How ready is your facility for
digital transformation?

Paper MAR

Medication records on paper forms. Manual sign-off. Errors caught during rounds.

Partial digital

Some records are digitised (e.g. spreadsheet), but dispensing and sign-off are still paper.

Mostly digital

Using a digital MAR for most residents, but some edge cases still handled manually.

Fully digital

All medication tracked digitally with 5 Rights alerts, automated MAR, and audit trails.

Fully paper-based

Incidents logged on paper forms, filed in folders. Trends reviewed manually during audits.

Partially digital

Some incidents captured in spreadsheets or email, but no centralised system. Escalation is manual.

Mostly digital

Using a digital system for most incidents, but some processes still run offline.

Fully digital

All incidents captured digitally with automated escalation, trend analytics, and real-time dashboards.

Manual rosters

Paper-based or whiteboard schedules. Changes communicated by phone or in person.

Excel + WhatsApp

Spreadsheet rosters shared via WhatsApp. Updates are manual and prone to version conflicts.

Scheduling software

Using a dedicated scheduling tool, but not integrated with care records or HR.

Integrated platform

Scheduling fully integrated with care records, payroll, and staff availability — real-time updates.

Pull paper files

Audit prep means gathering paper folders. Record retrieval is slow and error-prone.

Mixed paper/digital

Some records are digital, but pulling a full audit pack still requires significant manual effort.

Digital with manual reports

Records are mostly digital, but generating audit reports requires manual compilation.

Automated reporting

Audit-ready reports generated on demand. All records timestamped and traceable.

Phone calls only

All family communication is by phone. No written records of updates shared.

Phone + occasional email

Calls supplemented by occasional email. No systematic update process.

Email/app updates

Families receive regular updates via email or a basic app, but access is limited.

Self-service portal

Families access a real-time portal with care notes, updates, and incident notifications.

Phone/WhatsApp

Volunteer coordination is ad hoc by phone or group chat. No formal records.

Spreadsheets

Volunteer records in spreadsheets. Scheduling and hours tracking are manual.

Basic scheduling tool

Using a tool for scheduling, but donor management and reporting are separate.

Full VMS platform

Volunteers, donors, and beneficiaries managed in one system with automated scheduling and grant reporting.

Manual compilation

Reports compiled by pulling records from multiple sources. Takes hours or days.

Excel pivot tables

Data exported to Excel and analysed manually. Prone to errors and version conflicts.

Semi-automated dashboards

Some reports auto-generated, but key metrics still need manual input or calculation.

Real-time analytics

All operational reports generated on demand from live data. No manual compilation needed.