Assisted Life Program Overview

Program Overview

The Assisted Life Program is a comprehensive data management solution for social service providers. It features tools for Individual Support such as medication management, Incident reporting, activity and community integration tracking, behavior management, goal tracking, and more. Administrative and management tools are also provided for ensuring overall program and contract compliance, to manage employee accident reports, secure staff communication, task delegation and task management, in addition to due date management, and much more. 

Using the Assisted Life Program providers can:

 

  • Receive Real-Time Notifications
  • Consolidate Risk
  • Track Goals and Performance
  • Trend Data & Manage Outcomes
  • Manage Overall Contract Compliance

 

The Assisted Life Program is:

  • Designed in collaboration with industry experts
  • Fully hosted - meaning we manage your data in our secure data center FOR YOU!
  • HIPPA/ARRA/HITECH Compliant
  • Used by over 2,000+ Employees every single day.

Contact us today to receive a 100% free consultation. 

        
Download Our Brochure    Brochure

 


Medication Management & The Medication Administration Record (MAR)

Assisted Life Program MAR

Overview
The Medication Administration Record (MAR) offers a familiar interface for the medication administration process. The MAR has been developed with existing knowledge of medication administration in mind to ensure fast comprehension and easy training when transitioning from paper or other systems to our MAR. The MAR can be easily exported to PDF for attachment to email or printed.

Scheduling Medication(s)
With the Assisted Life Program users have the option of easily adding, updating, and discontinuing medication(s) as order's change. Users are provided with an interface for adding the name of the medication, description, side-effects, prescription number, prescription date, start date, and the ability to indicate whether the medication is “delegated” or “restricted”. Users may then select times for the medication to be given. The system can automatically circle medications not completed on time and send reminder notifications when medications are coming due or after error's have occurred. 

Reminder's and Notification's
A user may register to receive internal notification’s (while logged into the program) or external notification’s (sent via text-message, email, or both). There are a variety of options when receiving notification’s including when medication is marked as Packed, Missed, Held, Self-Supervised, Refused, or as an Error.  Option’s to receive notification’s when PRN’s have been given where no follow-up has occurred; Or 45 minutes after a medication is due to be given where no entry has been made for the medication, are also available.

Medication History
Easily generate reports that capture all of the medication’s an individual has ever been prescribed. This history details each medication and all information related to that medication such as why it was prescribed, discontinued, or changed. 

Medication History

Medication Migration
Preparing a new month MAR is as easy as clicking a button. Prior to the end of the month, simply click “Migrate Medication’s” and review the list of medication’s to be moved from the current month to the next.

Migrating Medications Continued...

This process ensures managers or administrators can review current order’s, and catch issues before medication’s are assisted with.  When the list is accurate, users move all medication’s from the current month to the next for continued administration.

Medication Reporting

 Medication Reporting

 Identifying trends in medication administration is easy using the built in reporting tools offered in Assisted Life’s MAR Reporting section. Here you can report by State, City, Service Line, Program, Client or Staff member for any range of time. Identify trends in large area locations - by manager case-load, or in individual staff to client relationships.

Privileges and Restriction's
Users have the option to enforce rules using the Assisted Life MAR. Restriction’s may be added to a medication so that any user without the proper training or certification would be unable to sign a MAR medication until  properly trained or certified.

Color Coding

Easily identify medication’s that are due to be given using the provided medication color coding system. Visually distinguish between Routine medication’s and PRN medication’s. On Android devices medications are not presented on screen to the user unless requested, or an entry is coming due, reducing the chance for medication errors.  Additionally, medication’s can not be signed for until the appropriate allotted time window.

 


Activity Log : Progress Notes/Daily Notes

Activity Log

Overview
The Activity Log is your place for collecting notes on daily progress, medical concerns, goals, and various other information. These logs can be tailored to each client and act as a central location for documenting daily progress for supported individuals. These logs also offer the ability to generate reports that easily capture how often specific topics are used, making it viable for tracking and recording behavioral data and easily generating reports for analysis and trending.

