Virtual care readiness audit

What this is: a self-assessment your home can run before go-live, and revisit periodically, to confirm you're set up for safe, reliable virtual care.

Who it's for: quality leads, clinical leads, facility managers and virtual care champions.

Use this audit as a readiness check, not a test. Work through each section and note where you're ready and where there's a gap to close. Run it before your first consultations, then again at your three-month review and whenever your setup changes.

How to use it

For each item, mark one of: Ready, In progress, or Gap. Anything marked "Gap" becomes an action with an owner and a date. Keep the completed audit with your virtual care records.

1. Governance and policy

A virtual care policy is approved and current.
Roles and responsibilities are defined, including a clinical lead and named champions.
An executive sponsor endorses virtual care.
Procedures exist for consent, privacy, documentation and escalation.

2. People and capability

Staff across all shifts are trained to support a consultation end to end.
Staff can run a clinical handover (ISBAR) and a systematic assessment (A to G).
At least two staff can troubleshoot common technical issues.
New starters have a path to virtual care training.

3. Equipment

Virtual care equipment is set up, tested and in safe working order.
Peripherals needed for your initial use cases are paired and tested.
There's a secure storage and charging location, and the kit is kept ready.
An asset register records devices, serial numbers, location and custodian.
Cleaning and infection control steps for shared equipment are in place.

4. Connectivity

Wi-Fi coverage is confirmed in the locations you'll use (resident rooms, nurses' station, treatment rooms).
A backup connection (4G/5G hotspot or SIM-enabled device) is available where feasible.
A test call has been run in each intended location and the results documented.
Staff know the failover steps if the connection drops.

5. Clinical workflows

Your initial use cases are agreed (for example wound care, GP rounds, virtual emergency).
Booking and referral pathways with external providers are confirmed.
Expected response times for urgent reviews and after-hours cover are understood.
A simple quick-reference guide sits near the equipment (how to start, who to call, failover).

6. Privacy and consent

Consent is obtained and recorded before virtual care.
A private space is used, with signage for shared rooms.
Clinical images and files are handled as health information via approved systems.
Sessions are not recorded unless approved and consented.

7. Residents and families

Residents and families have been told about virtual care and their right to choose.
Information is available in plain language.
Residents' sensory, cognitive and cultural needs are considered in how consultations run.

8. Continuous improvement

A simple issues log captures friction points so they can be fixed quickly.
Feedback is sought from staff, residents and families.
Usage and outcomes are reviewed against your goals.
A three-month check-in is scheduled after go-live.

Turning the audit into action

Once you've worked through the sections, pull every "Gap" into a short action list:

Gap	Action	Owner	Due
`[ ]`	`[ ]`	`[ ]`	`[ ]`

Close the actions, then re-check. A home that scores well here is set up not just to launch, but to keep virtual care running well.

Need help?

Visionflex support: visionflex.com/support | support@visionflex.com | +61 2 8914 4000 (9am to 5pm AEST)

Visionflex acknowledges the Traditional Custodians of Country throughout Australia and pays respect to Elders past, present and emerging.