Digital care planning software: what you need to know

July 20, 2024

Table of contents

In this post, you'll learn why you should use digital care planning software.

In our recent blog, we discussed the importance of a person-centred care plan. We also mentioned that there are types of person-centred care software available to help you do this and make it even easier to deliver truly person-centred care.

In this blog, we’ll discuss:

the key differences between attempting person-centred care planning on paper vs. digital
how to choose the right digital care planning software
what you need to consider in moving to digital care plans
what the CQC think of digital care planning software
how person-centred care plans can be created using Birdie’s software
the overall benefits of digital care plans

If you’re thinking about going paperless with your care plans, we hope that the advice here gets you on your way.

What is digital care planning software?

Digital care planning software is technology that helps care providers to create and manage individualised care plans for their patients - it's usually cloud-based, so can be accessed from almost any internet-connected device, including smartphones.

The software typically includes a care plan template that can be customised to meet the specific needs of the patient, as well as a range of features that allow the care provider to track the progress of the patient's care plan and make changes as necessary.

Paper care planning vs digital care planning software

The care industry is facing change: with workforce shortages, challenges in funding and ever-increasing demand, care providers are under intense pressure. This means that finding efficiency is critical - and it's exactly where digital care planning can be a major part of the solution.

Digital care planning allows for:

Easier collaboration (less time spent on the phone to carers in the field)
Instant access to information (no more having to ferry care plans back and forth from home every time there's an update or audit)
Easier auditing, since records are easily accessed and organised
Higher standards of care, thanks to real-time information and even alerting systems

Is digital care planning software as good as paper care planning?

We get asked this question all the time, and of course we’ll always say yes. But don’t just take our word for it. Here are a few testimonials from our customers about how they’re finding using Birdie’s home care software system to create digital care planning.

A great example comes from our partner agency, Harino Care. Tracey the Registered Manager told us:

“For example one of the tasks would be a normal assist wash in the mornings, but we would make that person-centred, by saying ‘the bowl is in the kitchen, please use the yellow flannel for the top. Mrs Smith prefers to use X bubble bath’

So we can make it actually really really person-centred and the carers can see exactly what they need to do. Even if they haven’t visited the client before, they can see exactly what the client’s preferences are.

And we have those conversations with the client now, by selling Birdie to them - asking them exactly ‘how do you want this done?’ and we can put this into the system so that everybody does exactly the same thing when they visit the clients. Which is huge. It’s huge for the client.”

Harino Care

And here are just a few more...

“Birdie has been a timely investment for our business in light of the current crisis. I can imagine how much of a risk we would have put our staff at, handling paper and folders in a bid to record care notes. I am horrified at the thought of collecting those papers and bringing them to the office for auditing and filing. I probably would have been busy sanitising the papers, if I could find any sanitisers, that is”

Integral Care Services

“If we didn't have Birdie we would be struggling to catch up with everything, getting notes from houses and increasing risk due to Covid-19. The auditing would be a nightmare. Colleagues who have tested Birdie so far are in love with it.”

Quality Assured Care Services

"The Birdie system is so easy and logical to use, really like how easy it is to follow and works like magic! So exciting to see how it will change our processes and make it so much easier to deliver and monitor care."

Martlets Care

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Challenges in implementing digital care planning software

Transitioning from traditional paper-based care planning to digital care planning software is a significant change for a business. If you're considering making the leatp, here are the key things you should be ready for:

1. Resistance to change among staff. Many carers and office staff will be comfortable with a paper-based system and might find the shift to digital methods intimidating or unnecessary. This resistance can slow down the adoption process and affect the overall efficiency of the transition. To mitigate this, it’s essential to involve staff early in the process, provide comprehensive training, and clearly communicate the benefits of the new system.

2. initial cost associated with implementing digital care planning software. While the long-term savings and efficiency gains are substantial, the upfront investment in software, hardware, and training can be daunting for some organisations. It’s important to view this as an investment in the future of your care services, rather than just an expense, and to consider options such as phased implementation or financing plans to manage the costs.

3. Training requirements can also pose a challenge. Introducing new software requires that all users be adequately trained not only to use the system but also to understand how it integrates into their daily workflows. Inadequate training can lead to improper use of the system, reducing the expected benefits and potentially leading to errors in care delivery. It’s crucial to allocate sufficient time and resources to training programs, including ongoing support to address any issues that arise as staff become accustomed to the new system.

4. Data security is another critical challenge. With the digitisation of sensitive patient information, organisations must ensure that they are compliant with data protection regulations such as GDPR. There is also the risk of cyber threats, which requires robust security measures to protect patient data. Implementing strong encryption, regular security audits, and strict access controls are necessary steps to safeguard information and maintain trust with patients and their families.

5. System integration. Digital care planning software needs to seamlessly integrate with existing healthcare systems, such as electronic health records (EHR) and billing systems. If the new software does not integrate well with these systems, it can lead to workflow disruptions, data silos, and frustration among staff. It’s essential to choose a platform that offers compatibility and easy integration with the tools your organisation already uses.

How to choose the right digital care planning software

Selecting the right digital care planning software for your organisation is a crucial decision that can significantly impact the efficiency and quality of care you provide.

The first step in making this decision is to thoroughly assess your organisation’s specific needs. Consider factors such as the size of your organisation, the types of care services you provide, and the complexity of your care plans. For example, a large multi-site organisation may require more robust, scalable software with advanced features, while a smaller provider might benefit from a simpler, more cost-effective solution.

