At our recent Building Workforce Capability with AI event on the Gold Coast, Anglicare CEO Simon Miller provided insights on how to create a custom GPT for Aged Care compliance. This is the Ausmed breakdown of how to do exactly that.

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The Challenge: The new Aged Care Act and Strengthened Quality Standards have created a compliance knowledge gap. Staff need quick, accurate answers to interpret requirements, test policies, and understand obligations - but wading through hundreds of pages of legislation is inefficient and error-prone.

The Solution: Build your own custom AI assistant loaded with aged care regulations. This low-risk, high-value application takes less than an hour to set up and can save your team hundreds of hours in compliance research.

The Investment: ChatGPT Plus subscription ($20 USD/month) or Claude Pro ($20 USD/month). No technical skills required.

What is a Custom GPT?

A custom GPT (or custom Claude Project) is an AI assistant you configure with specific knowledge - in this case, aged care legislation and standards. Unlike using ChatGPT or Claude directly, a custom GPT:

• Remembers your uploaded documents across all conversations
• Can be shared with your team
• Provides consistent, context-aware responses based on your specific regulatory knowledge base
• Reduces the risk of generic or outdated information

Think of it as having a compliance expert available 24/7 who has memorised every page of the Act, Rules, and Standards - and can search them instantly.

What You'll Need

Required Documents

Load your custom GPT with the following regulatory documents (all publicly available):

Document	Source	What it Covers	Why Include It
Aged Care Act 2024	legislation.gov.au	Legal framework, provider obligations, care recipient rights	Primary legislative authority
Aged Care Rules 2025	legislation.gov.au	Detailed requirements, registration standards, record-keeping obligations	Operational detail behind the Act
Strengthened Aged Care Quality Standards	Aged Care Quality and Safety Commission	Eight outcomes, assessment criteria, evidence requirements	Day-to-day quality framework
Quality Standards Guidance (optional but recommended)	ACQSC website	Examples, scenarios, interpretation assistance	Practical application context

Optional Documents for Enhanced Functionality

Your Organisation's Policies and Procedures

• Custom GPT can assess whether your policies align with requirements
• Enables policy gap analysis
• Helps draft new policies based on regulatory requirements
• Privacy note: Only upload if you're comfortable with the AI provider's data handling (see Security Considerations section)

Industry Resources

• ACQSC fact sheets and bulletins
• Sector-specific guidance documents
• Previous audit findings or corrective action templates

Step-by-Step Build Process

Option 1: ChatGPT Custom GPT

Step 1: Subscribe to ChatGPT Plus

• Visit openai.com
• Subscribe to ChatGPT Plus ($20 USD/month)
• Access required for custom GPT creation

Step 2: Create Your Custom GPT

1. Log into ChatGPT
2. Click your profile icon (bottom left)
3. Select "My GPTs"
4. Click "Create a GPT"
5. Choose "Configure" tab

Step 3: Configure Basic Settings

Name: "Aged Care Compliance Assistant" (or your preferred name)

Description: "AI assistant loaded with the Aged Care Act 2024, Aged Care Rules 2025, and Strengthened Quality Standards. Provides accurate, source-referenced compliance guidance for [Your Organisation Name]."

Instructions: Copy and paste this prompt template:

Step 4: Upload Documents

1. Click "Knowledge" section
2. Upload PDFs of the Act, Rules, and Standards
3. Maximum 20 files, 512MB total (sufficient for all regulatory documents)

Step 5: Set Capabilities

• Enable "Web Browsing" (allows checking for updated guidance if needed)
• Disable "DALL-E Image Generation" (not needed for compliance work)
• Disable "Code Interpreter" (not needed for compliance work)

Step 6: Test Your GPT

Ask test questions like:

• "What are the provider obligations under Outcome 1.2?"
• "Does the Act require a complaints policy? What must it include?"
• "Compare the documentation requirements in the Act versus the Rules."

