Case study

COVID-19 era pressure: digital move in homecare

How an efficient software solution impacts outcomes

Resources management problem in homecare

* We take our clients’ confidentiality seriously. While we are not providing their names, the results are real.

3 min. read

A big player in the homecare industry in Alberta (Canada) faced a problem related to its resources management. When COVID-19 forced the home care organization to manage its visiting nurses and caregivers remotely, top management realized that all related processes were paper based and required an immediate shift to digitized management.

Cyperᵀᴹ’s experts developed a data based plan and suggested the optimal solution.
The plan is being implemented now, and first outcomes have demonstrated its significant positive impact.

At a glance

The Homecare organization got an analysis that allowed its top management to opt for software that corresponds to their digitalization needs, budget, timeline and sustainability.

The story

The Homecare organization got an analysis that allowed its top management to opt for software that corresponds to their digitalization needs, budget, timeline and sustainability.

Problem #1

The Homecare organization faced business process automation problems that were related to:

• Visiting caregivers’ onboarding
• Visiting caregivers’ ongoing education
• Visiting caregivers’ schedule management
• Visiting caregivers’ visits time tracking
• Expense reports (e.g., parking, supplies for care receivers, special funds allocation such as additional benefits for medical visits, etc.)
• Tracking of budget consumption that is allocated to each care receiver on a monthly and yearly basis.

Problem #2

The Homecare organization wasn’t able to assess the availability of visiting caregivers that negatively affected care receivers.

The Homecare organization’s supervisors were not able to perform their duties due to the lack of visibility; for example, they didn’t know what budget and what resources they had available on any specific day and therefore, they were not able to assign visiting caregivers to care receivers and were not able to allocate funds to support their cause.

Cyperᵀᴹ’s approach

Step 1: Homecare organization needs’ assessment

Our experts conducted several workshops with the representatives of the homecare organization to list:

• Organization’s onboarding process
• Organization’s caregiving cases’ assignment process
• Organization’s caregivers’ scheduling process
• Organization’s caregivers’ time allocation control process
• Organization’s funds allocation, tracking and control process

Based on the results of workshops, Cyperᵀᴹ’s experts mapped the homecare organization’s requirements to software that would sustain the organization’s needs and allow it to automate its processes.

Step 2: Software implementation, support and sustainability assessment

Cyperᵀᴹ’s experts conducted a workshop with the homecare organization representatives to answer the following questions:

• Do they have experts in house who would be able to assist the software implementation process?
• How are they planning to organize knowledge transfer, software users’ education and ongoing software users’ support?
• Do they have a person who will be an internal software “manager” responsible for implementation, users’ education, and ongoing support?
• What are they ready to do in house, and what do they want to allocate to a software provider and software integrators?

Step 3: Homecare organization budget assessment

Cyperᵀᴹ’s experts analysed, with the homecare organization’s representatives, what budget the organization was planning to allocate to initial implementation and to subsequent evolution and support.

Step 4: Homecare organization solution requirements analysis

Cyperᵀᴹ’s experts proceeded to the solution requirements analysis based on the criteria they derived from previous workshops with the homecare organization’s representatives including:

• Out of the box cloud solutions
• Proven concepts endorsed by industry players that don’t require premise set up and infrastructure management
• Canadian software provider that has to be easy to reach and that respects Canadian regulations requirements
• Software provider offers reliable technical support that is available 24/7
• Software provider conducts ongoing R&D investments to ensure ongoing solutions’ development and continuing improvement
• Software provider also offers a mobile application for visiting care workers with the possibility of visit verifications with the ability to use on multiple devices
• Software offers a sophisticated scheduling system including an alert system required by the client
• Software allows to set up workflows based on pre-set client’s needs and preferences
• Software allows to conduct caregivers’ matching
• Software allows to conduct payroll management and provides the possibility to calculate payroll based on the visits’ schedule
• Software includes reporting and operational management features
• Software allows to build custom reports and custom dashboards to allow managers to make data driven decisions

Step 5: Homecare organization solution types analysis

Cyperᵀᴹ’s experts proceeded to solution types analysis based on the criteria they derived from previous workshops with the homecare organization’s representatives. We analysed:

• Canadian Healthcare Technology Vendors
• Free and DIY (do it yourself) options
• Custom built solutions options
• Out of the box options that required integration and ongoing professional support

Step 6: Homecare organization solution choice

Cyperᵀᴹ’s experts crossmatched:

• Homecare organization’s needs assessment
• Software implementation, support and sustainability assessment
• Homecare organization’s budget assessment
• Homecare organization’s solution requirements analysis
• Homecare organization’s solution types analysis

Based on the cross matching of factors listed above, Cyperᵀᴹ’s experts proposed one solution that was a perfect match for the homecare organization. They presented the analysis to the homecare organization along with a risk assessment and risk mitigation plan.

The results

The homecare organization was able to make an informed decision and proceed to a digital transformation that was based on a well-assessed roadmap and risks’ assessment that respected its limitations related to financial, human and time ressouses.

About the author

Elena (Olena) Pomazanova, Cyperᵀᴹ’s President and Founder, conducted her studies in several fields crucial for successful business administration and analysis including: MSc. in Banking, MSc. in International Economics, BAC in Economics and Entrepreneurship, and MBA for Executives.

Elena worked as the Chairman of the Board of an Insurance Company and as a Deputy Chairman in Finances in an Investment Company. During her career, she has conducted a series of analyses for companies undergoing M&A and orchestrated full business processes, including automation and digital ecosystems’ setup, for organizations working in the telecommunications, insurance, metal and retail industries.

Her objectives are to ensure a sustainable digital move for Cyperᵀᴹ’s clients and to provide them with an opportunity to make sound data-driven decisions.

Elena shares valuable data-driven insights with her audience to allow organizations to make better decisions and reduce decision-fatigue-related stress.

To contact Elena, please drop a line to elena.pomazanova@cyper.ca.

Are you ready for a new sophisticated era?
Cyperᵀᴹ experts shape the future face of our clients’ digital ecosystems. We exist to predict, implement and support new, innovative solutions that our partners strive to integrate.