Common problems faced with manual data handling and how Comm Care helps.

This blog will shed light on the common problems that NDIS service providers face with the manual data handling of their participants. Also, we’ll help you understand these issues and explore how to handle them simply and effectively using our best-in-class NDIS software, Comm.care.

So let’s start with

What is manual data handling?

Today organisations and companies in almost every sector heavily rely on data for their operations. Data helps in informed decision making, strategising for business goals, etc.

Manual data handling has always been the mainstream of data management. It involves transferring data from different documents into record books, ledger books, etc. The data to be stored is specific and predetermined in nature. Professionals store data from various sources like paper bills, invoices, orders, receipts, etc., into a target program. Depending on the business type and scale, data is stored in spreadsheets, computer databases, etc.

The same is the case with the NDIS services as well. Support and service staff of the NDIS business need to enter specific and predetermined data like participant name, plan, address, provided services, date, time, and more manually.

Manual data handling uses input devices such as a keyboard, data recorder, or optical scanner. Besides being carefully performed by the professionals, it is prone to errors that cause problems and disputes with the clients. Additionally, data privacy is of utmost importance in NDIS, and with manual data handling, participant data is not secured and is susceptible to theft and misuse.

Therefore, it is best to automate this data handling process by adopting best-in-class software like Comm Care that is easy-to-use, cloud-based, NDIS compliant, and secure.

What are the main challenges with manual data handling?

Manual data handling is practised widely across small-scale businesses. However, it restricts expansion and inhibits progress for multiple reasons, all of which are interrelated. These include:

1. Cost

Manual data handling seems cheap, but it does require a workforce, and it has a greater dependency on the professionals responsible. Admin and staff might need to work for hours, which might not be feasible as the business grows with time. It significantly increases staff hours which is neither efficient nor cost-effective.

2. Manual data entry error rate

Statistics show unverified raw data entry has an error rate of 4%. Such a high error rate would result in one error for every twenty-five entries made, a significant concern for even small data sets. Another report from a 2009 study concludes the possibility of making up to 10.23 errors when data entry operators process data from thirty datasheets.

Such higher error rates associated with manual data handling have a range of causes, from untrained data entry professionals to human fatigue, misinterpretation of data, etc. Errors can also arise from missing values, which can, in turn, create discrepancies in the desired output.

3. Consumes more admin time

Manual data entry is time-consuming. Reports suggest data entry speed for paper documents ranges from 10,000 to 15,000 keystrokes per hour. And with the complex data that require prior assessment, the process gets delayed further. Accordingly, a competent data entry operator would take 8 to 10 minutes to enter 400 units of data that become unacceptable with high volume data.

NDIS procedures are complex and detail-oriented, and manual handling and processing of data is time-consuming. Without an intelligent solution like Comm.care, you must be prepared to work weekends as well.

“Weekend work” Doesn’t sound right, doesn’t feel right!. When you choose Comm.Care, weekends are always for leisure.

4. Human Boredom

The manual data entry process is often repetitive and tedious. A data entry operator may lose motivation when s/he has a choice of better and more productive work in the company, which is hard to ignore.

5. It’s prone to human error

Humans make errors when they are bored or stressed, or impatient. They rush to get tasks done as soon as possible, making manual data handling a good candidate for human error. For NDIS, that could be line item codes, unit pricing, date & time of service delivery, etc.

There is only one solution to all these challenges: automate data handling and processing tasks using an industry-leading software solution.

Main challenges with manual data handling

How Comm Care can help you to eliminate manual data handling and processing?

Comm.care is a fully-featured client and case management software that streamlines and automates client data handling and processing. Comm.care capabilities allow NDIS service providers to reduce administrative workload and provide better care through a single, easy-to-use application. Below we have listed some key features of the Comm.care software solution.

Automated claim process for all the participants and plan managers in Comm Care

Comm.care automates claims and payment processes for all the participants whether self-managed or plan-managed or agency managed. It allows you to track and record each billable moment, from email queries and phone calls, to other service delivery by service providers, enabling you to extract the information into a customised and itemised invoice-saving tons of time! This invoice can be sent out to the claim recipients whether plan manager, participant or carer directly from Comm Care.

The software automates the entire process of invoice creation, sending emails and exporting, saving valuable time and eliminates chances of error which are highly prone to manual data handling.

Creation of recurring appointments

Comm.care allows the creation of recurring appointments. This eliminates the task of creating appointments for the same person/participant after a regular interval whether hourly, daily, weekly or weekdays or monthly. The only thing you have to do is add the relevant service to their Circle with the creation of the very first appointment. You can create repetitive appointments for multiple clients and services within your organisation.

With the idea of person-centred care, you will be able to create appointments for your participants from their calendar or organisation calendar. Know the complete appointment and recurring appointments creation process by clicking here.

Simplify creating Progress Notes

CommCare simplifies the task of creating [Progress Notes (support log)](https://docs.comm.care/article/79-progress-notes) for which NDIS providers can create invoice and submit it for the claim by the software itself. They don’t have to do the heavy lifting of manually doing all such important tasks. The software automates the process once you create progress notes for invoice creation. It saves valuable time and eliminates chances of error which are highly prone to manual data handling.

Comm Care features that simplifies NDIS data handling and processing are:

Comm care features that reduce manual data handling

Case & client management

NDIS compliant Comm.care software lets service providers manage their participants’ information and care plans. Also, they can timely inform them about the service delivery from the software and can track their finances to help them achieve their NDIS goals.

Easy claims and NDIS invoicing process

NDIS service providers can easily document their service delivery with Comm.care’s NDIS Progress Note feature and can create an invoice to request payment by a client or their plan manager, straight from the app.

Team & client collaboration

Comm Care’s [Circle of Care](https://docs.comm.care/article/64-about-circle-of-care) feature allows NDIS providers to engage with colleagues, fellow service providers, clients and their family and friends with a single tap. Other than this, they can comment and check for updates with Comm.care.

Ensure client’s data privacy & security

Comm.care allows NDIS service providers to control and manage the information shared with their clients and other collaborators. Additionally, the admin can define different rights and permissions to the staff members that ensure data safety and security.

Communication note and client’s timeline

With CommCare’s Timeline feature, NDIS providers can create, manage, share and find all the documents of the client. Support workers can leverage a single view of clients’ documents with this outstanding feature. Know more

Claim multiple line items under a single event

Comm.care enables NDIS service providers to create appointments and progress notes with multiple support line items for a single event. These progress notes translate into billable hours on your NDIS invoices.

NDIS service providers face several common problems with manual data handling and processing of the services provided to their participants. These issues consume a lot of time and money and even slow down the claim process due to the complexities and details of the NDIS procedures.

Comm.care by Pynx is a full-fledged case management tool that reduces manual data handling and processing to a greater extent and streamlines NDIS business workflow. Implement Comm.care to your NDIS business and enjoy flawless data handling and processing following a few clicks.

Opt for Comm.care case management software and mitigate all your manual data handling risks. Request a free demo today!