Managing and Tracking Documentation in an Aged Care Environment

Let’s face it—managing documentation in aged care is no small task. From decades of records to countless care recipient files, it’s a mountain of paperwork. And now, with new legislation, staying on top of it has never been more important.

The Australian Government introduced the Aged Care Bill 2024 in September, and by July 2025, the Aged Care Act will come into effect. This means providers need to step up their game when it comes to governance, compliance, and data security. So, how ready are you?

Here’s the big question
How quickly can you find critical files, track incidents, or confirm vaccinations? If it’s a struggle, you’re not alone—and you’re not meeting the standards.

Quick Snapshot - What the 2024 Report Says

The latest Aged Care Sector Performance Report sheds some light on where the industry stands:

• Residential Care Compliance: 81% of providers are meeting all standards—a big jump from 58% last year.
• Home Care Compliance: Only 65% are compliant, which shows there’s still a long way to go.
• Governance (Standard 8): This continues to be a weak spot—compliance is down to 88% for residential care and just 70% for home care.
• Serious Incidents: Over 14,400 incidents were reported in residential care. Of these, 31% involved neglect, and 23% involved unreasonable use of force.

These numbers highlight a clear need -
Providers must modernize how they manage documentation. Paper systems or outdated tools just don’t cut it anymore.

Record keeping and documentation for Aged Care providers - difficulties faced

Managing documentation in aged care can feel overwhelming. From care recipient records to staff files and facility certifications, the sheer volume of paperwork is enough to keep any provider busy. But under the Aged Care Act 2024, maintaining accurate and accessible records isn’t just important—it’s mandatory.

Here’s a quick overview of what aged care providers are required to document:

• Care Recipient Records - This includes progress notes, care plans, assessments, and incident reports.
• Staff and Volunteer Files - Records of training, vaccinations, and certifications are essential.
• Facility Records - Safety inspections, groundskeeping, and equipment maintenance logs are also critical.

These records aren’t just about ticking boxes. They’re about delivering quality care and demonstrating compliance. And with increasing scrutiny from regulators, outdated systems or fragmented tools can put providers at risk of non-compliance.

Key Challenges Providers Face

1. Volume of Records: With decades of files to manage, finding and organizing information can be time-consuming.
2. Paper-Based Systems: Many providers still rely on paper, which can lead to lost or inaccessible files.
3. Compliance Pressure: New governance standards demand accuracy, security, and timely access to records.
4. Scattered Systems: Even digital records can be fragmented across different platforms, making it hard to get a complete picture.

Why Modern Solutions Matter

Providers need a documentation and communication system that works for them—not against them. The right tools can transform how aged care providers manage their records, stay compliant, and deliver better care.

Here’s what you should look for:

• Document Management System Streamline storage, retrieval, and organization of files.
• Private and Secure AI Solutions like New Dialogue offer AI-powered capabilities hosted in your cloud. This means all your sensitive data stays securely within your control, while AI helps automate tasks like compliance checks, report generation, and finding key insights in a matter of seconds.
• Intranet and Employee Communication App Keep communication channels open, share updates, and build stronger connections, all while enabling staff to find information in seconds.
• Task Management Simplify workflows by assigning, tracking, and managing tasks to ensure nothing falls through the cracks.
• Policy and Procedure Management Ensure policies and procedures are always up-to-date and easily accessible for staff.

By combining these technologies, providers can reduce time spent on paperwork, improve governance, and focus more on the people they care for, all while staying compliant with industry standards.

Effortless Documentation and AI Solutions for Aged Care Providers

‍Managing aged care records is complex, but it doesn’t have to be chaotic. CentricMinds offers tools that simplify document management, ensure compliance, and help you stay focused on delivering care.

1. Secure and Private File Management

CentricMinds keeps your files securely stored within your organization’s cloud environment. This means sensitive data never leaves your control, meeting privacy standards and safeguarding against external threats.

2. Search Beyond Filenames

Ever wasted hours hunting for a document? CentricMinds goes beyond basic search, letting you find specific content within documents. For example, need to check if a care recipient had a particular vaccination? Just search for their name and keywords—it’s that simple.

