The Aged Care Act’s updated aged care quality standards have raised the bar on what is expected from executives, boards, and operational teams. Manual processes, spreadsheets, and paper-based incident reporting are no longer sufficient to meet these requirements.
Protecht, a governance, risk, and compliance (GRC) software provider, has developed a solution tailored to the aged care sector: the Aged Care Bundle. Designed to automate workflows, centralise information, and support compliance with serious incident reporting (SIRS) and other regulatory obligations, the bundle is helping providers move confidently into a digital-first approach.
“The history of this goes back to the Royal Commission into aged care and more recently the Aged Care Act. It has put more governance requirements around not only chief executives and senior managers but also boards,” Ian Hadwen, Chief Revenue Officer at Protecht, said. “It is recognised as quite a serious change for the industry.”
From spreadsheets to the Aged Care Bundle
Many aged care providers still rely on spreadsheets, emails, and manual reporting systems to manage incidents, complaints, and risk data. While familiar, these methods are prone to human error and delay, particularly when multiple sites are involved.
“The counterpoint to a digital system would be if I had a spreadsheet that needed to be completed as a result of an incident. That has to go via email and can easily get lost or delayed. It is problematic,” Mr Hadwen said. “Our Aged Care Bundle carries information through the organisation automatically, ensuring the right people are notified to act quickly, especially in high-severity situations.”
The bundle includes preconfigured workflows and dashboards that streamline incident management from initial reporting to board-level oversight. Alerts are triggered automatically, escalations occur if actions are delayed, and dashboards provide clear visibility into compliance status.
“After activities occur through that workflow arrangement, the dashboard displays what has happened and where issues remain. You can quickly see which areas are not performing according to expectations,” Mr Hadwen said.
Reducing administrative burden and preventing errors
Manual systems are not only slow but also susceptible to mistakes. Incomplete documentation, missed deadlines, and inconsistent reporting can carry severe consequences, including regulatory penalties, funding risks, or even licence suspension.
“SIRS reporting is critical, particularly because it is tied to government funding. If a serious incident is not reported in a timely manner, even for a few hours, that can have serious consequences for the provider,” Mr Hadwen said. “Our Aged Care Bundle includes workflows specifically designed to meet these reporting requirements accurately and quickly.”
Automation also reduces the administrative burden on staff, allowing them to focus on resident care. Mobile-friendly reporting interfaces ensure carers, including those with limited computer experience or English as a second language, can log incidents easily and accurately.
Supporting compliance across multiple sites
Larger providers often operate across multiple facilities. Capturing evidence and maintaining consistency across locations is challenging with manual systems. Digital GRC solutions, like Protecht’s Aged Care Bundle, centralise data collection, standardise workflows, and ensure compliance is maintained regardless of organisational complexity.
“With organisations that have hundreds or even thousands of staff, how do you capture the information you need across two or three major sites in a timely fashion? Without a centralised system, it is extremely difficult,” Mr Hadwen said. “The Aged Care Bundle helps move organisations from manual spreadsheets to a contemporary system, saving time, reducing errors, and giving confidence that obligations are being met.”
Proactive risk management and feedback loops
Effective compliance is more than just incident reporting. Providers must proactively manage risk and incorporate feedback from residents, families, staff, and other stakeholders to continually improve service quality.
“The ecosystem around aged care is important. Family members, the public, carers, and third parties all provide feedback, and taking this on board is critical for a better quality environment,” Mr Hadwen said. “Without a strong feedback loop, progress is impossible. The Aged Care Bundle contains a fully featured feedback functional that helps to captured, tracked, and acted upon efficiently.”
Preparing for audits and protecting funding
Compliance is increasingly linked to funding and licensing. Regulators are placing greater emphasis on quality auditing and operational accountability; providers that fail to meet these standards may face severe penalties.
“The big thing about the regulations is that providers must perform appropriately to maintain their licensing arrangements if audited. This type of quality auditing really been enforced in this way before,” Mr Hadwen said. “It all comes down to what happened as a result of the Royal Commission. Some aged people died, so the consequences of non-compliance are severe.”
By centralising compliance data, automating reporting, and providing actionable insights through dashboards, the Aged Care Bundle ensures providers are audit-ready and can protect both funding and reputation.
A forward-looking approach
The shift from spreadsheets to digital compliance systems represents a fundamental change in aged care operations. The Aged Care Bundle offers a preconfigured, intuitive solution that helps organisations meet regulatory obligations, respond quickly to incidents, and improve operational efficiency.
“Now is a great time to consider these systems because everything is coming together. Organisations that invest in digital compliance today will be ahead of the curve, well-prepared for audits, and able to focus on what really matters: the care of residents,” Mr Hadwen said.
In a sector where mistakes can have serious consequences, the digital transformation of governance, risk, and compliance is essential. Spreadsheets belong in the past, and solutions like the Aged Care Bundle are the future of safer, more efficient, and more accountable aged care.
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