Online WHS Systems in the Aged Care Industry

Online WHS Systems is used throughout many Australian Aged Care Groups.

Let’s explore what Aged Care Groups get out of Online WHS Systems and the benefits to the industry.

Safety in the Aged Care Industry

We use software every day to manage our business processes. Why should safety management be any different? Online WHS Systems keeps workplace health and safety top of mind for businesses in the Aged-Care Industry.

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Within the Aged Care Industry there are many employees administering care to multiple patients. As many staff members are constantly switching roles, managing paperwork and documentation can become an extremely difficult task.

With Online WHS Systems, we have created a transparent, easy-to-use cloud-based safety management system, that allows the user to create checklists, incident reports, qualifications, vaccination reports and more.

We have utilised the ability to use QR Codes that allows the user to create various reports and corrective measures, through a step-by-step investigation. This then creates a solution where actions can be set, staff members are accountable for their actions and reports can be developed to ensure not only compliance but continuous improvement.

Some of our clients include:

What Online WHS Systems focuses on in this Industry

  • To make safety easy – All a carer needs to do is scan a QR Code to complete a form, checklist or report a hazard or incident.
  • To make safety accessible – Online WHS Systems is a cloud-based system which can be used anywhere with an internet connection.
  • To make safety simple – Carers can log into the system and know exactly what needs to be actioned by clicking one simple button, the ‘To-Do List’.
  • To make safety efficient – Online WHS Systems is an automated system. If something needs to be actioned, the relevant person is alerted via email or SMS.

“I like the fact that all our systems and compliance issues can be managed from the system, prompts and reminders are so important and having this information automated plays a very important role in meeting our compliance obligations.

We initially looked at the system for managing just our WHS obligations and soon found it could do so much more for our business.”

Ben Levesque, Chief Executive Officer, Finley Regional Care

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Continual Improvement

QR Codes, for quick and easy access

Safety Pain Points in the Aged Care Industry

What are the painpoints when managing safety in the Aged Care Industry and how does Online WHS Systems address and solve these points?

  • 01Incident Management

    Managing incident reports and processes may seem difficult without a management system in place. Online WHS Systems allows for monitoring and tracking the complete incident reporting process.

    - Use Checklists to conduct assessments for your sites, employees and Plant and Equipment via QR Codes.
    - The Incident Reporting Module, creates an automatic detailed Injury Report, allowing you to be able to pinpoint dangers within your facility.

  • 01ID Cards, Employee Management, and Inductions

    Recording and monitoring employee information with Online WHS Systems creates an efficient management process.

    - The Induction builder allows you to be able to upload videos, supporting documents and create quizzes to ensure your workers are across any dangers within your site.
    - Create QR codes in the Induction Module for quick and easy access to Inductions.
    - Use the QR Code on the Employee ID Card feature for quick and easy access to Employees details.

  • 01Vaccination/Qualification Matrix & Manager

    The Aged Care Industry requires certain qualifications and training needs for staff and contractors. Online WHS Systems provides the tool to develop training needs and gap needs analyses with the qualification matrix module.

    - Use the Qualification Matrix to create a Training Needs Analysis to ensure all employees are qualified to undertake tasks given.
    - Use the Employee Module to enter qualification details against employees.
    - Use the Vaccination module in conjunction with the Employee ID for quick and easy to view employee’s vaccination details including, expiry dates, number of dosages they have received and more.
    - Use the Employee and Contractor Modules to keep track of required qualifications and certifications.


Online WHS Systems for the Aged Care Industry

What registers help the Aged Care Industry manage their safety obligations?

Policy and PlanningInjury Management

The injury Management Module allows your company to analyse the cause and effect of injuries and identifies actions needing to be taken to reduce the risk of that injury happening again in the future.

Injury ManagementPolicies and Procedures Registers

Online WHS Systems can help manage safe work policies and procedures which set up the framework for an efficient, professional and safer workplace.

Risk ManagementChecklist Builder

The Checklist Builder allows you to create checklists which can be related to sites, activities, plant & equipment, chemicals, employees and more.

Employee ManagementInduction Module

The E-Learning Register of Online WHS Systems allows you to assign inductions and records the results.

Record ManagementQualification Matrix and Manager

The Qualification Matrix and Manager allows you to keep track of your employees and qualifications. If you relate a qualification to a position, any employee related to that position without the proper qualifications will be highlighted as yellow in the Qualification Matrix, automatically creating a Training Needs Analysis.

Environmental ManagementTraining Needs Analysis

By simply defining your organisation’s positions and the qualifications/inductions needed to safely perform that role, when an employee is related to that position, Online WHS Systems will automatically create an exportable Training Needs Analysis highlighting if any gaps are present in your training.

Record ManagementAudit Builder

The Online WHS System allows you to build an audit, relate documents and data to the audit to show evidence, enter observations and recommendations and produce exportable reports.

Environmental ManagementMaintenance Manager

In the Maintenance Manager you can develop a maintenance request for a site, location or plant and equipment item.

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