80% faster issue resolution | 100% audit readiness | 160% Better Staff Coordination 

At a Glance

Nestled in a serene, picturesque part of Perth, this 80-bed aged care home has been a cornerstone of the community for decades. With its sprawling gardens and proximity to some of Western Australia’s most beautiful beaches, the facility prides itself on providing a peaceful, comfortable environment for residents.

But a year back, the facility started facing challenges that threatened to affect the reputation for quality care. Managing day-to-day operations—especially maintenance and compliance—was becoming increasingly difficult. The facility needed a way to improve efficiency, ensure regulatory compliance, and reduce administrative burden on staff.That’s where Centrim Life came in. By implementing life maintenance care software, the facility gained real-time tracking, excellent staff coordination, and audit-ready data at their fingertips. To understand the impact, we spoke with key personnel: Michael Smith, Facility Manager; Jennifer Williams, Caretaker; and Sandra Brown, Maintenance Manager.

Challenges Faced by the Aged Care Home

Challenges

Before implementing Centrim Life, the aged care home struggled with numerous issues:

1. Inefficient Paper-Based and Spreadsheet Tracking: Staff relied on paper logs and scattered spreadsheets to track maintenance requests and resident needs. Information was hard to find, updates got lost, and urgent tasks were frequently delayed.

2. Failed Audits and Regulatory Penalties: Missed maintenance records and incomplete compliance documentation led to multiple failed audits. The facility faced fines and the risk of losing government funding.

3. Poor Maintenance Staff Coordination: With no centralized system, maintenance requests were managed via phone calls and emails. Staff wasted time trying to figure out what needed fixing and who was responsible, leading to delays and frustration.

4. Equipment Tracking Issues: Essential medical and mobility equipment often went untracked. This resulted in delays when residents needed specific aids, impacting their safety and comfort.

5. Slow and Inaccurate Reporting: Manually compiling reports took hours, sometimes days. By the time reports were complete, they were outdated, making it difficult to act on real-time issues.

6. Limited Information Access: Critical maintenance data was stored in physical files, accessible only to specific personnel. This slowed decision-making and created bottlenecks in everyday operations.

7. Data Errors and Duplication: With multiple staff entering data manually, errors were inevitable. Duplicate records and missing entries made it hard to get a clear picture of ongoing maintenance needs.

“We were constantly chasing paperwork and playing catch-up with audits,” admits MichaelSmith. “Maintenance issues took longer than they should have, and staff coordination was totally off. It was frustrating, and we knew we needed a better way.”

Consequences

The aged care home in Perth struggled with outdated processes, and the effects rippled across every part of the facility. Staff, residents, families, and even the facility’s reputation took a hit.

• Impact on Facility Operations: Administrative overload was inevitable when staff spent hours updating spreadsheets and tracking maintenance requests on paper. This left little time for actual care. Then there was the issue of regulatory scrutiny. Failed audits triggered frequent inspections. Compliance issues led to warnings, fines, and extra pressure on management to fix problems fast.
  
• Effects on Staff: It was concerning for the facility to see their caregivers burnout due to constant paperwork. Communication was also poor, leading to maintenance issues getting lost in the shuffle. Requests were delayed, work orders went missing, and urgent repairs were overlooked.
  
• Consequences for Residents: Unavailability of medical equipment led to compromised care. A faulty lift or missing mobility aid could leave a resident stuck in their room for hours. Delays and mismanagement made residents anxious. Small issues snowballed into bigger concerns, leaving them feeling neglected.
  
• Family Concerns: Families expected transparency. When records were inaccurate and audits failed, they started questioning whether their loved ones were in safe hands. Warnings from regulators and reports of safety lapses made families uneasy. Some even considered moving their loved ones elsewhere.
  
• Broader Implications: Non-compliance came with fines that drained resources meant for resident care. Failed audits and poor reviews made it harder to attract new residents, impacting long-term stability.
  

“We were drowning in paperwork, running in circles just to keep up,” remarks Jennifer Williams, Caretaker. “Every audit felt like a nightmare. Staff were exhausted, residents were frustrated, and families were losing trust. Something had to change.” 