Adding and Following Up on Entries
Entries are added by clicking the “+” button. With each entry, users indicate a topic which provides for easy categorization and reporting. The date, time, and user’s name is automatically transcribed to the log based on the actual user, date, and time. It is also possible to follow up on existing entries keeping related entries together.

Categories/Topics
A pre-populated list of topics is available. This list may be tailored per company or per client. This list includes behavioral, community, goals, home, medical, other, school, and vocational. New topics can be added at any time using the “Manage Content” button by users of sufficient privilege.

 

Additional Features:

  • Sort by category, date, staff recording, Description, or psychoactive status. 
  • Filter specific date-range or period’s.
  • Combine filtering options to narrow down search results/generate ad hoc reports. 
  • Use the Additional Information button to get frequencies related to topic use.

 


Data Tracking & Tracking Forms

Overview
The Assisted Life tracking system comes with over 30 templates to choose from. These templates are customizable for each client, allowing users to alter the forms to meet their needs in such ways as adding or modifying instructions and establishing requirements for compliance. Additionally, forms can be copied and assigned multiple times. All forms can be set up to integrate with Compliance and Status Reporting so you and your employees know exactly what to document for each client every day. These forms allow for printing or export to other formats such as PDF, and XPS. Our system allows you to assign forms individually to each client so that all clients have the forms they need, and nothing more. Required entries are color coded making it easy to identify fields requiring documentation each day.

Food Intake/Calorie Tracking
Our Food Intake Log is designed to help users track how much food or how many calories are consumed daily. As with all forms in ALP this form may be modified or tailored to meet a specific client protocol or need.
Food Intake
Bath Water Temperature Tracking
Recording the temperature of bath water prior to an individual bathing has become a requirement for many agencies. Easily record temperature(s) on this log which captures temperature(s) at multiple times per day. Each entry additional captures the employee assisting and the date/time of that assistance.

Exercise Log
The Exercise Log allows for the easy collection of tracking data related to individual exercise. This form can be used for tracking one or many different exercise activities.

Female Health Record
Keep track of menses care using the Female Health Record. Integrate with Compliance Reporting to ensure you are always aware of any inconsistencies while tracking.

Fluid Intake Tracking
Tracking daily fluid intake is easy using the Assisted Life Program Fluid Intake Tracker. Indicate the date & time of intake, the amount, and your initials and intake is record. Customize the record to include any protocol or specific client instruction. You may also integrate with compliance reporting for automated tracking.

Personal Care Record
Keep track of showering, daily hygiene, brushing, shaving, and more using the fully
customizable personal care record. Identify trends or gaps in care by integrating this record with the compliance reporting feature of ALP so you are always up-to-date with exact care performed, and gaps in care.

Physical Therapy Tracking
The Physical Therapy form allows users to track and record various exercises as might be prescribed or recommended through therapy. This form tracks who completes each exercise, captures the name and instructions for each exercise and the date/time of exercise. You can also track how well or often the exercises are done ensuring each client meets compliance with prescribed therapy.

Elimination Tracking
This form can easily be modified for use as a Bowel Movement Record, or a Urine Output Record, or both. Set protocols and integrate with compliance reporting to be notified of gaps in elimination. 

Refusal Log

By customizing this form you can keep track of any client refusal whether it be a refusal to take medication's, attend an outing, a behavioral refusal, or a personal care refusal. This form easily integrates with compliance so you know when a refusal has occurred.

Repositioning & Skin Integrity
If skin integrity is of particular importance for the individuals you support assign the repositioning and skin integrity tracking form. Using this form you can track skin breakdown, verify that staff are reviewing skin integrity and quickly spot issues before they get out of hand. This form like all others integrates with compliance reporting and status reporting so you can be 100% up to date with all pertinent events.

Weight Log

The Assisted Life Weight Log tracks client weight on a yearly basis. Every month users can record client weights. Administrators or managers can look back over years of data to review trends and patterns. Easily export the weight logs and send to guardians, case managers, therapeutic teams, etc.

