Recognising the critical need for up-to-date management information, an investigation was launched in 2022 to identify an affordable and comprehensive Management Information System tailored to the organisation’s needs. After thorough evaluations and multiple demonstrations by various companies, the decision was made to adopt the Integrated Health Care & Facilities Management (IHFM) software system across all Badisa homes and facilities for the elderly and disabled.
This system, which had already been successfully developed and implemented in collaboration with PlumRus (one of Badisa’s homes), proved to be the most suitable. Consequently, the first module of the IHFM system will be rolled out to all relevant homes and facilities to enhance operational efficiency and service delivery.
The system enables staff to create records quickly and efficiently, while automatically managing who is responsible for what, and letting them know when their input is required. Information is also immediately available to the relevant staff and management, which also enables managers and family to take decisions and communicate effectively, with all the facts on hand.
The IHFM offers four modules that can be phased in over time namely:
- Module 1: An on-line waiting list system that allows applicants to submit their applications for accommodation to more than one facility at the same time based on available information on available beds per category of accommodation or care required.
- Module 2: A customised electronic resident- and accommodation management system that contains essential information per resident such as their medical history, next of kin contact details, services provided, digital copies of all correspondence and service delivery agreements per resident linked to a specific room.
- Module 3: A healthcare management system with automated alerts based on configurable indicators that creates a paperless environment where health care services rendered by nursing- and care staff are captured electronically including amongst others daily care provided, recording of vitals, care plans of residents, script management, care instructions from nursing staff and shift handover reports.
- Module 4: Risk- and Maintenance Management inclusive of the management of panic buttons pressed and action taken, fire alarms and other emergencies, people and /or vehicles on site, patrols and Inspections, maintenance requests and building maintenance and staffing records/matters.
As a start, the Management Team of Badisa, after thorough consultation with its programs, decided to first deploy the waiting list module across all homes and facilities for older and disabled persons. The implementation of additional modules (2 to 4) will be at the discretion of individual programs, based on affordability.
Starting on 1 April 2023, the rollout began with the identification of a responsible person at each home/facility, downloading the software, training staff, creating a help desk for inquiries, further developing the software to meet the organisation’s unique needs, and monitoring system utilisation.
Expectedly, there were initial growing pains during this process. However, in facilities that embraced the system, significant benefits were observed such as enhanced convenience and professionalism in public service, and quicker filling of vacant beds.
Numerous adjustments have been made to ensure the availability of essential management information, which is crucial for strategic decision-making. The Management Team firmly believes that the IHFM system will be strategically vital, providing timely and accurate management information that will offer a competitive edge for Badisa in the future.
Streamlining Elderly Care: Integrated Health Management System (IHFM)
Written by George Holtzhauzen, previous manager of Plumrus
Administering care for older persons is a unique challenge, requiring adherence to regulations and best practices while being accountable to families and the community. Recognising this need, PlumRus, one of Badisa’s programs, developed a comprehensive electronic system known as the Integrated Health Management System (IHFM). Fully implemented at PlumRus in 2019, IHFM captures resident data from the application stage through to end-of-life care.
The IHFM system meticulously records all aspects of resident care, including application and placement on a waiting list, admission details, daily nursing services, medication administration, food provision, cleaning services, laundry services, and participation in stimulation activities. This data is captured via mobile phones, making it accessible to management, doctors, and families.
Additionally, the waiting list administration has been adapted and implemented across Badisa, allowing older persons, family members, and the community to view available accommodations and services online and monitor their progress on the waiting list.
The system’s success has led to its installation at other institutions, including CPOA, Trans 50 Group, Med Crowd Care, and various other homes. Badisa’s IHFM at PlumRus stands as the first and most comprehensive integrated facilities and program management system for older persons, setting a new standard in elderly care administration.
