After operating with paper based records for the first two years of trading, the directors felt that advances in technology should be championed and the decision was made to move over to an all electronic call monitoring system in 2019. We were the first company within the locality to move to all electronic records, which were quickly recognised as safer and more manageable. This service is free of charge to all our clients and their loved ones as part of the experience at DICE.
PASS by every life technology
The system is designed to save time and minimise errors as well as give our management, staff, clients and their families real-time live access to the information that they require allowing this to be easily updated. The system has secure levels of access dependent on the user to ensure that the person accessing the data can only access data that they have permission to view. With multi-level access control, ICO compliance, GDPR compliance and Information Governance Standards compliance. The app is easy to use and help to download it and use is available free of charge.
How Does it Work
The Managers create detailed digital care plans, risk assessments, forms and MAR (medication administration records) for each client allowing our staff members to provide continuity of care to our clients and their families.
Data only needs to be entered once as all information is synchronised. These records are updated as and when required to make sure inputted data is live and up to date. These records are audited on a daily basis by the Managers ensuring any potential errors are recognised as early as possible. Our staff do not need to write on paper documents or travel to and from client’s homes to check or update care documentation. As soon as our care staff update records, they’re instantly available the via the mobile app.
Our health care assistants have the information on their mobile device which is provided free of charge by the organisation. Information about the rota and any changes that may occur are delivered immediately to their mobile app. When they arrive at the client’s home to start the visit they log in via the app. The automatically stores the date, time and GPS location of the health care assistant. All this information is immediately sent back to head office so that our care staff, clients and their families are able to see the live records for themselves. The exact same information is available to our clients and their families ensuring complete transparency.
Upon starting the visit a list of detailed, individualised tasks are presented that have been prearranged with the client(s) and their loved ones following risk assessments. These tasks must be marked as complete or incomplete before the staff member can log out of a task, all tasks must be completed with some detail before they can log out. This means it drastically reduces the margin for error and potentially missing tasks. Detailed notes and photographs can be uploaded by the staff member throughout the visit.
All care plans and supporting records can be printed or emailed to other agencies upon request should it be required.
Live action
In our head office all the managers have access to two large screens displaying all of the clients visits until 00.00 so that this can be monitored in live time. This allows them to see which visits have been completed, which visits are in progress and which visits have been delayed. This allows them to be proactive when visits are delayed, meaning they can take action immediately. We pride ourselves on not missing visits, we have not had any missed visits since this system has been in place.
The system also alerts managers out of office hours. This is an added layer of security that ensures our management team remain proactive.
Clients and their loved ones
Part of the PASS service is to give access to the system to clients and family members (given permission) for complete transparency. Clients and family members are able to see upcoming care visits and which staff members will be attending in addition to the instructions on the care plan. They are also able to see all of the previous care records encouraging continuity of care.
‘’ It allows me to access mums notes from Singapore, which makes it so much easier to check on her due to the time difference’’