Aug 22
Leading Your Team Through an Outbreak in Aged Care: A Practical Guide for IPC Leads, Managers and Nurses
This guide is for IPC Leads, registered nurses, care workers, and facility or clinical managers in Australian and New Zealand aged care facilities. It is for all staff who may need to lead or support a team through an infection outbreak. Outbreaks are stressful and move quickly, affecting every department at once, from clinical care to catering and cleaning. Strong leadership in the first hours makes the biggest difference to how well a facility copes. This blog walks through the practical steps of leading a team through an outbreak: activating your outbreak management plan, clarifying who does what, communicating with staff, residents, families, and whānau, and protecting your team's wellbeing when the pressure is highest. Whether you are the IPC Lead directing the response or a care worker following instructions on the floor, you will find guidance grounded in the CDNA National Outbreak Management Guideline, the Strengthened Aged Care Quality Standards, and Ngā Paerewa NZS 8134:2021.
An outbreak rarely announces itself politely. It usually starts with a note at shift change: a resident has a cough, and by lunchtime there are two more, leaving a nagging feeling that this is more than just a bad day. What happens in the next few hours often determines whether a facility contains a cluster of infection or faces a prolonged, exhausting outbreak. Good clinical protocol matters, but so does leadership; someone must keep the team informed, calm, and moving in the same direction.
What Happens in the First Hours of an Outbreak?
The first job of any leader is to confirm that you are dealing with an outbreak, generally defined as two or more residents and/or staff with compatible symptoms within 72 hours, and then to activate your facility's outbreak management plan straight away. Every residential aged care facility (RACF) in Australia is required to have one under the Strengthened Aged Care Quality Standards (effective 1 November 2025). The plan should already set out who to notify, how to isolate affected residents, and what PPE and signage are needed. Notify your public health unit promptly, in line with the CDNA National guideline for outbreaks of acute respiratory infection in residential aged care homes. Separately, report the outbreak to the Aged Care Quality and Safety Commission in line with your provider notification obligations.Resist the urge to solve everything yourself in this window; your job is to activate the plan, not rewrite it under pressure.
What About Facilities in New Zealand?
In New Zealand, aged residential care facilities operate under Ngā Paerewa Health and Disability Services Standard NZS 8134:2021. Like Australia’s Strengthened Aged Care Quality Standards, this standard requires facilities to maintain a current written outbreak or epidemic response plan. The threshold for declaring an outbreak is slightly different. In New Zealand, four or more staff and/or residents with influenza-like illness in the same wing within seven days is treated as an outbreak until proven otherwise, while in Australia the threshold is generally two or more residents and/or staff with compatible symptoms within 72 hours. In both countries, facilities must notify the local public health unit. Health New Zealand / Te Whatu Ora’s Outbreak Response Toolkit for Aged Residential Care also follows a phased approach similar to the CDNA guideline. Wherever your facility is located, the leadership actions remain the same: activate the plan, appoint a coordinator, brief the team at every shift, and keep families and whānau informed in plain language.
Who Leads an Outbreak Response in Your Facility?
Unclear leadership wastes valuable time. Nominate or confirm one outbreak coordinator—usually the IPC Lead or the most senior clinical nurse on shift—and make sure every staff member knows who it is by the end of the first shift. Assign clear responsibilities: one person to manage PPE supply and check donning and doffing, one to coordinate rosters and resident cohorting, one to liaise with families, and one to maintain the outbreak log. A simple organisational chart in the staff room removes guesswork that can build during a long outbreak.
How Do You Keep Your Team Informed Without Causing Panic?
Say something before your team hears it from someone else. A brief huddle at the start of each shift - five minutes on current case numbers, affected areas, PPE requirements, and any changes since yesterday - does more for staff morale than a lengthy memo nobody reads. Keep language plain and specific: "Rooms 12 to 18 are in droplet precautions" is more useful than "the east wing is affected". Encourage questions, and if you do not know an answer, say so and follow up. Uncertainty handled with honesty is far less corrosive to a team than uncertainty left to rumour.Say something before your team hears it from someone else. A brief huddle at the start of each shift - five minutes on current case numbers, affected areas, PPE requirements, and any changes since yesterday - does more for staff morale than a lengthy memo nobody reads. Keep language plain and specific: "Rooms 12 to 18 are in droplet precautions" is more useful than "the east wing is affected". Encourage questions, and if you do not know an answer, say so and follow up. Uncertainty handled with honesty is far less corrosive to a team than uncertainty left to rumour.
How Do You Support Staff Wellbeing During a Prolonged Outbreak?
