One home care provider, three projects
Our work with Lilies Home Care began with automating their recruitment. As we got to know the business, we went on to build a new website and bespoke software tailored to how their team works
We started by automating their recruitment
Lilies Home Care exists to look after people, but its slow, paper-based recruitment process was pulling time away from care. Every applicant meant four paper forms to hand out, DBS checks and right to work documents to chase, references to follow up, then driving licences and eligibility to confirm, all by hand.
We brought every one of those paper forms together into a single online application. Anyone who is not eligible is filtered out before they take up any of the office’s time, and there is no back and forth over missing fields. The moment someone applies, the office has a complete summary of them, ready to act on.
West Country Digital rebuilt our entire recruitment process. Applicants now apply directly through our website and are screened automatically the moment they submit, with anyone ineligible filtered out instantly. Work that used to take us five hours a week now takes ten minutes. I cannot recommend them enough.
Diane Gledhill, Lilies Home Care
Recruitment, before and after
Application forms
Applicants completed four separate paper forms by hand, which meant lower completion rates and hours of manual data entry
Applicants complete one comprehensive online form
Missing information
Staff manually chased missing details and incomplete submissions
The office gets a complete summary of each applicant as soon as they apply
Eligibility checks
Basic checks were carried out by hand with no consistent process
Ineligible applicants are filtered out before anything else happens
Then we rebuilt their website
The new application form needed a home, and the old site was dated, had no way to make an enquiry and did not reflect the standard of care Lilies provides
Our website has gone from the 1800s into the 21st century. Everything feels so much more modern and professional.
Diane Gledhill, Lilies Home Care
Built to turn visitors into enquiries
Call or request a call back from anywhere
Phone and call back buttons sit throughout the site, so a family can get in touch the moment they are ready.
A call back form that prepares the office
It asks who the care is for, what support is needed, how urgent it is and the best time to call, so every call is returned fully prepared.
Trust before the first call
Their live CQC rating, the family story behind Lilies and a clear guide to what happens next answer the questions families ask first.
Written for what families search for
Clear page titles and descriptions name the care Lilies provides and the areas they cover across Bradford and Leeds.
A page for every question
Services, care planning, documents, complaints and recruitment each have their own page, so each one can be found and shared directly.
Polished on every screen
Designed to work properly on phones, tablets and computers, so every visitor gets the right first impression.
Then we built bespoke software to replace two systems
With recruitment running itself, we asked the team what else took up their time. Most of it came back to the two off-the-shelf systems running the business: one for the rota, finance and HR, and another for care plans, medication and visit notes.
Lilies paid for two separate systems, used only around half of what each offered and typed the same information into both. We designed and built one system to replace them, where anything entered once is known everywhere.
One system, built around how Lilies works
Rota and live board
A weekly planner with repeating visits and travel, availability and training warnings, plus a live view of every call happening today.
Care plans and medication
Lilies’ own assessment forms, person-centred care plans with regular reviews and medication records that alert the office if a dose is missed.
A carer app that works offline
Carers see their calls, check in and out, record tasks and medication and raise concerns. Without signal, everything saves and sends later.
HR and compliance
Holidays, sickness, training reminders, DBS and compliance documents and policy sign-off, kept alongside the people they relate to.
Families kept informed
With consent, family members get read-only access and can message the office, and the office can send updates to carers, clients and families.
Reporting
On-time visits, completed tasks and medication given, measured automatically and ready to export whenever the team needs them.
For years Lilies ran on paper forms and an outdated website, while our office relied on two disconnected off-the-shelf platforms that never covered everything we needed. We first asked West Country Digital to streamline our recruitment and update our website. Our recruitment admin dropped from five hours a week to just ten minutes, and we finally had a website we were proud to share. After seeing the results, we asked them to replace both of our old platforms with one system built around our team. Each project solved a real problem, and together they have completely changed how we run our business.
Diane Gledhill Founder and Office Manager, Lilies Home CareWant results like these for your service?
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