What is the Cost of Paper Processes to the Care Industry?

 

The NHS has been targeted to go completely paperless by 2020, highlighting the cost of paper processes.

For many years the use of paper in data intensive industries, has and continues to compromise productivity, hampering progress. We could say that this alone is the cost of paper processes.

This is no more apparent than within the healthcare and social care sector, where the delivery of quality of care and data security are paramount, to all organisations and individuals involved.

The impact of the ever-increasing demand within the social care sector, has forced companies and groups to evaluate the use of Robotics and AI to digitise an array of important processes from finance and payroll to care planning and delivery.

 

Benefits and risks of digital migration

Migrating to a digital process from a manual paper system offers many benefits with the biggest results seen in increased efficiency and care quality, be that within the Primary or Social Care Sector.

However, due to its complexities, and the high level of inter dependence on accurate information across a wide spectrum of tasks; from initial planning to the delivery of care on the front line, the risk factors are significant.

Making change within any business brings with it elements of risk, and history shows us that those at the highest risk are those with poor planning within the change management process, which often results in poor procurement choices.

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What to consider?

These are some of the areas that you may be looking to tackle, leveraging technology to create efficiencies and savings;

  • Corporate Requirements
  • Operational Requirements
  • Delivery Requirements.

The initial step should be creating your business case, using the areas above establish how your current ways of working can be improved.

Defining the criteria within in these areas will provide you with basis to go forward to the market understanding the key challenges your company would like to overcome, and ultimately solve, with the introduction of software.

Having the basics in a digital form, everyday fundamentals such as finance, invoicing, referenced to care rosters, care plans and medication, can establish a better platform and a better environment for all involved.

Care Managers can concentrate on making their care teams more efficient, instantly reducing levels of stress associated with paperwork, and the other additional key factor cost savings.

 

 

For example:

A company employees two care coordinators, at a cost of £12.00 per hour, and a Financial Controller at £15.00 per hour.

These 2 FTE will spend, on average, eight hours a week each checking care plans, time sheets, co -ordinating invoicing etc. with the 1 FTE (Financial Controller) adding an additional 8 hours a week onto these processes.

This equates to £39.00 pounds per hour of FTE cost, and over 8 hours associated time, this amounts to the business spending £320.00 each week or, £16,640 per annum on this admin activity alone.

And this will probably be the tip of the iceberg.

 

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Where should you consider digitalisation?

Below are some common examples of the areas that home care companies, who are exploring the idea of digitising their existing processes, may focus on. Identifying areas of improvement in both efficiency and care quality:

  • User Roles – Does the software have access levels to meet your business requirements
  • Compatibility – Does it have a web portal is it compatible with both Apple & Android
  • Is it cloud Based – Is Access secure via a log in.
  • Integration – Does the software integrate easily with existing systems e.g. Oracle SAP
  • User friendly – What level of customisation can you achieve

Creating a planned route will provide you with a clear idea of which challenges you would like software to address, and the resulting benefits both from a technical and business perspective you wish to see from the software.

 

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Arrange a Demonstration.

Use the experience of the software company. Arrange a demonstration and ask as many questions as you can. Does the supplier offer a consulting service?

Everyday questions can often provide simple but important insights on how the software will bring benefit to your operations as well as getting answers to the questions created by your focus across the entire business.