With the rise of digital record keeping in social care, care home providers have a range of options when they want to build a system for codifying and documenting their service users’ key goals and objectives.
How do digital systems compare to their paper-based counterparts?
Paper-based systems
Paper-based systems are simple and accessible, requiring minimal training for caregivers and staff, thus avoiding technical failures or power outages. They are easy to set up and can be maintained long-term, providing a personalised experience for service users who find screens and keyboards overwhelming.
However, paper-based systems require significant storage space and are susceptible to damage from water, fire, or mishandling, risking data loss. They pose data privacy and security challenges, increasing the risk of breaches under laws like GDPR, and updating them can be time-consuming for already busy care home staff.
Digital systems
Digital systems allow real-time updates, ensuring staff have the most current data on residents, which improves long-term care provision through timely and accurate information sharing.
They simplify data retrieval with proper indexing and search functions, and enhance collaboration by enabling multiple users to access and update records simultaneously, leading to efficient operations and improved communication.
However, digital systems can involve substantial initial costs for hardware, software, and network infrastructure, and require comprehensive training for all users, which can be challenging in environments resistant to change.
Additionally, digital systems can be overwhelming for some staff and residents who are not tech-savvy, making it essential to consider whether a digital solution fits the caregiving context.
That’s why it’s vital to make the transition from paper to digital as seamless and inclusive as possible for your staff and your service users.
Explore Log my Care's Outcomes & Goals feature in the below interactive demo to see an example of digital goal setting in action
Case study: How Log my Care helped Moorville Residential to make the transition from paper to digital
Moorville Residential, a learning disability care provider in Sheffield, transitioned from paper to digital to improve care delivery and efficiency.
By adopting Log my Care, they aimed to address challenges such as:
- increasing accessibility for elder staff
- reducing time-consuming tasks
- improving task visibility
The transition involved a structured approach, starting with a guided demo and tailored online training sessions. This process ensured that all staff, regardless of their tech-savviness, could comfortably use the new system.
Within a month, the team fully adopted Log my Care, leading to significant improvements in care management. Features such as Outcomes and Goals, enabled effective tracking of service user achievements, while real-time data access and consistent updates enhanced overall efficiency and communication.
Implementing Log my Care resulted in numerous benefits, including reduced paperwork, more quality time with service users, and improved accountability.
The system provided quality evidence for inspections, cut costs on stationery, and offered better digital accessibility, especially for less tech-savvy staff.
The ease of use and ongoing support from Log my Care facilitated a smooth transition, ultimately improving care processes and outcomes at Moorville Residential.
Systemising SMART goals: how going digital brings structure to your goal-setting strategy
In the first section, we explored the pivotal role that SMART (Specific, Measurable, Actionable, Relevant, Time-bound) goals play in helping both service users and carers achieve goals. The case study of Moorville Residential is just one example of how a digital care system can make it easier to help your service users realise goals that are truly SMART.
Specific
Digital care systems allow for detailed goal setting. Each goal can be outlined with specific criteria and milestones. For example, if a service user aims to improve mobility, digital systems make it easier to document exact exercises, frequency, and expected outcomes.
Measurable
Digital systems allow care providers and service providers to track progress through measurable data. They can record quantitative metrics such as exercise repetitions, steps taken, or medication adherence.
For qualitative goals, digital systems can store notes, photos, and videos, providing a comprehensive view of progress.
Achievable
By integrating data analytics, digital care systems can help assess the feasibility of goals. Carers can adjust goals based on real-time feedback and ensure they are within reach.
Relevant
Digital care systems ensure that goals remain relevant by linking them to the service user’s overall care plan and personal preferences.
Time-bound
Digital systems make it easier to set deadlines and reminders for each goal, ensuring timely completion. They can schedule regular check-ins and updates, helping both carers and service users stay on track. Automated reminders and alerts keep everyone informed about upcoming milestones and deadlines.
But it’s not just the ability to set SMART goals that sets digital solutions apart. Here are some other ways that building digital systems can elevate the quality of care provision.
Regulatory implications
Digital systems excel in meeting regulatory standards governing privacy, security, and accessibility of information. Unlike paper records, which often struggle with compliance issues, digital platforms offer advanced security protocols and backup capabilities, ensuring superior adherence to regulations.
While digital systems do face challenges such as data protection and cybersecurity threats, their ability to implement robust security measures and regular updates makes them a more reliable option for regulatory compliance.
Funding considerations
Transitioning from paper-based to digital systems in care homes is a crucial investment that can significantly enhance operational efficiency and care quality.
Funding for digital transformation can be sourced from government grants, private investments, and organisational reserves.
While availability may vary by region and economic climate, the long-term benefits—such as reduced paper use, lower storage needs, and decreased administrative overhead—can lead to substantial savings.
Conducting a thorough cost-benefit analysis and understanding available grants and funding opportunities is essential for care homes to make informed decisions about investing in digital technologies.
Facilitating person-centred care.
Don’t forget - delivering person-centred care is the reason for building a robust goal-setting system in the first place. So when deciding between paper and digital, this of course needs to be one of your primary considerations.
As we covered in the first section, paper systems might be better for goal setting if you’re dealing with service users who are overwhelmed by digital technology.
How to access funds for going digital
In the past year, more funding has been made available for care homes to make the digital transition through the Adult Social Care Digital Transformation Fund and it’s designed to support any CQC registered social care provider looking to adopt a Digital Social Care Record system. The grant is also being used to roll out sensor-based falls prevention and detection technologies to support those at risk of falls.
To be considered, you have to either:
- Not have a digital care platform in place (e.g. you’re using paper) or
- You’re using a platform that’s not on the assured suppliers' list (e.g. you’re switching from an unassured supplier to an assured supplier). Search the assured suppliers’ list below.
Read more on how to access this funding HERE.
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