Capture once. Follow through.

Reduce duplicate reporting in one residential aged-care team. Connect an operational issue, a responsible person, a response and reusable management evidence.

Next gate: agree a provider sponsor, one workflow and a baseline

Accountable coordinator: Founding organiser · Updated 2026-10-26

The practical question

Can one non-urgent operational issue be recorded once, acted on and reused in the team’s management report without losing information or adding work?

Current position

Recruiting a provider and contributors. No provider is confirmed, no field trial has begun and no care or financial benefits have been measured. The public demonstration is synthetic and browser-only.

The first workflow

Map one team’s non-urgent operational improvement reporting, such as a delayed replenishment of routine supplies. Follow capture → accountable owner → response → independent check → management evidence. Urgent clinical concerns stay in the provider’s existing escalation process.

Milestones and gates

Weeks 1–2: publish tools and recruit contributors. Output: a clear project brief, role offers and draft workflow.

Weeks 3–4: agree one provider’s scope, sponsor, staff time, baseline and information handling. Gate: do not begin field testing without these commitments.

Weeks 5–8: demonstrate with synthetic information, test usability and begin an authorised shadow trial if ready. Gate: traceability, reliable fallback and no critical unresolved defects.

Weeks 9–13: compare reporting effort, completeness, rework, overdue actions and full costs. Publish reviewed findings and a reusable pack. Dates run from committed capacity, not the date this page was created.

Measures

Record reporting and correction minutes, repeated entry, completeness, rework, follow-through, staff experience and incremental costs. Set numerical improvement targets after collecting the baseline and before testing. Stop and review if information quality, safe escalation or workload deteriorates.

Who we need

A residential provider sponsor; a frontline improvement lead; older-person or family reviewers; an engineer; and independent finance/evaluation input. The founder coordinates the work. Roles and availability are not yet committed.

Benefits and interests

Contributors receive feedback and attribution for accepted work with their permission. Providers receive a baseline and costed learning. No payment, accreditation, employment or product endorsement is promised. The convenor’s software interests will be disclosed; alternatives can be proposed.

Decisions and results

The first decision is to recruit and establish a baseline. There are no field results yet. Each test will record its evidence, cost, limitations and a continue/change/stop decision.

Choose a piece of work.

Workforce / operations · 2–3 hours

Map a reporting workflow

Create a de-identified map of one non-urgent operational issue, every place it is retyped and who uses each report. Return a current-state map, five duplication points and questions for the provider. Do not include resident or confidential service records.