The app that makes
it easier to report
maintenance issues
in your village.
The app that makes
it easier to report
maintenance issues
in your village.
FAQs:
- All
- Asset Capture
- Computerised Maintenance Management Systems
- Asset Management Plans
- Maintenance Management
- Aged Care Refurbishments
- Project Management for Aged Care & Retirement Living
- Service Agreements & Contractor Management
- Property Consulting Services
- Property Condition Reports
- General
- Asset Capture and Asset Management
- Maintenance
- CMMS
An Asset Capture is a structured, on‑site inspection where maintenance‑significant assets are identified, classified and recorded into an asset register based on what is visible. The resulting dataset provides a reliable baseline for maintenance planning, compliance evidence, lifecycle modelling and long-term capital planning, replacing guesswork with verified data.
MDFM captures major items of capital and operationally significant assets. The asset list is aligned to legislative obligations and best practice for aged care and retirement living and is tailored to suit each provider. Assets are typically captured across residential rooms or units, common areas, support spaces and external areas. Examples include HVAC systems, electrical switchboards, commercial kitchen equipment, nurse call systems and clinical assets such as patient lifters and electric beds. The register structure is compatible with CMMS and reporting requirements.
Where visible or available, asset records typically include a unique asset ID, asset name and type, location, manufacturer, model and serial number, install or build date, effective life, condition and criticality ratings, estimated remaining life, planning level replacement cost and photographic evidence.
Asset Capture is visual and non intrusive. Intrusive testing, destructive investigation, detailed measurement and assets outside the operator’s ownership or responsibility are typically excluded.
MDFM technicians apply a durable, unique barcode or QR code to every asset. Depending on the capability of your asset management software, this tag is then scanned into a digital register, linking the physical item to its repair and service history, warranty status, and other important documentation allowing your team to identify any item instantly.
Assets are captured on site using structured mobile workflows with embedded quality assurance to ensure asset data is consistent, verifiable and defensible. Photos are taken at point of capture. Existing data is referenced only where it can be verified. The newly captured register becomes the authoritative dataset, reviewed for completeness and consistency to ensure it is defensible for planning, audits and reporting.
In most cases, yes. Legacy spreadsheets are often static, unverified and degrade over time. MDFM physically verifies assets on site and aligns records to agreed standards. Where legacy data can be verified, it may be retained, but unverified data is not blindly migrated, ensuring confidence in the register.
Absolutely. MDFM auditors are experienced in live aged care and retirement living environments. The team are respectful of entering a resident’s home and will be courteous and efficient with the inspection. Works are carried out discreetly, using silent, low impact data-capture tools and following strict infection control protocols to ensure that resident comfort and daily care routines are never compromised.
Asset Capture provides a transparent, visual and data backed snapshot of the organisation’s physical infrastructure. This enables informed decisions around property risk, insurance adequacy, prioritisation of capital works and long term investment planning.
A Condition Rating reflects the physical state of an asset (for example, good versus poor), while a Criticality Rating reflects the consequence of failure. MDFM’s asset register captures both metrics to help management prioritize the maintenance and renewal of assets incorporating condition and risk rather than age alone.
A Computerised Maintenance Management System (CMMS) is a digital platform that centralises asset data, facilitates preventative maintenance schedules, tracks reactive repairs and stores compliance evidence. It effectively creates a digital representation of the facility’s assets and physical infrastructure, ensuring manuals, warranties and service records are accessible in one secure location. A CMMS also provides reporting for operational control, continuous improvement, audit readiness and forward planning.
A CMMS supports compliance by facilitating the scheduling of maintenance services and capturing supporting evidence, creating a traceable audit trail. This minimises the risk of missing mandatory scheduled services and provides an immediate, transparent paper trail for auditors. A CMMS can also help to manage suppliers’ compliance by filing insurances, criminal history checks and vaccination status against suppliers and providing alerts when credentials have expired.
No. MDFM is software agnostic and does not own or sell CMMS platforms. Asset capture and workflows are designed to integrate with the client’s nominated system. MDFM can share practical experience across a range of platforms to assist clients in selecting the most appropriate solution.
