Hospital & health services

• Industry: Government & health
• Domain: Workforce Management
• Solution: Site Access & Onboarding

Key Outcomes

Centralised contractor compliance system implemented across multiple hospitals and facilities.

Automated verification and renewal tracking for licences, insurances, and credentials.

Digital induction cards issued to contractors following approval and onboarding.

Improved visibility and oversight for administrators across departments and facilities.

Reduced compliance risk with a single source of truth for all workforce data and documentation.

How a WA Hospital Network streamlined contractor compliance with Quartex

Project overview

A major hospital and health service network in Western Australia, serving over 700,000 residents, is committed to protecting the wellbeing of its patients, staff, and visitors. As part of ongoing infrastructure operations, the network routinely engages external contractors across its hospital facilities.

With dozens of sites and hundreds of contractors, the network needed a better way to manage workforce compliance, onboarding, and risk—without sacrificing safety, visibility, or operational efficiency.

The challenge: manual processes and compliance gaps

A hospital within the network was struggling to manage a growing number of contractors and subcontractors. Critical workforce data such as licenses, insurance documentation, and induction status was scattered or manually tracked, creating unnecessary compliance risk and inefficiencies.

Their ideal compliance software solution needed to do the following:

• Ensure every contractor and employee was appropriately inducted
• Verify and store licenses, insurance documents, and credentials
• Automate the tracking and renewal of documentation
• Provide clear visibility across departments and facilities

The solution: one platform to manage compliance of every contractor

Using Quartex’s Site Access & Onboarding Software, the hospital implemented a secure, centralised system to onboard and manage contractor compliance across their network. Contractors and workers register, complete their induction, and upload credentials through an easy-to-use portal.

All required information—including licences, insurances and pre-qualification data—is now managed digitally and automatically verified. Upon successful onboarding, approved contractors receive digital induction cards, and stakeholders receive real-time updates through the Quartex platform.

The impact: scalable compliance across the network

The implementation of Quartex marked a significant shift from manual processes to automated compliance. The hospital now manages all contractors, employees and third-party providers through a single source of truth.

Following a successful initial 3-year engagement in 2015, the contract was extended by 5 more years and expanded to include other hospitals across the wider network. The result? Improved visibility, reduced risk, and greater peace of mind for health administrators managing workforce compliance.

Pain points resolved:

• Lack of transparency into contractor readiness and documentation
• Risk exposure from outdated licences and expired insurances
• Manual, time-consuming onboarding processes

Site access and onboarding solutions delivered:

• Pre-qualification and induction tracking via Quartex Software
• Automated alerts for expiring documents and licences
• Easy-to-administer contractor database across all sites

Operational gains:

• Peace of mind with compliant, verified contractors at every site
• Streamlined contractor onboarding and monitoring
• Extended use of Quartex across the broader hospital network

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