penelope athena software case management software IMPACT OF PENELOPE BY STAFF ROLE

Transcription

1 case management software IMPACT OF PENELOPE BY STAFF ROLE athena software 1st floor, 33 Dupont Street East Waterloo, Ontario Canada N2J 2G8 NORTH AMERICA AUSTRALIA UK FAX

2 MEET PENELOPE Penelope Case Management Software is a leading mobile client information and practice management CMS/ CIS system used successfully by a broad range of social service providers - including counselling, mental and behavioral health, disability support, outreach, education, mediation and residential services. FIT IMPACT SUCCESS Penelope is powerful yet easy to use web-based software that can either be installed on your own server or hosted by Athena Software securely on 'the cloud'. Penelope delivers an impressive return on investment by integrating all aspects of your organization's scheduling / calendaring, clinical notes, service planning, service delivery tracking, billing, outcomes evaluation, reporting, referrals, wait-listing and documents management needs in one innovative and intuitive package. This document will highlight the potential impact Penelope can have on your organization - with a FOCUS ON THE OF PENELOPE FOR SPECIFIC STAFF ROLES AT YOUR ORGANIZATION. The common staff roles in human service organizations we ll cover include: administrative and reception staff front line providers / counsellors / practitioners program managers finance and accounting staff IT / ICT staff intake / admissions / call centre staff reporting / research / quality assurance staff Page 2 of 9

3 ADMINISTRATIVE STAFF / RECEPTION 1. FAST, EFFICIENT CLIENT CHECK-IN at reception/ the front desk record attendance (eg. arrivals/ cancellations/ no shows) with two clicks of the mouse - with AUTOMATIC notification of therapist upon client arrival (no more phone calls!) 2. RAPID CALL UP/ SEARCH of client records find key information quickly and easily with a couple of clicks 3. QUICK SCHEDULING/ RESCHEDULING of client appointments access multiple staff calendars at a glance and book/ rebook in a couple of clicks SPEED & EFFICIENCY 4. IMPROVED SAFETY NOTIFICATIONS relating to safety concerns caution flags with descriptive text accompany client records (and their appointments) 5. CENTRALIZED REAL TIME, CONCURRENT ACCESS to client records and worker schedules easily and directly access any data in the system for which you re authorized 6. SPEEDY PAYMENT PROCESSING of client fees our unique quick pay option allows you to invoice and receipt an event / payment in one easy step (including the automatic printing of a receipt) inline processing of credit card transactions 7. ORGANIZED AND EFFICIENT ALLOCATION OF ROOMS/ RESOURCES view current room allocation and availability per venue with a couple of clicks 8. AUTOMATIC CLIENT NOTIFICATIONS/ APPT REMINDERS save time calling/ leaving messages and improve show rates! 9. ROBUST REPORTING CAPABILITIES over a hundred and fifty useful reports will provide you with the timely, accurate and critical information you need for operations and reporting to stakeholders 10. EFFICIENT, NATURAL AND INTUITIVE WORKFLOWS wizards for intake, assignment, scheduling and billing setup streamline work, ensure accuracy and completeness and save your time BONUS BENEFIT - SAVE PAPER PUSHING AND HASSLE WITH DIGITAL SIGNATURE CAPTURE! Page 3 of 9

4 DIRECT SERVICE PROVIDERS / THERAPISTS 1. RAPID, EASY ACCESS TO CLIENT INFORMATION one click access to any clients currently open and assigned to the practitioner right from their home page 2. FAST, EASY SCHEDULING OF CLIENT APPOINTMENTS 3 clicks of the mouse to complete an appointment booking! 3. YOUR WORK DAY - SIMPLIFIED! all relevant information available on your dash board/ home page- including current active case load, alerts/ messages, scheduled appointments/ calendar and more! our new collaboration suite provides you with a new dashboard for messages, alerts, reminders and tasks so you can stay on top of things effectively EFFECTIVE PRACTICE SUPPORT TOOL 4. SMART FORMS SAVE TIME AND INCREASE ACCURACY reduce data entry / duplication of effort, improve quality assurance, dramatically enhance reporting capabilities 5. EASILY MONITOR CLIENT OUTCOMES OF SERVICE s integrated custom outcomes assessments make it easy to implement outcomes measurements and view client progress over time graphically 6. GET CREDIT FOR YOUR WORK! s unique service unit/ cart system provides the opportunity for staff to quickly and easily track the complete array of services provided during service encounters 7. QUICKLY AND EASILY REVIEW CLIENT S SERVICE FILES review notes in succession or as part of a complete service history with a single click! 8. MORE EFFECTIVE SERVICE PLANNING AND STAFF COLLABORATION create custom robust and service planning templates, collaborate with staff on goals/ objectives and stay current with automatic tasks and reminders 9. ENGAGE CLIENTS WITHIN THEIR SOCIAL CONTEXT s case file structure allows you to see the family composition and service involvement at a glance to coordinate services appropriately across all programs 10. ENGAGE CLIENTS VIA / SMS MESSAGING communicate directly with clients via / sms (automatically attached to service file records) Page 4 of 9