Outbreaks are physically and emotionally demanding, with extra PPE, longer shifts, worried families, and unwell residents all at once. Watch your roster for fatigue, not just for coverage; exhausted staff make more errors with PPE and hand hygiene, prolonging the very outbreak everyone is trying to end. Build in short breaks away from the outbreak zone, acknowledge the toll the work is taking, and thank people specifically for what they have done, not generically for "their hard work", and acknowledge the teams cohesion. Hold team debriefs, where staff can share feelings safely at the end of each shift. If your facility has an employee assistance program, remind staff it exists, as many forget when under pressure.
How Should You Communicate with Residents and Families?
Families want two things during an outbreak: reassurance that their loved one is safe and information about what is happening and why. Good leadership communication strategies are crucial. Leaders must maintain transparency with regular, proactive updates - even brief ones - reduce the number of anxious phone calls that pull staff away from care and improves staff morale. A simple noticeboard or scheduled email update, written in plain language without jargon, works well. For residents, keep routines as familiar as possible within the restrictions in place; isolation is easier to bear when meals, activities, and check-ins continue on a predictable schedule.
What Does Good Documentation Look Like During an Outbreak?
Documentation protects your residents and your facility, and it is what assessors and public health units will request. Keep a running outbreak log with case onset dates, symptoms, test results, and actions taken, updated in real time rather than reconstructed later. Record PPE audits, cleaning schedules, and any staff exclusions. This evidence portfolio also forms the foundation of your outbreak report once the situation is declared over, and it is far easier to write a well-structured report when it has been built as you go.
How Do You Close Out an Outbreak and Learn from It?
An outbreak typically ends once the required symptom-free period has passed for all affected residents and areas, as confirmed by your public health unit. Before you move on, run a brief debrief with your team while the details are fresh: what worked, what slowed the response, and what needs updating in the outbreak management plan. Thank your team properly: a written acknowledgement, a shared morning tea, or simply naming individual contributions in a staff meeting. Teams that feel recognised recover faster and respond better next time. And don't forget to celebrate small wins also!
Frequently Asked Questions
Who should lead an outbreak response in an aged care facility?
Usually, the IPC Lead or the most senior clinical nurse on shift is confirmed as the outbreak coordinator, so the whole team knows who is directing the response.
How often should staff be updated during an outbreak?
At the start of every shift, at a minimum, with a brief huddle covering case numbers, affected areas, and any changes to precautions.
What should be included in an outbreak debrief?
What worked, what slowed the response, any gaps in PPE or staffing, and specific updates to the outbreak management plan.
Take-Home Message
Leading a team through an outbreak is less about heroics and more about clarity — knowing who is in charge, communicating what is happening before rumours fill the gap, watching your team's wellbeing as closely as the case numbers, and documenting as you go. Facilities in Australia and New Zealand that lead this way tend to come out the other side with a team that trusts its leadership and a plan that is genuinely better for next time.
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Lyndon Forrest
Managing Director | CEO
Lyndon is the Managing Director of Infection Prevention Services (IPS), bringing over 30 years' experience supporting aged care providers across Australia and New Zealand.
With a background spanning outbreak response, compliance, and infection risk management — alongside hands-on experience leading teams, managing multi-site operations, and navigating business turnaround — he understands both the clinical and organisational pressures aged care providers face. Lyndon holds a Master of Commerce (Industrial Relations), and applies that foundation to the people, process, and growth challenges that come with running a complex healthcare services business.
He is passionate about building the systems and capability that make infection prevention sustainable — not just compliant — and about helping organisations grow their confidence alongside their practice.
Lyndon's focus is straightforward: strengthen operations, develop the right people, and drive proactive infection prevention strategies that protect residents, staff, and communities for the long term.
Lyndon is the Managing Director of Infection Prevention Services (IPS), bringing over 30 years' experience supporting aged care providers across Australia and New Zealand.
With a background spanning outbreak response, compliance, and infection risk management — alongside hands-on experience leading teams, managing multi-site operations, and navigating business turnaround — he understands both the clinical and organisational pressures aged care providers face. Lyndon holds a Master of Commerce (Industrial Relations), and applies that foundation to the people, process, and growth challenges that come with running a complex healthcare services business.
He is passionate about building the systems and capability that make infection prevention sustainable — not just compliant — and about helping organisations grow their confidence alongside their practice.
Lyndon's focus is straightforward: strengthen operations, develop the right people, and drive proactive infection prevention strategies that protect residents, staff, and communities for the long term.
Erica Callaghan
Marketing Manager
Erica Callaghan is a dedicated professional with a rich background in agriculture and nutrient management. Growing up on her family's farm in Mid Canterbury, she developed a deep passion for farming. She currently resides on her partner's arable property in South Canterbury.
In 2017, Erica joined the Farm Sustainability team, focusing on nutrient management and environmental stewardship. In February 2024, she became the Manager of Marketing and Sales at Bug Control New Zealand - Infection Prevention Services, where her passion now includes improving infection prevention outcomes.
