Home Care Direct, was relying on a legacy Microsoft-based system developed over 20 years ago to manage client and carer records. Alongside this, they used a physical device called Care Box, installed in clients' homes, to record carers' attendance. However, these systems were outdated, lacked security, and failed to capture accurate visit data, leading to inefficiencies and compliance risks.
Recognising the limitations of their existing setup, Home Care Direct approached ThoughtLogik for a modern solution & secure solution. ThoughtLogik had previously delivered a successful custom-built Enquiry Manager on Zoho Creator, making them a trusted partner for this critical project.
The requirements for the new system were intricate and included:
Shift Complexity: Support scheduling multiple shifts to carers in a day and live-in care shifts that could span over 24 hours across multiple days.
Client Invoicing: Separate invoicing rates for clients
Variable Pay Rates of carer: Ability to accommodate variable pay rates based on:
- Different days of the week.
- Hourly pay rates, including 24-hour.
- Special rates for weekends, bank holidays, and Christmas holidays.
Visit monitoring & Alerting: Ability to monitor the visits on realtime basis and alerts for non turn ups
Security: Secure Pin based or Facial recognition based system
About the Client
Solution
ThoughtLogik invested time in thoroughly understanding Home Care Direct’s requirements by conducting a series of in-person and remote workshops. These workshops involved stakeholders from various departments to capture a comprehensive understanding of their operational needs.
Initially, ThoughtLogik proposed a proof-of-concept using Zoho People, incorporating a kiosk for facial recognition attendance. However, Zoho People’s limitations in shift scheduling and pay rate configuration meant it could not fully meet Home Care Direct’s complex requirements.
To address these challenges, ThoughtLogik designed and developed a custom solution on Zoho Creator with the following key components:
Admin Management App: A dedicated app for the admin team to manage client and carer records efficiently.
Configurable Pay Rates and Billing: Functionality to configure variable pay rates for carers and separate billing rates for clients, accommodating diverse requirements such as holiday rates and 24-hour live-in care.
Advanced Shift Scheduling: A custom JavaScript-based widget for flexible shift scheduling, enabling the assignment of multiple shifts in a day and shifts spanning over 24 hours.
Secure Mobile Portal for Carers: A secure, PIN-based mobile portal for carers to:
- Receive real-time shift notifications.
- Clock in and out of shifts seamlessly.
Monitoring Dashboard: A comprehensive dashboard for care facilitators to monitor carers’ visits, ensuring transparency and real-time oversight.
Implementation Process
1. Requirement Gathering: Conducted workshops with stakeholders to capture needs, prioritize features, and define the project scope.
2. Iterative Development:
- Built core functionalities for managing client and carer records.
- Developed attendance tracking, shift scheduling, and a secure mobile portal for carers to clock in/out.
- Configured variable pay rates and client billing, including holiday-specific rates.
- Created dashboards for monitoring and reporting.
3. Testing and Feedback: Conducted User Acceptance Testing (UAT) at each stage, refining features based on feedback.
4. Phased Rollout: Introduced the solution gradually to Home Care Direct's carers, ensuring smooth adoption and addressing any issues promptly.
5. Post-Deployment Support: Provided ongoing support and implemented enhancements based on user feedback and performance.
Results and Impact
ThoughtLogik successfully delivered a unified system that centralizes client and carer records, shift scheduling, visit tracking, pay data, and invoicing, replacing outdated systems with a secure and efficient platform.
Key Outcomes:
Streamlined Operations: Centralized management of all key data reduced redundancies and manual efforts. Advanced shift scheduling, powered by a custom JavaScript widget, enabled seamless handling of complex multi-day shifts.
Improved Accuracy and Security: Secure e-Visit tracking via Zoho Creator’s portal ensured accurate attendance records, reducing payroll and billing errors. The system’s robust security features enhanced data protection and compliance.
Real-Time Insights: Facilitators gained instant visibility into carer visits, enabling better oversight and quicker issue resolution. Automated payroll and invoice reports provided immediate financial insights, reducing processing time and improving transparency.
Scalable and Future-Ready: The system was designed to evolve with Home Care Direct’s needs, ensuring long-term scalability. Compliant with industry standards, it addressed risks associated with the outdated system.
“This is a massive change for Home Care Direct, and we are excited about the possibilities e-Visits bring. We cannot wait to roll it out to all our clients! ”
