In the elderly care sector, administrative and document management processes present a significant challenge. Paper-based and manual workflows lead to inefficiencies, delays, and a high risk of errors, ultimately slowing down operations and affecting service quality.
To overcome these challenges, REFAL (Rete Fondazioni Anziani Lugano) began a digital transformation journey with the support of CHC Business Solutions SA.
The implementation of the ARXivar NEXT platform—an advanced software solution for managing elderly care facilities—enabled a complete reorganization of document management and internal processes, improving efficiency, security, and accessibility.
Client Needs
REFAL, formed through the merger of Cà Rezzonico (Lugano) and Fondazione Opera Charitas (Sonvico), manages several facilities dedicated to elderly care. With growing demand for services and support, the need for a more modern and automated system to manage documents and human resources became a top priority.
Key issues that needed to be addressed included:
- Excessive manual work in administrative and HR processes
- Complex and paper-based document management with inefficient approval workflows
- Lack of a structured system for managing invoices, payslips, and internal communications
- The need to comply with data protection regulations
REFAL therefore required a management software solution tailored to elderly care facilities that could centralize and automate these processes while ensuring secure and easy access to information.
CHC’s Solution
To meet REFAL’s needs, CHC Business Solutions SA implemented ARXivar NEXT, an innovative platform designed to digitize and automate administrative and HR workflows.
Thanks to this software, REFAL was able to:
- Automate document management, eliminating paper-based processes
- Digitize invoice approval workflows, reducing processing time and errors
- Implement a secure digital archive, compliant with data privacy regulations
- Optimize payslip and internal communication management, with digital document access
- Enhance HR organization, from receiving CVs to managing digital employee records
The adoption of ARXivar NEXT allowed REFAL to modernize its operational structure and operate in a more efficient, connected, and secure environment.
Achieved Benefits
The integration of CHC’s management software for elderly care facilities delivered measurable benefits, including:
- Reduced document management time: Automated workflows sped up document archiving and retrieval
- Enhanced security and regulatory compliance: All documents are traceable and accessible only to authorized users
- Improved operational efficiency: Digital management of invoices and payslips significantly reduced delays and errors
- Optimized HR processes: Digitization simplified staff administration at every stage
- Improved experience for staff and administrators: Self-service access to documents made information easier to retrieve and use at any time
Thanks to its partnership with CHC, REFAL has taken a major step forward in its digital transformation.
This project marks not an end point, but the beginning of an ongoing innovation journey, where technology will continue to support the organization’s growth and enhance the quality of care and service delivery.