The implementation of the new Aged Care Act on July 1, 2024, marks a significant transformation in Australia’s aged care sector. With stricter regulations, enhanced quality standards, and a focus on residents' rights and well-being, facilities managers face the challenge of ensuring compliance whilst maintaining high operational standards.

This new Act introduces several critical changes that facilities managers, especially those overseeing property maintenance, need to be aware of:

• Stricter Compliance and Governance: The Act imposes rigorous compliance requirements, including the need for detailed documentation and regular audits. Facilities managers must now demonstrate adherence to standards that affect the facility’s infrastructure and safety - from maintaining clean and functional environments, to ensuring all equipment and building systems are operational and compliant.

• Enhanced Resident Rights: The Act reinforces the rights of aged care residents, including their right to a safe and well-maintained living environment. Facilities managers must ensure that the physical environment supports residents' dignity and comfort, which includes maintaining facilities to a high standard.

• Increased Transparency and Reporting: There is now a greater emphasis on transparency, requiring facilities to maintain and regularly update records related to property maintenance that can be easily audited. Detailed reports on maintenance schedules, safety checks, and facility upgrades are now required.

• Risk Management and Safety: The Act places a strong emphasis on risk management mandating that facilities conduct regular risk assessments related to property maintenance, such as structural safety, fire hazards, and environmental risks.

Facilities managers must now adopt a proactive approach to governance, compliance, and operations to not only meet the new legal requirements but also to continue providing a safe and high-quality environment for residents.

We understand the pressures that come with these changes for facilities managers and aim to support them in this transition. We’ve designed FMClarity to ensure they can meet the demands of the new Act efficiently and effectively.

Streamlined Compliance Management

FMClarity’s software simplifies the rigorous compliance requirements introduced by the new Aged Care Act. Our robust tracking tools help facilities managers navigate the enhanced standards and complex regulatory framework by:

• Monitoring compliance obligations across various property maintenance domains, ensuring nothing is overlooked.

• Maintaining a centralised compliance register that documents regulatory requirements - from routine inspections to unexpected audits - making it easy to demonstrate compliance at any time.

FMClarity also addresses the challenges of staying on top of deadlines by integrating automated alerts and reminders directly into your workflow. These features are crucial under the new Act, where missing a single compliance deadline can result in penalties or negative consequences for your facility’s reputation.

• Customisable alerts notify facilities managers well in advance of critical deadlines, allowing for proactive management and reducing the risk of last-minute scrambles.

• Real-time updates help ensure all regulatory requirements are met on time, minimising stress from managing complex compliance schedules.

Furthermore, FMClarity enhances the efficiency of documentation and reporting, which are now more critical than ever due to the Act's stringent documentation requirements:

• Generate accurate, comprehensive reports tailored to meet the specific demands of the new Aged Care Act, from safety standards to financial accountability.

• Easily access and organise documentation related to compliance, audits, and inspections, ensuring everything needed is readily available for review by regulatory bodies.

Enhanced Risk Management

The new Aged Care Act’s emphasis on resident safety makes proactive risk management essential. FMClarity’s robust risk management tools enable facilities managers to identify, document, and mitigate risks efficiently through:

• Comprehensive risk assessments that can be regularly scheduled and conducted across all areas of property maintenance, from structural safety to environmental hazards.

• Detailed documentation of risk findings allowing facilities managers to log issues as they are identified, leaving a clear record of all potential risks.

FMClarity’s platform goes beyond just identifying risks; it also streamlines the process of managing them. The software’s centralised system ensures all risk-related data is easily accessible, which is crucial when demonstrating compliance during audits or inspections:

• Efficient implementation of corrective actions, helps facilities managers assign tasks, track progress, and ensure that all steps are taken to mitigate identified risks promptly.

• Real-time updates on risk management activities helps facilities managers continuously monitor the status of risks and actions, thereby reducing the likelihood of any risk escalating into a larger issue.

Moreover, FMClarity provides powerful tools for ongoing risk management and review, ensuring aged care facilities can maintain high safety standards as required by the new Act. This includes:

• Centralised access to all risk data, simplifying the reporting process during audits and ensuring that all necessary documentation is readily available.

• Continuous risk monitoring, enabling facilities managers to adapt quickly to any changes in the regulatory environment or the operational landscape of their facilities.

Facilities managers can ensure they are not only compliant with the new Act but also that they are providing the safest possible environment for their residents.

Optimised Facility Operations

As operational demands increase under the new Aged Care Act, FMClarity offers essential tools to ensure smooth and efficient day-to-day operations, including:

• Advanced asset management capabilities that allow facilities managers to track, maintain, and optimise the use of facility assets.

• Automated maintenance scheduling that helps facilities managers keep track of routine maintenance tasks, reducing the risk of equipment failures or downtime that could impact resident care.