3. Document Lifecycle Management: Retention, Archiving, and Deletion

Managing records effectively is critical in aged care, where compliance and accessibility go hand in hand. CentricMinds helps streamline every stage of the document lifecycle:

• Set Retention Rules Decide how long files are stored based on type, purpose, or the last time they were accessed. These customizable rules ensure compliance with retention regulations while keeping your storage system optimized.
• Archive Automatically Reduce clutter by moving outdated files to secure archival storage. Archived documents remain accessible for audits or historical reference but won’t interfere with day-to-day operations.
• Recover Deleted Files Mistakes happen, but with CentricMinds, accidental deletions can be reversed within a set recovery window. This safety net ensures vital records aren’t permanently lost too soon.
• Gain Full Oversight Monitor and manage the document lifecycle from a centralized dashboard. See which files are nearing archival or deletion stages and make adjustments as compliance needs change.

This enhanced lifecycle management not only keeps your records compliant but also ensures operational efficiency.

4. Built-In Compliance Support

CentricMinds ensures your documentation meets aged care regulations. The platform includes:

• Secure storage compliant with healthcare standards like AWS HIPAA-approved setups.
• Session timeouts and multi-factor authentication for added protection.
• Tools to manage audits and data retention policies effortlessly.

5. Smarter Organization with Metadata

For large-scale records, metadata tagging is a lifesaver. Tag files by care recipient, facility, or specific incidents, making it easier to categorize and locate documents quickly, even in a sea of records.

6. Task-Oriented AI Integration

With AI tools like CentricMinds partnership with New Dialogue, you can go beyond storing documents. Use AI to -

• Ask Questions Across Your Doucments, Records, Data - Quickly find answers about compliance or key records by asking targeted questions.
• Limit Access by Creating Stores - Set up specific document stores so users can only access and query certain records or information. This adds a layer of security and relevance for teams working on focused tasks.
• Create Care Plans - Generate tailored care plans for residents based on your data and compliance requirements.
• Compare Documents - Identify key differences between policies, plans, or reports.
• Draft Policies - Use AI to write policies aligned with the latest legislation, saving time and ensuring accuracy and more.

Why It’s Essential for Aged Care

Managing documents effectively isn’t just about organization—it’s about being prepared for anything.
CentricMinds helps you:

• Save Time Quickly find critical information during audits or day-to-day operations.
• Stay Compliant Meet the requirements of the Aged Care Act 2024 without extra hassle.
• Reduce Stress Automate repetitive tasks like archiving and retention, freeing up staff for resident care.

With CentricMinds, you’re not just storing documents—you’re building a system that works for you, your people and your residents.

6 Reasons Why Proper Documentation Matters in Aged Care

Good documentation is more than a compliance requirement—it’s essential for delivering high-quality care, ensuring continuity, and meeting funding standards. Here’s why it matters and how modern solutions can help:

1 Meet Compliance Standards Easily

Regulations like the Aged Care Act 2024 and Eight Quality Standards require providers to maintain detailed records.

• The Challenge: Audits, complaints, or serious incidents demand evidence of proper governance. Missing records can result in sanctions.
• The Solution: CentricMinds automates record retention, archiving, and deletion, so you’re always prepared for audits. Use New Dialogue AI to quickly check if your policies align with the latest regulations.

2 Improve Team Communication

Accurate documentation ensures smooth communication between multidisciplinary teams.

• The Challenge: Care staff, agency workers, and external providers often struggle with fragmented or inaccessible records.
• The Solution: CentricMinds organizes all documents in one secure location, accessible to authorized users. AI search capabilities make finding specific information, like vaccination records, simple and quick.

3 Plan and Deliver Personalized Care

Care plans rely on accurate assessments and progress tracking.

• The Challenge: Without up-to-date records, care planning becomes inconsistent, affecting resident well-being.
• The Solution: Use AI tools like New Dialogue to generate care plans from existing data or compare progress notes to identify trends in resident health.

4 Ensure Continuity of Care

Handovers between shifts or temporary staff need clear, consistent documentation.

• The Challenge: Missing or unclear handover notes can lead to errors or delays in care.
• The Solution: CentricMinds metadata tagging and search features ensure critical information is easy to locate, even in urgent situations.

5 Share Knowledge Effortlessly

Documentation isn’t just about compliance; it’s a way to share expertise and streamline care delivery.

