If you’re running a homecare agency, chances are you have a million plates spinning in the air, and the idea of transitioning to new software sounds scary. Any change can feel like it might disrupt that delicate balance that keeps you operating smoothly. But what if there was a way to make a smooth software transition, one that ultimately leads to significant improvements in efficiency and effectiveness for your business?
Peter Valessares, Executive Director at Hellenic Foundation, shared his insights and experiences making a software change during our recent webinar. Here are some of his top five pieces of advice for agencies considering taking the leap.
When their current platform was no longer being supported, Hellenic Foundation searched for a new solution. The challenge was identifying software that truly met their needs. After a misstep with another platform, HHAeXchange stood out due to its comprehensive training protocol. This thorough investigation and review process before committing was crucial, but to truly know if the software is going to work out, Valessares believes agencies need to put their full effort into giving it a shot.
Valessares said, “Do your investigation. And once you select [a platform], commit. Know the platform, know what needs to be done to continue your operation, so that you’re not changing your operations to fit the platform; rather, you have the ability with whatever platform you choose to tweak it to make your operations more effective and efficient.”
Although Valessares made the final call as the executive director, involving the team in the decision was essential. Full commitment from everyone was necessary, so they established guidelines to meet their goals. He said, “Change is difficult, and there will always be initial pushback. However, a clear relationship with the software provider from the start helps mitigate these challenges.” The implementation and support procedures from HHAeXchange, he noted, were vital to their success.
One of HHAeXchange’s biggest advantages was their ongoing support, especially when real challenges emerged during implementation. Valessares appreciated that HHAeXchange’s client success team provided continuous support, addressing new issues as they arose. This allowed the staff to focus on their responsibilities without the stress of unresolved technical issues.
According to Valessares, “Most of the platforms today on the market provide the same basic things on the surface. And that’s why when I talk about the training, the upfront training, the implementation team and the support, that’s because to me that’s what made the biggest difference.”
Training the entire team together was critical. The online training modules provided a solid foundation, and they discussed and reviewed them as a team. Valessares also highlighted the importance of accurate data input during the initial onboarding to prevent additional work down the line. Ensuring that everyone is on the same page from the start streamlines the implementation process.
Valessares said, “There is an initial data input into the platform when you begin, and it is critical that all the data that you input is accurate and correct. Because if attention isn’t given to that, then it’s going to create additional effort. It requires you as a provider to do your due diligence and make sure everything that is imported into the platform is accurate. And then when you do your training, and when you begin implementing, you can better utilize what they’re providing you with.”
Hellenic Foundation faced specific operational challenges, such as differences in travel time calculations. However, Valessares valued HHAeXchange’s willingness to develop workarounds and refine the platform to fit their requirements, “That’s what we appreciate about HHAeXchange —the follow up, the success team, the continuous support. When issues come up, we can’t stop the bus. How do we create a workaround, and what’s an effective, efficient way of doing that? HHAeXchange has been able to do that and that’s great. That’s where the concern and consideration is given by HHAeXchange to its clients.”
Taking the Leap
And there you have it—five invaluable tips straight from a successful software transition. As Valessares demonstrated, the path to a smoother and more efficient operation is paved with careful planning, team involvement, and the right support.
Ready to transform your homecare agency’s operations with a software solution that adapts to your unique needs? At HHAeXchange, we pride ourselves on providing the tools, training, and support you need to make your transition as seamless as possible. Whether you’re just beginning to explore your options or ready to dive in, we’re here to help every step of the way.
Schedule a demo today to learn more about how we can help you take the leap!
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