FMClarity also enhances operational efficiency by offering real-time visibility into all aspects of property maintenance. This transparency is crucial under the new regulatory framework, where facilities managers need to ensure operations are not only efficient but also compliant with new standards:

• Dynamic resource allocation tools help facilities managers assign staff and resources where they are needed most, improving overall efficiency.

• Real-time operational dashboards provide a comprehensive overview of the facility’s performance, enabling quick adjustments to be made as needed to maintain high standards.

In addition to optimising asset management and resource allocation FMClarity also automates routine tasks. This automation not only saves time but also ensures consistency and accuracy in operations. These automations allow for a:

• Reduced administrative burden on facilities managers allowing them to focus more on strategic planning and less on routine operational tasks.

• Improved operational oversight to assist in ensuring all aspects of property maintenance are running smoothly and are in compliance with the new Act’s requirements.

Transparent Reporting and Documentation

With the new Aged Care Act’s focus on transparency and accountability, FMClarity’s reporting capabilities ensure facilities managers can easily produce comprehensive compliance reports, including:

• Detailed compliance reports that cover everything from safety standards to risk management, so that all regulatory requirements are thoroughly documented and easily accessible.

• Maintenance and operational activity reports which provide a clear record of all property maintenance operations, helping to identify areas of improvement and to align with the new Act’s standards.

FMClarity further enhances transparency by making it easy for facilities managers to share these reports with relevant regulatory bodies:

• Reports can be generated in various formats for submission to regulators, auditors, or internal stakeholders - demonstrating the facility's commitment to meeting the stringent requirements of the new Act.

• Customisable reporting templates that align with the specific documentation needs outlined by the new regulatory framework, meaning every report is comprehensive and meets the expected standards.

FMClarity ensures that all documentation related to compliance and property maintenance operations is organised and easily retrievable. This is crucial under the new Act, where the ability to quickly produce accurate documentation during inspections or audits is key to maintaining compliance:

• Centralised document storage holds all compliance-related materials securely in one place and can be accessed by authorised personnel. Documentation is always up-to-date and readily available.

• Audit trail capabilities provide a clear history of all documentation, edits, and submissions, helping facilities managers to maintain a high level of transparency and accountability throughout their operations.

Supporting Workforce Management

FMClarity’s workforce management tools streamline the stringent workforce requirements of the new Aged Care Act, ensuring that only qualified and compliant staff are assigned to critical roles:

• Comprehensive tracking of staff credentials helps managers to easily log and monitor qualifications, certifications, and training records to ensure that all staff meet the requirements set forth by the new Act.

• Automated reminders for credential renewals mean that certifications and licences are always current, reducing the risk of non-compliance due to expired qualifications.

FMClarity also streamlines the staff screening process, which is now more rigorous under the new Act. Facilities managers can maintain accurate and detailed records of all screening activities. Only staff who meet the strict criteria are employed:

• Efficient documentation of screening processes such as police clearances and background verifications, are logged and stored securely within the platform.

• Customisable screening workflows ensure that all staff go through a thorough vetting process before being assigned to roles.

In addition to managing credentials and screening, FMClarity supports facilities managers in the ongoing management of their workforce. Robust workforce management tools help to:

• Assign staff to roles based on their qualifications and compliance status so only those who meet the necessary standards are placed in positions of responsibility.

• Monitor staff training and development to help facilities managers identify any gaps in skills or qualifications that need to be addressed.

Future-Proofing Your Facility

FMClarity helps aged care facilities future-proof their operations by providing flexible and scalable software that adapts seamlessly to new regulations and industry trends:

• Scalable infrastructure allows facilities to expand or modify their operations as needed - whether that means accommodating more residents, integrating new services, or complying with additional regulatory requirements introduced by future reforms.

• Customisable modules that can be tailored to the specific needs of a facility enables facilities managers to adapt to new industry standards or operational practices without overhauling their entire management system.

In addition to supporting regulatory compliance, FMClarity is committed to helping aged care facilities innovate and improve their operations over time. The software provides tools that encourage continuous improvement and adaptation:

• Data-driven insights help facilities managers make informed decisions about future investments, operational adjustments, and strategic planning, ensuring that the facility remains competitive and compliant.

• Integration capabilities allow the software to work seamlessly with other systems and technologies, enabling facilities to adopt new innovations without disrupting existing operations.

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The new Aged Care Act presents both challenges and opportunities for aged care facilities management. With FMClarity’s software, facilities managers can confidently navigate the complexities of the new regulatory environment, ensuring compliance while continuing to provide a safe and high-quality environment for residents.

By streamlining operations, enhancing risk management, and supporting workforce compliance, FMClarity is the partner you need to succeed in this new era of aged care.