Residential Aged Care Equipment Grants Program

Only approved residential aged care providers (as determined by the Australian Government's Aged Care Act 1997) that provide services in Victoria and that have received an invitation from the Department of Government Services are eligible to apply to the Program.

Invited Victorian RACH providers can apply for payments grants $3,500 up to $10,000 per home (one grant application per individual facility).

Each RACH should consider what medical equipment they will purchase and the estimated cost of the equipment and submit an application that aligns with this amount.

Successful RACH will receive their grant payment in 1 instalment upon execution of a grant agreement.

If the total program funding requested exceeds the total program budget, any RACH with less than 90 operational places (that has requested greater than $7,000), will be counter-offered a lesser grant amount (of no less than $7,000).

RACH will be required to provide evidence of expenditure on eligible medical equipment and CHAOP training attendance at a later date.

RACH will be requested to indicate in the application what medical equipment is intended to be purchased with the grant funding up to a maximum value of $10,000. The total cost of a single item of eligible medical equipment may not exceed $5,000.

Eligible equipment under the program must be compliant with Australian Standards and is limited to:

• otoscopes
• infrared thermometers
• fingertip pulse oximeters
• stethoscopes
• manual blood pressure machines
• vital signs monitors
• reflex hammers
• tuning forks
• pen lights

This medical equipment is eligible under the Program because it directly aligns with the skills and competencies taught through the associated CHAOP training and is within the scope of practice for aged care nurses.

There is no further medical equipment or other expenditure deemed eligible for funding under the Program.

The grant funds received must be expended by the RACH between 1 October 2025 to 1 June 2028 and proof of payment evidence (such as invoices or receipts) must be provided upon request. The grant funds can be expended prior to, or after the CHAOP training is completed.

Should the grant funds provided through the Program not be expended fully and/or used to purchase equipment not on the eligible medical equipment list outlined in these guidelines, the RACH may be required to repay those funds.

Organisation providers will be invited directly to apply via an e-mail from the Department of Government Services to the key contact provided by the Department of Health when the Program opens on 14 October 2025. Please note that there will be no public links available to apply to the Program.

Should the organisation provider not have received a direct invitation to apply to the Program, please contact agedcare.equipment@grants.vic.gov.au immediately.

Organisation providers can submit an application for each individual RACH, or forward the invitation and provide authorisation for each RACH to apply and enter into a contract on behalf of the organisation provider.

The person who prepares and submits the application to the Program must:

• be employed by the RACH
• have the authority to apply and enter into contracts on behalf of the RACH
• provide details of a valid proof of identity card in the application (see details below)
• use their official work email address to create the account and in the application (i.e. citizen@springwoodcare.com.au).

Personal email addresses must not be used and will likely delay the assessment of your application.

If you are an organisation provider, submitting applications on behalf of your RACH, you must submit an individual application for each RACH facility you manage. You cannot apply for multiple grants through a single application.

Applications must be submitted by the closing date (9 December 2025) as outlined in the Program dates section of these guidelines.

Applicants will need to attest that they have read and understood these guidelines in the application form.

Applications that are still in 'draft’ and have not been submitted by the closing date will not be assessed.

Late applications will not be accepted.

Submitting an application

Applicants must complete the following steps to apply:

1. Complete all the required fields in the application form which will include providing:
   1. The active Australian Business Number (ABN) and an Australian Company Number (ACN), or an Incorporated Association Number (IAN)for the RACH
   2. The RACH Service Identification number (e.g. SRV-1234) and Provider Identification number (e.g. PRV-5678) issued by the Australian Government.
   3. RACH provider service name and address
   4. The equipment that is intended to be purchased and estimated cost (requested grant amount)
2. Submit application online via the email invitation link received.
3. Ensure you receive an email confirmation of application submission (please check spam/junk mail if confirmation email cannot be seen in your inbox).
4. Provide additional information to support your application if requested to do so.

The person completing and submitting the application form must be authorised to enter into a contract on behalf of the organisation (the RACH) and, accept any implications to their organisation resulting from the conditions of the funding if the application is successful. They will be required to attest to this in the application form. Any costs or risks associated with an application are the sole responsibility of the RACH.

The Department of Health makes no representation that a grant will be made to any applicant and reserves the right to amend, suspend or withdraw the Program.