Outside of work, Erica loves cooking and traveling, often combining her culinary interests with her explorations in Italy and Vietnam. She enjoys entertaining family and friends and remains actively involved in farm activities, especially during harvest season.
Erica Callaghan is a dedicated professional with a rich background in agriculture and nutrient management. Growing up on her family's farm in Mid Canterbury, she developed a deep passion for farming. She currently resides on her partner's arable property in South Canterbury.
In 2017, Erica joined the Farm Sustainability team, focusing on nutrient management and environmental stewardship. In February 2024, she became the Manager of Marketing and Sales at Bug Control New Zealand - Infection Prevention Services, where her passion now includes improving infection prevention outcomes.
Outside of work, Erica loves cooking and traveling, often combining her culinary interests with her explorations in Italy and Vietnam. She enjoys entertaining family and friends and remains actively involved in farm activities, especially during harvest season.
Toni Sherriff
Clinical Nurse Specialist
Toni is a Registered Nurse with extensive experience in Infection Prevention and Control. Her career began as a kitchen hand and caregiver in Aged Care facilities, followed by earning a Bachelor of Nursing.
Toni has significant experience, having worked in Brisbane’s Infectious Diseases ward before returning home to New Zealand, where she continued her career as a Clinical Nurse Specialist in Infection Prevention and Control within Te Whatu Ora (Health NZ).
Toni brings her expertise and dedication to our team, which is instrumental in providing top-tier infection prevention solutions to our clients.
Toni is a Registered Nurse with extensive experience in Infection Prevention and Control. Her career began as a kitchen hand and caregiver in Aged Care facilities, followed by earning a Bachelor of Nursing.
Toni has significant experience, having worked in Brisbane’s Infectious Diseases ward before returning home to New Zealand, where she continued her career as a Clinical Nurse Specialist in Infection Prevention and Control within Te Whatu Ora (Health NZ).
Toni brings her expertise and dedication to our team, which is instrumental in providing top-tier infection prevention solutions to our clients.
Julie Hadfield
Accounts & Payroll
Julie is experienced in Accounts & Payroll Administration & after a long career in both the Financial & Local Government Sectors, is now working with our team. Julie brings her strong time management & organisational skills to our team, which is important to keep the company running in the background to enable the rest of our team to provide top notch service to all of our clients.
Julie is experienced in Accounts & Payroll Administration & after a long career in both the Financial & Local Government Sectors, is now working with our team. Julie brings her strong time management & organisational skills to our team, which is important to keep the company running in the background to enable the rest of our team to provide top notch service to all of our clients.
Andrea Murray
Content Editor
I attended Otago University in NZ and graduated as a Dental Surgeon. After 40 years in the profession, I retired in 2022. Infection prevention knowledge was part of everyday practice, dealing with sterilisation, hand hygiene, and cleaning.
Before retiring, I began doing some editing and proofreading for Bug Control as I am interested in the subject and in the English language. During the COVID-19 lockdown, I attended the ACIPC course "Introduction to Infection Prevention and Control", which increased my interest in the subject. I now work part-time as the Content Editor for the company.
I attended Otago University in NZ and graduated as a Dental Surgeon. After 40 years in the profession, I retired in 2022. Infection prevention knowledge was part of everyday practice, dealing with sterilisation, hand hygiene, and cleaning.
Before retiring, I began doing some editing and proofreading for Bug Control as I am interested in the subject and in the English language. During the COVID-19 lockdown, I attended the ACIPC course "Introduction to Infection Prevention and Control", which increased my interest in the subject. I now work part-time as the Content Editor for the company.
Personally, I lived in the UK for 10 years. My two children were born in Scotland, and now both are living in Europe, one in Amsterdam, Netherlands, and the other in Edinburgh, Scotland. I live close to Fairlie on the South Island of NZ, a beautiful part of the country, and I love being out of the city.
Princess
Customer Support
Princess began her career as a dedicated Customer Service Representative, honing her communication and problem-solving skills. She later transitioned into a Literary Specialist role, where she developed a keen eye for detail. Her journey then led her to a Sales Specialist position, where she excelled in client relations.
Now, as a Customer Support professional in Infection Prevention Services. Princess focuses on ensuring customer satisfaction, building loyalty, and enhancing the overall customer journey.
Princess began her career as a dedicated Customer Service Representative, honing her communication and problem-solving skills. She later transitioned into a Literary Specialist role, where she developed a keen eye for detail. Her journey then led her to a Sales Specialist position, where she excelled in client relations.
Now, as a Customer Support professional in Infection Prevention Services. Princess focuses on ensuring customer satisfaction, building loyalty, and enhancing the overall customer journey.
