Care providers often ask how long it takes to onboard a care provider onto a care management software platform like Careberry. The answer depends on several factors. Care management software is designed to solve problems such as rostering, staffing, and care planning, making the onboarding process crucial after deciding on the right platform.
Based on experience, there are some key considerations to keep in mind.
Firstly, are all the key staff fully involved and on board? Never underestimate the impact of unhappy or resistant team members. You only need one negative voice to derail your project. Ensuring everyone understands the new system's benefits and is committed to its success is vital.
Secondly, give proper consideration to your current system. What’s your plan for it? Are you going to abandon it completely, and if so, have you set a firm date? Running two systems in parallel may seem like a safe backup plan to avoid risks, but it can confuse staff. If your old system is still available, those reluctant to change might continue using it, which can affect compliance and create unnecessary complexity. One way around this issue could be to give access to a certain number of people on the old and new platforms. Or keep the old system in the background with no access and be prepared to roll back if necessary.
Another important point is whether you’ve appointed a project lead. Is there someone from the senior team who owns the project? Clear leadership is essential for success. You also need a solid plan for communication with your care management software provider. Do you have a named contact you can rely on for support and updates?
At Careberry, we’ve had various experiences with onboarding. In some cases, companies have successfully gone live within 48 hours. These companies had clear goals, with owners or registered managers who knew exactly what they wanted and who committed both resources and time to drive the project forward. It’s tough, but with strong leadership and sufficient resources, it is achievable.
However, the onboarding process depends on the size of the company, the resources they allocate to the process, the commitment of the senior management team, the support new care management software provides and how clear is their onboarding process. A care provider with 60 clients should be comfortably onboarded within 4 weeks. Of course, larger providers need a staged process. At Careberry, we have automated most of the process given that you have data from your existing system. For example, uploading carers'/clients' details including their addresses can be time-consuming but we have made it possible to upload them seamlessly.
Finally, the onboarding process is often a strong indicator of overall success. Those who plan properly, allocate resources and ensure full team engagement usually do well.