Case study

COVID-19 era pressure: digital move in homecare

How an efficient software solution impacts outcomes

5 mins read

Resources management problem in homecare

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

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.

Cyper’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.

Home care staff

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.

Cyper’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, Cyper’s experts mapped the homecare organization’s requirements to software that would sustain the organization’s needs and allow it to automate its processes.

Needs assessment
Needs assessment

Step 2: Software implementation, support and sustainability assessment

Cyper’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

Cyper’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

Cyper’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

Technical debt assessment

Step 5: Homecare organization solution types analysis

Cyper’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

Management solution for home care

Step 6: Homecare organization solution choice

Cyper’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, Cyper’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 Cyper

Cyper’s mission is to act as a catalyst of economic growth for the tech industry by teaching, empowering and deploying talents through innovative learning solutions.

Cyper is a brand that started in 2016 in the very heart of Montreal by Elena Pomazanova, an economist and MBA by education and training, and a business person by work experience, who has been passionate about both technologies and economics. Knowing how important economic growth is to creating jobs, she has been developing a company with its main focus on building a system that will provide the economy with as many talents as possible, ready to work in the fast-changing technology environment.

Today, Cyper is a team of like-minded people passionate about the very idea of making a positive change and helping the economy get a significant injection of tech professionals.

In the spring of 2022, Cyper decided to dedicate all of its profits from Cyper Digital Transformation projects, Cyper Talents Solutions placement services and Cyper Learning Curve platform sales and integration support to develop Cyper Academy.

We are a company created by talents, uniting talents, and serving talents.
We speak the language of innovations and business goals.

Our responsibility is to build a better society of equal opportunities for everyone.
We operate with knowledge and expertise.

Our clients are retailers, healthcare providers, cosmetic brands operating within B2B, B2C, and B2B2C models. We are proud to have, as some of our clients: Radio Canada, New Look Vision Group, New Look Eyewear, Greiche & Scaff, IRIS, Panda Shoes, Coco Village, LookSecure, Recall Max, and other brands.

We provide rigorous processes and quality on every level.
We always deliver for our clients because whatever we do is Cyper Personal.

To know more about how we get the business of our clients to the level of the digital era, please contact us directly at go@cyper.ca

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