MEDsys Presents EVV at MHHA

MEDsys Software’s CEO, Ritch Adams presents Electronic Visit Verification at Michigan’s Home Care Annual Conference in Traverse City, MI.

EVV is a technology solution that automates the time and attendance process by verifying the exact time and location that the caregiver clocked in and out of a in-home visit. In December 2016, the 21st Century Cures Act was signed into law mandating all Medicaid Provider Service Agencies must require Electronic Visit Verification by January 2019. That date has then been delayed to January 2020. States that do not implement a system for personal care services that accept government reimbursements by 2020 will face an escalating reduction in FMAP funding.
The presentation covers:
1. Michigans current EVV Status
2. How to comply with the 21st Century Cures Act
3. How to improve operational effectiveness using EVV
4. How EVV can improve patient care

Earth Day – Why You Should Go Paperless

 

 

MEDsys has been providing software for more than a decade helping agencies automate their workflow and help build their business by providing an all in one web-based solution. To this day, there are still many agencies on paper. Here are some examples of why going paperless and switching to an online platform can benefit your agency.

  1.  Save Time – Manual processes like filling out paperwork can take less than half the time switching to an automated system, instead you can focus on your caregivers performance and your clients satisfaction.
  2. Electronic Forms and Paperwork – MEDsys being an EMR can turn any forms electronic, because it is stored in the cloud you can access it whenever, wherever, on any device. Have a pesky piece of paper lying around? Scan it and upload it into the system and you will wont have to worry about misplacing it.
  3. No More Time Sheets – MEDsys EVV/MVV makes clocking in and out effortless and takes less than a minute. Caregivers will not need to take the time to drop off their timesheets or sending them into the office. They can clock in/out conveniently  via landline or mobile app. Their attendance including tasks performed will be collected and synced into the system automatically.
  4.  Billing and Payroll – Completed schedules go right into scheduling and billing, a step that takes takes minutes into seconds turning it into a streamline solution.
  5. Save paper = Save money – The average amount of office supplies such as paperwork can cost a business over $1,000 per employee. By going digital, not only are you helping the environment, you can also help save yourself  thousands of dollars a year.

https://smallbusiness.chron.com/average-cost-per-month-office-supplies-12771.html

Preparing for EVV (Part 1) – How To Choose Your EVV Vendor

With the mandate deadline less than a year from now, agencies that are located in “Provider Choice” or “Open” model states and provide medicaid services are required to select and implement an EVV vendor by January 2020.
Finding a vendor with these key items will help bring long term success to your agency while complying with the federal mandate:
100% WEB-BASED
Not all EVV systems are web-based (cloud-based). A web-based system will allow more flexibility to access and you do not need to install anything, all you need is a web browser. With web-based software, all your data is centralized and accessible anytime, anywhere, and on any smart device. Web-based is a safer alternative. Traditional systems have everything stored on one device which is not secure and can not be updated and backed-up daily.
HITRUST CERTIFIED
While using a web-based system is more secure than a traditional system, you want to choose a system that has been certified in securing data and information. HITRUST certification ensures the appropriate information protection requirements are met when sensitive information is accessed or stored in a cloud environment.
TRAINING AND CUSTOMER SUPPORT
If you have not chosen a system yet, choosing one with a dedicated training staff can make the process easier and can help cater to what your agency needs during the transition. Choosing a vendor that provides different training options gives your staff flexibility to learn in different environments such as webinars, online video training, or onsite training. You should also choose a vendor with friendly, and knowledgeable customer support that can assist quickly and efficiently. Customer Support should also provide different channels of communication such as a call center, online help desk, and live chat.
PROVEN EXPERIENCE
Most software companies do not understand home care and do not tailor their system to each agencies unique structure as not all agencies work the same. Finding a vendor who has a Home Care background and experience will give you more of a competitive advantage and provide growth and success for your agency.
INTEGRATIONS

Your EVV vendor should be able integrate with other software that your agency utilizes. If you use a management software or any third party systems, it is important to keep in mind that the vendor you choose should integrate with those systems. If your state is using the “Open Model” your vendor should be able to integrate with the state data aggregator.

