Copenhagen Municipality streamlines workflows with mobile documentation

Documentation on the move

The solution was developed in close partnership between Copenhagen Municipality, Aarhus Municipality, and Systematic. The objective was clear: replace the documentation system with a mobile solution that optimised workflows for all professional groups and made documentation about individual residents more intuitive, ultimately providing more time for face-to-face contact with residents.

With input from staff and requirements from the administration, Copenhagen Municipality implemented Cura in just eighteen months.

Rapid adoption among healthcare staff

Staff were quick to embrace the mobile solution.

"Despite initial teething troubles, we quickly saw the potential. It was far easier to get an overview of the resident's complete care pathway and interventions, which gave us confidence the system would succeed once we resolved the initial challenges," says Department Head Irene K. Buchreitz, Copenhagen Municipality.

Innovative implementation strategy

Switching from one system to another requires careful planning. Copenhagen Municipality worked closely with staff and their system partner throughout the process, ensuring confidence, knowledge sharing, and smooth implementation.

Involvement was a key element of the strategy.

"We knew this major change would disrupt staff workflows. For the implementation to succeed, staff needed to feel motivated and take local ownership of learning the new electronic patient record. Instead of bringing staff to a training room for a day or two, we moved the training out to the more than 150 local departments," explains Irene K. Buchreitz.

Copenhagen Municipality established local learning teams across all unit types, including care homes, health centres, and home care services, to implement the system locally.

With support from a central learning team, the local teams prepared thoroughly before Cura went live. The municipality provided tablets prior to implementation so learning teams could gradually familiarise themselves with the system, workflows, and functions, and act as champions during rollout.

Mobile documentation transforms care

Everyone, from care workers and care home staff to therapists, can now work from their mobile phones and tablets. All professional groups have a complete overview of the resident's medical and care history and can easily document, plan, and collaborate with colleagues while on the move.

Copenhagen Municipality also highlights integration with other systems and joined-up care pathways. Digitalisation Lead Rikke Saltoft explains:

"Our staff need up-to-date and easy-to-use tools so they don't have to constantly switch between systems. Everything consolidated in one system creates a seamless pathway for residents and makes the day more efficient for staff."

Despite the disruption a new IT system can cause, the municipality maintained efficiency in day-to-day operations during the transition, thanks to effective collaboration at all levels.