Hesitations

Switching to a life maintenance care software wasn’t an easy decision. The facility had been running on manual processes for years. Moving to new software raised a lot of concerns:

• What features does the aged care software offer to improve operations?
• Will staff require extensive training to use the system?
• How will the residential care software integrate with our current workflows?
• What measures ensure the security and privacy of resident data?
• How does the senior living software handle secure messaging and HIPAA compliance?
• Does the software support communication tools like video calls?
• How can we address staff resistance to adopting new technology?
• Will aged care residents adapt to using technology?
• How will the software ensure smooth audit sessions and compliance tracking?
• What tools are available for efficient staff coordination across facilities?
• How does Centrim Life improve equipment tracking for resident care?
• Will we receive real-time updates on resident activities and care needs?
• How does the software ensure accuracy and accessibility of data for all stakeholders?
  

There was also the fear of the unknown. Would they get proper support? What if the transition didn’t go smoothly? Management knew they had to act, but they weren’t sure if this was the right move.

“We had so many questions,” admits Sandra Brown. “ What if it was too complicated? What if it slowed us down instead of helping? Change is hard, and not everyone was on board at first.”

The Solution

The facility was exploring solutions when they came across an online post from another aged care provider praising Centrim Life for resolving similar operational issues. Intrigued, they signed up for a free demo.

During the session, they saw firsthand how Centrim Life’s centralized platform could eliminate paperwork, simplify maintenance tracking, and enhance communication. The team was particularly impressed by:

• Automated compliance tracking, ensuring all regulatory checks were met on time.
  
• Real-time updates, helping staff stay on top of maintenance requests.
  
• A mobile-friendly app, allowing staff to manage tasks on the go.
  
• Advanced communication tools, which kept families informed about maintenance progress and residents’ well-being.
  

After seeing the potential impact, the facility decided to implement Centrim Life. The transition was smooth, with thorough training and ongoing support provided by the Centrim Life team.

“Paperwork was our biggest task”, says Michael Smith. “We kept missing something or the other. When we saw how Centrim Life could simplify everything, we didn’t need more convincing. The real-time updates and automated reminders have made a huge difference.”

The Results

The impact of Centrim Life’s maintenance care software was immediate. The aged care facility saw significant improvements in daily operations, staff efficiency, and compliance management.

• Improved Compliance & Audit Readiness: With automated scheduling, the facility never missed a compliance check. Audit preparation became effortless, with digital records readily available. As a result, the facility passed its next compliance audit with zero issues.
  
• Better Equipment Tracking & Maintenance: Before Centrim Life, tracking medical equipment was a nightmare. Now, the system automatically logs maintenance schedules, ensuring all devices are serviced on time. Equipment-related incidents dropped by 57%, improving resident safety.
  
• Enhanced Staff Coordination: Maintenance requests no longer got lost in emails or paper logs. Staff could log issues instantly, and assigned tasks were updated in real time. The improved workflow meant faster response times and better resource allocation.
  
• Secure Communication & Family Engagement: Families were kept in the loop with real-time updates about maintenance and facility improvements. Video call features helped residents stay connected with their loved ones, creating a stronger sense of community.
  
• Financial Benefits: The facility saved thousands in emergency repairs thanks to proactive maintenance tracking. With fewer breakdowns and optimized staff workflows, operational costs were significantly reduced.
  
• Increased Staff Adoption: Staff initially hesitant about switching to a digital system found Centrim Life intuitive and easy to use. With hands-on training and responsive support, adoption rates were high, and staff confidence in the system grew quickly.
  

“Before Centrim Life, I had no way to keep in touch with my team in real-time,” says Sandra Brown. “I could never be sure if someone got around to attending a complaint. Now, we get real-time updates, and everything’s in one place. It’s made our jobs so much easier.”

Conclusion

Centrim Life introduced the facility to a brand new way of managing things. Families felt more connected, residents experienced better care, and staff worked more effectively.

“Keeping track of equipment took up all my time,” remarks Sandra Brown. “Now, we have a clear system, and nothing gets missed. It’s made maintenance stress-free and more systematic for my team.”

If your aged care facility is facing similar challenges, life maintenance care software from Centrim Life is here to help. Book a free demo today and see the difference for yourself.