Review process

Planning

We publish a schedule of reviews each financial year in our annual work plan. When developing that plan, the Inspector-General may consider any requests from a minister responsible for aged care or the secretary of the Department of Health and Aged Care.

The minister responsible for aged care may also direct the Inspector-General to conduct a review. In this case, the Inspector-General may vary an existing work plan or include it in a future work plan.

When starting a scheduled review, we develop a detailed plan that outlines:

• the terms of reference
• key criteria required to meet the objectives published in the annual work plan. 

Notification

When we begin a review, we officially notify the head of any organisation whose activities are directly within the scope of the review. This tells them about the objectives, criteria, and terms of reference of the review.

The Inspector-General also formally advises the Minister that a review has begun. 

The Inspector-General is also required to advise the public that a review has started, unless they believe it would impede the review. We announce, when appropriate, if we intend to seek public submissions to a review, and how the public can make submissions.

Entry interview

If the activities of an organisation are within the scope of a review, we arrange an entry interview with key senior personnel at that organisation. This meeting covers:

• expectations
• objectives
• criteria
• terms of reference of the review.

It also allows key senior personnel of the organisation to clarify any questions they have about the review, or what information they need to give us.

The organisation may also wish to provide an introductory briefing and key material to help us and their staff to carry out the review.

Analysis

After entry interviews, we begin to gather and analyse information and evidence. Our review team may:

• conduct interviews with managers, staff, and other stakeholders
• obtain relevant documents or data
• observe staff in their roles
• review decisions, cases, or activities related to the review.

We may make a number of requests for information. This may include visits to premises during a review to ensure that we have all information required to complete our review. Appropriate building, records, and IT access may be required, including access to classified materials that we deem necessary for the purpose of the review. 

Organisations are required to provide reasonable assistance to the Inspector-General and their staff while conducting a review. In conducting these activities, we seek information voluntarily from individuals and organisations in the first instance. If information cannot be legally provided in this manner, or will not be willingly provided, the Inspector-General’s legislation allows a legal notice to be issued. This notice compels an individual to provide information, or to certify that it is necessary to access and remain on premises to gather necessary information for their functions. 

If relevant, we will call for submissions to inform the review and will consider any submissions we receive.

Draft report

We prepare a draft report once we have collected and analysed the evidence. The draft report sets out:

• a summary of the evidence and material relied upon
• preliminary findings
• any proposed recommendations.

Before distributing the draft report to relevant organisations for comment, we consider any findings that are critical of an organisation, person, or Commonwealth official. We give that organisation, person, or official an opportunity to respond to the proposed preliminary finding before we finalise and include it in a report.

After this, we provide the draft report to the relevant organisations and any invited parties with a letter inviting comments. This allows these organisations and parties to provide any extra evidence or correct errors of fact.

Exit interview

We hold an exit interview with key senior personnel to discuss any preliminary findings, conclusions, and proposed recommendations.

Finalised report

If a final report includes recommendations for a specific organisation to address, the Inspector-General may send a letter with the final report to the head of that organisation asking them to formally respond to the recommendations within a set timeframe. The head of the organisation is expected to provide a response to the Inspector-General outlining any actions they will take to respond to the recommendations in the report. 

We publish this response. If a response is not provided, the Inspector-General will include a statement to be published with their report that no response was provided in response to their request.

Tabling and publishing

We provide the final report to the minister as soon as practicable, along with any responses to the recommendations made within the report. We may also give the final report to any other person or organisation who we believe should reasonably have a copy. 

The minister must table the final report in each house of the Australian Parliament no later than 15 sitting days after receiving it. We also publish the final report and associated responses on our website.

Our process at a glance