Switching care management software

Our specialists plan the whole migration with you, so your staff can quickly carry on working in the new system. Throughout the process, data is handled securely, with a focus on the GDPR, encryption and documentation.

• Manage everything in one system
• Collaborate and chat with colleagues
• Easy to use, with effective support

We help health and social care organisations get started quickly

CitizenOne makes it simple and secure to switch case management system. We help organisations in health and social care with the entire migration process, from clarifying data and exporting it to importing, setup and onboarding of staff.

Our implementation team plans the switch in close dialogue with you, so the transition is as smooth as possible. The aim is to minimise disruption to operations and make sure staff can quickly carry on working in the new case management system.

All data is handled via secure, encrypted connections with a focus on the GDPR, data security and documentation. This gives you a safe transition where record history, data about the people you support and workflows are preserved as fully as possible.

How to move safely from your current case management system to CitizenOne, with control over data, GDPR, staff, record history and go-live.

Thinking about switching case management system? Many residential homes, children's homes, supported living services, treatment centres, special education programmes for young people and social care organisations are using systems that no longer fit their needs.

At CitizenOne we help organisations switch case management system securely and in a structured way, from data transfer and GDPR to onboarding and go-live.

What does switching case management system mean?

Switching case management system means your organisation moves from one digital system to another for handling record keeping, documentation, personal details of the people you support, plans, medication, shift planning and daily workflows.

A system switch is not just about software. It is about operations, data security, workflows, staff adoption, documentation quality and the history of the people you support. A good switch should make sure you do not lose important knowledge and that staff can quickly carry on working.

Switch case management system without losing the overview

At CitizenOne we help you assess which data can be migrated, how the export should be carried out and how the import is best structured in the new system.

Read more about CitizenOne's features, records and documentation, people you support, plans and goals, rotas and operations, and the medication record.

Why do organisations switch case management system?

Organisations typically switch case management system when the current system no longer supports the reality of their day-to-day operations.

Too much manual work

Staff spend too long on record keeping, documentation and duplicate entry.

Lack of management overview

Management lacks an overview of the people they support, tasks, departments, plans and daily operations.

Several systems at once

Records, rotas, medication, messages and reporting are spread across different systems.

Need for modern features

The organisation lacks mobile access, AI, automation or better access control.

Weak reporting

Data has to be exported and processed manually before management gets a useful overview.

Onboarding is too heavy

New staff spend too long learning the system and finding important information.

10 signs it is time to switch case management system

Too much time on documentation

If documentation takes up a disproportionate amount of time, your system should be helping you more.

Management lacks an overview

If you need Excel to get an overview, the system is not strong enough.

The system feels outdated

A heavy, slow interface creates resistance and errors in everyday work.

You lack mobile access

Staff need access close to the people they support, not only at a computer.

You work in several systems

Duplicate work increases time spent, the risk of errors and frustration.

You lack a clear medication overview

Read more about the medication record in CitizenOne.

Your documentation is inconsistent

A modern system should help with structure, templates and history.

Onboarding is heavy

An intuitive system reduces training time and builds confidence faster.

The price does not match the value

See CitizenOne's pricing.

You are looking at alternatives

See our case management system comparison.

How to switch to the CitizenOne case management system

Switching to CitizenOne can be kept manageable when the process is broken down into clear steps. The goal is not just to move data, but to make sure your day-to-day work is better after the switch.

Clarify your needs

We review your system, workflows, users and departments.

Book a demo

You see CitizenOne in practice, based on your needs.

Map your data

Personal data, journal notes, documents and history are assessed.

Export

Data is exported from your old case management system.

Import

Data is structured and imported into CitizenOne.

Onboard

Staff are introduced to the system.

Go live

You go live with support and continued help.

Migrating record data: how to move data securely

Record data is sensitive information and must be handled securely. The migration must be planned, tested and checked.

CSV and Excel

Often used for core details, user data, departments and structured lists.

PDF

Often used for record history or documents, but harder to import in a structured way.

Database extracts

Can give the most complete migration, but require technical access and correct data processing.

GDPR and data security when switching case management system

When switching systems you work with sensitive personal data. That is why the GDPR, access control and data processing agreements must be in place.

Data processing agreement

Read more about data processing agreements, and see your national data protection authority for general guidance on personal data and the GDPR.

Access control

Only relevant people should have access to migration data.

Privacy and terms

See our privacy policy and terms and conditions.

Which data can be moved to CitizenOne?

The exact scope depends on your current system and its export options.

Data about the people you support

Core details, contact information, department assignment and relevant basic information.

Journal notes

Historical journal notes, selected periods or relevant history.

Plans and goals

See also plans and goals.

Documents and attachments

Support plans, status reports, consents, attachments and agreements.

Staff and departments

Users, roles and departments can often be created or imported.

Medication information

See the medication record.

Switching from another case management system?

You will find our comparisons with well-known systems on the market on our case management system comparison page.

Why choose CitizenOne as your new case management system?

CitizenOne is developed for organisations that want a modern, user-friendly and flexible case management system for social care.

Records and documentation

Read more about records and documentation.

People you support, plans and goals

Read more about people you support, plans and goals.

Rotas and operations

Read more about rotas and operations.

Communication

Read more about communication.

Daily overview

Read more about the daily overview.

Pricing and getting started

See pricing or book a demo.

Frequently asked questions about switching case management system

How long does it take to switch case management system?

It depends on the amount of data, the number of users, the complexity and the export options in the old system.

Can journal notes be moved to CitizenOne?

Yes, in many cases journal notes can be moved. It depends on the export options in your current system.

What does it cost to switch case management system?

The price depends on the number of users, data migration and your needs. See CitizenOne's pricing.

Can CitizenOne help with onboarding?

Yes. CitizenOne offers support and the option of training courses. See support.

Ready to switch case management system?

CitizenOne helps you keep the switch manageable, from the first demo to data clarification, setup, onboarding and go-live.