From paper to clicks; saving valuable time with the right software

By Fiona Hale

CoolCare are pioneers in care home administration software, helping care providers achieve digital transformation that truly benefits the business and its team by making admin easier.

Time is one of the most precious resources for any business.

Therefore, finding ways to both maximise and save time can have a major impact on both business performance and staff retention.

Essentially for care homes, where time is saved on admin, it can be freed up to deliver care to residents.

On average, care homes make around 15 fee adjustments per month as care needs evolve and funding situations change, with some making more than 100 adjustments when needed.

As the decision for an older person to go into care is often deeply personal for an individual and their family, invoice accuracy is incredibly important for care homes where fee errors can create distress.

Using care home management software to support invoice processing and generation both reduces the time taken and simplifies the process.

A manual fee change takes an estimated 15 minutes on average.

Care home administration software brings this down to just a few clicks, saving care homes around 2.5 hours in an average month and much more in months with greater volumes of changes.

There are also opportunities for time savings across staff processes too.

With some 696,000 care home staff in the UK, the number of times staff clock-in and out is easily in the millions.

Care home management software can automatically add clock-in times to timesheets and ‘snap’ to the appropriate shift time, saving time for staff daily and also for payroll teams at the end of the month.

Meanwhile, the average care home receives an average of 21 holiday requests each month.

A manual holiday request takes a total of around 15 minutes versus a digital process taking an estimated five minutes.

Through digitising this process, care homes stand to save around 3.5 hours each month.

Some of these savings may seem small in isolation, but when experienced as a whole, the time truly adds up. The processes mentioned above alone stand to recoup almost an entire staff day a month.

Adopting care home administration software is a powerful change that is able to make care homes stronger as businesses, reduce costs through automation, increase accuracy and reduce the workload, and ease the weight of the administrative burden.

Hale is the managing director of CoolCare

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