Most home care providers evaluate aged care software the same way they evaluate everything else: a demo, a feature list and a conversation with someone who already uses it. That takes weeks and tells you what the vendor wants you to see.
There’s a faster way. Score every platform against the same 10 questions. Each one maps to a real operational need under the Support at Home program and the strengthened Quality Standards. Rate each from 0 (doesn’t do it) to 2 (does it well). Add up the score. About 30 minutes per platform.
At a glance: Score any aged care software platform against 10 questions covering quarterly budget tracking, transaction-based claims, invoice splitting, bulk statements, price cap compliance, real-time budget visibility, credential tracking, care planning, mobile access and multi-program support. A score of 16 or above means the platform handles Support at Home well. Below 10 means it’s creating more work than it saves.
The 10 Questions
- Does it track quarterly budgets across all six funding buckets?
- Can it generate transaction-based claims within 7-14 days?
- Does it split invoices automatically?
- Can it generate branded statements in bulk?
- Does it check prices against IHACPA caps before claims?
- Can coordinators see client budgets in real time?
- Does it track worker credentials with automated alerts?
- Does it support digital care planning?
- Do field workers have mobile access?
- Can it handle both aged care and NDIS?
1. Does It Track Quarterly Budgets Across All Six Funding Buckets? (0-2)
Support at Home splits funding across Support at Home, Home Modifications, Assistive Technology, HCP Unspent Funds, Restorative Care Pathway and End of Life Pathway. Each has its own quarterly allocation with classification rates, Care Management 10%, supplements and rollover.
Score 0: Budget tracking lives in spreadsheets. Your finance team rebuilds formulas every quarter.
Score 1: Some budget tracking exists but doesn’t cover all six buckets or requires manual input.
Score 2: Live Spent, Remaining and Quarter-to-Date balances across all six buckets, with rates, supplements and rollover calculated automatically.
2. Can It Generate Transaction-Based Claims Within 7-14 Days? (0-2)
Support at Home requires claims tied to specific service delivery sessions, submitted within 7 to 14 days. If your team re-enters session data into a billing system manually, errors and delays are built into the process.
Score 0: Claims are typed manually or generated in a separate system from service records.
Score 1: Claims are partially linked to service records but require manual code or rate review.
Score 2: Claims generate automatically from completed sessions with correct codes, rates and client details.
3. Does It Split Invoices Automatically? (0-2)
Every service has a government-funded portion and a client contribution portion. Splitting these manually creates reconciliation work that shouldn’t exist.
Score 0: Invoice splitting is manual. Your team calculates and routes each portion separately.
Score 1: Some automation exists but requires manual checks or doesn’t integrate with your accounting software.
Score 2: Automatic split by category-driven percentages. Government to the Aged Care Provider Portal. Client to Xero or MYOB. Zero reconciliation.
If a platform scores 0 on any of these first three questions, it’s not built for Support at Home. Book a 15-minute walkthrough with FlowLogic to see how a platform that scores 2 on all three handles budgets, claims and splitting.
4. Can It Generate Branded Statements in Bulk? (0-2)
Monthly statements need to go out to every client. Generating them one at a time from a Word template takes hours.
Score 0: Statements are created manually, one client at a time.
Score 1: Some template functionality exists but requires manual data population.
Score 2: Customisable templates pulling live data. Entire client base generated in a single bulk action. Your branding, your terminology, your layout.
5. Does It Check Prices Against IHACPA Caps Before Claims? (0-2)
From 1 July 2026, IHACPA-set price caps apply to every service. Prices must be published on both My Aged Care and your website, reviewed every two months.
Score 0: No automated price checking. Your team manually verifies rates.
Score 1: Price data is in the system but doesn’t flag overpricing before claim submission.
Score 2: System flags any price exceeding the cap before the claim is generated.
6. Can Coordinators See Client Budgets in Real Time? (0-2)
If checking a client’s remaining budget requires a spreadsheet or a phone call to finance, your coordinators are scheduling services without knowing whether the funding is there.
Score 0: Budget data requires manual calculation or a separate system.
Score 1: Budget data is available but not updated in real time.
Score 2: Live balances across all six buckets visible from the client record before scheduling.
7. Does It Track Worker Credentials With Automated Alerts? (0-2)
Every worker delivering services must have current qualifications and screening under the strengthened Quality Standards. If credential tracking lives in a spreadsheet, it’s a compliance risk.
Score 0: Credentials tracked manually or in someone’s memory.
Score 1: Credentials stored in the system but alerts are manual or unreliable.
Score 2: Automated alerts at 90, 60 and 30 days before expiry. Credential status visible from a dashboard.
8. Does It Support Digital Care Planning? (0-2)
Auditors want person-centred care plans that are current, built with consumer input and actively used. Paper plans consistently fail audits. We covered the full requirements in our post on digital care planning for home care providers.
Score 0: Care plans are paper-based or generic Word templates.
Score 1: Digital care plans exist but aren’t linked to rostering or progress notes.
Score 2: Structured care plans with consumer preferences visible to rostering teams, review schedule alerts, progress notes linked to goals.
9. Do Field Workers Have Mobile Access? (0-2)
Home care workers deliver services in the community. They need to view shifts, clock on and off, log session notes and access care plans from their phone.
Score 0: No mobile access. Records entered at a desktop later.
Score 1: Basic mobile access (view shifts only).
Score 2: Full mobile app with shift management, session notes, clock on/off, care plan access and issue reporting.
10. Can It Handle Both Aged Care and NDIS? (0-2)
If your organisation delivers both, running separate platforms creates duplicate data, split reporting and double the admin.
Score 0: Only handles one program. Additional programs require additional tools.
Score 1: Supports multiple programs but with separate modules or logins.
Score 2: One platform, one login, shared tools across Support at Home, NDIS and other programs. FlowLogic uses the same foundations for both.
How to Read Your Score
Add up the scores across all 10 questions. Maximum is 20.
16 to 20: The platform handles Support at Home and the strengthened standards well. Focus on optimising workflows.
10 to 15: Gaps exist. Some needs are met through workarounds that won’t scale as your client base grows.
Below 10: The platform is creating more work than it saves. Every quarter on it adds admin burden and compliance risk.
We scored the leading NDIS platforms in our companion post on how to evaluate NDIS software in 30 minutes. Use both frameworks if you deliver across both sectors.
Score Us Too
Book a demo with FlowLogic and bring this framework. Score us against the same 10 questions. We’re confident in where we land.
Frequently Asked Questions
How long does it take to score a platform using this framework?
About 30 minutes per platform. Score your current system from your own experience. For a new vendor, use the questions during or after a demo.
What score should I aim for in aged care software?
16 or above out of 20 means the platform is handling Support at Home demands well. Below 10 means it’s creating more work than it saves.
Which question is the most important for Support at Home?
Question 1 (quarterly budget tracking across all six funding buckets). If your system can’t show live balances across every allocation type, your team is flying blind on client funding positions.
Can I use this framework for NDIS software too?
For NDIS, use our companion framework which covers claims automation, pricing updates and credential tracking from an NDIS-specific angle. Use both if you deliver across both sectors.
Should I score platforms during a demo?
Yes. Bring the 10 questions to every demo and score the platform in real time. It keeps the evaluation objective and makes it easy to compare vendors afterwards.
What if my current system scores below 10?
It’s likely creating more admin and compliance risk than it’s saving. The start of a new quarter aligns well with Support at Home’s budget structure for switching.
Ready to score your aged care software? Book a demo with FlowLogic and bring this framework. We’ll walk through all 10 questions live.
