Caring for Communities and People (CCP) is a registered charity focused on preventing homelessness, family breakdown, and social exclusion. They operate across the South West UK, offering a range of health and social care services. These include supported accommodation, community well-being programs, advocacy, and family support services, all aimed at helping vulnerable individuals achieve sustainable, independent living.
The Challenge
CCP faced challenges with their existing client record management system, which was not specialised for incident and safeguarding reporting. The system attached incidents to individual client folders, making it difficult for senior leadership and management to oversee all reportable events, including incidents, safeguarding issues, accidents, and missing reports, in a streamlined manner.
With the organisation becoming Ofsted regulated, there was a need for a more sophisticated and bespoke system to meet regulatory requirements. The high volume of incidents necessitated a solution that could efficiently pull and organise data, providing a clear overview to ensure timely and effective responses.
The existing CRM system needed to be complemented with a specialised tool to enhance overall incident management and reporting.
The Solution
CCP sought a solution that would enable them to see all incidents within the organisation quickly and efficiently. They needed a system that would notify them immediately when an incident occurred and streamline the reporting process, eliminating the reliance on emails and separate notification processes.
After considering various options, CCP chose Vatix for its comprehensive incident reporting capabilities and additional lone working support. Vatix’s solution allowed CCP to customise the system to meet their specific needs, providing real-time notifications and easy data retrieval for reporting purposes. This ensured that incidents were promptly reported and managed, enhancing overall organisational efficiency and compliance with Ofsted regulations.
Vatix also addressed CCP’s need for improved lone working safety. By integrating both incident reporting and lone working solutions, Vatix provided a comprehensive solution that aligned with CCP’s goals, ensuring timely incident management and improved safety for their staff.
Results
Since implementing Vatix’s incident reporting system, CCP has experienced significant improvements in their incident management processes. The system’s real-time notification feature ensures that incidents are flagged and acted upon immediately, allowing for prompt and effective responses.
The new system has also enhanced the overall coordination within the organisation. Senior leadership now has complete oversight of incident data, enabling them to stay informed and proactive.
The ease of use of Vatix’s solution has been well-received by the staff. The transition has been smooth, and users have quickly adapted. Adjustments such as mandatory questions before resolving incidents have ensured thorough and accurate reporting.
Overall, Vatix’s system has streamlined CCP’s incident reporting, improved data accessibility, and enhanced organisational efficiency, positioning CCP to better manage incidents and safeguard their staff and clients.
“The system has provided exactly what we needed. When an incident occurs it is addressed immediately, rather than getting lost in the database. This really enhances our coordination as a senior leadership team, giving us real-time access and control over the data.”