There is no single best system. The right platform depends on portfolio size, operational complexity, user capability, reporting requirements and organisational priorities. MDFM has experience working with platforms such as MEX, FM Clarity, Urbanise, Asset Journey, FM Xpert, FMI Works, MaintainX and Asset Future, and supports clients in selecting and implementing systems that balance usability with technical depth and budget.
A “Managed CMMS” is a service where MDFM provides ongoing governance of asset data and maintenance workflows. This can include planning, dispatch, contractor compliance, asset updates and reporting as a managed service. A managed CMMS maintains compliance discipline at scale. It prevents fragmented ownership and the asset data decay commonly seen in large or decentralised portfolios.
Without an accurate register, budgeting is just guesswork. An accurate asset register managed within a CMMS allows organisations to track the life-cycle of every asset. Having visibility and an understanding of remaining asset life and plan Capital Expenditure in advance reduces the risk of unexpected replacements and emergency expenditure.
Yes. MDFM specialises in retrofitting digital systems into existing facilities, including physical asset capture, asset tagging and data migration. Systems can be handed over with training or managed ongoing as a service.
MDFM works with cloud based platforms that use high standard security encryption and offer offline mobile functionality, allowing access to critical asset and work order information during internet interruptions.
CMMS platforms provide a central request point for faults and maintenance requests, often via a dedicated portal, mobile app or QR code link. Status updates are visible in real time, reducing follow up calls and emails.
An Asset Management Plan links asset condition and lifecycle information to future maintenance and capital funding requirements, supporting transparent and defensible budgeting. It enables boards and executives to plan proactively rather than react to failures. In retirement living, AMPs are often required by legislation and must be maintained and made available to existing and potential residents.
Yes. MDFM can assist with AMP compliance and optimisation in all states. MDFM prepares retirement village AMPs in line with legislative requirements, including asset registers, maintenance schedules and capital maintenance reporting.
Under the Retirement Villages Regulation 2025, operators must maintain a comprehensive AMP that includes an asset register, annual capital maintenance report and a 10 year maintenance schedule. MDFM supports compliance by preparing, updating and managing plans in line with current legislative requirements.
AMPs commonly include an asset register, maintenance schedules, replacement cost forecasts, lifecycle modelling and capital forecasts supported by documented methodology. Independent quantity surveyor review can be provided where required.
An AMP ensures the built environment continues to support resident needs over time by planning for upgrades to accessibility, safety and care critical systems, reducing risk while supporting resident independence.
The updated Aged Care Act emphasizes provider responsibility for a safe, high-quality living environment. MDFM Asset Management Plans provide documented evidence that providers are proactively managing building risk and care critical infrastructure, supporting board level due diligence obligations under the updated Aged Care Act.
MDFM uses industry-wide data to benchmark clients’ asset performance against similar facilities, helping organisations identify anomalies, inefficient spending or under investment.
Preventative maintenance involves scheduled servicing to reduce the likelihood of failure, while reactive maintenance is the repair of assets after a breakdown occurs. A balanced approach reduces disruption, manages risk and stabilises long term costs.
MDFM focuses on balancing preventative and reactive maintenance to reduce disruption, manage risk and stabilise long‑term costs. A well managed preventative maintenance strategy allows providers to reduce emergency call-out fees, extend asset lifespans, and ensure critical systems like HVAC and nurse calls remain operational for resident safety.
Regular servicing, calibration and testing can materially extend useful life and reduce total cost of ownership by delaying replacement and avoiding premature failure.
First Time Fix refers to the percentage of reactive repairs resolved on the first visit. Higher rates minimise disruption to residents and reduce downtime of rooms or equipment. MDFM optimizes this by ensuring our contractors arrive with the correct brief, documentation and parts.
Yes. MDFM provides genuine 24/7 emergency maintenance support across Australia using experienced, vetted contractors familiar with aged care environments.
Requests are triaged through a single intake process utilising the CMMS request portal or a dedicated phone line. Contractors are coordinated, progress is monitored and evidence is captured. Invoices are consolidated and substantiated, reducing site burden and governance risk. MDFM offers a genuine 24/7 emergency phone support service so our clients have certainty that help is available for any type of after hours maintenance issues.
