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Carebase Optimizes HR and Quality Assurance Processes with DocuWare Cloud
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
- Platform as a Service (PaaS) - Data Management Platforms
Applicable Industries
- Healthcare & Hospitals
Applicable Functions
- Human Resources
- Quality Assurance
Use Cases
- Personnel Tracking & Monitoring
- Regulatory Compliance Monitoring
- Remote Collaboration
Services
- Cloud Planning, Design & Implementation Services
- System Integration
- Training
The Challenge
Carebase, a leading operator of retirement and nursing homes in the UK, faced challenges in its HR and quality assurance processes. The company's recruitment process was paper-based and involved a checklist of required documents for each new hire. However, as recruitment increased, the process became problematic with frequent scanning and printing of documents, difficulty in retrieval, and the risk of using incorrect or older versions. It was often unclear which documents were still needed to complete the process. In quality assurance, each home kitchen used a daily “kitchen sheet” to record food serving or refrigerator and freezer temperatures. Quality management had to manually compile and check data from these daily reports.
About The Customer
Carebase is a leading operator of retirement and nursing homes in the UK. The company runs a total of 15 facilities and places a high emphasis on creating the right atmosphere for its residents. This involves ensuring that residents always feel at home while receiving the best possible care. To achieve this, Carebase places a high importance on staff selection and quality management. Many of the nurses employed by Carebase come from outside the UK, which adds additional requirements to the recruitment process. The company's quality assurance process involves process documentation such as recording food serving or refrigerator and freezer temperatures in each home kitchen.
The Solution
Carebase decided to implement the cloud-based document management system (DMS), DocuWare Cloud, to optimize its HR and quality assurance processes. The system was set up in just one week, and the most important recruitment process was digitally mapped. The previous checklist is now created electronically and stored in the document pool. DocuWare then reminds both new recruits and the HR department of the required documents in a fully automated workflow. Once the documents are complete, the HR department closes the process with a click of the mouse. The complete personnel file then remains in the audit-proof archive in compliance with the law. For quality assurance, DocuWare Cloud not only takes care of digital document storage, but also connects to other cloud applications such as Microsoft Power Automate via the iPaaS platform Make. There, the data is processed further and summarised for easier reporting.
Operational Impact
Quantitative Benefit
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