Reporting technologies in aged care: stay compliant with an industry-specific Incident Management Power App

There’s no doubt that Aged Care facilities, home care providers and NFP organisations have been in the spotlight for the wrong reasons. With ongoing stories of mismanagement and cases of criminal negligence, Australians have demanded tighter regulations and harsher penalties for those who don’t comply.

Following the findings of the Royal Commission into Aged Care Quality and Safety, a mandatory incident report process was introduced along with 148 other recommendations to action within the next 5 years.

While this increase in compliance, efficiency and service is a positive step for the industry, it also puts extra pressure on your organisation and already overstretched staff. Although some reporting technologies in aged care have helped ease the burden, there’s still room for improvement.

Now, thanks to Microsoft Power Platform, that improvement is more accessible than ever before and we tell you how.

The Serious Incident Response Scheme (SIRS)

Launched in April 2021, the Serious Incident Response Scheme (SIRS) is an initiative that helps prevent and reduce incidents of abuse and neglect in residential aged care services subsidised by the Australian Government. In case you didn’t already know, from the 1st of December 2022, the scheme will be extended to include home aged care and flexible care delivered in a home or community setting.

The SIRS categorises 2 key components — incident management obligations and reportable incident obligations.

The official government website introduces 8 types of reportable incidents, involving aged care residents that must be reported to the Commission and the police if the incident is of criminal nature, listed as below:

  1. Unreasonable use of force

  2. Unlawful sexual contact or inappropriate sexual conduct

  3. Neglect of a consumer

  4. Psychological or emotional abuse

  5. Unexpected death

  6. Stealing or financial coercion by a staff member

  7. Inappropriate use of restrictive practices

  8. Unexplained absence from care

It is good to note that incidents that are not part of this list are not required to be reported to the Commission. However, depending on the circumstances, they may need to be reported to another government body.

Split into two categories, reportable incidents are listed as either Priority 1 or Priority 2, and require different reporting obligations.

  • Priority 1 incidents must be reported to the Aged Care Royal Commission or police within 24 hours of becoming aware of it occurring.

  • Priority 2 incidents do not meet Priority 1 criteria and must be reported to the Aged Care Royal Commission within 30 days of becoming aware of it occurring.

With timelines playing such a critical role in responding to serious incidents, finding a standardised method to lodge incidents from anywhere is now essential, and for many providers, these systems are not yet in place.

Without a viable, long term mobile reporting system, this could see travelling carers not only under more pressure to recall important information well after the fact, but also falling foul of updated regulations.

The risks of being non-compliant

For those who aren’t compliant, disciplinary action can include infringement notices, non-compliance notices on a public register, as well as broader civil penalties. Any combination of these can have negative effects on your reputation, finances and operations.

What does this mean for carers?

Although these reporting obligations are expanding from December 1st, those responsible for remaining compliant have not changed, with pressure still mounting on carers to ensure incidents are reported correctly, explains Bremmar’s Lead Aged Care & NFP consultant, Rushad Billimoria:

‘Although a team is dedicated to handle compliance requirements surrounding incident data, the responsibility of accurate incident reporting ultimately falls on the carers. Having the right reporting technologies in aged care can ease this added pressure, automatically complying with government regulations and making life a lot easier for all involved,’ notes Rushad.

Where does technology fit in with the Aged Care reportable incident process?

Ultimately, new technology creates efficiency in the incident reporting process. It’s there to make life easier for carers and other executive staff like yourself, giving you peace of mind that people can confidently focus on their primary job — to care and assist — accurately and efficiently. And without having to worry about extra admin, staff can enjoy a happier presence and more focused work experience, benefitting every part of the organisation.

Information has a habit of getting lost in translation,’ explains Rushad, ‘the more people that pass it down, the more likely it is that something will change. By having standardised processes for incident management and the right technology on hand, no information is missed. Users can access the right reporting form, input the relevant data, submit and respond accordingly.

