Automating HR Compliance in the Care Sector: A RegTech Success Story

How we helped an accreditation platform eliminate compliance risk for a global care provider.

The Challenge: Endless Manual Checks

In sectors like community care, keeping employee credentials up-to-date isn't just good practice. It’s the law. For organisations juggling multiple business units, this can quickly become a complex, error-prone mess with some serious penalties for getting it wrong.

This was a major headache for a leading global care provider. Their main HR system and the accreditation platform they used for screening worker credentials didn't talk to each other. This left their compliance teams stuck manually cross-checking everything with external authorities. With each business unit in its own silo, this manual work was a recipe for delays and significant compliance nightmares.

To make things trickier, the organisation couldn't store sensitive data like licence numbers in their main HR system, thanks to data handling rules like the Australian Privacy Principles (APP). They needed a way to automatically validate credentials from a trusted source while keeping that sensitive data locked down and separate.

After all, building a compliance engine is one thing, but creating the seamless data bridge is what makes it work, especially when a single mistake, like an unvetted worker being placed with a vulnerable child, could trigger a full-blown audit of hundreds of employees.

The Key Players Here

• The Credential Platform: Our client is a trusted, Australian-developed platform that acts as a single source of truth for critical credentials like Working with Children Checks and NDIS Worker Cards.
• The Care Provider: Their customer is a major provider with a huge workforce spread across different units, each with its own compliance needs. They needed to connect their HR system to the credential platform to cut down on manual work and risk.

Insighture's Approach: Collaborative and Agile

Insighture put together a dedicated team, embedding its own architects and engineers with the provider's compliance officers and HR leads. This created a real sense of shared ownership from day one.

• Agile Delivery: We ran in two-week sprints, allowing for quick iteration and constant feedback. Weekly workshops kept the technical and compliance teams perfectly in sync.
• Domain-Driven Design (DDD): We used DDD to break the project into manageable chunks, which made the final integration much easier to maintain and scale.
• Quality and Alignment: We used Test-Driven and Behaviour-Driven Development (TDD/BDD) to translate complex rules (like NDIS Card verification) into testable software scenarios. It was about proving the system was compliant, not just hoping for it.
• Seamless Communication: A dedicated RocketChat channel and a Google Docs knowledge base kept everyone on the same page, with regular demos and retrospectives to keep things moving forward.

The Technical Solution: Smart, Two-Way Syncing

Building on the platform's existing connector, we developed a serverless integration architecture that featured:

• Polling-Based Sync: An AWS Lambda function regularly queries the HR system for employee updates, kicking off verifications in the credential platform.
• Event-Driven Updates: Real-time credential changes on the platform get pushed back to the HR system using webhooks, so records stay current.
• Multi-Tenant Support: Strict data partitioning keeps everything private and secure across the organisation's different business units.
• Serverless & Scalable: Using AWS Lambda and Step Functions meant a cost-effective and robust solution that could scale seamlessly without managing infrastructure.
• Security-First Architecture: End-to-end encryption, role-based access control, and audit logs locked in alignment with tough regulatory requirements.

Architectural Overview

Rigorous Testing and Deployment

The team ran comprehensive integration tests using mocked environments, and performance testing confirmed the system could handle thousands of updates daily. We pulled the care provider's HR and compliance teams into User Acceptance Testing (UAT) early on, which allowed us to quickly refine workflows to fit how they actually work in an operational sense.

The Outcomes: A Compliance Game-Changer

The new integration delivered some game-changing results:

• A 60% reduction in manual credential verification, freeing up teams for more strategic work.
• Automated verification slashed delays and dramatically decreased the risk of compliance breaches.
• The ability to maintain compliance and data privacy by using the platform as the authoritative source without storing sensitive data in the HR system.
• Real-time visibility across all business units, shifting the organisation from stressful spot-checks to continuous compliance monitoring.
• A modular, scalable architecture built for the future.

"We were able to focus on compliance assurance rather than simply chasing data."

Lessons Learned

The big takeaway? Deep domain expertise and close client collaboration were crucial. Getting the compliance team involved early through BDD was key to nailing the technical solution. Insighture continues to partner with the credential platform, rolling out enhancements to ensure ongoing operational excellence.

Learn how Insighture can help your organisation automate compliance workflows. Book a call with us for a consultation.