How Greystanes Streamlined Operations with CareMaster

Greystanes Disability Services, a long-standing organisation dedicated to providing disability support, faced significant operational challenges due to manual processes and fragmented systems. With the implementation of CareMaster, Greystanes has successfully streamlined workflows, improved compliance, and enhanced service delivery efficiency.

Challenges Before adopting CareMaster, Greystanes relied on manual processes for payroll, invoicing, compliance tracking, and tenancy management. Key challenges included:

• Time-consuming manual invoicing and payroll – Payroll processing took three days, while billing required over two days.
• Lack of centralised record-keeping – Compliance documents, maintenance requests, and service records were scattered.
• Limited operational oversight – Staff spent excessive time on administrative tasks instead of strategic planning and service improvement.
• Difficulty tracking maintenance requests – Managing properties and ensuring compliance with Department of Community Justice (DCJ) housing regulations was complex.

The CareMaster Solution

To address these challenges, Greystanes implemented CareMaster across the organisation. After an extensive review of available solutions, CareMAster was selected by the Greystanes team because:

The implementation of CareMaster for Greystanes took a month. The structured approach to implementation and the support provided during the transition ensured that Greystanes was able to minimise day-to-day disruption during the transition and ensure that the organisation was able to access all the benefits of CareMaster as quickly as possible.

CareMaster’s approach to implementation with the Greystanes team included:

• A structured change management process after an initial partial rollout.
• Weekly training sessions with the CareMaster team to ensure smooth implementation.
• Full integration with external payroll (Xero) and HR systems for automated processing.
• Development of customised workflows for tracking maintenance requests and compliance reporting.

Benefits & Outcomes

1. Significant Time Savings By automating payroll and invoicing, CareMaster dramatically reduced administrative workload.

• Payroll processing time: Reduced from three days to a streamlined process managed externally in a few hours.
• Billing time: Previously over two days, now handled efficiently within the accounting system.
• Staff now focus on higher-value tasks, such as contract management and service quality improvement.

2. Improved Compliance & Record-Keeping CareMaster’s centralised document management has enabled Greystanes to:

• Ensure real-time access to critical documents like NDIS practice standards and compliance reports.
• Track maintenance requests efficiently using categorised severity levels (urgent, minor, etc.), improving response times.
• Maintain DCJ property compliance by ensuring all safety and fire regulations are up to date.

3. Enhanced Team Efficiency & Accountability CareMaster’s user-friendly design and mobile accessibility allowed staff to:

• Quickly report incidents and maintenance requests via the app.
• Access up-to-date care plans and behaviour support documents instantly.
• Improve team communication using group chat features for handovers instead of fragmented emails or texts. 4. Supporting Staff Retention & Job Satisfaction
• Staff find the system easy to use, reducing frustration and administrative burden.
• The automation of HR processes (storing documents, linking to payroll) ensures seamless onboarding.
• Leadership can now focus on operational improvements rather than time-consuming manual tasks.

Final Thought

“CareMaster is extremely user friendly, and I highly recommend as a CMS option for NDIS and Aged Care service providers. The CareMaster Team achieve a high level of customer service, and deliver prompt onboarding, training and technical support.”

Anita Ferrari | Business Operations Manager

The adoption of CareMaster has transformed Greystanes Disability Services’ operations, making compliance, payroll, invoicing, and tenancy management more efficient and reliable. By eliminating manual processes and improving data accessibility, CareMaster has empowered staff to focus on delivering high-quality support services.

Key Takeaway:

CareMaster is more than just a software platform; it’s an enabler for organisational efficiency, compliance, and workforce empowerment.

A big thank you to Greystanes Disability Services for their valued insights and collaboration on this case study.

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