With this streamlined compliance, increased accuracy and growth in efficiency, your organisation will be better equipped to facilitate the entire reporting process.

Custom built reporting technology solutions for Aged Care

With so many vendors and technological choices, which is the right one to help Aged Care providers remain compliant?

There are a few options out there, and as specialists in the Aged Care, NFP and Disability sectors, we’ve had years road-testing the best of the best technology for these industries. In our opinion, it’s hard to go by Microsoft Power Apps.

Here’s why.

Power Apps is a Microsoft solution that brings together a suite of apps, services, and connectors, that enable organisations to build custom apps to streamline, automate and simplify unique business processes, such as procurement requests, employee onboarding, and incident management & reporting.

Power Apps is part of the Microsoft ecosystem making it easy to access and connect information within the Microsoft 365 platform as well as with third-party applications.

Bremmar Incident Management App for Aged Care

Built in response to industry needs and using Power Apps, the Bremmar Incident Management app is an essential tool for any Aged Care provider, NFP or Disability organisation looking to standardise their incident reporting processes and automate complex workflows.

By consolidating your reporting process into one system, this powerful app enables organisations to connect incident data sources, create custom digital forms, and implement effective business process automation.

Streamline the reporting process

Reporting technologies in aged care have a notorious reputation for being complex and riddled with inaccuracy. The Incident Management app collects incident data — including images or other attachments– and stores it in an easy-to-use manageable register where it can be accessed, shared and analysed by anyone with the organisation that has the right permissions.

At each step of the incident reporting process, the app creates automated workflows to notify appropriate people based on the information that has been entered. Depending on the settings, the incident data can be shared via email, teams, or any other preferred method, ensuring that it is seen and actioned by the right people as soon as possible.

Efficient approval processes

By notifying the right people, the incident approval process is strengthened to guarantee compliance. As incident data flows down the chain, staff can review and approve, or ask for more information if required. This system of checks and balances means your organisation will get it right every time.

Dynamic dashboard through Power BI

Using Microsoft Power BI, our Incident Management app pulls relevant information from the incident data register and places it on a dynamic dashboard. With easily configurable, user-defined metrics, incident data is at the execs and management finger tips, offering a previously unseen level of insight into vital data points.

Reporting technologies in aged care have come a long way from where they used to be. With all of the extra insights, aged care organisations can analyse their data at a more granular level. This allows them to identify trends and use this information to make informed decisions moving forward’, highlights Rushad.

Bespoke incident reporting solution

Built upon a base-level package, the app is customisable to meet any organisation’s needs. Through detailed consultation with Bremmar’s Aged Care or NFP specialists, the Incident Management app can include any number of predefined menu options, including drop-down selections for staff and manager names, facility information, and incident type.

This guarantees all the right information is being sent to all the right people at the right time. From automated and built for purpose digital workflows to customised application branding, the Incident Management App integrates into your system.

By standardising the reporting process, Bremmar’s Incident Management app empowers your organisation to increase its data accuracy through streamlined business workflows, even as your business continues to grow, and regulations evolve.

Developing a custom Incident Management app with Bremmar

Although developing an improved digital workflow automation for incident reporting may seem complex and intimidating, Bremmar’s collaborative approach makes life easy for Aged Care, NFP & Disability organisations looking to make the switch.

The process takes 2–4 weeks and can follow 6 core steps:

  1. Initial consultation to understand the current process, and enhancements

  2. Develop a process flow diagram from incident lodgement to approval

  3. Build a base product and provide to Incident Reporting team staff for testing

  4. Take feedback onboard and make relevant changes

  5. User acceptance training highlights any extra issues

  6. Final changes implemented and ‘go live’

Rushad notes that while the whole process may seem challenging, collaboration with champion users is an essential part of the process:

By understanding our client’s goals and engaging a champion user, we can deploy an operational app within a matter of two weeks. Through this consistent back and forth, we can build the perfect incident response solution — one that our clients understand and are comfortable using.

