Excessive paperwork is a double burden for care homes

Understanding how the current paper-based routines look at any given care home, makes us wonder what this is all about. How so much time has come to be allocated to documentation has its reasons and own course. Meanwhile, a lot of time is consumed producing more negativity and constraints than promoting actually improved care outcomes.  

A few articles have been well worth the read, examining the pressure on care homes evidencing the care they provide.

“If it isn’t recorded, it didn’t happen”

Creating a transparent auditing trail is required, for when authorities like the CQC come knocking. All documentation must be up to date and easily accessible. However, these articles unanimously question how heaps of paperwork are of any proper assistance here.

So, is reducing paperwork the answer?

One of the findings of the Joseph Rowntree Foundation, when examining this field, was a risk of staff being assessed based on their ability to produce paperwork – rather than their actual skills for care. As the sector is facing a struggle of attracting new employees, this looks like an issue needing to be worked out.

Also, when the paperwork is partly fuelled by the fear of litigation, simply reducing the amount of paperwork that carers need to do cannot be the answer.

Is excessive paperwork in care homes undermining care for older people?
Are older people in care homes missing out on quality time with staff because workers are preoccupied with paperwork? Read the full research from The Joseph Rowntree Foundation here.

Looking at how paperwork is being compiled and done in the care home reveals a certain necessity for support and streamlining. Forms being duplicated and never cross-referenced with their respective or updated care plans doesn’t safeguard neither residents nor care workers, who ideally would be able to showcase what has been done to meet the individual wishes, interests and needs of any given resident, any given care plan, any given day.

Can care be measured? How to quantify 1:1 interactions?

At a glance, care and paperwork seem like two incongruent concepts. How can you even measure care? How is a meaningful conversation scored? The real question is probably more likely to be if we should try this at all?

In the research by Joseph Rowntree Foundation it was found that while care plans are important for securing that the needs of the residents have been fulfilled, there is also a risk that the single resident’s voice could be lost when he or she is deemed a set of needs rather than an actual person.

“In risk assessments, the focus tends to be on avoiding risk rather than on managing risk and enabling residents, whose wishes and priorities can be a secondary consideration. Paperwork associated with staff supervision and performance is rigorously assessed by regulators yet does not always result in effective staff development. These are just some of the areas in which paperwork does not necessarily help achieve intended outcomes.”

Recently, Jenni Mack from Holmes Care published a blog sharing a fine and granular best practice distinction between person-centred and person-led, opening up for a more preference-based service approach:

Person Centred or Person Led? by Jenni Mack
Are we getting it ALMOST right but not quite with our current obsession with Person CENTRED care? Should we perhaps be aiming more at Person - LED care? What is the difference between person centred and person led?

The never-ending ever-increasing burden

Paperwork is the never-ending ever-increasing burden and the mountain just keeps on growing and growing unless you tackle the root cause of the problem. At the same time, the ministerial “Cutting Red Tape” paper announces a lack of consistency between LAs creating insecurities with providers. Again, leading to over documentation.

In this “Review of adult social care - residential and nursing home sector” paperwork is mentioned 39 times. Only to be surrounded by negative stereotypes such as “unnecessary”, “burden” and “duplication”.

Out of 49 responses, 25 people raised the issue that “Paperwork takes staff away from care”. The top ringer only evened out by another 51% also stating that “Duplication of local authority contract monitoring requirements with CQC inspection requirements”. Read the full report "Cutting red tape" here.

Altogether, making a case for a somewhat different format and scope. Something much more outcomes based seems in the making.  

“The review team heard that an important concern for providers is what they report as the disproportionate time spent on form filling and pre-inspection work and how this significantly impacts on the time staff can spend with residents.”

From 30,000 pieces of paper to digital care planning
Before implementing Sekoia, the nursing home Quinton House near Stratford upon Avon printed 30,000 sheets of paper each month. That all changed when they decided to implement Sekoia in the fall of 2017. One year down the road Quinton House is saving 1,5 hours per care worker per shift.
16.05.2019   |   Documentation, Data, Digitalisation,
How digitalisation supports
decision-making in a care home

Every day managers are facing many decisions. Some easier than others. Digitalisation has the potential to greatly help the process by providing pieces of information that might not be available in a more paper-based care home.

17.06.2019   |   READ MORE
Scandinavian NFPs use
digital for quality improvements

In both Sweden and Denmark charities such as the Mary Homes and Stora Sköndal have made the switch from paper documentation to digital care planning. Using their data for both quality and efficiency enhancements makes their services more personalised, building on their respective beliefs and organisational visions.

10.05.2019   |   READ MORE
The benefits of documentation
in your care service

While it is a lawful requirement to provide documentation for the care you provide in your care service or nursing home, this documentation can be used as more than just evidence of the actions you have taken. Naturally, the importance of documentation in healthcare or in aged care facilities will always be important, so the potential for using the documentation more proactively comes from the way your entire organisation is set up to deal with the documentation. Is it done strictly as a way of covering your back only due to lawful requirements?

28.03.2019   |   READ MORE
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2 Eastbourne Terrace   /   London W2 6LG
contact@sekoia-care.co.uk   /   Call (0)20 7751 4010
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