Care homes and hospitals are the busiest places that focus on delivering high-quality care and services. That is why it is important to focus on your most valuable resource - your workforce.

Workforce management (WFM) is a solution that helps organisations manage the operational deployment of their employees effectively and productively. The core functions of a WFM include rota planning, time and attendance tracking, absence management, compliance and training to name a few. Assisting the care homes, nursing homes and healthcare organisations with operational efficiency, cost reduction, employee engagement and compliance tracking, WFM solutions helps in delivering great service levels.

With the increasing adoption of WFM solutions, there is also a growing number of WFM vendors launching their products into the market. You might be probably aware that there are a number of different WFM solutions available, from which you have to make a pick. So, how do you decide which of these solutions and solution providers are best for you?

As a workforce management solutions provider, we JMS One have come across various questions raised by our potential customers while searching for the right solution to fit your care home needs. Here are a few questions you need to ask before choosing and implementing a workforce management solution.

1. Is it easy to implement and use?

This is the most crucial element to consider while choosing a WFM solution for your care home. One of the most significant disadvantages of using a workforce management system has been the time it takes to implement the program. Many solutions are still too difficult to set up and run efficiently, causing many firms either to discard or underutilize them. That is why it is essential to make sure that the solution you choose should be simple to set up and use. The digital solution should feature a user-friendly platform with clear dashboards and easy to navigate interfaces.

2. Does the WFM solution have an employee portal?

An effective workforce management solution is not only used to manage your team productively but also to keep them engaged and informed. As a result, it is essential to make sure that the WFM software you choose for your care home have an employee portal where your staff can view their schedule, manage their leave, keep track of their attendance and more. Is the employee portal accessible from anywhere, anytime? Does the software support mobile view? Do they offer a mobile application?  Any WFM solution worth considering will have inbuilt features to encourage and support employee engagement. Your staff should be able to use their portal at their convenience.

3. Does it harness the power of automation?

Care home managers need to predict the staffing needs, create a fair rota and distribute it accurately with the right staff to provide the best scheduling solutions. Each of these rota planning and development processes has its own set of challenges for managers. Having workforce management software with automated scheduling features help the management in smooth operations.

An automated WFM platform with AI-enabled attributes helps your care home save time, become more efficient and boost your employee morale. So, make sure to check whether the prospective WFM solution leverage the power of AI and automation.

4. What are the core features?

As a care home, you need a solution to manage your administrative and employee operations efficiently. Enquire about the core features of the workforce management solution in detail. Do they offer automated employee scheduling features? What about time and attendance tracking? Look for a software solution that allows you to create fair rotas based on your employee skills, experience and even according to your peak timings, just with a single click.

Moreover, the best workforce management software comes with a fully-integrated time, attendance and leave tracking system and reporting feature. Such software solutions also allow employees to clock in and clock out using their mobile phones, thus rendering a seamless experience for employees. 

5. Can it help with regulatory compliance?

Care homes need to comply with various laws and regulations to ensure patient safety, clinical care and patient data privacy. All CQC-regulated organizations must have an effective governance framework to ensure that they fulfil the appropriate requirements. During the assessment, CQC will check if there are well-defined processes in the organization to track and regulate the quality and safety of care.

Following the regulations without the right software would be a hassle. That is why it is essential to choose a digital solution that can help you keep track of documentation, reporting and training requirements to manage compliance.

6. Does it integrate with your existing software?

Does your care home have any existing software applications and tools in place for processing payrolls or reporting? If yes, then it is important to make sure your WFM implementation integrates with both your current and future application landscapes. Learn about integration options available with the prospective WFM system depending on your current tools or future applications you may use.

Above all, you need to choose a WFM solution provider you can rely on, one that knows your industry and the exact issues you're trying to tackle by improving your workforce management.

If you are wondering how to make your workforce more efficient and productive, then let us guide you with the right technical assistance. Book a virtual demo with us right away.