App transforms admin at award-winning West Norfolk home care company

A new app developed by an award-winning West Norfolk home care company is helping to streamline record keeping while reducing waste. 

Carers at family-run firm Extra Hands, based in Heacham, can now use their phones to instantly access online forms rather than having to fill in and send back paper versions.

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The app is also being developed as a training resource, which will offer a library of ‘bite-size’ videos which carers can readily access.

Justin Mayes, training manager with Extra Hands, which was set up in 1993, said it was a practical way to deal with essential forms.

One example is the logging of financial transaction forms, which record when a service user gives a carer money to pay bills.

Justin said: “It used to be that all of our service users had a sheet of paper and every financial transaction was filled in on the sheet of paper and the idea was it came back in quick time.

“Now there is no delay at all - every single financial transaction comes straight through to the office to the manager.

“It is there instantly, they can see exactly what is happening and put the information onto the service user’s records.”

Other forms which are available on the app to help staff tackle day-to-day administration include mileage for, holiday requests and their vaccine records.

The app is also being used to help new members of the team at Extra Hands.

New staff can log different tasks they have completed via the app to build up evidence towards completing their care certificate.

Justin said the app was also being developed to include links to training resources, including ‘refresher’ videos on topics such as catheter care, diabetes and bed making.
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“It is short-bite size videos, with the aim of enabling carers to refresh their existing knowledge,” he said.

“A resource library will be built up that carers can tap into if they want to have a reminder of a particular topic.”

Other uses for the app include allowing staff to access a link to online staff meetings or catch up with a recording of it if they cannot attend.

The app can quickly be downloaded on phones and the majority of carers at Extra Hands, which provides a variety of home care visit packages across Norfolk to suit all requirements and budgets, are now using it on a daily basis.

Justin said there had been positive feedback from staff on how easy it is to use.

He said: “The new app means we have a lot of forms coming back more quickly than ever before.
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“It streamlines the system and makes it easier for everyone involved, as well as saving paper being printed off and reducing waste."