ONE80TC provides 12 month residential treatment and rehabilitation services for around 160 young men wanting to overcome addiction and other issues. The organisation uses rediCASE to help with case management of clients and related operational areas.

“The software interface is nice and clean with a lot more detail than what we had previously. I love that we – our staff – can all be looking at same client at the same time.”

Read on to discover more about the work they do and how rediCASE helps enable their operations.

First opened in 1977 and based in the lower Blue Mountains west of Sydney, ONE80TC is one of Australia’s oldest Alcohol and Other Drugs treatment facilities.

The NFP seeks to positively influence thousands of young Australians – both men and women –struggling with drug addiction, seeking to help them restore their lives and rebuild families. Their name, ONE80TC, is about helping their clients do a 180 U-turn in their lives, i.e. to positively turn their lives around.

ONE80TC’s clients come from all over NSW, some even from interstate. “Currently we offer a men’s rehab program with our 43-bed facility here,” said General Manager, Paul Hutchinson. “We also have a women’s centre soon to open and we are planning to open a women and children’s facility in the near future. On top of this we run two outreach centres (day programs) for men and women in Penrith and Windsor.”

At their men’s rehab facility, ONE80TC treat around 160 clients or “students” a year, with each staying for an average of five to six months and approximately 30% staying for the full 12 months. Eight-five percent of those graduates stay clean and sober, highlighting the importance and success of committing to the full 12-month program.

In January this year (2017) ONE80TC implemented the Redbourne Group’s rediCASE case management software to improve client information management, government outcomes reporting and funding reconciliation.

Organisationally we had been looking at rediCASE for three years, said Paul. “We knew it was a solution tailored to the alcohol and drug sector and that it had integrated capture fields for NADA reporting (NSW Network of Alcohol and other Drugs Agencies).”

More recently The Redbourne Group released an upgrade with more functionality suited to residential treatment providers, namely the ability to track beds in a facility and record payments. Shortly thereafter, said Paul, ONE80TC was able to allocate budget for our software subscription to rediCASE.

Previously ONE80TC used Excel spreadsheets to manage bed allocation and client case load tracking. “These had to be actioned every day and reported monthly. With rediCASE, the data is live and always up to date.

“The main reason we moved to rediCASE was to give us the ability to capture much more information about each client in an online database system, which could be accessed by multiple people at the same time,” said Paul. “When people go into the system they are looking at up-to -date data on each client.

“Additionally rediCASE includes all the NADA minimum data sets, simplifying the NSW government reporting process for us. Plus, it has the ability to track different funding sources.”

 

ONE80TC’s residential programs are funded via a mixture of Centrelink payments, contribution from clients, some government funding (such as NSW Department of Health) and the rest from fundraising. A charity bike ride and a gala dinner each year bring in a large proportion of the organisation’s operating income.

Paul said that reporting for the organisation was quite onerous as they only had to receive a small amount of government funding to have major reporting requirements.

Aside from having to report to government funders, there were ongoing reports to the Board and CEO on the operations of the facility and effectiveness of programs.

“What rediCASE has provided us is the ability to capture extensive data. For example, it enables us to record the Kessler 10 mental health assessment summaries for each student within an online system that can be assessed from anywhere and becomes measureable over time.

“We have not been able to extract everything in a way we would like at the moment – hopefully we will be able to in the future. Plus, we would also like a dashboard view of key metrics within our rediCASE system on a home page type screen for management oversight. Hopefully that will be a future feature as well,” he said.

The ONE80TC program has stages to completion that sets milestones in recovery. These milestones are recorded in rediCASE as sub programs. This allows ONE80TC to track student progress before they graduate.

Being able to track the outcome of each program through the various levels was important for ONE80TC and rediCASE has helped with the case management side of that. This process required some customisation and understanding. Initially Paul worked with rediCASE over a three-month period using a test version inputting fake data to ensure they could extract what they needed and iron out any issues etc. before inputting live data.

Twenty staff at ONE80TC, pre-dominantly office staff, management and clinicians all use rediCASE on a daily basis.

“Our assessment process (prior to client acceptance) is now done online over the phone using rediCASE,” said Paul. “This has helped us reduce paperwork, and the time taken to do the assessment is now streamlined as we are gathering more information because rediCASE enables us to easily capture this data.”

“We modified our assessment to work better with rediCASE, rather than the other way around. It was not too difficult but we had to work this through with the team for them to understand why the change.”

“Previously our paper-based system of assessments used to be collated and looked at by centre management to make intake decisions. Using rediCASE has definitely reduced the paperwork in the organisation and enhanced decision-making,” said Paul.

“So for us the biggest benefit to rediCASE has been the ability to operate a paperless office that is available online and to automate and simplify the government data reporting process. The savings have stretched to paper, office supplies, printers, photocopy etc. It’s hard to quantify the value of these reductions but they are substantial.”

Features and functionality of the program Paul particularly likes are the initial client set up and case management pages as well as the case plan feature. “The residential bed is a good stepping stone for what we need as a residential facility – we would just like to see it grow further.”

“The software interface is nice and clean with a lot more detail than what we had previously. I love that we – our staff – can all be looking at same client at the same time.”

“The biggest benefit to end clients in us using rediCASE is when they arrive onsite they have a faster intake experience (with a speedier online assessment over the phone prior to their arrival) and our case managers are fully up to speed on their case.”

“The online accessibility is of great benefit to us and our clients, particularly when working with the other Teen Challenge centres as it’s not uncommon to share clients.
It often helps for a client to move interstate to break habits and patterns detrimental to their life.”

“Because we have the capability to share client data with interstate counterparts – South Australia is using rediCASE and other centres are looking at it – we can both pull up the same client file and see a client’s history and talk about the best treatment plan going forward for that client,” he said.

Paul said they chose the standard version of rediCASE, which enabled small customisations. (Redbourne can do more specific customisation for a fee). With the software Paul added extra fields and turned off fields that he didn’t need or want his staff to use. This made for cleaner, more straight-forward screens.

“Importantly,” said Paul, “what the system does allow is the ability for us to capture information that is non reportable but still important for us to increase our knowledge of clients. In this way it is obviously far better than the Excel spreadsheets we used previously.”

“The way we do training here is Mali from Redbourne trains me – I spend time with her and investigate the software, so I learn how things can be done – then following our session I train our staff. The reason we do it this way is that I understand the clinical nature of rehab and how this works with the software and am able to communicate the changes to our team in clear and practical terms” he said.

Paul said, “Despite the like to haves we’d like in rediCASE, overall it is a wonderful improvement from where we have come from. It’s nice and easy to use once it’s set-up.

“I would like to see more capabilities, particularly a dashboard added to the software but not withstanding that, I would definitely recommend it to other treatment facilities.”

“The market for case management software is under-served. There is another client server software program, however the other solutions do not have the NADA data sets intergrated within the software, which is what we liked about rediCASE.”

“rediCASE does take an interest in our business and they are learning more about our needs and the needs of other residential treatment providers as time goes on.”

“What the system does allow is the ability for us to capture information that is non reportable but still important for us to increase our knowledge of clients.”

Major Benefits
Access & Currency

Access client files anywhere, anytime because everything is housed in the cloud. Can work on files when not in the office if need be.

Quality of Data

Ability to capture much more rich data on each case. It is hoped with improved reporting capabilities this will lead to better trend analysis and intervention processes.

Paperless Office

No need to file, no need for excess paperwork, improved confidentiality and security.

Reporting

Makes reporting with NADA easy – as data fields already in system.