STEP 01
Set up the audit
Define the service type and audit scope. Select the applicable criteria, assign the team and give each person the permissions their role needs.
HOW IT WORKS / FIELD GUIDE 01
From evidence to a reviewed report
Audit work, structured against the standard.
Evidence is gathered on site and findings are written against each applicable criterion. The report follows the format required by the regulator.
THE STANDARD IN PRACTICE
One criterion, from notes to review.
Ngā Paerewa NZS 8134:2021 Configured framework
- SECTION 1Ō tātou motika / Our rights
- SUBSECTION 1.1Pae ora / Healthy futures
CRITERION 1.1.2 REQUIREMENT, SUMMARISED
Culturally safe services
Ensure services operate in ways that are culturally safe.
Evidence, findings & observations
FICTIONAL SAMPLE- Interview
- Staff member described recording people’s cultural preferences in their care plans.
- Record review
- The sampled care plan included cultural preferences. How these were met in practice still needs checking.
See an example draft from these notes
ILLUSTRATIVE DRAFT / FOR AUDITOR REVIEW
The staff member described documenting cultural preferences in care plans. The sampled plan included these preferences; further evidence is needed to establish how they were met in practice.
The auditor checks the draft against the evidence, edits the wording, and decides what further work is needed.
AUDITOR’S RATING
Set by the auditorNot rated in this example
01 / CONTEXT
The shape of the work.
Evidence arrives through interviews, observations and documents. Some of it is captured on site, some follows after the visit.
Findings must address every applicable criterion. The auditor connects that evidence to the standard and records a judgement.
Report assembly often continues after the day’s fieldwork. Notes need to become a report that the audit body can review and the regulator can use.
02 / RESPONSIBILITY
Where the software sits.
SOFTWARE / Documentation support AUDITOR / Professional judgement
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01 / SCOPE
Workbook setup
Auditor sets scope -
02 / FIELDWORK
Capture and mapping
Auditor checks evidence -
03 / REPORT
Draft narrative
Auditor edits and rates -
04 / COMPLETION
Report export
Auditor approves
03 / THE WORKFLOW
Follow the evidence.
STEP 02
Capture on site
Work in a digital workbook organised by criterion. Record interviews with live transcription and speaker identification. Personal identifiers are stripped automatically from transcripts.
STEP 03
Map evidence to criteria
Captured material is matched to the criteria it speaks to. Review those links to see the evidence behind each criterion and where further evidence is needed.
ILLUSTRATIVE / FICTIONAL INTERVIEW AND CRITERION
INTERVIEW EXTRACT
The shift lead described a daily check of the equipment log. A completed log was available for review.
SOURCE / INT-01
CR-01 / Equipment checks
Draft for auditor review
The shift lead described daily equipment checks, supported by a completed log.
Auditor amendment: the evidence reviewed does not establish practice across every shift.
STEP 04
Draft
The platform assembles a draft narrative against each criterion. It retrieves relevant structure and language from precedent held by the audit body.
STEP 05
Review and decide
Read and edit every draft section. Accept or reject the text and assign every rating yourself. Nothing is submitted unreviewed.
AUDITOR DECISION / Every rating is assigned by a person.
STEP 06
Export
Produce the report in the format agreed with the audit body and required by the regulator. Reports and evidence remain the customer’s property.
04 / THE GOVERNING PRINCIPLE
The app drafts, you decide
Drafts are a starting point. Professional judgement and responsibility stay with the auditor. Every rating is assigned by a person.
05 / FRAMEWORK ARCHITECTURE
One engine, many standards.
The platform separates the regulatory framework from the workflow. Criteria, section structure, rating scheme and report format are configuration that the platform reads.
This model fits aged care standards, disability service standards and health service certification frameworks. Similar audit regimes operate in Australia, the United Kingdom, Canada and Ireland.
NZS 8134:2021 (Ngā Paerewa) is the configured framework today. Adding another standard is a defined configuration project.
Enquire about your framework ↗Configured today / New Zealand
06 / HANDLING OF INFORMATION
Clear boundaries for audit information.
- DATA RESIDENCY
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Data is held in the region agreed with the customer, with New Zealand infrastructure in production use.
- ENCRYPTION
- Encrypted in transit and at rest.
- ACCESS
- Role-based access to audit workspaces.
- TRANSCRIPTS
- Personal identifiers removed automatically.
- RECORDINGS
- Audio discarded after transcription.
- ACTIVITY
- Full audit logging.
07 / PRODUCTS
Two sides of the same standard.
One regulatory engine, with different workspaces for auditors and providers. Ready is in development.
FOR AUDIT BODIES
In pilot, New Zealand
Guided Intelligence
Audit
A digital workbook and AI-assisted drafting for the people who conduct audits.
For audit body directors, lead auditors and practising auditors.
Explore Audit
FOR CARE PROVIDERS
In development
Guided Intelligence
Ready
Continuous self-assessment for the organisations that get audited.
For quality managers, clinical managers and provider executives.
Explore Ready, in development08 / QUESTIONS
A few practical details.
Who makes the compliance judgement?
The auditor. The platform prepares drafts and brings evidence together. It does not assign ratings or determine attainment.
What happens to interview recordings?
Audio is discarded after transcription. Personal identifiers are removed automatically from transcripts. Auditors review the material they use as evidence.
Where is data held?
Data is held in the region agreed with the customer, with New Zealand infrastructure in production use.
Does this replace our existing audit process?
The workbook is configured around the audit body’s workflow and review responsibilities. The customer retains its process, reports and evidence.
Which standard is configured today?
NZS 8134:2021 (Ngā Paerewa) is the configured framework today. Other framework shapes shown on this page are illustrative and require configuration.
How is another standard added?
Configuration work covers framework analysis, criterion structure, report format mapping and validation against completed audits. Contact us to discuss the scope for your framework.
How is a report exported?
The reviewed report is exported in the format configured for the audit body and regulator. The required report format is agreed and validated during implementation.