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How Ategi brought compliance under control across a complex care organisation
With services spanning Wales and England, Ategi needed a compliance tool that could keep up with the complexity of their work. MY Compliance Management gave them exactly that, and then some.
About Ategi
Ategi is a Welsh charitable organisation with over 30 years of experience supporting people to live independent and fulfilling lives. Across Wales and England, they deliver Shared Lives, Supported Living, and Community Support services to individuals with physical and learning disabilities, autism, mental ill health, addiction, and those transitioning from children’s services.
A significant part of their workforce consists of self-employed Shared Lives carers, spread across a wide geography. Keeping compliance consistent and timely across that kind of dispersed, varied operation is no small thing.
Richard Cox, Head of Services at Ategi, led the search for a solution.
The Challenge
Ategi’s compliance picture was fragmented. Manual, paper-based record-keeping created inefficiencies and gaps, and there was no reliable way to track incidents in real time or monitor the actions that followed them. For an organisation whose services directly affect some of the most vulnerable people in society, that wasn’t good enough.
The issue with the Shared Lives carers was particularly acute. Because many of them are self-employed and work independently, incident reports could take time to reach the central team. By which point, opportunities to act quickly had already passed.
Richard describes the two things that caused the most problems:
- Speed of incident reporting from self-employed carers to the central team
- Evidence of follow-on actions once an event had occurred
Management reporting was equally burdensome. Compiling compliance evidence for trustees meant hours of manual work every fortnight.
Richard spent around eight or nine months researching and sampling different software packages before settling on MY Compliance Management. Not because it was the only option, but because it ticked every box.
“I did a bit of research, probably took me about eight or nine months, where I sampled different software packages. MY Compliance actually ticked all the boxes that we needed, more than what we were looking for in fact.”
The Solution
Now in their third year with MY Compliance Management, Ategi use the platform to manage incident reporting, action tracking, audit evidence, and governance reporting. The solution brought everything into one place, with real-time visibility for managers and a simple, accessible interface for carers out in the field.
One of the features that has made the biggest difference is the QR code functionality. Carers can now log incidents or access training simply by scanning a code, removing the barrier of navigating a system they might use infrequently. Richard has passed this on to around 350 to 400 people across the organisation, and the feedback has been consistent: it’s easy to use.
The actions module has transformed how the team tracks follow-on work after an event. Whether actions are due weekly, monthly, or annually, the system keeps everyone on track and nothing slips through the cracks. Cover is built in too, so if a manager is on leave, another administrator can pick up any outstanding incidents without disruption.
For governance, the audit module has given Ategi a clean, evidenced trail of compliance activity that they can present directly to regulators and commissioners. Producing trustee reports, which previously took Richard upward of an hour every fortnight, now takes a fraction of that time.
“Producing reports for our trustees has saved me at least an hour every fortnight in compiling the evidence and what has happened, the events. It’s been absolutely fantastic.”
The Results
Three years in, the impact stretches across the whole organisation. Incidents are reported and acted on faster. Actions are tracked and closed. Governance evidence is audit-ready. And the wider team, from senior managers to front-line carers, stays informed and in sync.
Faster incident response
Incidents are flagged immediately and visible to the whole management team, not just the responsible manager.
Actions that don’t get missed
Weekly, monthly, and annual actions are tracked with automatic reminders, keeping every team member on top of their responsibilities.
1+ hour saved per fortnight
Report writing for trustees is now a quick, automated task rather than a lengthy manual process.
350–400 people trained via QR code
QR code access to incident logging and training has been adopted organisation-wide with near-universal positive feedback.
The Support
Richard is clear that the relationship with the MY Compliance Management team has been a significant part of why this has worked. From the very first contact through to purchase and beyond, the support has been proactive, consistent, and available when needed.
“From the point where I first made contact with MY Compliance right through to when we purchased the system, the ongoing support is absolutely fantastic. I get very regular phone calls, emails backing that up, and I know that they’re at the end of the phone or end of an email should I need anything additional.”
Looking Ahead
Ategi currently use a separate system for recording training, but Richard has his sights set on consolidating that into MY Compliance Management too. The platform already has the module available, and when the time comes to make the switch, the groundwork is already done.
For an organisation whose mission is to support people in living their best lives, having compliance that works quietly and reliably in the background is not a nice-to-have. It’s essential. MY Compliance Management has become exactly that for Ategi.