Aged care facility

• Industry
  Government & health

• Domain
  Workforce Management

• Solution
  Site Access & Onboarding

Key Outcomes

686 visitors verified with flu vaccination records in under 30 days.

Improved resident safety through fast, scalable vaccination compliance tracking.

Full compliance achieved with updated federal aged care regulations ahead of schedule.

Real-time reporting and alerts enabled facility managers to monitor compliance with confidence.

Long-term infection control support for contractors, volunteers, and visitors across aged care sites.

How an Aged Care Provider achieved vaccination compliance in under 30 days with Quartex

The challenge: rapid regulatory response under pressure

In early 2020, a leading aged care facility provider in Australia faced a critical compliance challenge: ensuring every individual entering their facilities—staff, contractors, volunteers, and visitors—provided proof of a recent flu vaccination. This was in response to updated government legislation requiring full vaccination transparency across aged care sites as part of expanded COVID-19 protections.

While the original mandate for aged care workers had existed since 2017, the extended regulation applied to anyone who physically entered a facility—including family members and third-party providers. With patient safety on the line and penalties for non-compliance looming, the organisation needed a fast, scalable solution.

The solution: fast workflow customisation with Quartex

Already using Quartex’s site access & onboarding solution to manage contractor compliance, the provider rapidly extended the platform’s capabilities to cover visitors and residential guests. Within days, the Quartex team developed custom workflows requiring flu vaccination data uploads from all visitors, in addition to contractors and volunteers.

The configuration was deployed across all sites, enabling staff to easily track and verify vaccination status. The process was intuitive, scalable, and backed by automated alerts and real-time reporting.

The impact: compliance, safety and reconnection — fast

In just one month, 686 visitors had successfully uploaded flu vaccination records via Quartex’s site access & onboarding solution, enabling them to safely visit loved ones in aged care residences across the country. Facility managers regained control, streamlined visitor onboarding, and met government requirements ahead of schedule—all while protecting resident wellbeing.

“All your work and quick responses are appreciated. It makes this dreadful process easier.”
– Procurement and Contracts Manager, National Aged Care Group

Today, Quartex continues to help aged care providers maintain rigorous infection control processes—supporting both contractor compliance and tailored visitor management through configurable workflows and real-time access controls.

Pain points resolved

• Urgent need for vaccine status tracking across all facility visitors
• Lack of existing visitor onboarding infrastructure
• Manual risk of non-compliance under new legislation

Site access solutions delivered

• Custom site access & onboarding solution workflow for flu vaccination record capture
• Automated verification and secure data storage
• Compliance rollout across contractors, volunteers and visitors

Outcomes achieved

• 686 visitors onboarded with verified flu vaccination in under 30 days
• Improved resident safety and risk management
• Fully compliant with updated federal aged care regulations

Although the Australian Government no longer mandates COVID-19 or flu vaccinations in aged care settings, they remain strongly encouraged. Quartex’s site access and onboarding solution continues to deliver long-term value by supporting infection control, compliance visibility, and visitor management—helping providers Run Every Site Right.