If you are a client/family, caregiver, or contracting agency, most of you may already be feeling the effects of our switch over from the VINCENT scheduling system to Clear Care Online. For us the decision to switch over was easy, based on the research done before hand. We were propelled by the fact that as an early adopter of the VINCENT system we experienced some disappointment in getting changes made to the system to accommodate our needs or simply to fix glitches. After a month and a half of preparation, and with the help of the Clear Care transition team and a dedicated transition counselor we went LIVE on May 1st and began the change-over transition.
Even with all our hopes for the better solution for the families we serve and the care givers who help us keep our promises – there is never a great time to make a transition. We are so proud of our Office Administrator Janette Lauzon, and our Scheduler Rhonda Mliakoff. Together these two have done a fabulous job of coordinating this transition. Not going to lie, there were frustrations along the way, but we have never had the kind of daily and intensive support from a vendor like we have had from Clear Care.
What the Clear Care Benefits are to the Families We Serve
The Family Room Forum – Each family has their own “room” to communicate with us and the caregivers scheduled to provide care. The Family Room provides a place for communicating back and forth. Family members can request some additional tasks, offer reminders on one-time events which the caregiver may need to be aware of; and likewise, the caregivers can share comments on things that happened during their shift that may help the family. Once you get into the swing of using the Family Room Forum we predict an even better experience for both the families and the caregivers.
Schedule View – The families can see the schedule online, either from your desktop computer or your smart phone. The schedule is a living document and shows the shifts with times and who is covering that shift. The whole month view of the calendar gives you a comprehensive look at a color-coded plan which lets you know which shifts are scheduled, shifts that are still open, those in process and those completed. Notes can be appended to the schedule such as when a caregiver did not show or the family had to call off a shift – this is making the billing process so much easier!
Care Notes – The Clear Care system will hold the details of the Person-Centered-Plans (PCP) including a list of all the required Activities of Daily Living (ADL) and show those needed for a particular shift. When a caregiver checks in via their phone, they will see what is on the schedule for that shift, and when they clock out they will only be able to do so after answering the questions related to the ADL tasks. A simple “YES” if a task was completed, a “NO” with an explanation why. The system will also capture mileage related to any activity where the caregiver took the client out into the community as well as any comments or concerns for the family. This instant capture of care notes creates a foundation for a paperless system and makes for a much better snapshot of what happened on each shift, and that information is always available to the families. The supervisors will also have access. As our caregivers get used to checking in and clocking out, and reporting, we are convinced that the level of care will get even better.
What Clear Care Means to the Administration of Services
As you can imagine the job of administering, scheduling and managing up to 75 caregivers to deliver over 5000 hours of care each month (and growing) to 100 or more families through the six programs offered by Helping Hands Respite Care…it can get complicated. Clear Care is beginning to uncomplicate these processes for us in some meaningful ways.
The paperless care notes system provides far more accurate documentation of what happens on every shift and provides alerts for action items. Already we are finding the system to be intuitive, user-friendly, and much faster.
The information that comes out of the system and immediately interfaces with our billing system provides for a more accurate monthly invoice which reflects the many variables involved such as acuity level, role of caregiver, and variable pay structure of the caregiver in a group setting such as the Respite House, and the specific requirements of the various contract sources. This also translates to a more streamlined payroll process. For example, within our Adult Day Services program those members who attend and receive support from the Veteran’s Administration (VA) must receive a particular rate prescribed by the VA. In the past, reviewing the daily care notes for a particular pay period to determine which caregiver served which member to satisfy the contract would take up to an hour. Now it takes 10 minutes!
We are only just now beginning to realize the benefits of simplifying the scheduling process with Clear Care. It is not uncommon to have to accommodate a last minute change in a schedule due to illness. On Thursday at 5pm a caregiver called in to let us know that she would be unable to fill an overnight/awake shift at the Respite House beginning at 6pm on Friday. By going into the Clear Care system after clicking on the shift that needed to be covered, in just a few minutes we clicked a few buttons to reflect the criteria we needed in a caregiver for this shift, including finding all those that could possibly work that time frame without going into overtime. We found eight potential workers which met our criteria. Their names were clicked and a text message was sent to all asking if they wanted the shift. Within 5 minutes, the shift was filled!
As you can tell, excitement is rising for us as we continue the transition begun on May 1st. On June 1 we will be doing our first billing process and with any luck it will yield the same kind of benefits we have realized on the scheduling and payroll side of the equation.
Bottom line, it looks like we have a winner. We know it may take time for everyone to get up to speed on using this new system …which means the information and accuracy is only going to improve. If you are having challenges with the system, please do not hesitate to reach out to us so we can help you with your learning curve. This is a system that supports us all in ways that help us continue to keep the families that we serve in a position to receive the full benefits of respite, while their loved one gets the best care possible.