How a Regional NSW Aged Care Group Maintained Care Minutes Compliance Across 3 Facilities
Key Takeaways
- Multi-location aged care provider unified staffing across Liverpool, Penrith, and Campbelltown with single accountable partner
- Care minutes compliance tracked centrally with automated alerts preventing ACQSC threshold breaches across all 3 sites
- Cross-location staff pool improved fill rates by expanding available workforce beyond single-site constraints
- Standardised credential verification and training ensured consistent quality regardless of facility location
The Challenge
A regional NSW aged care provider operated three residential aged care facilities across Western Sydney and the Liverpool/Campbelltown corridor, with a combined capacity of 200+ residents. Each facility had distinct staffing needs based on resident care mix, facility size, and local workforce availability under the Aged Care Quality Standards.
Key multi-location staffing pressures included:
- Coordinating RN, EN, and PCA coverage across three sites with different census levels and care requirements
- Ensuring consistent care minutes compliance per the Aged Care Quality and Safety Commission's mandated minimums
- Managing local workforce shortages in Liverpool and Campbelltown where aged care staff competition was intense
- Tracking credential compliance, training records, and police check currency across all staff at all locations
- Providing consistent quality of care and staff competency standards regardless of facility location or size
- Reducing administrative burden on individual facility Directors of Nursing who were managing separate agency relationships per site
The provider had engaged separate staffing agencies for each location, creating fragmented reporting, inconsistent fill rates, and variable staff quality. Some agencies could not service Campbelltown reliably, while others lacked the compliance documentation required for the provider's corporate audit processes. Unlike unified aged care staffing partners, fragmented agency relationships create administrative duplication and inconsistent compliance standards.
The MedHireHub Solution
MedHireHub implemented a unified, centralised workforce management solution replacing the provider's fragmented multi-agency approach with a single accountable staffing partner.
Integrated Workforce Audit (Week 1-2)
MedHireHub conducted a comprehensive workforce audit across all three facilities — a 60-bed site in Liverpool, an 80-bed site in Penrith, and a 70-bed site in Campbelltown. We analysed current staffing gaps, care minute shortfalls, upcoming leave periods, and seasonal demand patterns to build a unified workforce plan.
Cross-Location Staff Pool Development (Week 2-4)
Rather than sourcing staff per location, MedHireHub built a cross-location talent pool of AHPRA-registered nurses, medication-endorsed ENs, and Certificate III-qualified PCAs willing to work across multiple sites. This increased shift fill reliability by expanding the available workforce beyond single-location constraints while maintaining consistent quality standards.
Centralised Compliance Dashboard (Week 4)
MedHireHub deployed a compliance tracking dashboard accessible to the provider's corporate management team and individual facility Directors of Nursing. The dashboard displayed real-time credential status, care minutes coverage per site, upcoming training expiry dates, and incident reporting across all three locations from a single interface.
Coordinated Rostering & Backfill (Ongoing)
A dedicated account manager coordinated rosters across all three facilities, identifying opportunities for staff sharing during low-census periods and ensuring priority backfill for high-acuity sites. Corporate-level reporting provided the provider's executive team with visibility into workforce costs, compliance status, and quality metrics across the group.
Standardised Training & Competency (Ongoing)
MedHireHub implemented standardised onboarding and annual competency refreshers for all staff regardless of placement location. This ensured consistent infection control, manual handling, medication management, and dementia care practices across Liverpool, Penrith, and Campbelltown — supporting corporate quality assurance and ACQSC audit readiness.
Services Provided
Multi-Site RN Coverage
AHPRA-registered nurses and medication-endorsed ENs across Liverpool, Penrith, and Campbelltown facilities
PCA & AIN Staffing
Certificate III-qualified Personal Care Assistants and Assistants in Nursing for daily living and personal care support
Centralised Compliance Dashboard
Unified credential tracking, care minutes reporting, and incident monitoring accessible to corporate management and facility DONs
Corporate Audit Support
Standardised documentation across all sites aligned with ACQSC audit requirements and MedHireHub's Clinical Governance Framework
Outcomes
Unified Workforce Management
Single accountable staffing partner replacing fragmented multi-agency approach across all 3 sites
Care Minutes Compliance Tracked
Centralised care minutes monitoring with automated alerts preventing ACQSC threshold breaches
Cross-Location Staff Pool
Shared workforce across Liverpool, Penrith, and Campbelltown improving fill rates and shift reliability
Corporate Audit Readiness
Standardised credential verification, training records, and compliance documentation across all facilities
Why MedHireHub Delivered Where Multiple Agencies Failed
Using separate staffing agencies per location created administrative duplication, inconsistent compliance standards, and competitive tension between sites for limited local staff. MedHireHub's unified approach provided:
- Single accountability: One partner responsible for workforce quality, compliance, and coverage across all locations — no finger-pointing between agencies when shifts went unfilled
- Cross-location workforce sharing: Staff willing to work across Liverpool, Penrith, and Campbelltown providing flexibility unavailable to single-location agencies
- Centralised compliance management: Credential tracking, training records, and care minutes reporting unified in one dashboard rather than fragmented across multiple agency portals
- Corporate-level reporting: Executive visibility into workforce metrics, costs, and compliance status across the entire aged care group
- Consistent quality standards: Standardised vetting, onboarding, and competency assessment ensuring all staff meet the same clinical governance requirements regardless of placement location
Learn more about MedHireHub's Clinical Governance Framework andGrievance & Complaints Policy for multi-location aged care providers across NSW.
About This Case Study
This case study presents a composite scenario based on typical multi-location aged care staffing challenges MedHireHub addresses across Sydney and NSW. Specific facility sizes, locations, and outcomes have been generalised to protect client confidentiality while illustrating MedHireHub's unified staffing capabilities. Results vary based on facility size, care mix, and local workforce availability. This case study does not constitute a guarantee of service outcomes or care minutes compliance.
For information about MedHireHub's multi-location staffing services, view ourClinical Governance Framework or contact our Client Services team.
Managing Multiple Aged Care Facilities in NSW?
MedHireHub provides unified workforce management for multi-location aged care providers across Sydney and NSW. Centralised compliance, cross-location staff pools, and consistent quality standards.