TL;DR
- Centralised Document Management – Keep policies and care plans in one place with version control and metadata for easy search.
- Staff Directory – Instantly find the right person (and their face!) with an easy-to-search, always-up-to-date directory. No more “Who do I call?” mysteries.
- Automated Compliance Workflows – Use Power Automate for incident reporting, approvals, and audit-ready processes.
- Mobile Access for Frontline Staff – SharePoint mobile app + Teams integration for on-the-go care plan access.
- Training & Onboarding Hub – Host e-learning, track certifications, and streamline onboarding with Viva Learning.
- Resident-Centric Information Access – Integrate EHR systems via Power Platform for quick, accurate care data.
- Personalisation & Engagement Tools – Audience targeting, news feeds, and social features to boost staff morale.
Aged care providers juggle a lot: strict compliance, rotating and dispersed teams, and the constant need for fast, accurate communication.
In many ways, running an aged care organisation is like running a small city. Everyone has a job to do, but nothing works unless people can find what they need, when they need it.
That’s where SharePoint comes in. A modern SharePoint intranet isn’t just a digital noticeboard or a place policies go to hide. It’s the operational hub that keeps everything moving.
Here are the seven SharePoint features every aged care provider should take advantage of.
1. Centralised Document & Policy Management
Ever had a staff member say, “I swear I saw a policy somewhere… but now it’s disappeared”?
That’s the digital equivalent of putting your car keys down and somehow finding them in the fridge.
The Fix
Create SharePoint Document Libraries with metadata for policies, care plans, procedures and forms.
Why?
- Staff always access the most current version
- Quick search by category (e.g., “Medication Policy”)
- Mandatory read / acknowledge receipts support compliance
The Result
Fewer outdated procedures floating around + smoother audits.
How to Enable (in a nutshell)
- Create a SharePoint Document Library
- Add metadata (Policy Type, Effective Date, etc.)
- Turn on Version History
- Use Power Automate for mandatory reads
2. A Powerful Staff Directory
Need to know who’s who without playing “Guess Who?” at work? A smart staff directory is your shortcut.
The Fix
Build a SharePoint staff directory that’s as easy to use as your phone’s contacts app. Pull in names, roles, photos, and who-reports-to-who, all in one place.
Why?
- No more “Who do I call for this?” moments
- Helps new staff settle in fast
- Makes it easy to find the right person, even in a sea of faces
The Result
Everyone knows who does what, and getting in touch is a breeze.
How to Enable (in a nutshell)
- Add the SharePoint “People” web part to your intranet
- Sync with Microsoft 365 for up-to-date info
- Encourage staff to upload a photo (no passport pics, please)
- Use filters for department, site, or role
2. Automated Workflows for Compliance & Reporting
If you’re still processing incident reports with paper forms, it’s like running an Uber service… on a pushbike.
It technically works, but it’s slow, clunky and no one’s thrilled about it.
The Fix
Use Power Automate to streamline incident reporting, hazard logs or training approvals.
Why?
- Cuts out manual paperwork
- Faster compliance turnaround
- Automatic audit trail
The Result
Quicker response times and fewer compliance breaches.
How to Enable (in a nutshell)
- In SharePoint, select Automate > Power Automate
- Start with templates like “Request Approval”
- Or build custom flows for incident forms
3. Mobile-Friendly Access for Frontline Staff
Frontline workers rarely sit at a desk.
Expecting them to access documents only from a desktop is like expecting a paramedic to “just check their emails” while they’re on the road.
The Fix
Deploy the SharePoint mobile app and integrate intranet pages into Teams.
Why
- Care workers access care plans from anywhere
- Real-time updates for urgent notifications
The Result
Better responsiveness and faster decision-making.
How to Enable(in a nutshell)
- Download the SharePoint mobile app
- Add key SharePoint pages as tabs in Microsoft Teams
4. Training & Onboarding Hub
We get it, onboarding in aged care can be challenging. Particularly when there is information everywhere, little structure, and everyone hoping they’ve remembered the right things.
The Fix
Build a central Learning Centre with Stream videos and Viva Learning integration.
Why?
- Everything training-related in one place
- Tracks certifications, renewals and compliance
The Result
Better staff readiness and faster onboarding.
How to Enable (in a nutshell)
- Create a SharePoint Communication Site
- Integrate Viva Learning to track progress
6. Resident-Centric Information Access
Every extra click is a delay in care. When staff need resident info now, they shouldn’t have to dig through six systems like they’re searching for lost treasure.
The Fix
Connect SharePoint with EHR systems using Power Platform.
Why?
- One-click access to care plans and health records
- Reduces duplication and human error
The Benefits
More accurate care and more efficient staff workflows.
How to Enable
- Use Power Apps to build a dashboard that pulls EHR data
- Embed that Power App directly in SharePoint
7. Personalisation & Engagement Tools
A good intranet shouldn’t feel like a generic noticeboard from the 1990s. It should feel like your organisation. Relevant, social and engaging.
The Fix
Use Audience Targeting and personalisation alerts and news.
Why?
- Role-based content ensures staff see what’s relevant
- Social features boost connection and morale
The Benefits
Higher engagement and better communication.
How to Enable
- Enable Audience Targeting in navigation and web parts
- Add Viva Engage web parts for community interaction
Why These Features Matter
Together, these tools help aged care providers:
- Stay compliant with evolving regulations
- Improve staff efficiency and morale
- Deliver higher-quality care and better resident outcomes
It’s not just about having a “good intranet.” It’s about giving your team the tools they need to do their best work. Without the friction.
An important note about security
When you’re handling sensitive resident information, you don’t want your internal communications system to be the digital equivalent of leaving the front door wide open.
Permissions on documentation and information is critical in the aged care environment. The good news is that SharePoint comes with powerful security enablement which can also include role-based permissions.
Make sure your SharePoint is set up to protects sensitive health information to ensure it meets Privacy Act and Aged Care Quality Standards. Although it may take some effort, it’s beneficial to establish it properly from the very beginning.
Next Steps
If you’re getting started, focus on these three quick wins:
- Document Libraries for compliance
- Power Automate for workflows
- Mobile access for frontline staff
Want help implementing or upgrading your SharePoint intranet? I can help you map out the right approach for your organisation.
Sources
- https://learn.microsoft.com/en-us/sharepoint/introduction
Learn the fundamentals of SharePoint and how it supports modern intranets. - https://learn.microsoft.com/en-us/sharepoint/document-libraries-overview
Best practices for organising and managing documents. - https://learn.microsoft.com/en-us/power-automate/sharepoint-connector
Automate compliance and reporting processes with Power Automate. - https://learn.microsoft.com/en-us/microsoftteams/sharepoint-integration
Enable seamless collaboration between Teams and SharePoint. - https://learn.microsoft.com/en-us/sharepoint/enable-audience-targeting
Deliver personalised content to different user groups. - https://learn.microsoft.com/en-us/viva/learning/overview
Centralize training and onboarding resources. - https://learn.microsoft.com/en-us/microsoft-365/compliance/sensitivity-labels
Protect sensitive data and meet compliance standards. - https://www.health.gov.au/resources/publications/digital-transformation-in-aged-care
Government guidelines for digital transformation in aged care. - https://www.agedcarequality.gov.au/providers/standards
Understand the standards that govern aged care providers. - https://www.oaic.gov.au/privacy/the-privacy-act
Ensure compliance with Australian privacy regulations.
