Choosing and managing software and IT suppliers as an adult social care provider

As your adult social care organisation moves into digital ways of working, you may need to buy software for:

- care records and planning

- medication management

- staff management

- quality and audit

- eLearning and training

Depending on the size and skills of your organisation, you may also need an IT supplier to set up and manage your software and devices.

This guidance will help you to understand your needs and set up and manage contracts with suppliers.

Choosing a software supplier

Care software and technology can help to save time, reduce paperwork and improve the care you offer. It can also help you to collect better data, so you can provide better evidence to inspectors, commissioners and regulators.

Follow our guide to getting digital social care records  for information on selecting and buying software for recording care information.

This includes a list of digital social care records solutions that have been assessed by NHS England to meet core requirements - the assured solutions list.

Choosing an IT services supplier

If you do not have an IT department, you may also need to buy external IT services. These services can help you set up and maintain hardware and software and provide tech support to staff.

Managed services providers (MSPs) are companies that look after your computer systems on a day-to-day basis.

At a minimum, MSPs should:

- monitor your network, servers and computers for issues - this includes critical services like backups and security systems

- provide maintenance so that your computer systems run better for longer

- support your team when they have IT problems

Some MSPs will provide additional services, such as helping you to connect to the internet or providing strategic advice.

Internal IT managers or managed services providers

If you are a larger organisation with lots of people relying on IT, you may need an internal IT manager. This person can learn about your business and needs in depth, and potentially respond quicker to challenges.

If you do not have the skills or capacity to manage IT internally, you’ll need external IT support. Even with an internal IT manager, you may still need extra support. An MSP could bring additional capacity and a broader range of skills and knowledge.

Choosing a managed services provider

Choose an MSP that understands your needs as a social care provider. They should understand the importance of keeping information safe and ideally have experience in supporting clients through governance processes.

A good MSP should be:

- personable and able to speak to your staff in non-technical language

- consistent yet adaptable to your business needs (they can adapt their offer to your requirements)

- constantly improving their services (for example, through training their staff or building new services to help their clients)

Ask for references from other social care organisations with similar needs to you.