Step 7: Share with Your Team

1. Click "Save"
2. Choose sharing option:
   • "Only me" (private use)
   • "Anyone with a link" (team access - they'll need ChatGPT Plus)
   • Note: There is no "organisation only" option without ChatGPT Enterprise
3. Copy and distribute link to authorised staff

Option 2: Claude Custom Project

Step 1: Subscribe to Claude Pro

• Visit claude.ai
• Subscribe to Claude Pro ($20 USD/month)
• Access required for Projects feature

Step 2: Create Your Project

1. Log into Claude
2. Click "Projects" in sidebar
3. Click "Create Project"
4. Name it "Aged Care Compliance"

Step 3: Add Knowledge Base

1. Click "Add Content" or "Project Knowledge"
2. Upload the Act, Rules, and Standards PDFs
3. Claude can handle up to approximately 200,000 words across all uploaded documents

Step 4: Set Project Instructions

In the "Custom Instructions" field, paste:

Step 5: Share with Your Team

• Projects are personal by default in Claude Pro
• To share: team members need their own Claude Pro accounts and you can share content/instructions
• For organisation-wide deployment, consider Claude Team ($25-30 USD per person/month)

Step 6: Test Thoroughly

Ask questions like:

• "What documentation must I keep under the Act for incident management?"
• "Explain the difference between reportable incidents under the Act versus notifiable incidents under the Standards."
• "What are my obligations for restraint minimisation under Outcome 2.5?"

Use Cases: How to Apply Your Custom GPT

1. Policy Development and Review

Scenario: You're updating your complaints management policy for the new Act.

How to use:

What you get: Comprehensive list of requirements from all three sources, with section references for verification.

2. Quick Compliance Checks

Scenario: A staff member asks whether you're required to provide a specific document to a care recipient's family member.

How to use:

What you get: Fast, accurate answer with legislative references - no need to search through hundreds of pages.

3. Training Content Development

Scenario: You're creating training materials on medication management requirements.

How to use:

What you get: Structured summary suitable for converting into training content.

4. Gap Analysis

Scenario: You want to check if your current practices align with new requirements.

How to use:

What you get: Analysis highlighting where your procedure needs strengthening.

5. Audit Preparation

Scenario: You're preparing for an ACQSC assessment and need to understand evidence requirements.

How to use:

What you get: Evidence examples and documentation guidance to prepare for assessment.

6. Cross-Referencing Requirements

Scenario: You need to understand how different parts of the regulatory framework connect.

How to use:

What you get: Clear explanation of how requirements interconnect across documents.

7. Scenario Testing

Scenario: A complex situation has occurred and you need to understand your obligations.

How to use:

What you get: Framework for navigating the scenario based on legislative requirements.

8. Committee and Board Papers

Scenario: You're preparing a board paper on regulatory compliance.

How to use:

What you get: Executive summary suitable for governance reporting.

Security and Privacy Considerations

Understanding the Data Flow

ChatGPT:

• Documents uploaded to custom GPTs are stored on OpenAI servers
• Conversations are retained by OpenAI (can be deleted manually)
• OpenAI states they don't train models on custom GPT content in their Enterprise privacy policy, but data is held by a US-based company
• Consider: Uploaded documents leave Australian jurisdiction

Claude:

• Project documents stored on Anthropic servers (US-based)
• Conversations can be excluded from training per Anthropic's privacy commitments
• Similar sovereignty considerations as ChatGPT

What's Safe to Upload

Low Risk:

• Publicly available legislation and standards (already public information)
• De-identified scenarios or case studies
• General policy templates without resident information

High Risk - Do Not Upload:

• Documents containing resident personal information
• Staff personal information
• Commercially sensitive information (unless you accept the privacy implications)
• Anything you wouldn't want stored on overseas servers

Recommended Approach

Phase 1 (Low Risk): Load only public regulatory documents. Use for compliance research and policy development.

