By switching to MOVO 3.0, Neos has digitized and simplified its work processes. Employees now have faster access to the right information and more insight into their cases.
Industry: social care
Challenges: proliferation of documents and registrations, error-prone manual processes, difficult search for information, insufficiently reliable management information, and an outdated privacy rights structure
Solution: MOVO 3.0
Results: more overview, faster document finding and more reliable information, and an optimized rights and permissions structure.
Neos is committed to helping people who are stuck in society: homeless and homeless people aged 18 and over with complex problems, and adults and their children who are victims of domestic violence or human trafficking. The organization offers outpatient counseling, protected home, sheltered housing, nursing care, family care and secure shelter. Neos has about 330 employees: from residential coaches and ambulatory counselors to caregivers IG and pathway supervisors.
Neos has been working with myneva's software since the beginning of this century. Yet in recent years there had been a proliferation of documents and registrations.
During the transition to MOVO 3.0, for example, it turned out that 1,200 cases were open, when in reality there were 500. "That was because each underlying form previously had to be closed manually, something that often didn't happen properly. This was also subject to all kinds of conditions: if you didn't meet them, you first had to go back a step to still be able to close the case."
"There was a proliferation of documents and registrations. It took employees a long time to find the right information." - Britt van Nuland, care administration coordinator
One consequence was also: non-optimal insights for management. "Whereas, if you want to manage information with Power BI, of course you have to have the right, up-to-date information."
In addition, Neos seized the transition to MOVO 3.0 to introduce a rights structure that allows only a colleague with direct involvement with a participant to access that participant's case.
Care administration coordinator, Neos
"There was a proliferation of documents and records. It took employees a long time to find the right information."
The move to MOVO 3.0 brought overview and structure. The tree structure with folders gave way to user-friendly and visually appealing dashboards.
"With the dashboards, employees can see at a glance what is going on in their cases." - Britt van Nuland
On the dashboard, employees can see the caseload, actions and tasks, participant reports, applications (throughput) and MIC reports, among other things. From the dashboard you click through to correct information and add new information.
The employee dashboard also displays alerts and shows with red dots which parts are still missing, or not updated in time, in a case, for example an action plan or evaluation. Time records and alerts are also immediately visible. This makes working clearer and prevents you from overlooking anything.
In addition to the employee dashboard, there are even more types of dashboards: Front Door (for colleagues from Inflow), Location (information about all residents of a location), Participant Administration (care administration including the orders), Care Routes (for the location nursing care), Team (for team leaders), a quick link to reports access to Plus Registration (for registering emergency beds). "All the important issues around cases you are responsible for, you see in one overview," Britt says.
Neos tackled the implementation thoroughly and completely redesigned MOVO 3.0 according to myneva's new standard.
"We completely set up MOVO 3.0 together with project groups from all work types." - Geke Jelsma, staff IT and Data Protection Officer
The kick-off was in March 2024. The implementation was divided into work types: inpatient, intramural, outpatient, outflow, women's and family care (who use the Resilience methodology) and the nursing care location. "For each of these work types, we formed a subproject group. A total of 20 employees participated."
The implementation process was iterative: for each work type, a setup was created in MOVO 3.0, discussed and tested by the subgroup. Feedback was processed, then retested. Each component was delivered separately, but the overall system went live at once.
An important part of the redesign was digitizing work processes that were still done on paper. "For example, colleagues make safety plans with color coding," says Geke. "Red means optimal safety measures are needed. Those codings are now digitally recorded, so every employee can immediately see which safety status belongs to a participant."
Neos has also incorporated all components of the Resilience method into MOVO 3.0, as well as the checklist that accompanies the admission of a new resident. And at the nursing care location, the care routes have been integrated into MOVO 3.0. "Employees now walk those routes with an iPad in their hands and immediately record what they have done," says Neos.
During the implementation, Neos was intensively guided by myneva.
"We received good support from myneva and worked with clear go/no-go moments. That gave a lot of confidence."- Geke Jelsma
The leading consultant from myneva participated in all project groups and was able to call in internal experts where necessary, for example for reports. Neos also received good support during the data migration: employees were given explanations so that they could largely carry out the necessary preparations for the migration themselves.
On December 2, 2024, MOVO 3.0 went live in one go. Employees had to get used to the new rights structure, where they can only access their own participants' cases. Only through the escape option Breaking Glass can employees access another case. The end manager will then always be notified to review it. Different rights also apply within cases: for example, an itinerant supervisor can perform different actions than a housing coach.
Meanwhile, colleagues work comfortably with MOVO 3.0. Instead of endlessly searching through folders, they can now find documents quickly, also thanks to the search function. If you know that there has been contact with the family doctor, just search for 'family doctor' and you will find the document. Saving is also more convenient.
Although it is impossible to measure exactly how much time employees save with this, the system does clearly provide more convenience and overview. Especially the search function saves time: employees no longer have to go through entire reports, but can quickly find the right document with a keyword, such as 'GP'.
"MOVO 3.0 mainly provides us with convenience, overview and insight." - Britt van Nuland
Care administration coordinator, Neos
"MOVO 3.0 mainly provides us with convenience, overview and insight."
The cooperation between Neos and myneva resulted in a successful transition to a completely renewed client registration system. With more overview, less searching and more reliable information, Neos feels more equipped to organize the social care of the future.
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