FlowmatixFor Healthcare & Aged Care
Nobody reaches a resident without being screened.
Contractors, agency staff and visitors complete the screening you require — health declarations, checks, your induction — before they're through the door. Every answer recorded against the record.
Start of a night shift
Three people. Three obligations. One book.
An agency carer arrives for a night shift. A maintenance contractor is due in the dementia wing. A family member is visiting.
Three different people with three different obligations — and one book at the front desk that treats them all identically.
The three that matter in a facility
Different screening per type
A family visitor, an agency carer and a contractor get entirely different forms. Custom fields cover health declarations and infection-control questions.
Checks captured & sighted
Working with Children Checks where they apply — recorded as declared, physically sighted by your staff, and validated against the register. (Automated register validation currently covers Victoria.)
Signed acknowledgements
Infection control, code of conduct, site rules — versioned, so a policy change forces re-acceptance at the next visit.
What the accreditation review sees
When the review asks how you screen people entering the facility, you show them the record — who came in, what they declared, who verified it, what they signed, and which version of the policy applied that day.
An evening at reception
Aged care visitor sign-in, walked through
Aged care visitor sign-in works best when each person gets the questions that fit them. Here's the same night shift from the scenario above, with a tablet at the front door.
- The family visitor taps “Visitor”, gives a name and mobile and the area they're visiting, answers your health questions — for example a required tick-box confirming no cold or flu symptoms — and accepts your facility declaration. A short form, every visit.
- The agency carer taps “Agency staff”. Their agency is a required field, the host is the nurse in charge, and they read and accept your infection-control acknowledgement with a typed signature. With host notifications on, the nurse in charge gets an email or SMS when they arrive.
- The maintenance contractor taps “Contractor”: company, host, the wing they're working in, your induction briefing, a signed agreement — and a photo for their badge and the evacuation list.
- Through the evening, reception sees all three on the live on-site list, with their type, host, area and time in.
- On the way out each signs out on the tablet by searching their name. Anyone who forgets is signed out automatically at the time you set for that type.
Aged care visitor management, set up your way
Flowmatix doesn't decide your screening. It asks the screening questions and declarations you require, per visitor type, and records the answers.
Your questions
Custom fields per type — text, dropdown, tick-box, number or date, each required or optional. Health declarations, vaccination status, the resident or wing being visited: whatever your policy asks.
Your declaration
Your facility declaration at every sign-in. The version each person accepted is stamped on their record, so a wording change during an outbreak is provable.
Your agreements
For agency staff and contractors: a briefing to read and an agreement to accept with a typed signature, enforced on the server and re-accepted when you change it.
Privacy at the front desk
A paper visitor book shows every family member's name, mobile and the resident they visited to whoever signs in next. On the kiosk, a visitor only ever sees their own sign-in.
Behind it, access is by role: only staff you give permission can view visitor records, and a separate permission controls CSV export. Photos are stored outside the public web root and served only to permitted staff. Records and photos are deleted automatically after the retention period you set — see how long to keep visitor records. Every meaningful change — a declaration edit, a manual sign-out, an export — is written to an audit log your auditors can follow.
Hospital contractor sign-in across several entrances
Hospitals, day surgeries and larger campuses tend to have contractors arriving at more than one door. Each entrance can have its own kiosk link, so sign-ins are tagged to that entrance without the contractor choosing it. The contractor type carries your induction for clinical areas — infection control, restricted zones, who to report to — and the signed, versioned agreement that goes with it.
If you evacuate, print the list for that site: name and photo, type, company, host and area, time in, mobile and a tick-box. Because the host and area are on the record, your wardens can see who should be in which wing. More on that in what an evacuation roll-call needs and on contractor sign-in.
Also relevant
A hazard in the facility can't quietly close.
With Maintenance, faults are reported by QR from anywhere in the facility, triaged by risk, and safety language is flagged automatically — so a hazard near a resident is tracked to done, not quietly closed.
🔎 Straight answer: capture and staff sighting of Working with Children Checks work anywhere in Australia. Automated validation against the register currently covers Victoria only — never national. And it flags and alerts; only an explicit watchlist match blocks a sign-in. Your team makes the call.
Also: Flowmatix doesn't connect to police-check or NDIS worker screening registers — it records the answers and numbers people enter, and your staff verify them. Health declarations are self-declared. It runs in the tablet's browser rather than as an app-store app, badges print through the browser, and reporting is the live list, evacuation print and CSV export rather than dashboards.
What it costs a facility
Per-type custom questions, signed agreements, host notifications and per-site kiosks are on Pro: $99 a month flat for up to 5 sites (AUD, billed annually; $119 monthly). Starter is $49 per site per month billed annually ($59 monthly), with sign-in, the live list, evacuation print, the site declaration and the audit trail. Providers with more facilities can use Multi-site, from $79 per site. 14-day free trial, no lock-in, bring your own iPad or Android tablet — see pricing.
Questions facility teams ask
Can we ask health screening questions?
Yes — custom fields per visitor type: text, dropdown, checkbox, date.
Do you check Working with Children Checks?
Captured and sighted anywhere in Australia; automatically validated against the register in Victoria. It flags and alerts — your team decides.
Can family visitors have a simpler form?
Yes. Each type has its own.
Can we stop a specific person from signing in?
Yes, with the watchlist. Add a name or mobile number and choose whether a match alerts your staff or blocks the sign-in. Nothing else blocks automatically — screening answers are recorded and flagged for your team to act on.
Does it check police checks or NDIS worker screening?
No. There's no connection to those registers. You can ask for a clearance number and expiry date as custom fields so they're on the record, and your staff verify them as they do today.
Can other visitors see who signed in before them?
No. Each person only sees their own sign-in on the kiosk. Visitor records, photos and exports are only available to staff you give permission to.
How long are visitor records and photos kept?
For the retention period you set. After that, records and photos are deleted automatically, and the purge skips anyone who is still signed in.
Can we see which wing a contractor is in during an evacuation?
Yes, if you ask for it. The host and the area they're visiting are on the live list and on the printed evacuation list, alongside their photo, company and time in.
Screen everyone at the door, not on paper.
Fourteen days free. Card charged $0. Cancel anytime.