Draft the care note.
Turn the notes staff record during a shift into a draft care note in your format and list the fields still missing.
What AI could run / aged care and home care
Let AI draft the care notes. A clinical lead reviews every one.
Care notes, incident reports and lists of missing fields can be prepared by connected AI agents inside the systems your service already uses. A clinical lead or manager reviews each output and decides. Under the Aged Care Act 2024, personal information may be used only for delivering care or the purpose it was given for.
Discuss your businessPotential implementation areas
Define the work.
Keep the decision.
Prepare the incident report.
Assemble a draft incident record with the details the Rules ask for. Flag anything that may be a reportable incident for a manager to assess.
Keep the record.
Log what was drafted, who approved it and when, in the system you already keep records in.
Example / not a live deployment
AI prepares.
A person decides.
Illustrative example
Provider sets which tasks AI may do → Personal information protected → Agent drafts → Clinical lead or manager reviews → Named person decides if reportable → Record kept
A person reads every draft before it enters the record. Whether an incident is reportable, and when to notify the Commission, stays with the responsible person or manager your procedures name.
What the rules say
What the Aged Care Act, the Rules and the privacy law say
The Aged Care Act 2024 commenced on 1 November 2025.
Aged Care Act 2024, s 2 (commencement table)A registered provider must protect the personal information of the people it cares for. The information may be used only for delivering the service or the purpose it was given for. It may be disclosed to others only with consent or in listed circumstances. It must be protected by reasonable security safeguards.
Aged Care Act 2024, s 168(1)Providers must keep records that demonstrate compliance with their obligations. The Rules set the retention period at 7 years from the day the record is made.
Aged Care Act 2024, s 154; Aged Care Rules 2025, s 154-2The Quality Standards require services to respect individuals' personal privacy. Information recorded about an individual must be accurate and current, and kept confidential and managed in line with their informed consent.
Aged Care Rules 2025, s 15-10, Outcomes 1.2(4)(c) and 2.7(12) to (13)Reportable incidents cover eight kinds of event, including neglect, psychological or emotional abuse, unexpected death and unexplained absence. Alleged and suspected incidents count.
Aged Care Act 2024, s 16(1)Providers must implement and maintain an incident management system, and the system must set out the roles of workers and responsible persons in managing and notifying incidents. A worker who becomes aware of a reportable incident must tell a responsible person or manager as soon as possible.
Aged Care Act 2024, s 164; Aged Care Rules 2025, ss 164-20 and 165A-20The incident record must include, at a minimum, a description, whether the incident is reportable, who was involved, the actions taken and who recorded it. Incident details must be retained for 7 years.
Aged Care Rules 2025, s 164-25Where the provider has reasonable grounds to believe an incident is priority 1, it must notify the Commissioner within 24 hours of becoming aware. Other reportable incidents need a notice within 30 days. Failing to report is a civil penalty provision.
Aged Care Act 2024, s 165A; Aged Care Rules 2025, ss 165A-25 and 165A-30From 10 December 2026, an organisation covered by the Privacy Act must describe in its privacy policy the kinds of personal information, and the kinds of decisions, involved where a computer program makes or is directly related to a decision that could significantly affect someone's rights or interests.
Privacy and Other Legislation Amendment Act 2024, s 2 and Sch 1 Part 15 (new APP 1.7 to 1.9)The OAIC says a decision can be in scope even when a person reviews the output. Its worked example is a health and aged care provider whose spreadsheet ranks clients to decide who to contact.
OAIC, APP 1.7-1.9 Transparency Obligation Fact Sheet, September 2026, pp 1 to 2 and Example 1The OAIC recommends not entering personal information, especially sensitive information, into publicly available generative AI tools, and says records should show where information came from an AI output.
OAIC, Guidance on privacy and the use of commercially available AI productsThe Commission says its own AI tools may not make decisions without human intervention and that its staff stay responsible for checking AI outputs. That is a statement about the Commission's own use, not a rule for providers.
Aged Care Quality and Safety Commission, AI Transparency Statement, updated 16 July 2026
This page summarises the rules and is not legal advice. No regulator has assessed any Numaya setup. Read the sources and take your own advice.
Questions aged care and home care providers ask
Clarity before commitment.
When did the Aged Care Act 2024 start, and are the rules still changing?
The Act commenced on 1 November 2025. The Aged Care Rules 2025 that carry the Quality Standards and the incident rules had reached their twelfth compiled version by 1 October 2026, so check the current text before you rely on any detail here.
Who decides whether an incident is reportable?
People do. The Rules require your incident system to name the roles of workers and responsible persons in notifying reportable incidents, and the 24-hour priority 1 notice applies where the provider has reasonable grounds to believe an incident is priority 1. An agent can list missing fields and flag a possible incident. A named person decides and notifies the Commission.
What do the privacy rules mean for AI tools?
Section 168 of the Act limits how personal information may be used and disclosed, and requires reasonable security safeguards. From 10 December 2026, organisations covered by the Privacy Act must also describe in their privacy policy any computer program that makes or is directly related to a decision that could significantly affect someone. The OAIC says human review does not on its own take a decision out of scope, so ask your adviser before you rely on a tool that ranks or prioritises clients. We did not find any Commission rules on AI for providers.
We also deliver NDIS supports. Is that the same page?
No. NDIS supports come under a different law and regulator. See the page for NDIS and community care providers at /ai-for-ndis-providers.
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