Dianne Newey
Senior Infection Prevention and Control Consultant
Dianne is a Senior Clinical Consultant at Infection Prevention Services (IPS), bringing over 35 years of nursing experience and a depth of clinical knowledge that most people would need two careers to accumulate.
Having served as Clinical Director at Royal Ryde Rehabilitation Hospital alongside a career spanning the full breadth of clinical practice, Dianne has seen it all — and more importantly, knows exactly what to do about it. She is the person in the room that everyone quietly hopes will speak first.
For more than seven years she has been a cornerstone of the IPS team, providing clinical advice, developing and reviewing policies and procedures, delivering monthly IPC webinars to IP Leads, and conducting environmental audits in aged care facilities across Australia and New Zealand. If infection prevention has a question, Dianne almost certainly has the answer — and she'll deliver it with a laugh that you'll hear from the other end of the corridor.
A true fountain of knowledge, wrapped in the kind of warmth and humour that only three decades of nursing can produce. Customers don't just trust Dianne — they look forward to hearing from her.
Dianne is a Senior Clinical Consultant at Infection Prevention Services (IPS), bringing over 35 years of nursing experience and a depth of clinical knowledge that most people would need two careers to accumulate.
Having served as Clinical Director at Royal Ryde Rehabilitation Hospital alongside a career spanning the full breadth of clinical practice, Dianne has seen it all — and more importantly, knows exactly what to do about it. She is the person in the room that everyone quietly hopes will speak first.
For more than seven years she has been a cornerstone of the IPS team, providing clinical advice, developing and reviewing policies and procedures, delivering monthly IPC webinars to IP Leads, and conducting environmental audits in aged care facilities across Australia and New Zealand. If infection prevention has a question, Dianne almost certainly has the answer — and she'll deliver it with a laugh that you'll hear from the other end of the corridor.
A true fountain of knowledge, wrapped in the kind of warmth and humour that only three decades of nursing can produce. Customers don't just trust Dianne — they look forward to hearing from her.
Caoimhe (Keva) Stewart
Clinical & Business Operations Manager
Caoimhe is the Clinical & Business Operations Manager at Infection Prevention Services (IPS), bringing a clinical background as a Registered Nurse across the UK and Australia — and an almost unsettling ability to make technology do exactly what she wants.
With experience in Occupational Health, Palliative Care, and Community Nursing, she understands the real challenges faced by healthcare teams. What she may lack in stature she more than makes up for in impact — Caoimhe is the kind of person who walks into a problem, sizes it up, and has three solutions before anyone else has finished reading the brief.
Customers love her. Not just because she delivers — though she always does — but because she genuinely cares about the outcome on the other side. She is passionate about creating seamless learning experiences and empowering organisations with the tools, knowledge, and support needed to strengthen infection prevention practices and improve care outcomes.
Small in size. Mighty in results. Completely irreplaceable.
Caoimhe is the Clinical & Business Operations Manager at Infection Prevention Services (IPS), bringing a clinical background as a Registered Nurse across the UK and Australia — and an almost unsettling ability to make technology do exactly what she wants.
With experience in Occupational Health, Palliative Care, and Community Nursing, she understands the real challenges faced by healthcare teams. What she may lack in stature she more than makes up for in impact — Caoimhe is the kind of person who walks into a problem, sizes it up, and has three solutions before anyone else has finished reading the brief.
Customers love her. Not just because she delivers — though she always does — but because she genuinely cares about the outcome on the other side. She is passionate about creating seamless learning experiences and empowering organisations with the tools, knowledge, and support needed to strengthen infection prevention practices and improve care outcomes.
Small in size. Mighty in results. Completely irreplaceable.
Bridgette Mackie
Clinical Nurse Educator
Bridgette is an experienced New Zealand Registered Nurse, qualified Healthcare Auditor, and Healthcare Educator with a strong background in clinical quality, competency assessment, and infection prevention. She has led large-scale OSCE and CAP training programmes for internationally qualified nurses, developed sector-specific educational resources, and coordinated HealthCERT audit preparation in the surgical sector.
Known for her engaging teaching style and genuine passion for supporting learners, Bridgette excels at making complex topics accessible and relevant. She blends operational leadership with a deep commitment to professional development and safe, effective practice.
Bridgette is an experienced New Zealand Registered Nurse, qualified Healthcare Auditor, and Healthcare Educator with a strong background in clinical quality, competency assessment, and infection prevention. She has led large-scale OSCE and CAP training programmes for internationally qualified nurses, developed sector-specific educational resources, and coordinated HealthCERT audit preparation in the surgical sector.
Known for her engaging teaching style and genuine passion for supporting learners, Bridgette excels at making complex topics accessible and relevant. She blends operational leadership with a deep commitment to professional development and safe, effective practice.
