Gemma

Paper-work cut by 40%

Staff repeatedly entered the same information into different systems, reducing time available for patient care. The client aimed to cut paper-work by 40%.

Data was stored in various information systems, spreadsheets, paper documents and information boards. Ensuring consistency required extra communication and increased the risk of errors.

Managers could not easily monitor ongoing tasks, resource usage or bed availability. Planning workloads and coordinating tasks required manual check‑ins.

Gemma’s primary goal was to develop a comprehensive nursing‑home management system that would:

• Automate reservations and registration; 
• Integrate multiple systems into a single platform;
• Simplify daily care‑delivery tasks.

Softeta followed an agile, iterative process. Early work focused on requirement collection and domain analysis. Softeta’s team engaged with Gemma’s management and care staff to map existing workflows.

Stakeholder interviews and on‑site observations allowed the team to understand the starting point and desired outcomes. This research phase informed a modular architecture so that each component (e.g., care management) could be developed independently and integrated later.

Softeta delivered the first working version of Gemma Smart Care within two months of project kick‑off, allowing Gemma to pilot the system early. Over the remaining 7 months, Softeta and Gemma:

• Iterated the platform;
• Added modules;
• Refined workflows;
• Migrated data from legacy systems. 

Data migration and form standardisation were significant technical challenges, since the client needed to move data from their old systems including schedules, reservations, bed assignments, and ward structure into our platform. 

Softeta had to align data structures and remap the existing information to migrate it successfully, while preserving as much historical and active data as possible. Softeta transformed legacy records and designed unified, simplified electronic forms that matched Gemma’s processes.

The resulting product, Gemma Smart Care, is a web and built using modern open‑source technologies. The system comprises various care management aspects – schedules appointments, manages care plans, maintains resident records and coordinates care with healthcare providers.

• Reduced repetitive tasks;
• Improved record accuracy;
• Increased staff satisfaction.

By integrating reservation, registration, care management and inventory tracking into a single system, Softeta prepared the system to eliminate the need for multiple tools.

This centralisation enables the client to reduce communication overhead and ensures that staff are always working with up‑to‑date information.

• Reservation and registration processes are now fully automated, drastically reducing manual data entry.
• Nurses can enter care data in real time using mobile devices, eliminating rework and increasing accuracy.
• Managers gain real‑time visibility into tasks and resource usage, enabling better planning and reducing operational human-errors.

Because the system mirrors Gemma’s workflows and simplifies complex forms, new employees can be onboarded within a few days, not weeks.

The freed‑up time allows staff to focus on providing high‑quality care.

The modular architecture means new modules or third‑party integrations can be added without rewriting core components.

The role‑based access model ensures that different staff levels can access only what they need.