Proof of identity

The person who applies must provide information from one of the following current proof of identity documents on the application form for verification through the Australian Government’s Document Verification Service:

• Australian passport or New Zealand passport
• Medicare card
• Australian driver licence or learner permit
• Australian visa (International passport).

If proof of identity is unable to be verified, the applicant will receive a follow up email with instructions on how to provide their proof of identity details.

Applications will be reviewed against the eligibility and assessment criteria and may undergo further due diligence checks.

The person applying must attest that they have the authority to enter into a contract on behalf of the organisation provider and accept the terms and conditions outlined in the application form.

After an application to the Program is assessed as being successful, the applicant will be notified via e-mail and this will form an executed grant agreement and be followed by payment.

If the RACH is counter-offered a lower amount than requested (as outlined in the Available Funding section of these guidelines), the applicant will receive this counter-offer via e-mail. This counter-offer will need to be accepted by a person authorised to enter into a contract on behalf of the organisation provider and this will form an executed grant agreement and be followed by payment.

The applicant will have 10 business days from the date the counter-offer is issued to accept the offer. The offer may be withdrawn if the grant agreement is not executed within this timeframe.

An email will also be issued to organisation providers with details of their RACH outcomes, funding awarded and the bank account into which the grant payment was made

The Department of Government Services will pay 100 per cent of grant funds on execution of the grant agreement.

The RACH will be required to provide evidence of and report on how the grant funds were spent and evidence of required CHAOP training completion, at approximately 12-and 24-month intervals from receiving payment of the grant funding.

The RACH must comply with this request in accordance with timeframes provided in the request.

RACH will be required to participate in program evaluation activities initiated by the Department of Health and Department of Government Services. This may include completing surveys for a period of up to 4 years after the grant has been paid.

Reporting is critical in understanding the Program’s impact, supporting continuous improvement in program design and delivery, and delivering effective grant program outcomes for the Department of Health and the Australian Government.

Grant recipients may be subject to audit by the Victorian Government or its representatives on the accuracy of their application and use of government funds upon request; for a period of four years from receipt of payment.

By submitting the application form, the applicant is declaring that the information provided in the application and supporting documentation is true, accurate and not misleading about a material fact.

If any information in the application or supporting documentation is found to be false, misleading or fraudulent, the applicant organisation will have to repay the full amount of the grant value.

The Victorian Government reserves the right to take further action, including referring the grant recipient to the relevant law enforcement agency. Providing inaccurate, untrue or misleading information may be an offence. Serious penalties may apply.

Information provided for this Program, including personal information, will be collected and used by the Victorian Government for the assessment of eligibility for this grant, program administration and program review.

By applying for a grant, applicants consent to the sharing of information as outlined in the Terms and Conditions. The Department of Government Services, as an administrator, may contact applicants to clarify submitted information, and for program review, reporting, monitoring, audit and evaluation purposes.

The Department of Government Services completes a range of eligibility assessments that may include data matching to clarify the accuracy and quality of your supplied information. The data matching may occur on information (including personal information) provided in the application form.

If personal information about a third party is included in the application, the applicant must ensure the third party is aware of and consents to the contents of this privacy statement.

In the assessment of the application, it may be necessary to share personal information with State and Australian Government departments and agencies.

The Department of Government Services collects demographic information for economic reporting purposes. No personal information is used in reporting; all reports are presented with aggregated data.

Any personal information about the applicant applying or a third party will be collected, held, managed, used, disclosed or transferred in accordance with the provisions of the Privacy and Data Protection Act 2014 (Vic) and other applicable laws.

Enquiries about access or correction to your personal information, can be emailed to agedcare.equipment@grants.vic.gov.au.

Other concerns regarding the privacy of personal information can be emailed to privacy@dgs.vic.gov.au and the Department of Government Services’ privacy policy.

Complaints and feedback

If an unsuccessful applicant considers that their application has been incorrectly assessed, they can lodge a complaint. The complaint must be received within 60 days from the date the Department of Government Services notifies the applicant of the outcome of the application. If a complaint is not received within 60 days, the decision will be final.

Any complaints or feedback you have about this grant opportunity may be made in relation to:

• the timeliness of the process
• communication provided by the Department of Government Services
• adherence to the Program’s guidelines.