MDFM incorporates client’s individual site protocols into the maintenance workflow. During an infectious disease outbreak works are prioritised to critical repairs only, with strict infection control protocols, enhanced PPE and controlled contractor access to protect residents and staff.
Minimising the offline period of vacant rooms is critical for revenue. Fast tracked refurbishments allow rooms to return to service quickly to avoid impacting on wait times and facility occupancy.
MDFM manages refurbishments with a “care-first” mindset. Teams use discreet practices to minimise noise, dust, and vibration. All contractors are experienced in working around operational environments, frail residents and clinical staff. Communication and smart scheduling are key.
MDFM mitigates supply chain risks by leveraging on established network and pre-ordering long-lead items like specialised cabinetry or flooring. Managing the procurement pipeline ensures that refurbishments stay on schedule.
Yes, MDFM often manages staged refurbishments. By isolating work zones with dust partitions and strictly managing contractor access, refurbishments can occur without requiring a full wing closure.
High-quality refurbishments that benefit a significant portion of supported residents may allow a provider to access additional funding through the higher accommodation supplement. MDFM has assisted many clients with the application process from initial budgeting through to the final application once a suitable percentage of the refurbishment has been completed.
MDFM provides end‑to‑end project management. Services may include scoping, cost planning, consultant coordination, tendering, contract administration, quality assurance and structured handover into asset and maintenance systems.
Aged care projects involve complex variables like 24/7 operation, medical-grade infrastructure, and regulatory compliance. An MDFM Project Manager ensures compliance while minimizing disruption.
Yes. MDFM specialises in managing capital works within live environments. Whether it’s a kitchen upgrade or HVAC overhaul, our project managers coordinate staging and timing to protect resident wellbeing.
MDFM acts as the central communication point between facility staff, care staff, consultants, builders, the Board, and care staff. Regular progress reports ensure everyone is informed, maintaining a harmonious environment.
Transparent competitive tender processes are run with pre qualified contractors, supported by comparative analysis of cost, experience and programme.
Yes. MDFM provides end-to-end management of energy-efficient upgrades from feasibility and grant support to final installation. These projects are critical for reducing long-term OPEX and meeting ESG targets.
MDFM acts as the central manager, ensuring contractors are compliant, insured and inducted, while consolidating invoicing and performance oversight.
MDFM use industry benchmarking and monitor performance via KPIs. Consolidating service agreements across multiple sites and a portfolio of clients improves purchasing power across the board.
Every contractor must undergo a rigorous vetting process, including criminal history checks, relevant insurances, vaccinations, and site-specific induction. A digital “Compliance Vault” is maintained for every vendor.
An SLA defines exactly what “success” looks like. SLAs define response times and service expectations, enabling accountability and consistent outcomes. By having these terms legally documented, MDFM holds contractors accountable, ensuring the facility receives the required level of service.
Yes. Contract Consolidation is a core service. Contract consolidation reduces administrative overhead and improves leverage.
If a contractor fails to meet KPIs, MDFM initiates a formal non-conformance process. MDFM manages the communication, ensure the work is rectified, and if necessary, replace the vendor with a high-performing alternative.
A fixed-fee agreement provides absolute budget certainty. MDFM manages the contractors within that set budget, removing the hidden or unexpected costs often associated with ad-hoc maintenance services.
MDFM consultancy reviews are comprehensive 360-degree audits of property operations. Reviews assess current maintenance workflows, identify gaps in compliance documentation, find hidden inefficiencies in contractor spending, and provide a clear improvement roadmap to bring your facility up to industry-leading standards.
Yes. MDFM supports accreditation readiness by reviewing evidence and addressing gaps before audits.
Yes. Training is available for maintenance teams, managers and boards, tailored to system use and strategic decision making.
Yes. MDFM can act as an independent third-party reviewer. MDFM can verify data accuracy, assumptions, and compliance with state-specific legislation.
By identifying inefficiencies such as over-servicing reliable assets or using high-cost ad-hoc contractors, MDFM can optimize the effectiveness of maintenance models. MDFM consultants find ways to consolidate contracts and optimize energy usage, which typically results in significant year-on-year savings.