• The Challenge: Repeating the same information to new staff or external providers wastes time and creates frustration.
• The Solution: Share relevant documentation securely using CentricMinds, ensuring seamless knowledge transfer and reducing unnecessary repetition.

6 Unlock Funding Opportunities

Accurate records are essential for securing funding under the Aged Care Act.

• The Challenge: Missing or incomplete documentation, like progress notes or care plans, risks funding rejections.
• The Solution: CentricMinds ensures all required records are stored, organized, and accessible when applying for subsidies.

21 Types of Documentation You Can Simplify in Aged Care(Australia)

1. Progress Notes

• Why It Matters: Tracks daily changes in a resident’s condition and care needs.
• Tip: Use concise, objective language to ensure clarity across shifts.

2. Care Plans

• What It Includes: A tailored plan addressing medical, emotional, and lifestyle needs.
• Example: "Mrs. Lee's care plan includes twice-daily physical therapy sessions and a culturally appropriate diet with low-sodium options."

3. Incident Reports

• Purpose: Document and analyze accidents or unusual events to improve safety.
• Tip: Standardized forms save time and ensure compliance with reporting requirements.

4. Policies and Procedures

• Why It’s Essential: Ensures staff understand legal and ethical obligations.
• Idea: Simplify policies with visual aids like flowcharts for emergency procedures.

5. Resident Agreements

• Purpose: Outlines the terms of care and financial arrangements.
• Example: Agreements should clearly state costs covered by the resident and subsidies provided by the government.

6. Assessment Records (ACAT and RAS)

• What It’s For: Determines eligibility for aged care services.
• Tip: Keep copies of all completed forms to ensure smooth transitions to services.

7. Workplace Health and Safety (WHS) Reports

• Why It Matters: Protects staff and residents from risks.
• Idea: Highlight key risks in monthly safety briefings.

8. Medication Administration Records (MAR)

• Purpose: Tracks prescribed medications, dosages, and timing.
• Example: Digital MAR systems can send reminders to avoid missed doses.

9. Quality Improvement Records

• What It Tracks: Feedback, audits, and changes made to improve services.
• Tip: Celebrate wins, like reduced incident rates, to motivate staff.

10. Charter of Aged Care Rights Agreements

• Why It’s Important: Ensures residents understand their rights to dignity, privacy, and safety.
• Example: A simplified pamphlet can help families and residents grasp key points.

11. Specialist Assessments

• What It Covers: Physiotherapy reports, nutritional assessments, or mental health evaluations.
• Example: "John's dietitian recommended soft foods due to swallowing difficulties."

12. Restraint Documentation

• Why It’s Needed: Legal requirement for any physical or chemical restraint use.
• Tip: Always include alternative strategies attempted before restraint.

13. Resident and Family Feedback

• What It Tracks: Suggestions and complaints from residents or their families.
• Example: Use feedback to improve mealtimes or activity schedules.

14. Nutrition and Meal Plans

• Purpose: Supports residents' health and preferences.
• Example: A vegetarian menu for residents requesting plant-based options.

15. Advance Care Plans (ACP)

• What It Covers: Residents’ preferences for end-of-life care.
• Tip: Keep ACPs easily accessible to relevant staff.

16. Facility Emergency Plans

• Why It’s Vital: Ensures safety during fires, evacuations, or extreme weather.
• Tip: Conduct quarterly drills to maintain readiness.

17. Complaints and Resolution Records

• What It Tracks: Issues raised by residents or families and how they were resolved.
• Example: "After Mr. Smith's complaint, new handrails were installed in the bathrooms."

18. Staff Rosters and Training Logs

• Purpose: Ensures adequate staffing and skill levels.
• Tip: Use software to streamline scheduling and reduce overlaps.

19. Infection Control Plans

• What It Includes: Cleaning protocols, PPE usage, and outbreak management plans.
• Example: "During flu season, additional hand sanitizer stations were installed."

20. Rehabilitation and Therapy Records

• Why It’s Important: Tracks progress in physical, speech, or occupational therapy.
• Tip: Regular reviews ensure therapy plans remain effective.

21. Environment and Maintenance Records

• What It Tracks: Equipment checks and building maintenance.
• Example: "Routine air conditioning maintenance reduced complaints of discomfort."

CentricMinds will help you streamline them all.

Schedule a demo with CentricMinds to see how we simplify compliance and documentation for aged care.