Not just for Aged Care. Not-For-Profit & Disability organisations can also benefit.

While these expanded regulations apply solely to the Aged Care sector, other care-based NFPs and disability organisations can also make the most of the Incident Management app as well. But why should they prioritise this new technology if it isn’t mandatory? Rushad believes it all comes down to risk.

It’s all about understanding the risk of what would happen if an incident isn’t properly recorded. The risk to those directly involved, and the risk to the wider organisation. Even if you’re not under the microscope of government agencies such as those in Aged Care, other care organisations and NFPs should think about potential costs, liabilities and negative effects on staff welfare.’ says Rushad.

He also notes that while new tech can seem complex and scary, it’s better for workers in the long run.

Yes, these modern reporting technologies in Aged Care and NFPs can sound complex, but the truth is, they’re cost effective and never as daunting as they seem. One of our recent clients had an increase in the number of incidents lodged after we worked with them to standardise their reporting process using the Incident Management app,’ explains Rushad, ‘staff can now capture every bit of critical information thanks to the simplified reporting process. And it’s giving management and executives more clarity on incidents because the information is easier to collect.

While new reporting technology can redefine workflows, increase efficiency and productivity, and reduce the risk of non-compliance, it ultimately allows care organisations to provide better care — something that should never be undervalued.

Better incident reporting with Bremmar

Are unconnected data and manual processes hindering your ability to remain compliant and provide the best care possible?

Here at Bremmar, we’re experts in assisting Not-For-Profits, Disability and Aged Care providers with customised solutions using Microsoft Power Apps. So, if you’d like to standardise your reporting processes, automate manual workflows, and remove the stress of collecting inaccurate data, don’t miss the deadline of December 1st.

Our Offer

To assist with this transition by the deadline, Bremmar is offering a no cost Power Apps planning, scoping and consultation session as well as adding 3 hours of Power Apps support to our base package for organisations that engage our team before the end of 2022. The support hours can be used towards champion user training or any other Power Apps requirement.

Click here to learn more.

Are outdated manual processes holding your organisation back? Develop your own custom workflow solutions with Microsoft Power Apps.

NFPs, Aged Care and Disability providers are coming under extreme pressure to deliver more with less. This includes finding new ways to reduce costs, increase productivity and efficiency, and promote better staff wellbeing.

In our recent webinar, Say goodbye to ineffective manual processes with Microsoft Power Apps, we took a closer look at the Microsoft Power Platform, and how it’s helping Aged Care providers, NFP and Disability organisations digitise their business processes by rapidly turning their unique but manual processes into innovative apps.

Bremmar highlights the benefits of the Power Platform as it’s a user intuitive platform integrated with the Microsoft 365 environment and it is available at no extra cost with a M365 subscription you may already have!

Here are the key talking points from the discussion:

Key tools to Build and deploy your own custom apps with Microsoft Power Platform

Power apps

Power Apps gives Aged Care, NFP and Disability IT staff access to a low code environment to build custom mobile and web-based apps without traditional coding skills.

Using ready-made templates, it’s easier than ever for anyone who’s reasonably tech-savvy to connect data sources and build new apps from the ground up or customise existing systems to suit your organisation’s exact needs.

Power automate

A dynamic way of streamlining repetitive tasks and business processes, Microsoft Power Automate helps organisations say goodbye to time-consuming paper-based processes so they focus on their actual work. This powerful automation tool simplifies organisational processes that traditionally drag down productivity.

Along with focused data insights from Power BI, Power Apps and Power Automate presents an exciting opportunity for organisations to use a single platform to streamline their systems and processes. With over 350 connections to other apps and a simple drag-and-drop interface, any organisation can digitise their business processes in no time – a surefire way to reduce costs and see a huge uptick in sustained productivity.


SharePoint acts as the database that enables process automation through workflows and as the central place to store the information that is inputted from Power Apps.

