Document Management for Aged Care & Community Services
Improve audit-readiness, compliance, and operational efficiency with M-Files
Smarter document management for aged care and community service providers
Aged care and community services providers operate in one of Australia’s most regulated environments, often with limited administrative resources.
Common challenges include:
- Maintaining current policies and procedures (SOPs)
- Ensuring staff are trained on the latest version of policies and SOPs
- Maintaining readiness for audits and accreditation visits
- Managing sensitive care and client records securely
- Demonstrating compliance with evolving standards
- Ensuring staff follow approved procedures consistently
- Reducing administrative burden without increasing risk
We help aged care and community services organisations manage policies, procedures, care records, and compliance documentation in one secure, auditable system—so your team can focus on delivering safe, consistent care.
Compliance and accreditation made simpler
M-Files is built specifically with compliance and quality management in mind, allowing you to reduce risk and approach audits with confidence.
- The gold standard for SOP and controlled document management: M-Files ensures that your team only ever sees the latest approved version of policies, SOPs and other controlled documents. Automated workflows speed up document review and approval, with superseded versions automatically superseded. M-Files sets the standard for document control, saving admins hours for each document revision.
- Rigorous document training records: "I didn't see that SOP". Guard against litigation exposure with automated training assignments linked to new and updated SOPs, policies and other important quality documents. Easily track completed, pending, and overdue document training assignments with M-Files.
- Audits made easy: M-Files maintains tamper-proof audit trails of who worked on a document and when. M-Files' metadata structure makes it easy to locate and export documents when requested by auditors, saving on time and cost.
- Streamline incident reporting and investigation:
Incident occurred within a care facility? Open the M-Files mobile app, raise an incident report, attach images, and submit for internal investigation. M-Files allows easy tracking of incident investigations via dashboards and linking to subsequent corrective and preventative actions (CAPA) all within a single platform.
Enhanced information governance
M-Files allows you to rest assured that confidential information is protected, staff can easily access information relevant to their roles, and your organisation complies with its record keeping obligations.
- Authorised users only: M-Files automatically applies access controls to restricted information, ensuring that only authorised users have access. Automatic permissions can be activated by context, such as a document's class, offering granular control over who can access what. Unlike other platforms, because permissions are applied automatically, M-Files does not require constant administrator oversight to manage access permissions.
- Records management and retention made simple: M-Files supports structured records management to ensure your organisation complies with its record keeping obligations. Apply retention rules based on document type, client, or regulatory requirement. Automatically archive records when files are closed. Schedule automatic destruction of records when a retention period expires.
- Secure Microsoft data storage: M-Files is hosted in secure Microsoft Azure cloud infrastructure within Australian data centres. Multi-factor authentication is supported, providing further protection against data breaches and unauthorised access.
Unlock unrivaled efficiency
M-Files saves your team time and your organisation money, letting you focus on delivering quality care.
- Faster information retrieval: By organising information utilising metadata rather than folders, M-Files allows your team to quickly locate the latest version of critical documents like client records, policies, and SOPs, minimising downtime and boosting productivity.
- A single source of truth: M-Files eliminates information silos and ensures everyone has access to the latest, most accurate data, fostering better collaboration and decision-making.
- Automated workflows: Automating business processes like client care plan reviews and policy reviews using M-Files workflows streamlines operations, reduces manual processing errors, and ensures compliance with internal business rules.
- Anywhere, any time: Access content in the field, such as home visits, using any iOS or Android mobile device. Easily approve workflow assignments on the fly, helping to avoid approval bottlenecks.
- Streamlined email management: M-Files natively integrates with your familiar Microsoft 365 desktop apps. Save emails directly from Outlook to M-Files and easily tag them to residents or clients to ensure correspondence is securely retained in compliance with record-keeping obligations.
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