EVV OPTIONS
There are three different EVV technology options for different Home Care environments. First being Landline EVV also known as Telephony, where a caregiver clocks in and out via the clients home phone. Second option is a Mobile App, where the caregiver can access via their smart phone on a downloadable app where they can clock in, clock out and record tasks, signatures, and more. Third option is an Alternate Device, which MEDsys refers to as a “Token”, where a small device is fixed in the clients home. A button is pressed during a clock in and clock out and generates a unique code that coordinates within the time the button was pressed to validate the visit. The Alternate Device is used when there is limited or no connectivity. Check with your vendor to see if they offer different technology options for your caregivers and clients devices.

Introducing Next Generation Mobile Visit Verification App

MEDsys Software Solutions releases its next generation Mobile Visit Verification (MVV) for the Home Care industry. MVV is an extension of the MEDsys VinCENT Electronic Visit Verification (EVV) which is utilized by home care agencies across all 50 states. Providing options such as Landline, Token, and access to mobile browser has allowed us to upgrade to an even more user-friendly, mobile app interface.
The MEDsys MVV App is free to download for any smart device, caregivers will be able to clock in with their credentials and start their visit right away. MVV functions Online and Offline Modes, for environments where internet service is not available. Offline mode allows caregivers to enter in tasks, clock in and out until Wi-Fi is available then will auto sync.  MEDsys is completely web-based and utilizes MVV to allow caregivers to verify visits and tasks, and document notes utilize interactive forms. Signatures can also be captured.
MEDsys is HIPAA Compliant and HITRUST certified, confirming all data is secure within the system. GPS will only be enabled during the duration of the visit (after the clock in and before the clock out) to confirm the caregiver is with the client. MVV offers a Message Center (Live Chat) with staff, where you can communicate in real-time and stay in compliance.
Read the Press Release Here

Communicate With Your Staff and Clients in Real-Time

What makes an agency run smooth is communication between the staff and clients, or the family of the client receiving care. MEDsys Agency Management Software features different channels of communication like Live Chat and Broadcast Messaging options. MEDsys is HITRUST certified making data exchange and communication in the system more private and secure than standard text messaging and emailing.
Live Chat – Designed similarly to Facebook Messenger, MEDsys Live chat can be used to communicate in real-time with field staff before, during, or after a visit. The client or clients family also has access to live chat through the client/family portal.  This is a quicker and more efficient way of communication and is secure in the system. Permissions are also available to authorize who can message specific users
Broadcast Messaging –  Broadcast messaging is where an admin can send out a message to everyone in a particular group set like for example, Staff Only, Clients Only, and System Users Only. This saves time on picking up the phone or sending emails one by one. This is useful for emergencies and when you need to communicate to a specific group all at once.

To find out more about Real-Time Communication and see how they are used in our MEDsys Software System, click here

MEDsys EVV Technology Choices

One of the most frequently asked question is what is the differences between the MEDsys EVV Technologies and which one or combinations is the right one for your agency. MEDsys offers three types of technologies for EVV such as Mobility (GPS), Landline, and Alternative Devices (Tokens). The decision of whether to utilize one or all three devices is what you think would work best for your agency.
Mobility –  Caregivers are able to clock in and out, view care plans and tasks through any smart device, this can also include a tablet. The system is web-based, and if needed there are also off-line functionalities. The caregiver can access the EVV log in through the web on the smart device, when the caregiver clocks in or out the time and location will be calculated and entered into the system immediately. You will also be able to track the radius and exact location using the GPS feature.
Landline – Caregivers will be able to use the clients landline home phone and dial in to the toll free phone number provided. The caregiver will be asked to enter in their Staff ID, at the time of clock-in and clock-out. MEDsys utilizes Automatic Number Identification (ANI) to verify the call is indeed coming from the client’s landline phone. The system will ask what tasks they have performed for the visit during clock-out and can also collect biometric readings if required. The data will enter the system immediately.
Alternative Devices – For instances when there is no mobile device or landline available but visits need to be confirmed, we offer a cost effective, alternative device called a Token. The MEDsys token is a small device that is secured within the patients home. When it is time for the caregiver to clock in, the device will generate a unique 6 digit code that corresponds to the exact day and time the button was pushed (the code will change every minute), the same process is used for clock-outs. Once the code appears, the caregiver may call it in or write it down to send to the office later so it can be manually entered into the system which will validate the exact times the visit occurred.

 

 

Staff and Client Portals

Give your staff and clients their own MEDsys experience dedicated to their own account and information portals. Portals are used to manage and enhance communication between office staff, field staff and clients. Field staff and clients are given a separate account where they can log in on any device, anytime, anywhere and view information regarding their profile and scheduled visits.

