Zenya for elderly care
Greater certainty on the ward or at the bedside, and continuous oversight of quality and safety, without increasing your administrative workload.
“The software not only makes my job easier, it ultimately ensures that we can provide better care to clients. And that’s what it’s all about.”
More clients and more complex care, organizations spanning multiple locations, teams whose schedules change overnight. And on top of all that, you need to ensure that everything is clearly done by the book—for inspections, for your auditor, or for clients’ concerned family members.
Getting it right on paper is the first step, but everyone in the organization needs to bring what’s on paper to life while delivering care. That’s the hard part, but luckily there’s software that can help you with it.
Discover how we support organizations in elderly care—from individual care homes to home care, nursing facilities, and treatment centers.
Trusted daily by: De Waalboog, Argos Zorggroep, Agapè, and others.
Quality in Elderly Care
It’s certainly not the effort that elderly care professionals put into their work. But we see a few recurring factors that make quality assurance more challenging in your specific healthcare sector. These four are the most common:
Shifting team compositions. Some of your quality assurance agreements are stored in the minds of permanent staff members. Today’s temporary employee doesn’t have access to them.
Every facility operates just a little differently. A single protocol or procedure may be handled slightly differently by different facilities.
Reporting incidents and complaints takes time, but the results aren’t visible. Without regular feedback, colleagues who report incidents will be less likely to actively commit to reporting in the future.
Information is scattered and hard to find. It’s in your care records, files, on your shared drive, and in a binder in one of your filing cabinets.
None of these are necessarily reasons to question the quality of your policies. More often, it’s about the gap between what’s on paper and what actually happens during the day. The protocols and procedures you’ve implemented need to be correctly applied when a nurse is providing care, for example. Cases like this mean your quality policies need to be fresh in the minds of all your colleagues or easily accessible in your quality management software. Fortunately, that’s something you can work on—step by step.
Five Ways to Make Quality Stick
A team that has worked tirelessly on its approach for years isn’t ready to just let it all go and start from scratch. It’s better to start small—with a single process or facility, for example—and build on what’s already working well. Once those improvements start yielding results, it’ll be easier to convince your colleagues to get on board with further changes.
One up-to-date version, stored in a single location, and written in a way that every colleague—even new ones—can understand at a glance. No more conflicting versions, and no more uncertainty about whether you’ve found the right way to handle a procedure.
Your colleagues are the best way to gain support for your improvements. Involve medical professionals and team leaders early on to gather feedback and work together toward better results. A proud colleague who was involved in the project will inspire others far more than a few emails or meetings ever could.
A modified procedure, a conversation with the pharmacist, an extra check when dispensing medication. Just a few examples of the results that come from active reporting. And your colleagues want to hear about it. Let them know that their reporting is valuable, and they’ll contribute more and more. That way, you can stop analyzing individual events and start recognizing patterns that can be used to drive more effective improvements.
Accountability and compliance aren’t projects you start a week before an audit. Or at least, they shouldn’t be. If you integrate them into everything you do and track your actions efficiently, you’re always ready to demonstrate your compliance status to others.
Quality management software in practice
Quality software won’t magically free up all your time—sadly, that’s not something we can promise. But here’s what our software can do: ensure the right instructions are available when someone needs them; ensure that reports are consistently followed up on and lead to real improvement; and ensure that all your different sites and facilities are aware of the situation. For you, that means fewer loose ends. For your colleagues, it means less guesswork during their daily tasks.
Laws and regulations always require you to demonstrate compliance—not just when an inspection takes place, but also for internal and external audits. Moreover, it provides you with a stable and secure foundation on which to build. The right quality management software can help you bring it all together: which work agreements are valid, what the results of your last audit were, and what actions you took based on those findings.
Argos Zorggroep switched to Zenya because of the so-called “HKZ certification,” which proved difficult to manage with their in-house digital policy library.
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A fall, a medication error, a door that wasn’t properly locked. Without context, they might seem insignificant. Mistakes happen, after all. But if you put it all together, you might discover a blind spot or a learning opportunity. In which locations does it occur? During which shifts? In what kind of care setting? Quality management software helps in elderly care by keeping those reports in view and by supporting consistent workflows to create real improvements.
De Waalboog’s HR team used to receive all their reports on paper, which meant they often got lost in the pile instead of being thoroughly analyzed. Now that they’re fully digitized, reports always end up with the right person, and the organization has a better overview of what’s going on. As a result, the number of reports increased dramatically—not because there were more issues, but because it became so much easier to file a report.
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The nurse on duty tonight doesn’t have to search through files to find the right protocols. It’s right there, in the correct version, easily accessible within your digital platform. A single source of truth that allows teams to work with confidence. That means less need to double-check with team leaders and reduces the risk of someone acting on outdated or incorrect information.
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Ready to get started on one of these topics? Or is there something else on your mind? We’d be happy to discuss it with you.
Zenya for healthcare
If you want to keep quality and safety on track without it taking over your week, it helps when your system works with you: one place where everything comes together and stays up to date, reports generated in a single process with follow-up you can use to provide feedback, and dashboards that make accountability simple. But software is only half the story
The other half is the people behind it. Someone who understands elder care, who works with you to figure out how to set it up, and who answers the phone when you call. True quality doesn’t come from just an installation. You grow into it together, and that’s easier with someone by your side who’s been there before.
“Our points of contact know us well and are technically knowledgeable. They work with us to determine how the system can be set up as efficiently as possible.”
Switching
Choosing a new quality system is no small step, so we tell you up front what it will require of you. Whether you are replacing an existing quality system or setting one up for the first time, you get the same approach and the same guidance: a structured seven-step process, with one consultant who sees it through from kick-off to go-live.
1. Assessment & research: Identifying internal needs and assembling the project team
2. Technical Setup & Infrastructure: Setting up the technical foundation in collaboration with your IT department
3. Kick-off & preparation: Getting to know the project team and defining the scope
4. Sessions on-site or via Teams: Following a planning schedule and activity plan with project documentation
5. Configuration & training: Configuring Zenya during a series of working sessions; the project team continues working on the project in between
6. Training & Testing: Training administrators, testing the configuration, and populating the system with content
7. Go-live & aftercare: Handover to the management organization, with ongoing support via the service desk, community, and training.