Phase 2 (If Proceeding): Load internal policies only after:

1. Conducting privacy impact assessment
2. Obtaining executive approval
3. Ensuring documents contain no personal information
4. Reviewing AI provider's terms of service and data handling practices

Governance: Who Can Access and How

Access Control

Establish clear protocols:

1. Authorised Users Only

• Limit access to compliance, quality, and management staff
• Require training before providing access
• Maintain register of who has access

2. Acceptable Use Policy

• Define appropriate vs. inappropriate queries
• Prohibit uploading resident or staff personal information in queries
• Require verification of all outputs before use

3. Output Validation Requirements

• All compliance advice must be verified against source documents
• Custom GPT provides research starting points, not final answers
• Legal or high-stakes decisions require human review

Training Your Team

Before giving staff access, ensure they understand:

Topic	Key Points to Cover
What the Custom GPT Is (and Isn't)	• Research assistant that speeds up compliance research • Not a replacement for professional judgement or legal advice • Outputs require verification
How to Write Effective Queries	• Be specific: "What are medication storage requirements under the Rules?" vs. "Tell me about medications" • Request citations: "Include section numbers in your response" • Ask for structure: "Summarise this in a table" or "List the key requirements"
When NOT to Use It	• Never input resident personal information • Never input staff personal information • Don't rely on it for urgent clinical decisions • Don't use for legal advice (seek qualified legal counsel)
How to Validate Outputs	• Always check the cited section numbers • Cross-reference against source documents for high-stakes decisions • Flag any responses that seem uncertain or generic

Limitations and Important Warnings

What Custom GPTs Cannot Do

1. Provide Legal Advice

Your custom GPT interprets regulations but cannot provide legal advice on your specific circumstances. For legal questions, consult a lawyer specialising in aged care.

2. Stay Automatically Updated

When regulations change, you must manually upload updated documents. Set a review schedule (e.g., quarterly) to check for regulatory updates on legislation.gov.au and the ACQSC website.

3. Replace Human Judgement

Compliance involves professional judgement, context, and organisational values. The custom GPT supports decision-making but doesn't make decisions.

4. Guarantee Accuracy

AI can occasionally produce errors ("hallucinations"). Always verify outputs for high-stakes decisions.

How to Handle AI Hallucinations

Warning signs:

• Response seems generic or vague
• No specific section references provided
• Information contradicts what you know
• Response seems to blend different regulatory frameworks

What to do:

1. Ask for specific citations: "Which section of the Act are you referencing?"
2. Verify the citation in the actual document
3. Rephrase your question for clarity
4. If uncertainty persists, manually research the source documents

When to Use Alternative Methods

Don't use your custom GPT for:

• Urgent clinical decisions (use clinical protocols and escalation pathways)
• Legal interpretation of contracts or disputes (use legal counsel)
• Situations requiring immediate regulatory clarification (contact ACQSC directly)
• Final sign-off on critical compliance documents (use qualified compliance professionals)

Measuring Success

Efficiency Metrics

Track the following to demonstrate value:

Metric Category	What to Track
Time Saved	• Average time to answer compliance questions before vs. after • Hours saved on policy development projects • Reduction in external compliance consulting costs
Usage Metrics	• Number of queries per week • Most common question types • Staff satisfaction with tool usefulness
Quality Indicators	• Accuracy of responses (spot-check verification) • Number of compliance gaps identified • Speed of policy update processes

Sample Questions to Benchmark

Test your custom GPT quarterly with standard questions to ensure consistent quality:

1. "What are the assessment requirements under the Act for home care?"
2. "List all documentation obligations for registered providers under the Rules."
3. "What constitutes a reportable incident under the Act?"
4. "What are the requirements for clinical governance under Outcome 2.2?"
5. "Explain the difference between care recipient rights in the Act versus the Standards."

Verify answers remain accurate as you update documents and regulatory guidance evolves.