Benchmarking involves comparing your facility’s maintenance performance and costs against industry averages. MDFM uses its extensive database to tell you if you are paying too much for services or if your asset failure rates are higher than peers, providing the data needed to negotiate better deals.
Yes. As part of our consulting services, MDFM assists facilities to track their carbon footprint and energy efficiency. Property data is structured to support ESG and sustainability reporting, helping your organization meet its sustainability goals and appeal to socially-conscious investors and residents.
The MDFM Maintenance Health Check is a focused on site review that identifies immediate risks and cost saving opportunities. This is a rapid, high-impact audit designed to find the “low-hanging fruit” in your facility management. MDFM evaluates current processes and provide a Risk & Opportunity Report that highlights immediate safety concerns and potential cost-saving measures.
Asset Capture identifies what assets exist, while Property Condition Reports assess condition, defects, risk and recommend future works with cost estimates.
A Property Condition Report identifies and risk-rates every maintenance issue. MDFM’s reports provide a prioritised, costed programme to address high risk items first.
Verified asset and condition data supports due diligence and informed negotiations based on maintenance liabilities. It provides a transparent “state of the nation” regarding the building’s health, allowing for fair price negotiations based on actual deferred maintenance costs.
A Risk Rating allows defects to be filtered and prioritised based on consequence and urgency. High risk items are highlighted and lower risk items can be deferred or incorporated into a longer term program along with other works.
Every Property Condition Report (PCR) includes photographic evidence of major assets and identified defects. This visual “Snapshot” is vital for presenting maintenance needs to Boards or investors to support decision making.
Yes. MDFM are experienced with many different platforms and can assess how you are currently using yours. We can suggest improvements to the setup, workflow or data to help you get the most from what you have, without needing to look at another system.
MDFM can help you maximise the reporting information that you can access from your existing software. We can also extract information to produce reporting with no need for customization using Power BI. MDFM can also analyse your data to provide insights and comparisons to our extensive industry data and benchmarks.
While a fully functioning CMMS is the best way to manage maintenance and assets, if you aren’t ready to take that leap, there are smaller steps that you can take. For example, a digital maintenance request system is a great replacement for the book at the front desk. You can also manage your service contracts in a contractor portal. Some CMMS platforms can be used at a high level without going down to the asset level initially. If you want to take some steps towards digitising your maintenance process there are lots of ways to go about it.
MDFM specialises in project management within aged care. Effective scheduling is at the heart of everything we do. We understand how your facility operates and the best times to work in and around different areas of the facility to ensure minimal disruption to daily operations. This may involve after hours, liaising with operational staff to develop the schedule, or some creative thinking in how we schedule activities.
Yes. MDFM provides genuine 24/7 emergency support, Our phone line is operated by our internal staff who can assist to rectify the issue, make it safe or arrange the right contractor to attend.
Absolutely. If you have an emergency maintenance situation at your aged care facility or retirement village, please contact us on 02 9742 5001, or after hours on 0412596770. We are happy to help.
MDFM has the experience and skills to refurbish single rooms and bathrooms, all the way up to entire wings of medical-grade buildings, food service areas, outdoor spaces, car parks and everything in between, no matter the age or condition of the aged care property.
Yes. MDFM provides both temporary and permanent maintenance officers to aged care facilities and retirement living across Australia. However we are not a labour hire company. We offer permanent maintenance officers to our clients only where they are under our management and part of our facilities management solution.
Asset maintenance is the process of keeping physical assets in optimal working condition to optimise performance, safety, and longevity. Asset maintenance within a retirement village or aged care facility involves regular inspections, servicing, and repairs as well as studying performance data to identify trends and inform decision making.
We understand that getting started on your aged care building project can be the hardest part. If you have an older style building and need some guidance on the options for significant refurbishment, repurposing, extending life or planning for the end of life of a building, the first step is just to give us a call. We can offer a property condition report, facilitate a BCA inspection and create a budget order of costs for the options under consideration.
MDFM create, implement and manage Asset Management Plans specifically for aged care and retirement living operators. From the initial phase of workshopping, investigating and documenting your strategy, through to integrating the AMP into your operations.
We can also provide retirement village operators in NSW with a compliant and usable Asset Management Plan either in your software, or using excel.
