Better cost control for Care Homes

For any care home, keeping overheads under control is an ever increasing pressure. And for those with numerous departments (or individual homes), ordering a wide variety of items from food to linen services, control with a paper based system of tracking of orders (or no system at all) can lead to major issues for cash flow control.

And costs if not controlled, can ‘run away’, especially when individual departments or homes have open authority to purchase, without strict approval routes and the application of budget controls. Care Homes will be only too familiar with funding reductions with the reductions in spending on adult Social Care by both the NHS and Local authorities in the last few years (£2.68bn by 2014 or 20%) leading to the need for the industry to be even more cost conscious.

The good news is that there is now a low entry cost solution for homes wanting to improve their purchasing procedures, that can add the financial controls that will give far greater visibility to the whole purchasing cycle.

Cloud B2B solutions, a UK based private cloud solution provider can provide Care Homes – like Lillian Faithful – with a fully structured on screen Purchase Order system, that sends out PDF orders to suppliers automatically, once they have been through the correct approval procedure, and with budgetary controls applied.

The system design is icon based with simple templates, so it is easy for staff members of all abilities to use.
Approval routes for orders being raised are set up according to individual Care Home needs, and with the additional layer of the Budget Control module, there is the assurance for operators that overspending cannot happen. And with a very powerful Reports suite (that also has a CSV generation module that suits most accounts systems), visibility of the financial commitments for any Care Home can become a whole lot easier.

Purchase Orders Online system, is a UK private Cloud hosted system, so no costly internal IT infrastructure or support issues to wrestle with (although a system can also be installed to a client server network if required). Each system is tailored to individual client needs – users just access it, securely via the internet, from PC, lap top, tablet and even smart phone, speeding up the process of all approvals.

The system has many more features, which can be seen at www.cloudb2bsolutions.co.uk/digital-purchase-order-system including videos of the Order Process.

There is also a Supplier Invoice module that can be added to complete the whole purchase and payment cycle.

Lastly a comment from Martin Hughes, Head of Finance & IT, at Lilian Faithfull Homes
‘Managing our increasing portfolio of homes efficiently meant that we had to take steps to better control our purchasing procedures. I found Purchase Orders Online via the internet and after a number of demos and discussions elected to award Cloud B2B solutions the contract to produce a tailored system for use across all our departments. Whilst it’s only been installed for 3 months, I can clearly see the benefits that it will bring us.’

You can read the full case history for Lilian Faithful by clicking here.

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