Royal Freemasons' Homes of Victoria
Industry: Not-for-Profit Aged Care Organisation
Customer Background
Royal Freemasons' Homes of Victoria Ltd (RFHV) is a leading non-government, not-for-profit provider of aged care services in Victoria. Founded in 1867 on a Crown grant of land, RFHV was one of Victoria's first not-for-profit, non-government, aged care providers and is now one of its largest. Initially founded to care for Freemasons in their older years, it has evolved into a broad-based aged care organisation that today welcomes people from all walks of life.
Business Challenge
As any health services provider, RFHV has strict compliance systems and failure to follow the established procedures and processes can impede the organisation in meeting the Government defined standards. The existing policy and procedure documents on their Quality System were listed alphabetically under the document type and not organised on the basis of subject matter. This led to a poor awareness of the full range of applicable documents potentially leading to a failure to follow prescribed policies and procedures and increased litigation risks.
Solution
Professional Advantage implemented an intranet compliance system based on Microsoft Windows SharePoint Services. The system alerts on outdated and upcoming document (policies, procedures, forms etc) reviews, keeps control of documents and their versions, alerts people to any changes by email and centralises information storage.
The Results
- A complicated taxonomy of over 1000 procedure documents is managed from one central point.
- Low cost investment minimises potential high cost litigation risks.
- Documentation maintenance effort is reduced by ownership, review dates and versioning as well as staff alerts.
- Categorising of the documents (e.g. by department or type) saves time on document searches.
- A single platform for Freemasons to leverage future initiatives from including project management and meeting workspaces.