Less Admin, More Care
Administrative work can be time-consuming and take away from the valuable time you could be spending on delivering high-quality care. That’s why we’ve written this article – to share 5 ways that you can use software to save hours every day on admin.
Rostering
We understand the critical role that effective rostering plays in the disability support industry. Frontline support workers are often employed on a casual basis, making it essential to have a reliable rostering system in place. Managing staff schedules can be complicated, especially in the care sector where balancing the availability and qualifications of carers with clients’ needs and geographic locations can be challenging. However, by using software to automate and help, the process can be streamlined. By having all the necessary information in one program, it becomes easier to match the most suitable team member with each client. Furthermore, the document uploads feature allows for quick review of staff certifications to ensure that they are the best fit.
While rostering can be a time-consuming task, it can be easily automated to help fill shifts and manage break compliance. This automation can greatly enhance the productivity of your rostering team, enabling them to quickly navigate challenges like shift cancellations and calculating support ratios from group services.
However, not all rostering tools are created equal, and many take a ‘one size fits all’ approach to every industry. At Nightingale Software, we know that what works for other sectors may not be suitable for specific support organisations.
Invoicing
The right software is designed to streamline your operations and help you save time. When considering end to end software options for your business, look for a system that integrates timesheets, expenses, scheduling, and accounting, so you can manage invoicing and bookkeeping with ease, without the need for multiple programs or apps.
Our software is specifically designed to handle the complexities of NDIS invoicing, with the latest Price Guide (all 100+ pages of it) synced up and ready to go. We offer digital service agreements to ensure that all line items are in alignment with what your customers have approved for, and our automated pricing and invoicing capabilities allow you to invoice the correct fee for every service, on the day it was completed.
Timesheets
Are you depending on team members to manually record their start and end times for their shifts, which they often do at the end of the day? Is there still a manual approval process in the office where someone compares the recorded hours with the rostered times?
With the right software, the need for staff members to complete a separate timesheet is no longer necessary. Every completed shift, along with any required case notes (as per your internal policies), is automatically transmitted to the payroll system for processing of payments, or to the line management for approval. The flexibility to choose and manage the timesheet process is in your hands. This can lead to more accurate and efficient tracking of employee work hours and make the overall payroll process smoother and hassle-free. Additionally, the automated flow of data can minimise the risk of errors and omissions that can arise with manual entry and processing of timesheets. With such software, you can optimise your work processes, streamline your administrative tasks, and increase productivity.
Client information
Support work is a crucial services that will always require a personal touch. However, there are opportunities to streamline the process using automation while maintaining that one to one connection.
One possible solution is to prompt team members to update their notes on their devices at the end of their shift using an preset workflow. This saves them time by doing updating case notes on the fly rather than having them pile up – it also ensures the information is up-to-date and accurate, preventing delays in invoicing and making it easier to provide customers with the support they need.
Incorporating automation into care services allows companies to provide the best possible care and support to their customers while improving their efficiency. By leveraging technology, companies can still optimise their processes without sacrificing the empathy and personal touch that defines support work.
Incident reporting
Implementing an incident tracking and reporting system with customisable forms and workflows can save hours of time. With the right system in place, issues can be documented easily and with all necessary approval details, resolution steps, and reporting requirements fulfilled within specified timeframes.
The customisable form functionality allows you to tailor the forms to your specific needs and requirements, ensuring that all relevant information is collected upfront. The workflow functionality can automate the approval process, ensuring that all necessary stakeholders are notified and that the proper approvals are obtained in a timely manner. This can save significant time and reduce the risk of delays or missed deadlines.
Contact us today to learn more about how Nightingale can simplify and automate your admin work so you can focus on what matters most – delivering exceptional care.