About Third Age Health
For just over 10 years Third Age Health has been a health provider that offers general practice (GP) services to over 50 residential aged care homes across New Zealand. Their general practitioners and nurse practitioners, who are experts in the health of older people, provide regular rounds to see residents at all stages of their aged care journey from independent living, through to memory loss and also palliative care. Third Age Health also owns a group of general practices, currently, there are three in Auckland and one in Hawkes Bay. These clinics provide local doctor services for people of all ages in the community.
To support the company’s growth aspirations it was identified that improved systems were needed to help move away from the reliance on storing information in a series of spreadsheets. Ruth Morse, Head of Communications and Engagement, realised there was no way the company could scale with the current systems that were in place and that with a remote workforce and growing team there was a need to implement a CRM with functionality that would enable the company to grow both their workforce and client customer base.
Ruth explains, “We were looking for a CRM that would keep all the details of all our current and prospective clients in one place, a single source of truth that our whole team could access so that they had the information at their fingertips to do their job. That’s what we were looking for in Really Simple Systems (RSS), an intuitive tool that would help us to engage with our current clients and also to aid new business and grow our market share across the aged residential care facilities throughout New Zealand.”
Working with Really Simple Systems
“I don’t think I would’ve come across RSS by myself, we were recommended it. I did a ‘digital skills for the workplace course’ as part of my professional development during one of the lockdowns in 2021 run by MindLab in New Zealand. Following the course, I reached out to the MindLab team who provides a service to advise small businesses about which technology tools might best suit a particular need. I asked what CRM they’d recommend solving our business challenges and RSS was one of their recommendations. .”
Ruth continues: “Simon Hubbard who first helped us has been amazing, we really appreciated the use of a free trial, as it allowed us to set up the system and trial how we might use it. We were back and forth a lot asking Simon questions, he was super supportive.
The free trial period enabled me to present a working version of the CRM to my senior management team colleagues and show them exactly how the system would be used by our teams and the positive impact it would have across the business.
The interface is fantastic, we all love how easy and simple it is to use and the support has been excellent. We initially set up some fields when we started and they weren’t quite right. We reached out to the support team to help us rearrange the fields to a more logical order of entering the data and they did that for us in a very quick turnaround time.”
How Third Age Health uses RSS
“We are a modern organisation so we all work remotely, we’re not in the same office to quickly turn round to someone and ask if they have contacted a client. RSS has been amazing because everyone can access it. We have enabled email integration, allowing us to look at a client and see who and when they were last contacted, are there any issues or complaints and what was the last conversation someone had with them. Being able to customise the CRM fields has been fantastic. This allows our clinical team to build reports really easily, so we know where we need more people and how many hours we need to make sure everyone is looked after.”
One of Ruth’s colleagues has been focusing on business development and they’ve used the to-do dashboards to see instantly and very clearly:
“We’re also building up a database with contacts and using that for business development. With a new doctor starting in the Christchurch area later this year we’re now able to build out reports of all the aged care facilities in that area and have begun approaching these care homes to offer our services. RSS has allowed us to easily:
Ruth continues; “We have a lot of recruitment adverts out at the moment, so if we get any contacts from that, then we store them in RSS as a potential clinician who can work for us and we plan to build up that database and contact them later on.”
A Simple CRM
Ruth highlighted the main reason Really Simple Systems CRM has helped them: “The CRM has been a huge enabler, certainly with managing our current client relationships. With our new business focus, we can see there is huge potential with the CRM and what it can offer us going forward. We are also now using the dashboards for our monthly management meetings as a way of managing our pipeline. Really Simple Systems has provided us with an innovative tool to enable our business to scale.”