The OY System™

When equipment fails, everyone knows what to do. When the assessor asks, you can show it.

The OY System gives residential aged care homes a clear equipment governance system: risk-ranked equipment, one-page staff playbooks, a quarantine and return-to-service process, and an audit index that points to every record. Fixed scope, delivered in 14 days, with no new daily tasks for your care team.

Book a 15-minute call Get the free checklist
14 days to deliver About 150 minutes of your staff's time $9,500 fixed fee per site

Every OY System site gets printed quarantine tags like this, plus the decision tree that tells staff when to use one.

The standard is clear. The evidence usually isn't.

The strengthened Aged Care Quality Standards took effect on 1 November 2025, with the Aged Care Act 2024. Equipment is now named directly.

If an assessor asked today for proof that one hoist or suction unit is well maintained, how long would it take your team to find it?

“Equipment used in the delivery of funded aged care services is safe, clean, well-maintained and meets the needs of individuals.”

Strengthened Aged Care Quality Standards, Standard 4 (The Environment), Outcome 4.1b, Action 4.1.3. Standard 2 also expects working risk management (Outcome 2.4) and incident management (Outcome 2.5) systems.

Records live in five places

Service reports sit in vendor emails, spreadsheets, portals and paper logs. Nobody can pull them together quickly.

Decisions depend on who's on shift

Whether a faulty device comes out of use, and who approves its return, varies from one shift to the next.

Audits become a scramble

Leadership rebuilds the evidence trail under pressure, and gaps surface in front of the assessor.

Fourteen days, start to handover

I do the build work. Your team reviews, signs off, and keeps it running with a 15-minute monthly check. It works alongside the asset register, maintenance platform or spreadsheets you already use.

  1. 1
    Days 1–2
    Intake interview, current process map, evidence folder structure.
  2. 2
    Days 3–5
    Equipment criticality matrix and quarantine and return-to-service workflow.
  3. 3
    Days 6–9
    10–15 one-page playbooks for your common equipment.
  4. 4
    Days 10–11
    Incident form and incident-to-closure workflow.
  5. 5
    Days 12–13
    Training sign-offs and the monthly governance calendar.
  6. 6
    Day 14
    Audit index, handover, staff briefing and your first OY Score.
150min

That's your team's total time across the whole project: a 45-minute intake interview, a 60-minute walkthrough, a 30-minute review and a 15-minute handover. No forms to fill in, no documents to write.

What you receive, indexed the way an assessor reads it

Everything is built for your site, written for non-engineers, and filed so any manager can find it in minutes.

Master Audit IndexExample structure, built for your site

1Governance and control

  • Equipment criticality matrix (A/B/C risk ranking)Controls scaled to risk
  • Quarantine decision tree and printable tagsAt point of care
  • Return-to-service checklist and sign-offClear approval step
  • Service traceability pack and naming rulesOne place for reports

2Staff playbooks

  • 10–15 one-page device guidesSuction, oxygen, monitors, AED readiness
  • 60-second pre-use checksFits existing rounds
  • “What to do if…” steps and escalation pathNo guesswork on shift

3Incidents

  • 60-second equipment incident formPhoto, asset ID, fault
  • Triage and closure record with evidence requirementsSupports Outcome 2.5
  • Repeat-failure trend logSpot problems early

4Audit evidence

  • Master Audit Index and evidence foldersSupports Action 4.1.3
  • Role-based training and competency sign-offsSigned records on file
  • Governance calendar, 15 minutes a monthOngoing oversight

Your OY Score, from 0 to 100

One number for how well your equipment governance is working, issued at handover and tracked over time. It's built from five measures, weighted by how much each matters in practice.

  • Preventive maintenance done on time25%
  • Equipment incidents closed20%
  • Evidence available on request20%
  • Equipment reliability20%
  • Staff training and procedures15%

Start small. Commit when you've seen the gaps.

Fixed fees, agreed before work starts. No licences, no software to buy, no lock-in.

  1. Step 1

    Equipment governance gap assessment

    $1,500per site
    Fully credited if you go ahead within 60 days
    • Walkthrough of your equipment register, records and incident process
    • Written gap report against Standard 4 and the Standard 2 risk and incident outcomes
    • Your baseline OY Score
    • Prioritised list of fixes you can act on with or without me
    Ask about an assessment
  2. Step 2

    OY System implementation

    $9,500per site
    Fixed scope, delivered in 14 days
    • Everything in the Master Audit Index above
    • Printed quarantine tags and decision trees
    • Staff briefing and handover session
    • OY Score at handover
    Founding partner rate: $6,900. For my first three facilities, in return for a written case study and testimonial once you're happy with the result.
    Book a 15-minute call
  3. Step 3, optional

    Ongoing governance support

    $490per site / month
    Cancel any time with 30 days' notice
    • Quarterly OY Score review and report
    • Playbook updates when equipment changes
    • Refresher briefing for new staff
    • Pre-assessment evidence check
    Discuss support

Running more than one home?

