Aged Care GP Matching

Matching aged care residents to GPs still runs on scattered emails and manual spreadsheets.

It's one of the clearest, most repeatable workflows a Primary Health Network runs, and one of the easiest to lose track of once it's spread across inboxes, phone calls, and a couple of sheets someone quietly maintains.

71.4%
of residents see a GP they've never met after moving into aged care
ROSA study, Age and Ageing (Feb 2026), cohort 2013–2019
20mo
median length of stay, so the population needing a match never stops turning over
AIHW GEN aged care data, 2024–25
Jul 2024
the national incentive rewarding GPs for consistent aged care visits came into effect
Dept. of Health, Disability and Ageing (GPACI)
Where this usually breaks down

Three things make this slower than it needs to be.

The friction tends to look the same, however a PHN currently runs it.

01

Scattered before it starts

A request can arrive by phone, by email, through a form buried somewhere on a website. Even where a shared portal exists, it usually stops at getting two parties talking, what happens after is still manual. There's no single place the whole picture lives.

02

Matching takes as long as someone has time to dig through it

Without a structured way to compare who needs a GP against who's available, matching depends on manually cross-referencing whatever lists exist. How fast it happens depends on who has time that week, not on how urgent the need is.

03

And the need doesn't pause

Residents move through aged care continuously. With a median stay of around 20 months, this isn't a backlog to clear once. It's ongoing.

What this looks like today

The information exists. It just doesn't travel well.

Right now

A residential aged care home reports a resident without a regular GP by phone or email.

A GP with room to take on aged care patients registers interest a different way entirely, sometimes not at all.

Matching them means someone cross-referencing spreadsheets by hand, and hoping nothing falls through the gap between one inbox and another.

How it works

Four stages, from a request coming in to a resident and GP actually being matched.

Each stage maps to configuration already available on the platform, not custom development.

1

Collect information

Capture submissions from residential aged care homes and GPs through structured online forms, instead of scattered emails and spreadsheets.

FormsData Capture
2

Apply program rules

Every submission is validated against program requirements automatically: eligibility, required information, and a consistent standard applied every time.

Decision TablesBusiness Rules
3

Support better matching

Demand and supply are brought together, candidates ranked by fit, and a Workforce Manager makes the final call from a shortlist, not a blank sheet.

Record QueriesMatching LogicAI Recommendations
4

Keep everyone informed

Submission received, match proposed, status updated, next steps, every stakeholder notified automatically as the request moves forward.

NotificationsWorkflow Actions
What's proven, what's a concept

Worth being precise about which is which.

Already proven
  • Form Studio, Flow Designer, Rule Engine: live platform capabilities, in production today
  • Working inside a PHN environment: an existing PHN customer runs supplier document handling through a governed, multi-stage workflow with a full audit trail on this same platform
  • ISO 27001 certified, built on Microsoft Azure: the governance layer underneath any configuration

These aren't specific to aged care. They're the same building blocks used across every industry this platform serves.

This document
  • Aged Care GP Matching as a named configuration of those building blocks
  • A solution concept, shaped around how this workflow actually runs, not yet a named deployment
  • A starting point for a conversation about what your team's version of this would need

Shown here to make the fit concrete, not to claim it's already running for a specific PHN.

BPA GP Matching Workspace

GP Matching Workspace: Business Process Automate platform

Why this, not another system

Built around how a Workforce team already operates.

01

The people making the match are still the people making the match. Rules narrow the list; a Workforce Manager decides.

02

Nothing here asks a RACH or a GP to learn new software beyond filling in a form, the kind of thing they already do today.

03

The rules can change as programs change. Updating an eligibility threshold doesn't mean waiting on a developer.

Curious how this would map to your team's process.

Happy to walk through what a version of this could look like for your PHN specifically, no obligation either way.

Book a Discovery