this assessment? Who would do it? What would they ask? What if my parent said the wrong thing? What if we didn't qualify for help, even though it was so obvious we needed it?

Looking back now, this is one of those moments where I really wish someone had just sat me down and explained what actually happens during an aged care assessment. Not the official government explanation with all its terminology — but the real version. The one that tells you what to expect, how to prepare, and what actually matters.

So that's what I'm going to do for you here.

What Is an Aged Care Assessment, Really?

Let me simplify this a bit for better understanding. An aged care assessment is essentially a structured conversation with a trained health professional about your parent's current situation, their needs, and what kind of support might help them. It's conducted by the Aged Care Assessment Team (ACAT) in most states, or ACAS (Aged Care Assessment Service) in Victoria.

The purpose of this assessment is to determine:

• What level of care your parent needs
• Whether they're eligible for government-funded aged care services
• What type of support would be most appropriate (home care package, residential care, or other services)

Think of it as the gateway to accessing funded aged care services in Australia. Without this assessment, you can't access Home Care Packages or move into residential aged care that's subsidised by the government.

No one really tells you this, but the assessment itself isn't something to be anxious about. It's not a test your parent can fail. The assessor genuinely wants to understand the full picture so they can recommend the right support.

When Does This Assessment Usually Happen?

In our case, it happened after a hospital admission — which is actually quite common. But assessments can be requested at any point when you recognise that your parent needs more support than they're currently receiving.

Here are the typical scenarios that lead to an aged care assessment:

• After a hospital stay: This is often when things become undeniable. Your parent has had a fall, a medical event, or an illness that's left them more frail than before.
• When you notice gradual decline: Maybe your parent is struggling with daily tasks they used to manage. They're not eating properly, personal care is being neglected, medications aren't being taken correctly, or the house is becoming unsafe.
• Following a crisis at home: A fall that didn't result in hospitalisation but shook everyone's confidence. A GP who's expressed concern.
• When current support isn't enough: Perhaps your parent already has some support in place, but it's become clear they need more hours, more specialised care, or a higher level package.

What I wish I knew at the time is that you don't have to wait for a crisis. If you're seeing warning signs and you're genuinely concerned, you can request an assessment. You're not being dramatic. You're being proactive.

Step 1: The Referral

First, someone needs to request the assessment. This can be your parent themselves, you as their adult child, a hospital discharge planner, or a GP.

You do this by contacting My Aged Care on 1800 200 422. This is where it can feel overwhelming — because the person on the phone will ask questions, take information, and create what's called a "Support Plan" based on what you tell them.

Here's what helped us: have key information ready before you call. Medicare number, healthcare card details if applicable, and a clear sense of what's been happening that's prompted the call. After this call, My Aged Care will refer your parent to the local ACAT/ACAS team for a formal assessment.

Step 2: Waiting for Contact

The ACAT/ACAS team will contact you (or your parent) to arrange the assessment. The timeframe varies depending on urgency and location. In our case, because it followed a hospital discharge, it was arranged quite quickly — within a week. For non-urgent situations, it can take longer.

Step 3: The Assessment Itself

The assessment usually happens at your parent's home, though it can sometimes be conducted in hospital if they're still admitted. The assessor is typically a registered nurse, social worker, or allied health professional.

What they'll ask about:

• Physical health and mobility: Can your parent move around safely? Are they at risk of falls?
• Personal care: Are they managing showering, dressing, toileting independently?
• Nutrition and meals: Are they eating regular, nutritious meals?
• Medication management: Are medications being taken correctly?
• Cognitive function and memory: How's their memory? Are they getting confused?
• Social and emotional wellbeing: Are they isolated? Lonely?

Step 4: After the Assessment

The assessor will write up their findings and make recommendations. This might be approval for a Home Care Package, approval for residential aged care, or recommendations for other services.

You'll receive a letter outlining the outcome. If your parent has been approved for a Home Care Package, they'll be placed on a national queue. If they've been approved for residential care, they can begin looking at aged care facilities.

How to Prepare for the Assessment (The Things That Actually Help)

Let me share what I wish we'd done differently, and what genuinely helped.

Be Honest — Uncomfortably Honest

This is the part that caught us off guard. I didn't want to make my parent sound worse than they were. But if you or your parent downplay the struggles, you might be approved for a lower level of care than you actually need. Be honest. If your parent is having falls, say so. This isn't about being disloyal. It's about getting the support that will actually help.

Document the Reality

In the days or weeks leading up to the assessment, keep notes. Falls or near-falls, meals being skipped, medications missed, confusion or memory lapses. When you're in the moment of the assessment, it's easy to forget these details. Having them written down means you can speak clearly about patterns, not just isolated incidents.

My The Essential Aged Care Roadmap is the perfect tool for getting all this out of your head and onto paper before the assessor arrives.

Talk to Your Parent Beforehand (If You Can)

If your relationship allows for it, try to have a gentle conversation with your parent before the assessment happens. Explain that the assessor is there to help, not to take anything away from them. The goal is to find support that helps them stay as independent as possible for as long as possible.

What Happens If You Disagree with the Outcome?

No one really explains this part — but you do have options if you believe the assessment didn't accurately reflect your parent's needs. You can request a review by contacting My Aged Care, provide additional information, seek support from a health professional like their GP, or contact an aged care advocate like OPAN.

The Things I Wish Someone Had Told Me

• It's okay to feel conflicted. You can simultaneously want your parent to get the support they need, and feel guilty for being the one highlighting their limitations.
• The assessment isn't a one-time thing. Needs change. You can request a reassessment if your parent's situation deteriorates.
• Your parent might be angry with you. They might feel you've betrayed them. This is so hard, but it comes from fear. Try not to take it personally.
• Approval doesn't equal immediate help. This was one of the most frustrating realisations. We got approved, and then discovered there was a waiting list.

A Final Word

The aged care assessment process is a formal, bureaucratic step in what is ultimately a deeply human experience. You're trying to keep someone you love safe. You're making impossible decisions with imperfect information.

But you're here, reading this, trying to understand the process before you're in the middle of it. That tells me you're the kind of person who wants to do this thoughtfully. You don't have to be perfect at this. You just have to show up, be honest, advocate for what your parent needs, and take it one step at a time.

I'm here to support you.
Much love,
xBec