The Hidden Costs of NOT Upgrading your Homecare Software

Using outdated home care software can be incredibly frustrating for care managers and carers. It’s like having a clunky, unreliable car that’s constantly breaking down!

But in an industry as critical as homecare, running on obsolete domiciliary care software could cost your homecare agency in more ways than one.

In this blog, we’ll explore the hidden (and not-so-hidden) costs of sticking with out-of-date homecare software and discuss why it’s worth upgrading.

Financial Costs

1. Inefficiencies Increase Operating Costs

Outdated software requires more manual input resulting in longer admin hours. Risks include duplicating data and making unnecessary mistakes leading to care teams wasting valuable time. Modern homecare software could save your carers at least 20 minutes admin time a day.

Dave from Clarendon Homecare says: “A digital system gives us the ability to respond in much shorter timeframes – instead of being a month behind, you can see things in real-time”.

2. High Maintenance Costss

Ongoing maintenance and support costs for an outdated system will usually cost more than paying manageable subscription fees for modern software. There’s also a risk of needing to hire costly IT specialists to troubleshoot an archaic system.

3. Lost Revenue Opportunities

Homecare agencies could miss out on funding opportunities or contracts that demand compliance with modern digital record-keeping and reporting standards. Don’t forget about the competitive disadvantage – potential care clients may choose agencies who already have an up-to-date, efficient system in place.

Regulatory Risks and Compliance Issues

1. Increased Risk of Non-Compliance

The latest software makes it easier to comply with stringent CQC standards as outdated software may not support the latest requirements. Without keeping your system fresh, you might have to manually produce reports, which is not only time-consuming but carries the risk of errors, leading to expensive CQC fines or sanctions.

2. Data Security Concerns

Older software is a security risk and more vulnerable to cyber-attacks and data breaches, resulting in significant fines under UK data protection laws (GDPR). If your homecare agency suffers a data breach, this could have a significant impact on your reputation, potentially leading to loss of trust from clients.

Impact on Care Quality and Staff Morale

1. Reduced Quality of Care

Inefficiencies in scheduling, communication, and record-keeping could directly impact the quality of care provided to your clients. If your care staff are spending more time on admin, they’ll have less time to focus on client care.

2. Burnout and High Staff Turnover

Having an inefficient, process-heavy homecare system is extremely frustrating for your staff, potentially leading to job dissatisfaction and burnout in the long term. The homecare sector already suffers from high staff turnover which is not only costly but disrupts continuity of care.

3. Poor Communication and Collaboration

Modern software allows real-time communication between care managers, carers, friends and families keeping everyone on the same page. Tagtronics has a popular Friends & Family app:

Simon from All About You Care Services told us: “The app lets family and friends stay in the loop with their loved one’s care, seeing their visits, what they’ve had to eat, the medication they’ve taken and general notes about how they’re feeling. It’s perfect when families don’t live nearby”.

Inevitable delays and communication gaps are caused by using outdated software, which can directly affect a client’s experience.

Missed Opportunities for Operational Improvements

1. Lack of Real-Time Data and Insights

The latest software offers dashboards and analytics to help care managers to make informed decisions quickly and efficiently. Having to manually extract and analyse data will lead to missed chances for improving and optimising your agency processes.

2. Difficulty in Scaling Operations

An outdated system may struggle to cope with growing client numbers, leading to a cap on the agency’s ability to expand its services. Trying to implement new services e.g. remote care with old software that doesn’t support modern features could stifle business growth.

The Hidden Costs of Client Dissatisfaction

1. Reputational Damage

Homecare clients and their families increasingly expect digital tools, for example online portals for regular updates and communication. Failing to meet these expectations could have a negative effect on the agency’s reputation, meaning either a potential loss of current clients or difficulty in attracting new ones.

2. Lower Client Retention

Inefficiencies and poor communication resulting from outdated software can lead to client dissatisfaction, increasing the risk of clients switching to more innovative competitors.

Overcoming Common Barriers to Upgrading

1. Cost Concerns

There’s a misconception that upgrading software is costly but the benefits of upgrading mean long-term savings in the future. Flexible pricing models are usually offered by modern software providers. We offer a simple pricing structure of £5 per carer per month with no set up fee or hidden extras.

“Tagtronics offered everything we needed, in one easy to use system, at a very reasonable cost” – Fay from ProFad Care Agency.

2. Implementation Worries

Many agencies worry about the disruption caused by upgrading software but modern solutions offer extensive support for uploading data and training carers to make the transition smoother and minimise disruption to your normal routines.

Fay also told us: “When we have new staff on board, we’re able to train them quickly and with the additional support included from the Tagtronics Care team, new carers can pick up the system within a day or two”.

3. Fear of Change

Resistance to change is natural but the benefits of modern homecare software systems far outweigh the initial discomfort of having to adapt.

If you’re unsure how to choose the right homecare software, we’ve pulled together some tips for you: How to Choose the Right Home Care Software for your Business.

Investing in Your Agency’s Future

The costs of sticking with outdated software are multifaceted – financial, operational, compliance-related and reputational. We’d encourage homecare agencies to review your current software and seriously consider upgrading as a strategic investment in your future success.

For a no-obligation demo of Tagtronics cost-effective and compliant all-in-one homecare software, please call 01254 819205 or email howcanwehelp@tagtronics.co.uk.