All portal homepages can be customized. No more printing out schedules. No more calling the office and waiting to find out your caregivers next visit. Schedules can be viewed by the day, week, and month in Staff portals. Staff can also view and upload forms, view and complete any compliance items coming due, and can view any open schedules. Like Staff Portals, Client Portals can view schedules from the day to the month. Information about the Client can be uploaded to the system. Stay in compliance and keep your staff and client information secure. Portals are included with MEDsys Full Software version of VinCENT.

Find out more about Portals and how they are used in MEDsys Software by scheduling a demo here

Reporting Made Easy with MEDsys

When your running an agency, reports can take up time if you’re still building them manually. Reports collect agency information to help make analytical decisions and can show how your agency is performing. MEDsys offers a variety of different reports such as billing, scheduling, clients, financial, and more. If you have home health payors such as Medicaid, you will need to submit reports frequently. MEDsys reports makes it simple to schedule any report and have them ready at your convenience. Reports are always up to date and are easy to read. You can access reports from the homepage on your customizable dashboard, or access all in the reports tab. All reports can be saved and updated to the saved report. MEDsys also has ADHOC capabilities, where you can run any individual report or combination that best meets your needs.

How to Reduce Caregiver Turnover

In our “How to Succeed In Your First Year of Starting an Agency” article, a critical area for success is hiring quality caregivers/employees. Once you hire the right employee for your agency, it is important to retain them. Caregiver turnover is when an employee leaves the company and they need to be replaced.  If your turnover is high, it takes time and money to on board and train a new caregiver, which can cause frustration among clients and loss of clients if they consistently have new caregivers coming into their homes. Here are a few suggestions that can help you reduce caregiver turnover.
Build Strong Relationships.  Get to know your caregivers by asking about their experiences. Questions like what type of clients they feel comfortable working with, what motivates them to provide quality service, and what their skills/preferences are to best match a client with a caregiver.  Congratulate them on important milestones like their birthday and work anniversary.  Employee’s like to feel part of a team and a dedicated employee that you have a good relationship with is less likely to leave your agency.
Set Goals and Expectations.  Every caregiver is unique and may have different job expectations and if they are unclear of what is expected out of them, they may not provide the quality of care your agency needs. Taking time to clearly communicate what hours they are willing or expected to work, the client locations they will be traveling to and from, and the amount they are getting paid for their services or any other requirements your agency expects will give them insight from the beginning as well as ongoing feedback will keep them on the right track. Meeting their expectations can also help them meet yours as an employer.
Show Your Appreciation.  Employees, like to feel appreciated and to be recognized for the hard work they do. Most commonly, turnover is driven by not feeling valued by the company or supervisor.  Show employees that their hard work does not go unnoticed by offering incentives for employee’s outstanding performance like for those who rarely or never call off, those who pick up extra shifts, or who bring in the most business referrals.  You can even have an “Aide of the Month” recognition award. Remember to celebrate and engage field workers by having holiday work parties and appreciation events.  Ensure employees are getting benefits like health insurance and retirement plans to retain them.  Having an engaging workforce will boost company morale.
Compatibility.  Ensuring your clients are matched with the proper caregivers will make it easier to meet the needs of both the caregiver and client. MEDsys has a scheduling feature that can assist schedulers by matching clients and caregivers attributes and preferences. For example, if a client speaks a different language and needs an aide who speaks the same language or if the aide is allergic to certain household pets and is unable to be assigned to a client with that pet.  Using this featue will help you schedule by providing a good fit and this will help staff be happy. Happy employees help keep happy clients.

MEDsys’ Paperless Forms

With MEDsys software, everything is paperless, even your forms! From Care Plans to Visiting Records, everything can be stored electronically into the system, not just as static documents, but as interactive data entry screens. Utilizing your forms expedites staff acceptance, and helps streamline implementation.  What is great about MEDsys’ form engine is you integrate your own forms. Forms pull all information and prepopulates from the client file which reduces time you spend on manual and duplicate processes. All forms can be signed electronically by the client, RN or aide on any smart device. Forms can also be signed at the point of care, whether they are online or offline. They will always be secured in the system. The service provider can determine the level and areas to which a user may gain access and also permit view, view and add, view-add-delete or be an administrator in one section or as many as permitted. If you need immediate access to your forms, they can be pulled up on any smart device. MEDsys enhances the visit experience for the client,  this allows the staff to focus on the client not on the forms.