There are a multitude of things to consider when seeking to implement a new client management system (a.k.a. Case Management System or Client Database), and manage the aftercare. So, here is a short how-to on making the process as easy as possible for your staff, so you can get faster results, and more efficient workers.
The idea of a CMS is that it will make your staff’s jobs easier and save them time that could be spent on other important tasks. Therefore, you must assess your own organisation and what you need from a CMS, before seeking one out. This may include documenting your business processes (and potentially streamlining and standardising them), and noting what you will absolutely need from a new system, and what you simply want but is not a necessity. Talk to your staff about the current system they are using, and what improvements they would like to see. They are the ones who will be using the system, so getting them on board and finding out what they need will make it easier for you.
You will also need to determine a budget, and stick to it - just because something seems flashy and expensive, it does not mean it will be best suited to your organisation. Don’t choose the first system you find; do your research, and have a look at how the system charges you for use, and whether or not one system is better value than another over both the short and long term.
Integration of the new system with any current systems you are already using is another important factor - determining whether or not your staff are willing to use a more manual system can be the deciding factor. A similar thing to consider is integration with any government systems you require - for example, not all client management systems in the community health sector integrate with the Australian DSS Data Exchange, meaning that finding one that does will help streamline some of your processes and save your staff time.
Training is often the trickiest part; it is often tricky to get all staff members in a room at the same time. Therefore, the type of training offered by a CMS provider is significant - if numerous sessions are required, or the process is long, your transition will not be simple, like it should be. In this situation, we suggest nominating one person to be a super-user, who can train other staff members in using the system, and be their helping hand, in conjunction with support offered by the providers of the system.
Implementing a new client management system is not a simple task, and change will be difficult for your staff members, as it invariably is for most of us. But, by doing your research and preparations, you can make the process as seamless as possible, and get the most out of your chosen system. We here at Pnyx are constantly seeking to improve our introductory processes, and make it as easy as possible for you to bring us in to your workplace. We offer long-term support whenever you need it, provide training sessions and one-on-one super-user creation, integrate with the DSS Data Exchange, and only charge based on how many Circles you create, which is ideal for smaller organisations. Check out our features here, or to find out if Pnyx is ideal for your organisation, contact us now.