Send your written feedback to agedcare.equipment@grants.vic.gov.au.

If you do not agree with the way the Department of Government Services has handled your complaint there are a number of other review and complaint options that you can access, including the Victorian Ombudsman.

Conflict of interest

A conflict of interest is a situation in which someone has competing professional or personal interests or duties.

Applicants must inform the Department of Government Services and Department of Health of any real, potential, or perceived conflict of interest relating to a project for which it has applied for funding.

Grant funding provided through this Program cannot be used to purchase products from an entity that is fully or partially owned or controlled by the applicant, unless written consent is obtained from the Department of Government Services and Department of Health. Applicants and medical equipment suppliers must operate as entirely separate entities, with no shared ownership, governance, or common directors.

Information only

Any discussions you may have with the Program’s representatives are for information only, and do not constitute advice.

Applicants should seek independent advice before making an application or entering into a grant agreement

GST

Grants under the Program are paid without GST.

Payment implications

Receiving a grant payment may result in financial, taxation, legal or other implications for the recipient. It is strongly recommended applicants seek independent professional advice regarding these possible impacts. Applicants may also seek advice from the Australian Tax Office on 1800 806 218.

1. Residential Aged Care Equipment grants program (the Program) funding recipients must agree to the terms and conditions of the grant as stated in the application form, grant agreement, claim form and these guidelines.
2. Applicants must confirm they meet the eligibility criteria at the time of application.
3. Your application constitutes an offer to the Victorian Government. If your application is successful, the Government will issue an email confirming its acceptance of your offer. You will then have made an agreement with the Government of Victoria that includes:
   1. the email of acceptance
   2. these guidelines
   3. your completed application.
4. If the RACH is eligible for a lower funding amount, a counter-offer offering a lower amount of funding will need to be returned to the Department of Government Services to execute the grant agreement.
5. Applicants will have to confirm their intention to have employed nursing staff complete the Comprehensive Health Assessment of the Older Person (CHAOP) training course by June 2028.
6. If an applicant enters into the Program grant agreement and does not comply with its terms and conditions, including but not limited to not undertaking the CHAOP training course, purchasing items which are not eligible under these guidelines, or not expending the grant funds, the applicant may be required to pay back any amounts already paid to them, in addition to any other remedies available to the Victorian Government as stated in the agreement.
7. By submitting your completed application, you consent to the Department of Government Services and the Department of Health sharing information provided by you within the Victorian Government and the Australian Government. This extends to external parties for the purposes of validating other eligibility requirements including:
   1. the Australian Government Department of Health, Disability and Ageing
   2. the Australian Government Attorney-General’s Department
   3. the Australian Government Department of Home Affairs.
8. Applications and claims for the Program’s grants may be subject to audit by the Victorian Government or its representatives for up to 4 years following the payment of the grant, to determine whether the application and information provided during the term of the Program was accurate, complete and consistent with the Program’s guidelines.
9. If allocated funding for the Program is exhausted before the Program’s end date, the Department of Health reserves the right to end the Program.
10. The Victorian Government, including Department of Health, is under no obligation to remake any payment made where the applicant provides incorrect bank account details and if a payment fails your grant may be cancelled following reasonable attempts to update your bank account details.
11. The applicant may be asked to provide more information to help assess their application. The Department of Government Services and Department of Health can refuse an application if the eligibility criteria are not met, or where the applicant does not or cannot provide sufficient information in the timeframe to assess whether eligibility criteria are met.
12. The Department of Government Services and Department of Health may, at any time, remove your application from the assessment process or terminate a Program grant payment if, in our opinion, the applicant may bring the Department of Health, the Minister for Health, the Victorian Government or Australian Government into disrepute.
13. You are responsible for informing the Program via email of any changes to your circumstances including:
    1. changes to personal details such as address, mobile number, email and bank account details
    2. significant changes to the operations, or de-registration of the RACH.
14. If an applicant or recipient considers that their application or claim has been incorrectly assessed or paid, they may lodge a complaint. The complaint must be received within 60 days from the date Department of Health or the Department of Government Services notifies the applicant or recipient of the outcome of their application. If a complaint is not received within 60 days, it will not be considered. Contact the Department of Government Services at equipment@grants.vic.gov.au.
15. The Victorian Government makes every effort to ensure the grant application and assessment process is fair and undertaken in line with these program guidelines.
16. Decisions in recommending and awarding grant funding under the Program are at the Minister for Health’s and Victorian Government’s discretion. This includes not making any funding available or approving a lesser amount than that applied for.
17. These guidelines and application terms may be changed from time to time, as appropriate.

