An electronic care management system can make an enormous difference to business efficiency and the quality of your care records. 

This makes it so important that you pick the right system for you, which can be a daunting task.

We’ve put together a list of tips to help you get started on your clinical management system selection process.


Tips - create a checklist

Write a ‘must-haves’ checklist 

Create a list of non-negotiable features your new care management system must have.

For example:

  • Person-centered care planning
  • Automated creation of care plans 
  • Tools for management monitoring and oversight
  • Risk assessment
  • Audits and reviews 
  • Clinical updates in accordance with legislation and best practice
  • Clinical input into the design of the system
  • Business continuity and offline functionality
  • Reporting capabilities
  • Business intelligence tools for benchmarking and identifying trends
  • Family members access 

If looking for an eMAR also:

  • Medication round management
  • Medication ordering


Tips - review internal resources

Review your internal resources

Review your existing IT infrastructure. 

Do you need new devices? Computers, laptops, tablets? Will you need to update servers, increase hard drive space?

If you have outdated or limited infrastructure look for a system provider that offers a cloud solution.

This can alleviate costly infrastructure upgrades. 

Review your human resources.

Do you have dedicated IT staff at your facility?

If not, look for a system provider that offers comprehensive Technical Support.


Tips - questions and scenarios

Be prepared for product demonstrations

Bring your ‘must-haves’ checklist into each product demonstration you see. 

This provides a straightforward means of seeing how different systems stack up against each other.

Write a list of case studies or example scenarios you would like to see addressed.

This enables you to get an idea of the degree to which each care system addresses your needs and any pain points in your current processes. 

You will get a good idea of which systems best fits your organisational workflow.


Tips - see multiple product demonstrations

See multiple product demonstrations

See a product demonstration from at least three different system providers.

Make sure to involve key decision makers – those that will be involved in the system implementation and roll out.

Involve staff that will be end users of the system.

It is critical that the system will work on the floor in real life scenarios and fits your workflow.

Ask to see a second or third demonstration if you need to.

This is an important decision and a significant investment.

Request more information wherever needed to ensure you make the right decision.


Tips - review quotes carefully

Review proposals carefully

Don’t get caught out by misleading quotes!

Ensure that quotes you review include licencing fees for ongoing use of the care management system, as well as implementation and training costs. 

Training is crucial to the success of implementing a system and ensuring staff use it to its full potential.

Be wary of quotes that don’t include training costs at the outset.

These can drive up the total cost and you want to make it clear how much this will be before beginning.

Look into the level of technical and clinical support the provider is offering you, not just during implementation but in an ongoing capacity.

Don’t get caught out by system providers that become less responsive in providing Technical Support once the system is in place.


Tips - pick a provider than requests input

Making your final selection

Select a care management system provider that:

  • Meets your key product criteria (ticks off as many boxes in your must-haves checklist as possible)
  • Offers a high level of ongoing Technical Support
  • Regularly updates the product, and client input is sought on updates
  • Is a good fit for your company

Ideally, you will be working with your care management system provider for many years to come. 

Choose one that not only offers a high-quality product but can also offer a positive and collaborative ongoing partnership.

The relationship should not be one-sided.

As a client, you should have avenues to regularly provide feedback and make requests.