Multi-site rollouts reuse the same core system across your group, so the per-site fee drops. I'll quote a fixed price for your group after a short call.

Not included

  • Device repairs, servicing or vendor management
  • Selecting or setting up asset management software
  • Legal advice or full WHS manual rewrites

All prices in Australian dollars, excluding GST.

Also available: validation support for medtech teams

If you're developing a wearable or point-of-care sensing device, I can help you plan and review how you test that it measures what it should. I take on a small number of projects alongside the OY System.

Designed and validated a wearable ECG system end to end: locked firmware, an ethics-approved study, pre-written pass/fail criteria, and comparison against a reference Holter recorder.
Mentor bachelor's and master's students in biomedical engineering, including ongoing device validation studies.
Peer-reviewed work on wearable ECG (Frontiers in Cardiovascular Medicine, 2021) and calibration for point-of-care light measurement (IEEE).
Years of calibrating, verifying and repairing clinical equipment in the field.

Test plan review

from $3,500fixed, 1–2 weeks

I read your test plan or existing data, then walk you through what looks solid and what's missing in a written summary and a one-hour call.

Study design and analysis

Quoted per projectfixed fee, agreed upfront

Help with the protocol, comparison against a reference device, signal-quality and accuracy measures, pass/fail criteria and the analysis.

Ongoing advice

Quoted monthlyflexible hours

Regular reviews and a monthly working session, for small teams without a validation specialist of their own.

This is technical advice. I don't prepare regulatory submissions, and I'm happy to work alongside your regulatory consultant.

Ask about a project
Portrait of Meseret Teferra in academic dress

Meseret N. Teferra, PhD
Biomedical Engineer, Brisbane

Built by an engineer who has fixed the equipment

I've spent years repairing, calibrating and maintaining clinical equipment across healthcare settings. I know the difference between a system that looks compliant and one that works at 2 am on a short-staffed shift.

Most aged care homes carry real equipment safety obligations without a biomedical engineer on staff. The OY System turns that technical knowledge into plain-language tools your team can follow and keep up without me. Every engagement is delivered by me personally, not handed off.

PhD, Flinders University Google Scholar ResearchGate LinkedIn

Independent and confidential. All materials are built for each client from public standards and your own processes. I don't use confidential information from any employer, supplier or other client, and your records stay yours.

Questions facility managers ask

We already use asset management software. Why do we need this?

Asset software records what you own and when it's due for service. It doesn't decide who takes a faulty device out of use, what staff check before using it, or how an incident gets closed. The OY System adds that layer on top of whatever you already use, and points to the records your software already holds.

We passed our last audit. Are we already covered?

Maybe, but check what you were assessed against. The strengthened Aged Care Quality Standards took effect on 1 November 2025 with the new Aged Care Act 2024, and they name equipment directly in Standard 4. An audit under the previous standards doesn't tell you how you'd go under the current ones. The free checklist below is a quick way to find out.

We're a small home. Is this for us?

Yes. The standards apply to every registered provider, whatever its size. Smaller homes usually have fewer people to absorb governance work, so a system that runs on 15 minutes a month tends to help them most.

$9,500 is a big decision. Can we start smaller?

Yes. Start with the $1,500 gap assessment. You'll get a written report and a prioritised fix list you can use whether or not you continue. If you go ahead within 60 days, the full $1,500 comes off the implementation fee.

Does this guarantee we'll pass our next assessment?

No, and nobody honest can promise that. Assessments cover far more than equipment. What the OY System does is make your equipment governance consistent and your evidence easy to find, so you can show the assessor what you do rather than describe it.

How much of our staff's time will it take?

About 150 minutes in total across the 14 days, mostly a manager interview, a walkthrough and a handover. After that, the system runs on a 15-minute monthly check.

Free equipment audit readiness checklist

A one-page self-check your team can run in 15 minutes. Keep it whether or not we ever talk.

  • What equipment records an assessor is likely to ask for
  • The five most common evidence gaps
  • Aligned to the strengthened Quality Standards

Book a 15-minute call

I'll ask how your home handles equipment faults and records today. Within 15 minutes you'll know whether there's a gap worth fixing. If there isn't, I'll tell you.

Email to book a timetheoysystem@gmail.com Message me on LinkedInMeseret N. Teferra
  1. You send two or three times that suit you, and I confirm one within a business day.
  2. On the call, I ask how faults, quarantine decisions and service records are handled today.
  3. If there's a gap, you get a fixed quote for a gap assessment. If not, we leave it there.