Case Study – MercyCare’s success with Care Minute Manager

Driving care minute compliance and efficiency

In aged care, every minute counts—for residents, for staff, and for compliance.

For MercyCare, managing care minutes was more than just meeting regulations; it was about ensuring every resident received the right care at the right time. By implementing Care Minute Manager, MercyCare has achieved significant operational efficiencies, and greater regulatory compliance.

Managing complexity in Care Minute compliance

Before adopting Care Minute Manager, MercyCare faced several operational challenges:

• Manual, time-consuming processes for care minute tracking led to delays and inefficiencies.
• Reactive workforce planning made it difficult to align staffing with resident care needs.
• Compliance risks arose due to the lack of visibility into care minute performance.

To address these issues, MercyCare required a robust system to automate compliance tracking, enhance workforce planning, and support better decision-making.

Implementing Care Minute Manager for proactive workforce management

Care Minute Manager gave MercyCare a data-driven way to manage care minutes with confidence. With automated care minute calculations and clear dashboards, the team shifted from reactive decisions to proactive workforce planning.

Key features that transformed their operations included:

• Forecasting & rostering insights – Helping managers plan staffing needs more accurately and make smarter decisions, like whether to replace shifts mid-roster.
• Automated reporting – Reducing manual processes and administrative overhead.
• Empowering frontline staff with clear, easy-to-read dashboards—making care minute management simpler and more actionable on the ground.

Impact & Outcomes

1. Improved care outcomes and compliance

With Care Minute Manager, MercyCare can now:

• Plan rosters in advance to meet care minute targets, ensuring residents receive consistent and appropriate care.
• Use proactive workforce planning to recruit and allocate staff based on resident needs, reducing the risk of falling below compliance thresholds.

“Care Minute Manager has optimised how we manage care minutes and our classification process at MercyCare. We now have visibility over our compliance, allowing us to make proactive decisions that ensure we meet regulatory requirements, reduce risk, and maintain financial sustainability. Most importantly, this enables us to focus on what matters most—delivering quality care and services to our residents. The system has saved countless hours in manual reporting and ensured we are always ahead of funding changes, allowing our teams to dedicate more time to quality care.”

– Jae Smith, General Manager, Performance & Innovation, MercyCare

2. Operational efficiencies and workforce development

The automation and insights provided by Care Minute Manager have delivered significant operational improvements:

• 75% reduction in hours spent on compliance tracking across aged care services and business support teams.
• Optimised rostering decisions by comparing forecasted vs. actual care minute performance—reducing overstaffing and reliance on agency workers.
• Reduced administrative burden, freeing up managers and frontline staff to focus on resident care.

A data-driven future for Aged Care

Care Minute Manager has transformed MercyCare’s approach to care minute compliance and workforce planning. With automated processes, insights, and proactive decision-making, MercyCare has not only enhanced operational efficiency but also reinforced its commitment to delivering quality care.

As regulatory requirements evolve, Care Minute Manager ensures that MercyCare remains ahead—empowering their teams to focus on what matters most: providing exceptional care for their residents.

Learn more about how Care Minute Manager can optimise your aged care operations.