How we created a bespoke digital solution to become a more efficient care organisation

Dan Barker, IT and Logistics Manager for Agape Care Solutions, talks to us about how they created a tailored digital platform to help them become a more efficient care provider.

As the IT and Logistics Manager at Agape Care Solutions, I’ve seen firsthand how the right digital tools can transform the way social care organisations operate. Our team provides domiciliary care across Dorset, and when I joined during the COVID-19 pandemic, I saw an opportunity to simplify and streamline many of the processes we relied on. With my background in IT, I began developing a digital solution that could benefit both our staff and the people we support.

At the core of this effort was the creation of a website that serves as a central hub for all our key documents, policies, and procedures. The aim was to make it as user-friendly as possible—whether you're a staff member, a client, or an external stakeholder like an inspector. For staff, the site offers easy access to forms, policies, and other essential resources through a simple search feature. For Care Quality Commission (CQC) inspectors, there's a separate section that provides the information they need in a secure, streamlined format.

One of the most important decisions I made during development was to use widely available tools like Microsoft Office 365, which most people are already familiar with. This meant that we didn’t need to invest heavily in new software or training. I integrated applications like OneNote and Dropbox for document storage and sharing, ensuring everything was password protected. This made it easy for our team to find what they needed, whether it was a policy on lifting and handling or a client’s personal information.

We also focused on security. Protecting client data is crucial in the social care sector, so we implemented multiple layers of security, including firewalls, password protection, and de-indexing the site from search engines like Google. This ensures that sensitive information remains accessible only to those with the appropriate permission and it doesn’t inadvertently make its way online.

The website has not only made us more efficient by reducing the time spent searching for documents, but it’s also improved our overall compliance. Inspectors from CQC can now access everything they need in one place, without the need for physical paperwork. I can quickly and easily set them up as a user on the system and give them everything they need. This has allowed us to focus more on delivering high-quality care, rather than getting bogged down in administrative tasks.

While there were some initial challenges, particularly with getting staff used to the new system, we found that simple incentives and basic IT training helped ease the transition. Once people started using the platform, they realised how much easier it made their jobs, and adoption quickly followed.

Looking ahead, I’m exploring ways to further automate processes, including a way for us to have documentation automatically updated when changes are made to it. Though these enhancements will take time to implement, the benefits we’ve already seen make it clear that investing in digital solutions is the way forward for social care organisations.

For any organisation looking to implement something similar, my advice is simple: start with what you have. Office 365 is a powerful tool that can be adapted to meet your needs, and with a bit of effort, you can create a system that improves efficiency, security, and care outcomes. It’s been a rewarding journey for us, and we’ve already began helping other local providers implement similar solutions. We’re excited to keep pushing our digital capabilities further.

Make sure to visit our 'Building digital confidence' campaign landing page for more information on digital skills.

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