5 MANAGERS AND EXECUTIVE STAFF 1. RAPID, EASY ACCESS TO PRODUCTIVITY STATISTICS easily monitor a broad array of your staff s key service delivery statistics including custom targets vs actuals on a range or custom metrics by program, staff member, facility etc. 2. EASILY MONITOR STAFF PROGRESS NOTES/ DOCUMENTATION a couple clicks will allow you to browse through the session notes and clinical documentation completed by your staff for any given period of time 3. SAVE TIME WITH COMPREHENSIVE REPORTING CAPABILITIES not only do you have access to 155 summary & detailed reports covering all aspects of your organization s operations, you can also write custom queries against the database OVERSIGHT & INNOVATION 4. MONITOR WORKFLOW PERFORMANCE AND RECEIVE AUTOMATIC ALERTS with s collaboration tools, you ll be able to know work is being done according to agreed upon time scales and be automatically kept up to date with auto alerts, notifications and overdue task dashboards 5. NIMBLY RESPOND TO CHANGING REQUIREMENTS AND NEW OPPORTUNITIES extensive configurability allows you to continuously customize to meet your evolving needs (and funder s demands!) 6. IDENTIFY HIGH PERFORMING PROVIDERS s transparent design encourages accountability: our integration of Dr Scott Miller s Outcomes Rating Scale and Session Rating Scale provide powerful validated metrics for clinician effectiveness 7. AUTOMATE REPETITIOUS APPROVAL AND NOTIFICATION TASKS your inbox will keep you up to date and our workflow tools will streamline approvals and notification procedures dramatically! 8. EASILY TRACK STAFF SUPERVISION HISTORIES track staff supervision activties, profssional development and any kind of non-direct work effectively and logically 9. AN AUDITORS DREAM credentialing organizations tell us that enables efficient and accurate auditing 10. ALWAYS-ON COMMUNICATIONS automatic / SMS reminders and alerts reach staff (and managers) whether they are logged in or not Page 5 of 9

6 FINANCE AND BILLING STAFF 1. STREAMLINE CLAIM/ BILL GENERATION billing claims is a natural by-product of service tracking by practitioners (not an additional step) 2. IMPROVE CLAIM ACCURACY AND COMPLETENESS eliminate claim/ service / note discrepancies checks for missing or invalid data on many fields for EDI/ x837 claims 3. GET PAID MORE QUICKLY! electronic claims will be processed much more quickly than paper CLARITY, CONTROLS & CONVENIENCE 4. EASILY MONITOR AGING / DEBTOR S LISTS to reduce write-off rates and increase revenues 5. BETTER UNDERSTAND AND MONITOR AGENCY REVENUES AND SERVICE PATTERNS robust statistical and financial reporting capabilities give you the big picture and detailed break down data for analyses and forecasting 6. IMPROVE ACCURACY AND TRANSPARENCY OF TRANSACTIONS implement a consistent fee structure that accounts for every penny, even discounts 7. REDUCE THE TIME IT TAKES TO POST PAYMENTS/ REMITTANCE ADVICE optional 835 module posts payments and makes corresponding adjustments automatically 8. IMPLEMENT SOUND CONTROL MECHANISMS powerful, configurable permission structure ensures only authorized staff are able to perform transactions in a best practices-driven accounting ecosystem 9. REDUCE DATA ENTRY we can configure an automatic output of journalled or transaction-level financial data each day for import into your financial package our efficient quick pay function and daily bank deposits reduce administrative burden and improve accountability 10. PROCESS CREDIT CARDS WITHIN PENELOPE integrated credit card processing with selected processing gateways Page 6 of 9