Weight Log

Blood Glucose Record

Most typically used for tracking blood levels, the Blood Glucose record allows users to record daily glucose checks. Simply add the client protocol, modify the form to match the protocol, and users can record daily glucose checks.

Sleep Tracking
Keep track of sleeping patterns, sleep deficiencies and more using the Assisted Life Sleep Tracking Log. This form can integrate with compliance reporting to keep you up to date with current sleep issues.

Therapeutic Blood Levels
If your individuals use medication's that require blood level tracking the therapeutic blood level form is for you. Using this form you can keep track of each blood draw making note of current blood levels and reviewing previous levels to identify trends or issues.

Seizure Tracking
Easily keep track of seizure activity using the built in Seizure Log. Add each client specific protocol and assign to those client’s where seizure tracking is a necessity. Easily review comprehensive history by simply selecting a previous month/year to view. These forms are great for comparing years of seizure history with ease.

Seizure Log

Behavior Replacement Tracking
Track attempts to replace existing less desirable behavior with more desirable behaviors using this form. This form can be customized to support any type of replacement behavior. 

 

Other Tracking Forms:

  • Anger Outburst Tracking
  • Bedroom Pocket Searches
  • Dinner Participation Tracking
  • Blood Pressure Tracking
  • Goal Behaviors Scatter Plot Collection
  • Cleaning Checklist
  • Household Chore Log
  • Medical Supply Chart
  • Target Behavior Scatter Plot Collection
  • Staff Behavior Log
  • Trip Savings Log
  • Zone Tracking
  • Fire Drill Log
  • Controlled Medication Count Sheets

Appointment and Healthcare

Overview
The Appointment and Healthcare section offers users a place to record all appointment's and healthcare activity for each client. Using this tool you can track follow-up's, physician order's, and a wide variety of other information.

Adding Appointments
When a client attends an appointment users have the option of uploading that appointment here. Once added into the program, users are able to add any follow up appointments which populate the client activity calendar, and the due date manager so you never miss a follow up. Information about the appointment is added to the input form, and any doctor signed or other appointment documents may then be uploaded into the program. Once uploaded users can review the documents from either Android or Windows at any time. 

Ensuring Follow-Up’s Occur

Following through on physician order’s, and appointment’s in general is a crucial part of provider services. That’s why the Appointment system is designed to ensure you don’t miss appointments. Full integration with the Client Activity Calendar, along with integration in our Due Date Manager ensure that you never miss an appointment.

Integration with Plan Reporting
This feature links with Plan Reporting which means determining how long staff have spent reviewing medical documentation and the date/time of each interaction is easily achieved by generating a simple report from the Plan Reporting System.

Appointment and Healthcare Input Control
  Appointment Healthcare Summary

Activity Scheduling & Reporting 

Activity Calendar

Overview
The Assisted Life Program Activity Calendar allows users to keep track of how many hours clients spend performing activities, working, shopping, involved in community integration activities, and hours spent in and out of program. In essence, it provides an overview of client activity. The calendar may be used daily to capture activities, in advance as a scheduling tool for appointment’s and outing’s, or retroactively to capture events that have already occurred. Once activities have been scheduled users of sufficient privilege can generate reports detailing exactly how many hour's the individual spent performing each type of activity over a day, week, month, or year’s of time. The Activity Calendar also syncs with Attendance reporting - capturing client “In Program”, and “Out of Program” hours for use in Attendance Reporting and Billing. It can also be setup to send appointment reminder notifications.

