Switching care management systems

 

A practical checklist to change software without disrupting care

 

Switching care management systems is not a decision most care providers take lightly. If anything, it is often delayed far longer than it should be. Not because the current system is working well, but because of the fear of what might go wrong during the switch.

Will this disrupt care delivery? Will staff struggle to adapt? Will important data be lost? Will inspections be affected? Is switching systems going to be more hassle than it is worth? These are sensible questions.

In a regulated environment where continuity, accuracy and evidence matter, any change can feel risky. But switching care management systems does not have to be disruptive, stressful or overwhelming.

With the right preparation, the right support and the right supplier, switching can be a smooth, structured process that improves care delivery rather than interrupting it.

This checklist is designed to help care providers understand how to switch care management systems safely, what to look out for at each stage and how Care Control makes the transition simpler, safer and fully supported.

 

 

Why care providers choose to switch systems

 

Most care providers do not switch software on impulse. The decision usually follows ongoing frustration with systems that no longer meet the needs of the service.

Common reasons include:

• Systems that are difficult for staff to use
• Poor reporting or limited visibility for managers
• Lack of integration with wider care processes
• Slow or unresponsive support
• Concerns about inspection readiness
• Rising costs with limited added value

At the same time, many providers worry that switching systems will create new problems, particularly around data migration and disruption to care. That is why a clear, practical checklist matters.

This is also why it is important to understand the standards that underpin secure system changes. Digital Social Care Records (DSCR) guidance sets clear expectations around data protection, continuity and governance in digital health systems, all of which should be considered when switching care management software.

For reference, NHS England’s Data Migration guidance outlines best practice for handling and transferring sensitive care data during system changes: click here!

 

Can we switch systems without disrupting care delivery?

 

This is often the biggest concern and rightly so. Care delivery must continue safely and consistently, regardless of what software is being changed behind the scenes.

A well managed switch should allow your service to continue operating as normal while the new system is prepared.

What to look for when switching:

• A phased setup rather than a single fixed switchover date
• Clear timelines that fit around your service
• The ability to continue using your existing system during the transition

When switching to Care Control, providers continue using their existing software while data is being prepared and transferred. Once your data has been uploaded, you are invited into a secure sandbox environment where you can review everything, check accuracy and become familiar with the system.

Only when you are happy that your data is correct does Care Control go live. At that point, you move away from your old system with confidence, knowing nothing has been rushed.

A switch should feel calm and controlled, with the final move happening when you are ready.

 

Will staff struggle with a new care management system?

 

Staff confidence plays a major role in the success of any system change. Even the most advanced software will fall short if staff do not feel comfortable using it.

Resistance to new systems is rarely about technology. It usually comes from poor onboarding, lack of support or systems that do not reflect real care workflows.

What to look for:

• Simple, intuitive interfaces designed for care staff
• Ongoing support beyond initial setup
• Training that fits around real working patterns
• The option to provide suitable hardware for care staff, where required

Care Control is designed with frontline care staff in mind. Training focuses on practical, day to day use rather than technical detail. Support is available throughout the transition, helping staff build confidence at a comfortable pace.

When staff feel supported and confident, adoption happens naturally.

 

How will our data be migrated safely?

 

Data migration is one of the most important parts of switching care management systems. At its core, it is about moving your data from one system to another, but it must be done securely, accurately and in line with recognised standards.

A safe data migration process should ensure your care records remain complete, accessible and protected at all times.

What to look for in a data migration process:

• A clear understanding of what data will be transferred
• Secure and compliant data handling
• No loss of audit trails or care information
• The ability to continue using your existing system during setup

Once you choose Care Control, you will need to request your data from your current supplier. This is a standard right under UK data protection law and should be supported by your existing provider.

Care Control then manages the incoming data in line with NHS Assured expectations for security, governance and assurance, ensuring the migration is handled safely and compliantly.

Once your data is received, it is securely transferred to Care Control and handled using robust security measures designed to protect its integrity and accuracy. This approach aligns with NHS England’s assured solutions expectations for Digital Social Care Records, including how solutions are assessed for security and governance.

You are then invited into a sandbox environment where you can review your data in full, confirm everything is accurate and become familiar with the system before going live, ensuring there are no surprises at the point of transition.

Data migration should feel transparent and supported, not uncertain.

 

Is there clear onboarding and ongoing support?

 

Switching care management systems should never feel like a self service exercise. The level of onboarding and ongoing support you receive has a direct impact on how confident your team feels during and after the switch.

What to look for:

• Ongoing support beyond go live
• Help adapting the system to suit your service
• Onboarding sessions for you and your team

Care Control provides structured onboarding designed around the needs of each service. Onboarding sessions support both managers and care staff, helping everyone understand how to use the system confidently.

Support does not stop once the system is live. Care Control continues to support providers as their services grow and evolve.

 

Does the system support compliance and governance?

 

Switching systems is an opportunity to improve oversight and strengthen compliance, not just replace one digital tool with another.

A strong care management system should support:

• Clear governance and accountability
• Accurate reporting
• Oversight of care delivery
• Evidence for regulatory requirements

Care Control’s dashboards, reporting tools and structured records help managers maintain visibility and control. As an NHS Assured system, Care Control follows the standards, guidance and security requirements set by the NHS, providing added reassurance around compliance and governance. This aligns with the Care Quality Commission’s expectations around accurate records, clear audit trails and accessible evidence. 

 

Are we supported if we are also moving from paper to digital?

 

Many providers are not only switching systems, but also moving away from paper based records. This can feel like an added challenge, but the same principles apply.

For many Care Control customers, moving from paper to digital has been part of their wider switching journey. With the right support, this transition can strengthen oversight, improve record keeping and increase confidence across the whole service.

You can read real examples of how care providers have successfully made the move from paper to digital with Care Control here: Case Studies – Care Control Systems.

 

How long will the switch take?

 

There is no single timeline that applies to every service. The length of the switching process depends on factors such as service size, complexity and existing systems.

What matters more than speed is having a clear, structured process.

A good switching process includes:

• Clear planning
• Realistic timelines
• Ongoing communication
• Flexibility around service needs

Care Control works with providers to agree timelines that prioritise safety, confidence and accuracy rather than rushing the process.

 

Are costs and value clear?

 

Switching systems should deliver long term value, not just short term relief.

When evaluating a new system, consider:

• What is included in onboarding and data migration
• Ongoing support costs
• Scalability as your service grows
• Whether the system reduces duplication and inefficiency

At Care Control, we offer a cost saving calculator so providers can understand how much they could potentially save by switching. Click here!   

 

Are we switching to a system built for care providers?

 

It is worth considering who the system was designed for.

Care Control was created by a care home owner and built specifically for real world care delivery. This experience shapes everything from onboarding to data migration and ongoing support.

Switching systems should feel like moving to a platform that understands care, rather than adapting care to fit software.

 

Switching does not have to be a nightmare

 

Switching care management systems is a significant decision, but it does not have to be disruptive, risky or stressful.

With the right checklist, clear expectations and the right partner, switching can be a positive step forward that improves care delivery, staff confidence and operational visibility.

If you are considering switching care management systems and want to understand what a supported, low risk transition could look like for your service, the next step is to see how it would work in practice.

Booking a demo with Care Control gives you the opportunity to walk through the system, understand how data migration is handled and ask questions specific to your service.

You can book a demo here:

 

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