We Stopped Using Paper. It Was Harder Than We Expected.

The Dream

Digital intake! Real-time bed tracking! Automated reporting! Our board got excited about technology and gave us a budget to "modernize."

Six months later, half our staff wanted to quit and we'd accidentally lost three months of data. This is that story.

Where We Went Wrong

First mistake: we bought software before asking staff what they needed. The platform we chose was designed for large multi-site organizations. We had 40 beds and 12 employees.

Second mistake: we trained everyone in a single 3-hour session and expected mastery. "You'll figure it out as you go," we said. They did not.

Third mistake: we tried to do everything at once. Intake, case notes, bed management, reporting—all switched over on the same day. Chaos ensued.

What We Fixed

We slowed down. Implemented one module at a time. Kept paper as a backup for three months. Created a "go-to person" on each shift who really knew the system.

Most importantly: we admitted the first implementation failed and started over. That was humbling, but necessary.

Now

Two years later, we're fully digital and it works. Staff who initially resisted are now the biggest advocates. Reports that took a week now take an hour.

But I'll never forget how badly we stumbled. If you're planning a similar transition, learn from our mistakes. Go slow. Involve staff. And have a backup plan for when things break.