Advanced Tips

Make Your Custom GPT More Powerful

1. Create Query Templates

Develop standard prompts for common tasks:

Policy Gap Analysis Template:

Requirement Mapping Template:

2. Build Subject-Specific Versions

If your team needs deep expertise in specific areas:

• Create separate custom GPTs focused on specific outcomes (e.g., "Outcome 2.2 Clinical Care GPT" loaded with additional clinical care guidance)
• Load specialist resources (e.g., wound care guidelines, dementia care frameworks)
• Tailor instructions to specific roles (e.g., clinical managers, compliance officers)

3. Version Control

Maintain a log of:

• When you uploaded or updated documents
• Which version of regulations you're using
• Any changes you make to instructions
• This ensures you know what knowledge base the GPT is working from

Troubleshooting Common Issues

"The Response Doesn't Include Citations"

Solution: Modify your query to explicitly request them:

• "Provide section numbers for each requirement you mention"
• "Cite the specific outcome and criteria from the Standards"
• Update your custom instructions to always include citations

"The Answer Seems Wrong or Inconsistent"

Solution:

1. Check if the question was ambiguous - rephrase for clarity
2. Ask the GPT which document it's drawing from
3. Verify the citation in the source document
4. If persistently problematic, the document may not have uploaded correctly - re-upload

"It Says It Doesn't Have Information I Know I Uploaded"

Solution:

• PDF may not have converted properly (try re-uploading)
• Document may be image-based rather than text-based (need OCR version)
• File size may have caused truncation (break into smaller documents)
• Ask more specific questions with keywords from the document

"Responses Are Too Generic"

Solution: Your instructions may need refinement. Add to your custom instructions:

Taking It Further: Organisation-Wide Deployment

Once you've proven value with a basic custom GPT, consider:

Claude Team or ChatGPT Enterprise

Benefits:

• Centralised administration and access control
• Better data security and privacy controls
• Usage analytics across your organisation
• Ability to create organisation-specific models
• Technical support

Investment: $25-30 USD per user per month (Claude Team) or enterprise pricing (ChatGPT Enterprise)

Integration with Other Systems

Some aged care software providers are beginning to integrate AI assistants. Explore whether your:

• Clinical management system
• Quality management system
• Learning management system

Can integrate AI for in-context compliance guidance.

Building Multiple Assistants

Create a suite of custom GPTs for different purposes:

• Compliance Assistant (regulations and standards)
• Policy Drafter (loaded with your existing policies as templates)
• Audit Preparer (loaded with previous audit reports and corrective actions)
• Training Developer (loaded with learning frameworks and your content style guide)

The Bottom Line

Building a custom GPT for aged care compliance takes less than an hour but can save your team hundreds of hours in regulatory research. It represents exactly what AI can do best right now: handle the "boring stuff" so your staff can focus on what matters - providing excellent care.

Start small, test thoroughly, maintain appropriate governance, and scale as you build confidence. This is the practical "middle ground" of AI adoption - achievable, low-risk, and immediately valuable.

As Simon Miller noted at the Gold Coast event: "It's going to save you hours, it's going to do all the boring stuff for you. And there's almost no risk in that."

Additional Resources

Regulatory Documents:

• Aged Care Act 2024 (legislation.gov.au)
• Aged Care Rules 2025 (legislation.gov.au)
• Strengthened Quality Standards (agedcarequality.gov.au)

AI Platform Documentation:

• ChatGPT custom GPTs help centre
• Claude Projects documentation

AI Adoption in Aged Care:

• Guidelines for the Responsible Use of Generative Artificial Intelligence (AI Adoption in Aged Care Group)

Related Ausmed Resources:

• Everyone's Business: AI and Privacy (Ausmed Toolbox Guide)
• Training Requirement articles for Strengthened Quality Standards (Ausmed Toolbox)
• Building Workforce Capability with AI events (upcoming in Melbourne, Sydney, Adelaide, Perth)