7 INFORMATION TECHNOLOGY DEPARTMENTS 1. REDUCE INFRASTRUCTURE COSTS nothing to install on workstations sits easily within most networks as is 2. REDUCE INTERNAL SERVICE/ MAINTENANCE COSTS can handle diverse hardware and OS platforms, minimal support requirements 3. IMPROVE REDUNDANCY SaaS option features redundant server hardware and disk arrays, power, internet connectivity and physical backup locations SECURITY, REDUNDANCY & RELIABILITY 4. IMPROVE SECURITY SaaS option provides powerful Tier 1 data center perimeter and internal security 5. IMPROVE SCALABILITY is an enterprise system that features immense scalability to accommodate your growth (from 10 to 500+ concurrent users) 6. IMPROVE MOBILITY easily deployable mobile solution that is compatible with ipads, iphones and other mobile devices 7. IMPROVE CONTROL deployable with many configuration options (eg. citrix, VPNs, terminal services etc) 8. IMPROVE UPTIME 99.99% uptime with SaaS option 9. REDUCE SERVER HARDWARE EXPENDITURES SaaS option relieves you of the responsibility of purchasing, configuring, maintaining and upgrading server hardware 10. ODBC CONNECTIVITY easy ODBC access to data for custom reporting, research and data exporting Page 7 of 9

8 INTAKE AND ADMISSIONS STAFF 1. MORE FLEXIBLE INTAKE DATA custom agency defined fields (including setting specific fields as mandatory) 2. FASTER INTAKE PROCESS can enter an entire family as part of one rapid process 3. EASY ENROLMENT OF CLIENT INTO SERVICE allocation process allows you to view multiple staff availabilities at a single glance and enroll the client(s) in service, assign a worker, schedule the initial (or ongoing) appointments and set fees all as part of one easy process wizard STREAMLINE WORKFLOW, REDUCE PAPERWORK 4. BETTER WAITLIST CAPABILITIES monitor multiple waitlist and queues for a variety of purposes 5. IMPROVE REFERRALS MANAGEMENT s integrated blue book service directory allows you to search for and track detailed information on inbound and outbound referrals 6. BETTER MATCHING OF CLIENT NEEDS TO STAFF PROFICIENCIES / AVAILABILITY you can create multiple custom criteria for finding the right worker for the job (including venue location, availability type, qualifications, specializations or other attributes) 7. REDUCE TIME TO FIRST APPOINTMENT allows staff to make their availability (and calendars) accessible to intake so that new clients can be scheduled in as quickly as possible 8. IMPROVE EFFICIENCY OF RESOURCE ALLOCATIONS/ ROOM BOOKINGS inline booking of rooms / resources as part of streamlined booking processes 9. REDUCE PAPERWORK / MANUAL COMMUNICATIONS automatic alerts, reminders and other notifications are automatically generated from the system to staff letting them know about your work (assignments, bookings etc) 10. INCREASE REBOOKING RATE FOR CANCELLATIONS reduce lost costs by rapidly refilling cancelled appointment slots (real-time scheduling) BONUS BENEFIT - SAVE PAPER PUSHING AND HASSLE WITH DIGITAL SIGNATURE CAPTURE! Page 8 of 9

9 RESEARCH AND REPORTING STAFF 1. MORE REPORTING OPTIONS over 150 built-in reports provide a comprehensive range of reports covering all aspects of operations including client services, outcomes tracking, custom document data element reporting, billing, worker productivity and service utilization 2. FLEXIBLE REPORTING CAPABILITIES report on organization-specific custom data with built in reports or custom reports 3. MORE OPEN DATABASE ACCESS open ODBC access allows secure, controlled access for custom querying and data export CONNECT TO YOUR DATA & MAKE IT SING 4. POWERFUL RELATIONAL CONNECTIONS given that all data is logically in, data can be broken out by (for example) the gender of the client, the workers involved, the program, location, age of client, ethnicity of the client etc etc etc 5. EASY TO IMPLEMENT TARGETS/ ACTUALS / VARIANCE REPORTING powerful target and variance tracking tools 6. MORE ADVANCED CLIENT CHANGE OVER TIME ANALYTICAL TOOLS evaluate the significance of outcomes scores using T scores, standard deviation, variance, median, max/min and sample size 7. IMPROVED ABILITY TO COMPARE CLIENT COHORTS breakout and compare data and outcomes by a range of demographic variables 8. IMPROVED ABILITY TO REPORT FROM SPSS / SAS / EXCEL / CRYSTAL ETC ODBC connectivity enables easy data export 9. INCREASED AUTOMATION AND DISTRIBUTION OF COMMON REPORTS create scheduled CSV file dumps that will be displayed on specific staff home pages 10. FIND IT FAST! s powerful search capabilities allows you to find information quickly and easily BONUS BENEFIT - REPORT ON ANY FIELDS OF ANY SMART FORM WITH OUR POWERFUL BUILT IN DOCUMENT AND OUTCOMES REPORTS Page 9 of 9