Digital social care records: how to get more from your system
Help for adult social care providers to get the most out of their digital social care records (DSCRs).
Introduction
If you already use a digital social care record (DSCR), this guidance can help you get more from it every day.
It’s for care providers, registered managers and deputy managers who already use a DSCR and want to make everyday use easier and more consistent. It works alongside your supplier’s guidance, your local policies and your professional judgement - it does not replace them.
Why this matters
You’ve already taken the big step of going digital. Optimising your DSCR means making the system easier to use, more consistent across the team and more useful for day-to-day decision making.
Most providers use their DSCR for care notes and basic tasks but there’s often a lot more available. Tools you already have access to could save your team time, reduce duplication and help you stay on top of things during busy shifts.
Getting more from your system does not have to be a big project. Small changes, made over time, can make a real difference.
What good digital working looks like
Good digital working happens in everyday routines, not just during big change projects. It means staff know what to record, when to record it, where to find important information and how to raise concerns when something changes.
You may already recognise some of these in your service:
- staff recording information in real time where possible
- consistent use of handover tools
- clear and factual care notes
- good visibility of tasks and concerns
- managers checking dashboards or reports regularly to stay informed
It’s not just about the technology. Strong leadership, practical workflows, enough devices and a good connection, and giving staff realistic time to build confidence all matter too.
Think about how your team uses the system at different points in a shift - at the start when reviewing handover notes and tasks, during care when recording observations, and at the end when completing handovers and logging out securely.
Consistency across your team matters more than perfection. Small improvements, built up over time, tend to have the biggest impact.
Before choosing what to improve, you should start by understanding what is working well now and where the system is causing extra effort. This can help you focus on changes that will make the biggest difference to staff and people receiving care.
Features you may not be using yet
You’re probably already using your DSCR for care notes, care plans, tasks, handovers and incident recording. But your system may also include:
- voice-to-text note recording
- alerts and escalation flags
- dashboards and reporting tools
- family portals
- photo and document uploads
- concern and incident workflows
- offline working
- medication management tools
- viewing relevant health information for people in your care
Using more of what’s already available to you could help you:
- reduce duplication
- improve communication across your team
- strengthen oversight
- support inspections and audits
- save staff time
If you’re not sure what your system includes, ask your supplier for a walkthrough, check their help materials, or speak to your digital lead or champion. There’s no need to introduce everything at once - explore new features gradually, at a pace that works for your team.
Accessing health information in your system
Some DSCRs allow authorised staff to view relevant health information for the people they care for directly within the care record. For example, this may be available through GP Connect.
Depending on your system and local setup, this might include medications, allergies, conditions and recent consultations. This can help staff understand changes in someone’s condition, support continuity of care and reduce unnecessary phone calls.
Not all systems or areas have this available and different suppliers display this information differently.
Ask your supplier:
- whether this is available in your system
- how staff can access it
- what permissions are needed
This is for information only. It does not replace clinical advice or direct communication with health professionals.
Reviewing how your system is being used
It’s worth taking time occasionally to look at how your team is using the system. The aim is not to scrutinise individuals, but to spot patterns, understand where staff need support and find opportunities to make everyday recording easier.
Ask yourself:
- which features are being used regularly and which are not
- whether care notes are consistent in quality and detail across the team
- where staff feel less confident or are finding workarounds
- whether your dashboards or reports are giving you the oversight you need
Your supplier may be able to show you usage patterns, and your digital lead can also help. A small adjustment to a workflow, or refresher training on one feature, can often make a noticeable difference.
Supporting your team’s confidence
Staff confidence is one of the most important factors in getting consistent value from a digital system.
Your team is more likely to use the system well when they:
- understand why digital recording matters
- feel comfortable asking questions
- know where to get support
- have time to build confidence at a realistic pace
Practical things that can help include:
- identifying digital champions within your team
- offering short refresher sessions
- sharing quick tips in team meetings
- encouraging peer support
- recognising and celebrating progress
Small, practical support makes a real difference - especially during busy periods or when you’re introducing a new feature.
Making digital recording part of everyday practice
Digital systems work best when they feel like a natural part of the working day, not an extra task on top of everything else.
Providers tend to see the greatest benefits when they:
- support staff confidence on an ongoing basis
- build digital habits into daily routines
- explore additional features gradually over time
Getting more from your system is not a one-off project. Start small, focus on one improvement at a time and build confidence as you go.
You could start by choosing one area to improve, such as handovers, care note quality, dashboards or alerts. Agree what will change, who needs to know, how staff will be supported and when you will review whether the change is helping.
Where to get more help
If you need support, contact your:
- supplier - ask for a walkthrough, access to training materials or help understanding usage data
- digital lead or champion - they can support your team and help you identify next steps
You may also be able to get support from your local integrated care system, digital transformation team, care association or local authority. They may be able to point you towards local training, peer support or wider digital support for adult social care providers.