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Visualcare provides a centralised location for storing your organisation’s policies and procedures. Having these documents in one place ensures staff can access the latest versions and supports audit readiness across NDIS, aged care, and other regulatory frameworks.

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Accessing policies and procedures

Navigate to Maintenance → Policies and Procedures to view and manage your organisation’s policy documents.

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Adding a policy

To add a new policy or procedure document:
  1. Click Add on the Policies and Procedures page
  2. Enter a title and select a category for the document
  3. Upload the file (PDF and Word documents are supported)
  4. Click Save

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Organising by category

Policies can be grouped into categories to make them easier to find. Common categories include:
  • Work Health and Safety
  • Clinical governance
  • Human Resources
  • Privacy and confidentiality
  • Quality and safeguarding
  • Financial management
Categories are managed from within the Policies and Procedures area. Use categories that align with your organisation’s quality management framework so auditors can locate documents quickly.

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Worker access through Vworker

Policies stored in Visualcare can be made available to workers through the Vworker app. Workers access these under the Documents section in the app, giving them on-the-go access to the policies they need during service delivery.
Make sure critical policies like incident reporting, manual handling, and infection control are accessible through the Vworker app so workers can reference them in the field.

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Version control

When a policy is updated, upload the new version to replace the existing document. Keep a record of version changes, for example by including a version number and date in the document title or within the document itself.
Visualcare stores the current uploaded version of each policy. If your organisation needs to retain previous versions for audit purposes, consider keeping an offline archive of superseded documents.

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Audit readiness

Having policies stored in Visualcare means auditors can verify that:
  • Your organisation has the required policies in place
  • Staff have access to current versions
  • Policies are categorised and organised in a way that supports your quality framework
This is particularly relevant for NDIS Practice Standards audits and Aged Care Quality Standards reviews, where auditors check that policies are documented, accessible, and up to date.

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Running into issues?

See General troubleshooting for common errors and fixes.

Required compliance overview

Set up and manage compliance items at the organisational level

Audit report

Track data changes across Visualcare

Document storage

Upload and manage documents on the client profile