Aged Care Worker Screening: Requirements Under the New Act

Worker screening is a cornerstone of resident safety in aged care and one of the key areas covered in workforce compliance. Under the Aged Care Act 2024, providers must ensure that certain workers — including direct care workers, management staff, and others with access to residents — undergo screening for criminal history, suitability, and relevant disqualifications.

Section 120 of the Act and the Aged Care Rules 2025, Chapter 3 establish the framework, but the practical implementation is complex: screening requirements vary by role, timelines must be tracked carefully, exemptions are available in limited circumstances, and ongoing monitoring obligations continue throughout employment.

The Act requires workers who have direct contact with residents, or who have unsupervised access to resident information, to hold current police checks and NDIS Worker Screening Checks (where applicable). The definition of 'worker' is broad — it includes employees, contractors, volunteers, and students. The definition of 'direct contact' includes care delivery, visiting residents' rooms, and unsupervised access to sensitive information.

Providers must obtain screening before a worker commences, and must maintain proof of screening. Screening records must be kept on file with expiry dates tracked. A lapsed screening check for a worker in scope is a compliance gap that the ACQSC will identify.

Police checks typically include national criminal history checks plus state-specific checks where applicable. These checks identify criminal convictions, pending charges, and certain types of findings against the worker.

NDIS Worker Screening Checks are specifically designed for disability and aged care sectors. These checks not only examine criminal history but also identify whether the person has been excluded from working with vulnerable people. In some states, NDIS screening is replacing general police checks as the primary screening mechanism for aged care workers.

Working with Children Checks are not typically required for aged care workers (unless the facility provides care to children), but may be required in some state-specific contexts.

Referees and identity verification are part of screening, though the Act does not specify the exact format. Best practice is to verify identity with original documents (passport, driver's license) and obtain at least two professional referees.

Screening must be obtained before a worker commences in their role. In practice, this means: the worker applies for the role, you initiate screening processes, you receive results, and only after clearance does the worker start.

Police checks typically take 5-10 working days depending on the jurisdiction. NDIS screening can take 10-15 working days. Planning ahead during recruitment is essential — don't plan commencement before screening is complete.

If screening results in concerns (a conviction or finding of unsuitability), the provider must assess whether the person is suitable despite the finding. This is not an automatic disqualification — it requires a judgment about whether the conviction or finding is relevant to working in aged care. Documenting this assessment is important.

The Act allows exemptions from screening in limited circumstances, primarily where screening is not available or where the person is already screened under a comparable scheme in another setting. Exemptions must be documented and justified.

Providers should be cautious about claiming exemptions. The ACQSC expects exemptions to be genuinely necessary, not simply convenient. Most aged care workers can obtain police checks and NDIS screening within reasonable timeframes.

Screening is not a one-time event. Providers must have systems to identify when screening checks expire and ensure renewal screening is obtained in time. Most jurisdictions recommend renewal every 3-5 years; some aged care schemes mandate shorter intervals.

Beyond scheduled renewal, providers should have a mechanism to identify if a worker is charged with or convicted of a relevant offence during their employment. Some jurisdictions enable workers to declare changes, others allow police agencies to flag updates. Regardless, the provider should maintain awareness and take action if a worker's suitability changes.

Screening records must be kept securely and confidentially. Best practice is to maintain a screening register that tracks every worker, their screening type, date obtained, expiry date, and status (current, renewal in progress, lapsed). This register should be reviewed at least quarterly to identify expiries or gaps.

During ACQSC assessment contacts, assessors will often ask to see the screening register and may sample records to verify that screening is current for workers in scope. A well-maintained register demonstrates systems compliance.

The Workforce Screening module in Statura Care maintains a centralised screening register for all workers, tracks screening type and status for each worker, calculates expiry dates and generates renewal alerts 60 days before expiry, documents exemptions with justification and approval, and provides audit reports showing screening status across the workforce.

The module integrates with recruitment workflows to flag when screening is outstanding, and with the Quality Standards module to provide evidence for Standard 2 (The Organisation). Compliance alerts ensure no screening lapses go unnoticed. Worker screening is one of 35 modules in Statura Care's aged care compliance software.