H2o Networks CEO Adam James Abrahami provided care providers with valuable insights on cost savings, grant opportunities, and operational improvements for staff. Adam advises Care Providers throughout the UK and works with Owners, Directors and Finance Directors to streamline and improve their care businesses. His presentation featured mini case studies from Serene Care, Jawa Group, and a luxury care operator, highlighting real-world strategies for enhanced efficiency and financial support…
In care homes, we often see recurring issues regardless of the provider or care home ownership. The main frustrations typically revolve around the staff, particularly the Manager. Common challenges include:
- WIFI or Internet Connectivity Issues: Frequent disruptions or unreliable connections, affecting daily operations.
- Access Problems with Digital Care Planning Systems: Difficulty accessing digital systems, leading staff to go home and complete essential tasks.
- Dependence on Internet and WIFI: The sector’s increasing reliance on digital systems for both administrative work and resident services.
- Lack of Urgency from Suppliers: Many suppliers treat care homes as one-size-fits-all, resulting in slow or ineffective support especially for phone and Internet related outages.
- Resident Use of WIFI: Residents now rely on WIFI for smart TVs, Alexa devices, and other services, increasing demand on the network.
- CQC’s Digital Shift: The Care Quality Commission (CQC) is moving toward a more digital framework, which adds another layer of complexity.
In the past, these issues were less of a concern, as many processes were paper-based, and phone lines were separate from the internet. However, today, a reliable internet connection is critical to the smooth running of care homes.
Here are five key tips to help care homes maximise savings and ensure their manages and staff can overcome these issue so it just works effectively:
Tip 1: Secure Up to £120K in Funding for Digital Infrastructure
At the IVT Savoy Place in London, two case studies were presented: one from a care provider with four care homes and another from a larger group with 80+ care homes. Both successfully secured funding through a combination of three key sources:
- Digital Social Care Records (DSCR) Funding for Digital Care Planning
The NHS provides funding for care providers that do not yet have an approved Digital Care Planning system. This can cover up to £10K per care home for the first year’s subscription, handheld devices, computers, and essential infrastructure such as Wi-Fi and internet grants. - Digitising Social Care Fund for Technology & Innovation
This fund supports the adoption of care-enhancing technology, including fall prevention motion detectors, Alexa devices, and other assistive care technologies that improve resident safety and care delivery. - Business Growth Funds
Certain regions, such as Leicester and Nottingham, offer match funding to encourage economic growth in care homes. For example, if a care home invests £10K, the local council may provide an additional £10K, bringing the total to £20K. This funding supports initiatives such as hiring local staff, expanding care facilities, or introducing new care services.
By leveraging these funding sources, care providers can significantly enhance their digital infrastructure and improve the quality of care they offer.
Tip 2: Save £5K Per Month on Phones and Telecom Providers
A luxury care operator with 16 care homes, each averaging 70–120 beds, prioritized cost and operational efficiency. Despite having newer Voice Over Internet Protocol (VOIP) systems in many of their homes, telecom costs remained high, and there were ongoing issues.
One key challenge was identifying which phone lines were actively in use. After a thorough analysis, any lines that were unnecessary—such as lift and alarm lines that required upgrades due to BT’s 2027 cut-off—were transitioned to VOIP. For lines with uncertain usage, instead of cancelling them outright, the operator implemented a SOFT STOP. This temporarily disables the lines without fully disconnecting them, allowing them to be reactivated if needed. If no complaints arose from the care homes, those lines were permanently removed.
By streamlining telecom services, eliminating outdated lines, and negotiating better VOIP rates, the care provider successfully saved an average of £5K per month.
Many care providers overlook telecom costs on their Profit & Loss statements, as they seem minor compared to expenses like directly employed staff, agency workers, and food. However, strategic telecom management can yield substantial savings without compromising service quality.
Tip 3: Using Care Planning Devices as Phones – Enhancing Efficiency for Carers and Managers
This tip focuses on reducing telecom costs while improving efficiency for carers and managers in care homes. Traditionally, desk or cordless phones operate separately, but with modern technology, care planning devices can now function as cordless phones.
By installing a free phone app on these devices, care homes can eliminate the need for additional phones. Staff can make calls, including emergency calls to 999 or 111, directly from their care planning devices, improving accessibility and streamlining communication.
A key advantage is integration with care planning and door entry systems. This allows staff to grant access to ambulances via video door entry, further enhancing operational efficiency.
It’s also worth checking with your telecom provider to ensure you’re on the best pricing structure. Opting for a provider that charges per home rather than per phone extension can lead to significant savings. This approach enables all staff—carers, maintenance, chefs, and more—to have phone access via their mobile devices or laptops without the extra cost of individual extensions.
Tip 4: Integrated Door Entry System for Care Planning Devices
Care planning devices can now feature an integrated app that connects with the Door Entry Phone System, eliminating the need for a separate handset on the wall to grant access to the care home. With this integration, staff can easily see who is at the door, making it especially valuable during emergency situations, such as when an ambulance arrives. The integration of the Door Entry system enhances staff safety, particularly at night, and allows for a quicker response to emergencies. This system is often more cost-effective than traditional door entry systems, as there’s no need for a separate handset or opening control. It works seamlessly with existing digital care planning devices or phone systems.
Tip 5: Reduce Internal IT Headcount, Save £160K Annually, and Streamline IT Operations
This case study highlights a care group that rapidly expanded from 10 to 40 care homes. With growth came the need for a new head office, an internal IT team, and the decision to part ways with their outsourced IT provider. However, they soon encountered challenges, including slower response times and conflicts between their IT team and telecom provider.
At the same time, they reviewed costs and realized their in-house IT setup—comprising three IT staff and a head of IT—was costing £160K annually.
Upon reassessment, they opted to revert to their previous outsourced IT provider, who had successfully supported them when they operated just 10 care homes. This decision reduced their IT expenses from £160K to £60K per year while improving efficiency. With an operations team member managing IT concerns across care homes and head office, response times improved, and telecom conflicts were resolved more effectively.
Adam James Abrahami MCP, MA, BA (Hons) works with Care Providers such as the Bondcare Group and Care Worldwide for the last 25 years to directly reduce costs and improve operational efficiencies.
Have you know if any grants or funding are still available?
Do you want the same cost analysis template that we use with Finance Directors?
If you do please get in touch with Adam on 020 8905 3333 adam@itforcarehomes.co.uk