SharePoint is also part of Microsoft 365 subscriptions and organisations can leverage it through a developed Cloud Document Management System, an Intranet or simply as a repository of information for other Microsoft 365 applications.

Getting your staff efficiency back on track

Efficiency is critical to enhancing the customer experience. When asked about what business processes were a priority at their organisations, attendees answered:

You may be one of these organisations that are facing staffing challenges, have a need for better training, and are seeking out consistent services that comply with standards and legislation. To ensure these outcomes are achieved, minimising the amount of human involvement is key.

The customer is at the heart of everything

For care-based services, nothing is more important than the customer.

Achieving this level of care requires the use of multiple apps across a wide range of services. And as more services are delivered within the local community, developing functional apps that are accessible from anywhere is vital to minimising the time spent away from actual care.

Streamlining your IT systems

Organisations in the Aged Care, NFP and Disability sectors use a large number of specialised apps that require staff to remember different passwords, systems and processes. This inefficiency can creep all the way up to decisions at the highest levels, with time-sensitive reports and data analytics often taking days to collate and present.

This is not a productive way of delivering care to customers.

The need for newer, cloud-based apps that are mobile and integrate with your system has never been greater. With Microsoft Power Platform, care-based organisations can develop their own apps to meet their own specific needs.

Brenton Harris, Managing Director at Bremmar IT and webinar speaker explains how:

To make sure you aren’t being held back, it’s vital you choose your core applications wisely, and be confident that the apps you’ve chosen are the right ones for your organisation – they need to be accessible from anywhere and act as a single source of truth to meet the needs of your organisation.’ notes Brenton.

Seamless integration is key to driving business transformation

It’s not uncommon for line-of-business apps to be missing core functionality. And as standards change, you may require a custom tool set that your existing apps simply can’t provide.

Fully integrated with Microsoft 365, Teams and Power BI, Power Apps can read and write data from a variety of sources and apps, giving you a direct line to critical information and filling in the gaps where your line-of-business app lacks. These apps are incredibly simple and affordable to develop and enhance, allowing you to develop capabilities within your organisation as it grows.

Bremmar’s industry-tailored Power Apps

As a trusted and experienced IT partner of Aged Care providers, NFP and Disability organisations, Bremmar develops applications to remove gaps found in industry specific apps and helps organisations digitise key business processes and workflows.

By exploring commonality across a diverse collection of organisations, Bremmar has created a selection of Power Apps that solve shared problems across a broader client base, while always addressing the specific needs of each individual client.

Here are a few of those industry forced apps.

Incident reporting and management app

Designed to address compliance in the incident response process, the Incident Reporting and Management app provides an easy path to capture and instantly submit accurate incident information from a mobile device. By removing the need to remember details and lodge them later on, staff can focus on their job with the confidence and peace of mind that the right people will be notified through relevant automation and approval processes.

The app includes four key components:

  • Submission form
  • Review of unapproved incidents
  • Database of all submitted incidents
  • Detailed incident analytics

As with any Power App component, the submission form can be customised based on any organisation’s specific requirements. Photos can be included, as can diagrams for extra clarity on the incident being reported.

To automate time consuming workflows during the incident reporting process, input items can be designed to trigger particular notification responses that meet both organisational and government enforced regulations and policies, like the Aged Care Serious Incident Response Scheme SIRS initiative.

With customisable drop-down boxes that link to an active directory structure, you can mitigate the chance of inaccurate information and lower the risk of compromising data integrity, ensuring all staff are on the same page throughout the response process.

NFP & Aged Care Consultant for Bremmar and webinar speaker, Rushad Billimoria, notes how this granularity allows organisations to really drill into their data and achieve the best outcome for their customers.

The app makes it easier for staff to lodge incidents while maintaining focus on the job at hand. It provides peace of mind for management knowing that submissions will always follow the right process, always meet reporting obligations and timeframes without compromising on care.’ explains Rushad.

