Real-life tips: how does the integration with Person Centred Software save time and admin?

Staff meetings

• Minutes are taken by hand, typed up and sent to everyone by email, often to private accounts.
• A copy is also printed and pinned to the bulletin board. This copy is later archived in a binder “Meeting minutes”.
• Staff that miss the meeting have to sign their name on a separate list to confirm review.
• During inspections, archived minutes and signature lists are pulled together from a number of different binders.
• Relevant information is not always at hand or time-consuming to dig up.

• Minutes are directly typed in nooa, using # to mention service users and @ to mention individuals and teams.
• Integrated read receipts and full searchability mean everyone is effortlessly kept up to date, information is shared with the right people and found with a single click.

• The QA manager announces a new fall prevention guideline.
• This is printed and laid out in the break room, along with a signature list.
• After two weeks, the QA manager follows up with everyone who has not signed off their name.
• The guidelines are archived in the “Quality assurance” binder.
• When staff want to review the guidelines, they need to find the QA manager and ask to see a copy. Alternatively, they can ask for a copy via email, which is often sent to a private address.
• When the guideline is updated, the QA manager needs to edit the word document, re-announce and re-print it.
• Staff is confused since two versions are now circulating and repeatedly approach the QA manager for clarification.

• The QA manager announces a new fall prevention guideline and posts it, making it accessible to the respective teams.
• Integrated read receipts guarantee compliance, combined with individual mentions to reach the right person or team using @.
• Changes are automatically updated, with the guideline fully searchable and easy to find on any device.

• The latest shift plan is posted in the shift planning app.
• Additionally, it is printed and handed out to every member of staff.
• A carer notices that shifts have been planned during her approved time off and talks to the shift planner.
• After review, the shift plan is updated, posted and printed again, with everyone receiving a new copy.

• The latest shift is posted to nooa.
• Missed time off is simply commented, with the shift planner mentioned with @.
• The old shift plan is updated, affected staff members notified, and business continues as usual, with all shifts plans fully searchable and accessible from any device.

• Mr. Brown’s son notices that his father’s toothbrush has gone missing since his last visit a week ago. This needs to be remedied immediately.
• He calls the general phone line and lodges a complaint.
• The receptionist records all the details on a form, then places it on the care manager's desk.
• A week later, Mr. Brown calls and angrily expresses his outrage to the care manager that the situation has still not been resolved.
• The care manager never saw the complaint and did not know about the issue until now.
• Too late - Mr. Brown’s son is resolved to lodge a formal complaint with management as well as the CQC.

• The receptionist lodges the complaint and mentions the care manager with @, who promptly assigns a task to a staff member to bring Mr. Brown a new toothbrush.

• A carer is unsure if the dosage of the medication has been increased for Mrs. Jones since the doctor’s last visit.
• She tries to get a hold of the care manager, but only reaches her answering machine.
• Later that evening, the care manager sends her a short reply via WhatsApp, “Yes, dosage increased to 4 units”.
• The next day, the carer increases the dosage and documents it.
• When Mrs. Jones' son visits, he notices his mother is unwell and asks why the dosage has suddenly increased.
• The carer is unsure and has trouble pointing to a late-night WhatsApp message as proof.
• The son decides to escalate the issue to the CQC, citing grave concern for his mother’s well-being.

• Following the doctor’s visit, the care manager posts a short message for the carers with the increased dosage and the doctor’s note as proof, mentioning Mrs. Jones with #.
• Once carers pick up their shift, they immediately see the note and act accordingly.