What happens if I don't receive an invitation to apply?

If you believe you are eligible but haven’t received an invitation, you should contact the Program team immediately at agedcare.equipment@grants.vic.gov.au.

What if I experience technical issues or errors during the online application process?

Please contact the Program Team at agedcare.equipment@grants.vic.gov.au and provide as much detail as possible (including screenshots if available).

Support is available Monday to Friday, 9am-5pm.

How can I contact the Program Team before, during, or after the application process?

You can contact the Residential Aged Care Equipment Grants Program Team via email at agedcare.equipment@grants.vic.gov.au

Support is available Monday to Friday, 9am-5pm (AEDT). We aim to respond to you within five business days.

What is the CHAOP training?

The free training is focused on improving the clinical assessment and care provided to older people in the RACH. The training will increase the RACH nurses skills and knowledge in aged care clinical assessment through the use of the medical equipment purchased with the grant funding from the Program.

The CHAOP training will be delivered by La Trobe University in multiple locations across Victoria up until June 2028 and is free to attend for all RACH.

Why do I have to do the CHAOP training?

The Australian and Victorian Governments have announced the Program as part of the Strengthening Medicare Supporting Older Australians initiative. The initiative aims to avoid emergency department presentations from the the number of long stay older patient bed days through improving the support that older Victorians get in a safe and comfortable environment in the RACH.

Undertaking the free CHAOP training, receiving the grant to purchase the eligible medical equipment and participating in the evaluation activities for the Program is critical in meeting the objectives of the Strengthening Medicare initiative.

How do I enrol for the CHAOP training?

If you received a grant for a RACH, you must send at least one registered or enrolled nursing staff member employed at the RACH to complete the CHAOP training.

You will not be able to apply for the CHAOP training through the invite you receive to apply for the grant. Please register through the La Trobe University link.

Can I spend the grants funds before I undertake the CHAOP training?

Yes. You will be required to have had your nursing staff complete the CHAOP training by June 2028 or earlier. Evidence of the expenditure on the eligible medical equipment under the Program will also be required to submitted as you will receive the grant funding up front.

What do I need to submit to show that I have spent the grants funds on the eligible medical equipment and completed the CHAOP training by June 2028?

The Department of Government Services will be contacting all grant recipients (RACH) seeking evidence of the expenditure of the grant funds on the eligible medical equipment and completion of the CHAOP training at approximately 12 and 24 month intervals following receipt of the grant payment.

Proof of evidence will include providing receipts which show that you have spent the funds on the eligible medical equipment and that at least one nursing staff member employed by the RACH has completed the CHAOP training.

What happens if I don't respond to the request to submit evidence?

You must comply with the request to provide both sets of evidence for the medical equipment purchases and completion of the CHAOP training by no later than June 2028. If you do not respond, we may seek full repayment of the grant funds from you.

What happens if I don’t spend the grants funds on the eligible medical equipment or complete the CHAOP training by June 2028?

If you only partially complete the requirements regarding the expenditure of the grant funds on the eligible medical equipment and/or completion of the CHAOP training, we may seek full repayment of the grant funds from you.

Will I have to participate in evaluation activities?

Yes, you will be required to participate in Program evaluation activities. This will include completing surveys for a period of up to 4 years after the grant has been paid. Reporting is critical in understanding the Program’s impact and the overall benefits of the Strengthening Medicare initiative.

What happens if the program is oversubscribed?

If the total Program funding requested exceeds the total program budget, any RACH with less than 90 operational places (that has requested greater than $7,001), will be counter-offered a lesser grant amount (of no less than $7,000). If the RACH is counter-offered a lower amount, you will receive this counter-offer via e-mail and be required to accept the terms and conditions of the agreement.

Who is responsible for the program?

The Department of Health is accountable for delivering this program on behalf of the Australian Government.

The Department of Government Services is administering the Program on behalf of the Department of Health, including issuing invitations to apply and receiving applications, application assessments, grant payments and requests for evidence to acquit the grant.