Other industry focused Power Apps

Alongside the flagship Incident Reporting and Management app, Bremmar has also developed a suite of care-focused apps that digitise business processes and minimise repetitive tasks for Aged Care, NFP and Disability organisations.

Digital Forms app

Microsoft’s Digital Forms app is an easy to use method of collecting data and creating a repository of key forms the organisation uses. Accessible on any web browser or mobile device, Aged Care, Disability and NFP staff can choose the form they want to use, input relevant data and action critical workflow processes to notify those assigned as approvers to specific forms.

The options here are endless. Bremmar has created a few examples of commonly used forms, including:

  • Safety audits
  • Risk assessments
  • New staff onboarding
  • Client onboarding
  • Inspection assessments
  • Cleaning reports
  • Visitor registration

For added depth and connection of data sources, the Digital Forms app collates all information into one central repository for easy access. And with additional workflows, automation, notifications, and approvals, digital forms remove the inefficiencies of paper-based processes and provide staff with a level of accuracy that was previously unheard of.

Maintenance Request app

This app helps to report and respond to maintenance issues that pose a risk to staff or customers. These types of requests are generally handled manually, making it difficult to track requests and jobs.

By digitising the maintenance response process, you can easily submit, update (including submission of images) and track requests, allowing you to control the visibility of jobs. By enabling Power BI for reporting capabilities, your organisation can discover trends and recurring issues, and uphold safer standards.

Procurement Request app

When staff members need to request approval for a new onboarding, purchase, investment or a whole host of other scenarios, the Procurement Request app is an invaluable tool for any organisation.

Lodged via PC or mobile, users can instantly supply relevant documents, include multiple items per request, and route each request directly to an appropriate manager for approval. With approval always coming from the correct cost centre and authority level, this digitised workflow is critical in tracking requests and ensuring a trail of comments can be tracked for future reference.

One great thing about all of the Power Apps is that approval requests can go straight into MS Teams within the activity button. So when approvals are requested, the approvers can simply approve them directly within Teams – an incredibly powerful and time-saving feature.’ explains Brenton.

Employee Information app

While some organisations have HR systems to record most of their employee information, many still don’t and find it difficult to have a central place to collect and store employee data.

The Employee Information app expands on the powerful database functionality of Microsoft 365 to bring all essential employee information together in one place.

This information includes:

  • Job title
  • Employee name
  • Date of Birth
  • Emergency contact
  • Car registration
  • Department
  • Email signature
  • Office location
  • Any other custom data field

By connecting information within the 365 directory with additional information, organisations can reduce overhead in managing employee information, maintain a central visible database and customise permissions to secure sensitive data.

Employee Onboarding app

Onboarding is a crucial step in setting up new employees for long term success. Bremmar’s Employee Onboarding app provides a standardised method of tracking tasks and training for all new staff.

With powerful functions that allow organisations to create a common process for all new starters, it’s easier than ever to assign due dates, create custom tasks based on department or job title, and attach any relevant documents linked to other HR areas. By maintaining a uniform, easily traceable experience, staff will receive the right training, meet the right people and get started on the right foot.

Bremmar, your Power Apps partner

Interested in learning more about how your organisation can leverage Power Apps to be able to connect different data sources, create customised digital forms, and implement effective process automation?

Here at Bremmar, we’re experts in developing custom apps and automated workflow solutions using the Microsoft Power Platform for the Aged Care, NFP and Disability sectors. Providing deep insights into your existing systems, we’ll deliver a clear roadmap towards better use of your current licensing so you can say goodbye to ineffective and unproductive manual processes.

Our offer!

We are offering a no-cost Power Apps planning, scoping and consultation session plus an added 3 hours of Power Apps support for organisations that engage our team before the end of 2022, which can be used towards champion user training or any other Power Apps requirement.

Click here to book a chat with one of our Microsoft Power Apps specialists today.