Using software for safety compliance in residential care

Many aged care providers rely on spreadsheets, notebooks and informal knowledge for their day-to-day operations. The lack of centralised data can cause lost, deleted or out-of-date information. This complicates and delays reporting and is a big threat to health and safety compliance, writes SAMANTHA FULLER, general manager at Service Works Global.

Indeed, a recent article by Aged Health warned of impending regulatory changes taking place within aged care, including stricter civil and criminal penalties for care settings that don’t comply with health and safety law.

The 2018 Royal Commission into aged care quality recommended a focus on transparency and modernisation. As a consequence, care settings around the globe are now implementing computerised maintenance management systems (CMMS) to automate their estates and support compliance. A push of a button can handle complex reporting, and software can be adapted to the needs of the care setting while remaining compliant.

Maintenance

Asset management and lifecycle planning is a critical aspect of keeping aged care facilities operating safely and maintaining a comfortable, high-quality service environment as per the government’s Aged Care Quality Standards. It’s not enough to respond to issues and failures reactively; effective planned preventative maintenance (PPM) schedules need to be implemented. This regular maintenance ensures that assets work as they should, and can also extend their life, increase reliability and help facility teams manage their time better.

Mandatory reporting is enforced in NSW, with providers undertaking a comprehensive assessment of all assets and buildings. Data required includes long-term asset lifecycle plans, including maintenance and replacement, and a financial forecast that backs these schedules. CMMS software provides a great advantage to reporting by highlighting the most cost-effective method of maintaining an asset and capturing maintenance costs across the life of each asset. Even for those not required to submit such reporting, this level of insight is essential to the smooth running of a facility.

The number of residential aged care providers decreased last year due to financial and regulatory pressures, while the need for access to accurate data for decision-making has increased.

Compliance

CMMS systems can automate the management of tests and inspections, creating job sheets and recording results to ensure complete auditability. Users can also import health and safety regulations for specialist supplier registers and professional bodies for easier management of aged care legislation.

The safety and wellbeing of residents can be improved through a comprehensive incident management process. Safety officers are promptly notified of incidents, facilitating immediate responses and subsequent analysis.

By centralising incident data, care homes can identify trends, enhance safety measures, and minimise the likelihood of future preventable incidents. CMMS software can also reduce costs by enhancing efficiency.

The future of aged care

The number of Australians receiving aged care is projected to increase by around 150% over the next 40 years. Insufficient funding puts further pressure on residential care and neglecting improvements may put certain sites at risk of failure and closure. Care settings that have implemented an agile approach with CMMS will be better placed to adapt to any future changes.

Using software that can create maintenance schedules and deliver accurate reports is essential in ensuring resident safety, maintaining compliance and saving costs.

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