Healthcare Case Study
Modernizing Care Rostering for a Regional Provider.
Replacing manual spreadsheets with an automated, compliant, and mobile-first scheduling platform for 150+ care workers.
Industry
Healthcare
Domiciliary Care Provider
Region
United Kingdom
2023
Platform
Next.js, Node.js, PostgreSQL
4 Months
Services
Project Overview
A rapidly growing domiciliary care provider in the UK was struggling to manage their workforce of over 150 care workers. Relying on complex Excel spreadsheets, manual phone calls, and WhatsApp groups, the administrative team was overwhelmed. Shift conflicts were common, leading to missed patient visits, and generating compliance reports for the CQC (Care Quality Commission) was a painstakingly slow, manual process.
Key Impact
The Challenge
The primary challenge was the fragmentation of data. Patient requirements (e.g., specific medication needs, language preferences, or mobility restrictions) were stored in one system, while staff availability and qualifications were stored in another. The scheduling team had to manually cross-reference these systems every time a shift was assigned. Furthermore, care workers lacked a centralized way to view their schedules or report incidents from the field securely.
The Solution
Cosmonaut Labs engineered a bespoke, secure web application designed specifically for the provider's operational workflow. The solution consisted of two core interfaces: a powerful administrative dashboard for the scheduling team, and a mobile-optimized Progressive Web App (PWA) for the care workers in the field.
Features Delivered
- Automated Shift Matching Algorithm
- Mobile-First Worker Portal (PWA)
- Real-Time Incident Reporting
- Automated CQC Compliance Logs
- Secure Patient Data Encryption
- Payroll & Timesheet Export API
Process & Implementation
Workflow Auditing
We spent two weeks shadowing the scheduling team to understand the exact variables they considered when assigning shifts, including travel time between patient homes.
Architecture & Compliance
We designed a database schema that separated Personally Identifiable Information (PII) from operational data, ensuring strict GDPR and CQC compliance.
Algorithm Development
We built a custom matching algorithm that automatically suggests the best care worker for a shift based on proximity, qualifications, and patient preferences.
Phased Rollout
We deployed the system to a pilot group of 20 workers first, refining the mobile interface based on their real-world feedback before a full company-wide launch.
Business Outcomes
The automated matching algorithm reduced shift conflicts and double-bookings by 85% in the first month.
The administrative team reclaimed over 20 hours per week previously spent on manual scheduling and phone calls.
Care workers reported a 90% satisfaction rate with the new mobile portal, citing clear visibility of their upcoming shifts and patient notes.
The automated logging system reduced CQC audit preparation time from several days to just a few clicks.
“The system Cosmonaut Labs built didn't just digitize our spreadsheets; it fundamentally changed how we operate. Our staff are happier, our patients receive more consistent care, and our management team finally has real-time visibility over the entire operation.”
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