We use a range of software providers depending on the needs and size of your facility, including MEX, FM Clarity, Urbanise, Asset Journey, FM Xpert, FMI Works and Asset Future.
Digitising asset management enhances efficiency by streamlining asset tracking, maintenance scheduling, and inventory management processes. Digital systems enable real-time monitoring and data analysis, facilitating proactive maintenance and reducing downtime. Find out more in this article on the benefits of digital asset management
Digital asset management also improves compliance with regulatory requirements. By maintaining accurate records and documentation digitally, aged care providers can easily demonstrate compliance during audits and inspections.
Furthermore, digitisation enhances transparency and accountability in asset management practices. Detailed records of asset history, maintenance activities, and associated costs are readily accessible, enabling better decision-making and resource allocation.
An Asset Register is a database that contains a comprehensive list of all the assets owned and maintained by an Aged Care provider or Retirement Village operator. The asset register includes the asset’s description, location, condition, purchase date, purchase price, and other relevant information. The asset register can then be set up in a computerised maintenance management system (CMMS) to allow maintenance works to be proactively scheduled for each asset, and reactive requests raised and resolved. Over time the data builds up in the system so that you have a complete history and can extract valuable data to improve asset management including life-cycling and replacement planning, track costs, improve budgeting and reduce breakdowns.
An asset is an item that falls into at least one of the following categories:
- Bolted down, fixed or connected to services: such as Switchboard, Bain-Marie, boiler, CCTV, Combi Oven, etc.
- Critical to safety: in terms of mental health and/or life safety, such as TVs, antennas, auto doors, roof access systems, etc.
- Maintenance: assets that require tracked maintenance, such as hot water systems, air conditioners, lifters, etc.
- Operational importance: operationally significant assets, such as lifts, kitchen equipment, laundry equipment, etc.
Our rule of thumb is to capture all assets that require maintenance or are operationally significant for the welfare of residents. In an aged care environment, this encapsulates a large volume of low value assets. To view our asset capture list and arrange a workshop on the right assets to capture for your organisation, contact us today.
For a 100 bed aged care facility, we generally allow 10 working days to complete the onsite asset capture for a new asset register. We then allow another 10 days to proof, edit, enhance and format the data. Of course the time taken depends on the asset capture list agreed with the client, as well as the layout of the facility.
MDFM specialises in facilities and asset management exclusively within the aged care and retirement living sector. We prioritise digital asset management to enhance asset performance, supporting clients in optimising asset management and maintenance. MDFM’s philosophy revolves around maximising quality and efficiency while minimising costs and risks through Facility Management (FM) technology, disciplined processes, and independence from specific software providers.
No. MDFM is not a software provider. We work with a range of different maintenance and asset management software programs that are suited to the aged care and retirement living environment. We are not affiliated with any particular software and can provide you with objective feedback on our experience with many different platforms to assist you with the decision on which software is the best fit for your organisation.
MDFM’s point of difference is our deep understanding of the aged care and retirement living industry. It is all we do. So we understand your assets, your suppliers and the unique constraints (and opportunities) that come from managing this type of property. Our experienced staff can assist you with every element of property services and can tailor a solution for your organization.
Our aim is to partner with our clients long term. Our focus is on long term savings through effective management of assets and property. The maintenance strategy will be informed by the organisation’s strategy for the site and the current condition of the building and its assets. Short term you may see an increase in reactive maintenance costs as MDFM gets things done. Compliance and safety are always a priority. Beyond that the focus is on maximising the life of your assets and optimising the performance of the service environment at your facility.
Please view our case studies to find out how MDFM helps clients save costs and disruptions over time.
Transparency is at the core of our service offering. Our management services are based on a fixed per bed or per unit rate so you have certainty in costs month by month. All contractor costs are fully substantiated and our auditable accounting platform can present costs in a format that best suits our client. We offer an exceptional service at a reasonable price and are proud to maintain absolute transparency in our pricing.
Outsourcing is the only way to access highly qualified and skilled staff without bearing the cost of employing them full time. Outsourcing to MDFM means you have access to a team of highly skilled personnel, while only paying for them when you need them.