Mayfield Aged Care
From clipboard tick sheets to real-time resident extras visibility — HELF Tracker for Mayfield Aged Care
Clipboard tracking replaced. Staff now know who qualifies for what — the moment they need to know it.
The Situation
Mayfield Aged Care was tracking resident extras — lolly cart, dinner service, bus trips, happy hour, and more — the way most facilities do: clipboard tick sheets managed manually at point of service.
The problem went deeper than paperwork. Staff had no reliable way to check which residents qualified for free versus charged items under their HELF plan status. Extras were sometimes provided to residents who should have been charged, or withheld from those entitled to them free. There was no easy way to view a resident’s extras history, see an overview of activity across the facility, or generate a usage report without manually collating paper sheets.
When billing questions arose, tracing back through physical records was time-consuming and the answers weren’t always findable. They needed a system that put the right information in front of staff at the point of care — on the floor, on an iPad, without friction.
clipboard tick sheets — all extras tracked digitally
Mayfield Aged Care
What We Built
Staff Dashboard & HELF Extras Tracker
We built a web-based Staff Dashboard that gives Mayfield staff a single access point to all tools they use daily — HELF Extras Tracker, PainChek, Medsig, LeeCare, CentroAssist, E-tools EMR, and Ausmed — from one iPad-optimised interface. A Fast Links feature puts the most frequently used tools one tap away.
The HELF Extras Tracker sits at the centre of the dashboard. Staff log resident extras using simple tick-list event screens, and the system automatically surfaces each resident’s HELF plan status at the point of logging — so staff know immediately whether the extra is free or chargeable before it’s recorded.
Platform interface — Mayfield Aged Care
Resident Directory & Instant Reporting
Staff can search and browse residents by name or room, seeing their HELF plan status and complete extras history at a glance. Every extra logged is timestamped and attributed, creating an accurate searchable record that replaces the clipboard entirely.
Management can generate usage reports instantly — replacing the end-of-week manual collation that previously occupied hours of admin time with a single export.
Trend visibility for care planning
Longitudinal tracking means the clinical team can see trends over time — a resident whose falls risk score has been creeping up, or whose exercise participation has dropped — and act earlier. The data that was previously collected but siloed is now part of the care planning conversation.
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