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Microsoft Power Automate Simplifies Document Tracking and Resident Management
A leading healthcare and care home group in the United Kingdom provides compassionate care and comfortable living for elderly residents across multiple facilities. With a growing number of residents and staff, the group needed to ensure every process from documentation to data management was done accurately.
To overcome these challenges, the organization wanted to automate document status tracking for staff and implement a centralized system to manage all resident data efficiently.
- Technology: Microsoft Power Automate Desktop, PowerApps
- Country: United Kingdom
- Industry: Healthcare
Challenges Faced
As the organization expanded, manual processes started slowing teams down and affecting compliance tracking.
1. For Staff Documentation and Compliance Tracking
- Manual verification efforts: Staff had to spend hours checking whether employee documents were signed and updated.
- No centralized visibility: There was no unified platform to view document signing status across the entire team.
- Inefficient monitoring: Checking each team member’s status individually in the Planday Rota Software was time-consuming and inefficient.
- Lack of automation: Missing automated alerts for pending or expired documents led to compliance risks.
2. For Resident Directory and Accommodation management
- Scattered data sources: Resident information was manually maintained across multiple systems.
- Tracking challenges: Difficulty in monitoring move-ins, move-outs, and transfers between facilities.
- Inconsistent data: Remarks and historical information were recorded inconsistently across teams.
- Reporting limitations: Without an export option, generating reports for audits or management reviews was difficult.
Solution
To simplify operations and reduce manual work, our team implemented two automation-driven solutions using Microsoft Power Automate Desktop and Power Apps. Together, they helped the client centralize data, automate document tracking, and streamline resident management — all without disrupting existing systems. Here’s how each solution worked:
1. Workflow Automation Using Power Automate Desktop and Power Apps
We implemented an intelligent workflow automation process using Microsoft Power Automate Desktop, seamlessly integrated with the client’s Planday system via secure third-party API connections. With automation in place, managers could instantly view document signing status for all employees in one unified dashboard — no more opening individual profiles.
Key Highlights:
- Automated tracking: Automated document tracking and verification process.
- Seamless integration: Real-time data synchronization via API integration.
- Centralized visibility: Dashboard displaying overall document status.
- Smart alerts: Automated notifications for unsigned or overdue documents.
- Future-ready: Scalable automation setup for workflow extensions.
2. Resident Directory Management System with Power Apps
We built a Microsoft PowerApps-based Resident Directory Management System that centralizes resident data and accommodation records in one secure, cloud-powered platform. Using PowerApps automation, staff can easily manage move-ins, move-outs, room assignments, and resident history, ensuring real-time visibility, accurate reporting, and improved care home management efficiency.
Key Highlights:
- Centralized database: Unified platform for all resident data.
- Live tracking: Real-time updates on move-ins, move-outs, and transfers.
- Searchable records: Full resident history with remarks and timelines.
- Optimized management: Streamlined occupancy tracking and administration.
- User-friendly: Simplified data entry with an intuitive interface.
We successfully transformed the client document management and resident data processes. Staff can now focus more on resident care rather than administrative tasks. The automation takes care of repetitive checks, freeing up valuable time and reducing stress.
By automating workflow tracking, we:
- Reduced verification time: Time spent on document verification decreased by over 70%.
- Centralized visibility: Provided management with a real-time, unified view of staff compliance.
- Higher accuracy: Minimized human errors and improved overall accountability.
Through the Resident Directory Management System, we:
- Unified data access: Centralized resident information for quick updates and easy access.
- Improved collaboration: Home care and administrative teams now work in sync, sharing live resident data.
- Accurate record-keeping: Resident histories and remarks are now consistently recorded and readily accessible.
Overall, we helped the client save time, reduce administrative burden, and ensure compliance — while creating a foundation for future digital improvements.
Core Key Features
Automated Document Tracking
Quickly and efficiently verify the compliance status of all staff documents in one centralized system, eliminating manual checks.
Third-Party API Integration
Securely connects with existing workforce management tools, enabling real-time synchronization of data and seamless workflow automation.
Centralized Dashboard
A single interface where managers can view document compliance, track resident status, and quickly search profiles or history.
Automated Alerts & Reporting
Instant notifications for overdue documents, along with Excel export functionality for audits and reviews.
Excel Export Functionality
Allows users to generate detailed reports and export them to Excel for audits, reviews, or operational analysis.
Resident Directory Management
Consolidates all resident information in one secure system, including personal details, accommodation, and historical records.
Move-In/Move-Out Tracking
Tracks resident transitions accurately, including new move-ins, transfers, and departures, to maintain up-to-date occupancy records.
Searchable Database
Allows staff to quickly locate resident profiles, historical data, and remarks, improving efficiency and reducing errors.
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