Another key consideration is ease of use. The software should have an intuitive interface that is easy for all users to navigate, regardless of their technical expertise. This is particularly important in a care setting where staff may not have extensive experience with digital tools. A user-friendly platform can reduce the learning curve, encourage adoption, and ensure that the software is used effectively. It’s a good idea to involve end-users in the selection process, perhaps by arranging for a trial period or demonstrations to gather their feedback on the software’s usability.

Integration capabilities are also critical when choosing a digital care planning software. Seamless integration ensures that data flows efficiently across different platforms, reducing the risk of data silos and ensuring that all relevant information is accessible when needed. Check with the software vendor about the compatibility and integration features of their product before making a decision.

Data security and compliance should be top priorities in your selection process. The software must comply with relevant regulations, such as GDPR, and offer strong security features, including encryption, secure access controls, and regular security updates. Ensuring that the platform has robust security measures in place will help protect sensitive patient information and maintain compliance with legal standards.

Analytics and automation capabilities are a newer consideration, but by no means less critical. While most digital care planning software systems do a great job of taking processes from 'paper to screen', that's where many of their capabilities end - and as a result, you could be missing out on huge opportunities. Care technology that gives you the power of analytics and turn all of your day-to-day activity into powerful insights (for example, into how regularly calls start late or how your profit-and-loss is changing), that if you use them well, can be transformative for the quality of care you provide and the health of your business.

Cost is another important factor. While it’s essential to find a solution that fits within your budget, it’s equally important to consider the long-term value of the software. Look beyond the initial purchase price and consider the total cost of ownership, which includes implementation, training, maintenance, and any future upgrades. Investing in a quality platform that meets your needs and scales with your organisation can provide substantial long-term benefits.

Still not convinced by digital care planning software?

Let’s talk a bit about how Birdie works. Birdie’s care planning tools are split into individual assessments, so you can cover all elements within your care plan, and make it really person centred.

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Once you’ve filled out each assessment, you can then add tasks that relate to your client’s goals. You can choose these from a drop down list, and as mentioned by Tracey from Harino Care, adding additional notes means you can be really person centred.

Plus, as these tasks will need to be checked off in your care teams’ app when they make a call, you’ll know instantly what has been completed and what hasn’t - giving you full visibility and peace of mind.

What does the CQC think about digital care planning software?

The CQC says that digital records will increasingly replace paper records. This means digital systems will be vital to capture and share information. This is essential for truly integrated services that work for people (read more here).

The Department of Health and Social Care and NHS England lead the NHS Transformation Directorate’s Digitising Social Care programme. CQC supports the programme, which aims to encourage and support adult social care providers registered with us to adopt digital social care records.

One of our partner agencies, MyHomeCare (Derby), recently had their CQC rating increased from ‘Requires improvement’ to ‘Good’ with Birdie being cited in their report. In fact, the majority of Birdie partners are rated Good our Outstanding by the CQC!

“An electronic system 'Birdie' had been implemented since the last inspection. This allowed staff to log in and out of calls, complete medicine administration records electronically and daily logs. The nominated individual explained if a staff member was not at a call within 15 minutes of the scheduled call time, the office was alerted. This system allowed management to access information immediately, in an event they had a query or concern.”

Whilst the CQC does not endorse a particular or specific type of software, it is urging providers to look at digital solutions to enable the best care. Since the COVID-19 outbreak, industry bodies have been encouraging care providers to embrace the change - here's an excerpt from an article by Ian Swanson in Digitalhealth.net.

“As a sector of more than 18,500 providers, roughly 70% of which operate their business on paper, it is not too difficult to see why it was almost impossible to build a real-time picture of what’s been happening in care homes during this terrible outbreak.

Such developments, combined with everybody’s renewed appreciation of technology, mean attitudes are changing forever. As such, now is the ideal time to create a more effective and responsive framework to care for the elderly and vulnerable.

To make our sector truly fit for purpose as we emerge from Covid-19, it is vital to begin the process of digitising residents’ care interactions and care planning, and work to create an integrated system for digital reporting.

Then this pandemic finally ends, staff and funding shortages will again become major pain points for providers. Acting now to fully digitise the sector could relieve the pressure considerably and create vital capacity.

Icon-driven apps that evidence care at the point of care have been shown to save each carer up to an hour a day in paperwork. In a sector that employs more workers than the entire NHS with an estimated workforce of 1.49 million, such additional care capacity could be truly transformational.”

You can read the full article by Ian Swanson, here.

If you’re still not convinced, why not talk to our team about how digital care planning software from Birdie could help? With 24/7 support from our team, and a dedicated service to help create digital versions of your paper notes, making the switch to digital care planning software doesn’t need to be difficult.

Advancements in digital care planning software

As the demand for personalised, efficient care continues to rise, embracing digital care planning software becomes not just an option but a necessity for those looking to enhance service delivery.

Digital care planning software represents a significant leap forward from traditional paper-based systems. One of the key advancements in digital care planning software is the use of data analytics. By harnessing the power of data, care providers can gain insights into care trends, recipient health outcomes, and areas for improvement. This analytical approach supports a more proactive model of care, where potential issues can be identified and addressed before they escalate, leading to better outcomes for care recipients.