Scheduling “In-Program” & “Out of Program” Hours
Users have the following options when scheduling In-Program hours:

  • Medical Appointments
  • Community Integration Supported
  • Community Integration UnSupported
  • Home Based Activity
  • HouseHold Shopping
  • Grocery Shopping
  • Personal Shopping
  • Formal Instruction
  • Work Supported
  • Work Unsupported
  • (5) Options for IISP Goal Tracking

And the following options for Out of Program hours:

  • Jail
  • Hospital
  • With Family/Guardians
  • Miscellaneous

Activity Report

Activity Reporting

Scheduled activities can be reported using the Activity Calendar Reporting utility. This utility provides a comprehensive report and outlines every scheduled hour providing summaries for both out of program and in program hours. 

Each report includes the option of line, vertical, or horizontal bar graphs and can be generated for any period of time. The reports can be generated per client, per home site, per service line, city, or state. Users can also specify exactly which activities to include in the report, and may exclude values at will.

 


Injury Tracking & Reporting

Overview
If an individual you support is ever injured keeping records of how that injury occurred what tracking and assistance was provided is crucial. Our Injury Tracking tool exists for this exact purpose.

Injury Photos and Follow Up Photos
This tool allows users to report injuries, upload pictures that capture injuries, and follow up images to track the injuries progression. This tool helps managers, administrators, behavior teams, nurses, quality assurance teams, case managers, and guardian's to monitor injuries from start to resolution. Using this tool, key personnel can keep up to speed with all injuries without needing to be physically present.

Notification’s 

Users may sign up to receive internal and/or external notifications via cell phone and email whenever an individual for which they provide services has an injury report filed for them. This notification will direct the user to the report so that they can stay up to date with pertinent information. 

Injury Trending & Reporting
Understanding when and how injuries occur is a critical step in the path towards providing interventions. With that in mind the Assisted Life Program features the ability to generate detailed graphs/reports for its Injury Tracking Module. Users can generate reports for each client, programs, entire cities or state locations, and can select any period for which to generate a report. Reports can easily be exported to PDF or XPS for attachment to email to case manager’s or guardian’s.

Injury Report
Injury Report

Client Support Plans

Client Support Plans

Overview
The Support Plans section of ALP is a B.Y.O.F. (Bring Your Own Form) section. This means you can upload your existing plan’s or choose from our template. Simply upload your existing document in its current native format and we take care of securely storing, and displaying your plan to users of sufficient privilege within the ALP. When plan’s are uploaded notification’s are sent in ALP informing staff of plan changes. The ALP also tracks staff interaction with these plan’s for reporting through the Plan Reporting Feature.


Integration with Plan Reporting
All Interaction with any plan is recorded and can be retrieved using the Plan Reporting tool. This feature allows you to see for a range of dates and times, how long staff have spent reviewing each plan.


Training Objectives/Teaching Strategies

Overview
When you need to document a clients progress towards learning something new, the Assisted Life Training Objective is your resource. Using this feature users can add a new objective for an individual, establish criteria, set instructions for staff, set frequencies, establish baselines, and ultimately track individual progress in learning something new. Users can “run” each training objective, and by comparing trials vs criteria for successful completion, determine if a client is making progress towards completing a goal. If no progress is being made, objectives can be modified easily to ensure goals are met.

 

Privileges 
Interfacing with the built in privilege management system, users can control who has access to modify the objectives, or run the objectives. These privileges ensure that the correctly certified employees are the only ones that have access to make changes to the overall instructions and composition of the form, and restrict employees who should only have access to “run” the objectives.

 

Cue Levels

Cue Levels

Training Objective

Training Objective Viewer
Managing each individuals Training Objective’s can be a daunting task for management. The Assisted Life Program features a utility for viewing multiple Training Objectives at the same time for all individuals. This tool captures each individuals progress for each of the objectives making it easy to identify areas where greater attention/focus is required, without the need to search through various sections of the program. All Objectives are color coded. In this system Green represents an objective that is 100% complete, Yellow represents an objective that is between 25% - 99% complete, and Red Indicates the objective is less than 25% complete. Objectives integrate with the Status Reporting tool giving you a high level overview of those objectives that may require additional attention on a daily basis.


Property Record

Overview
Th Property Record allows for the recording and inventory of individual property. Using this record, users can upload an image of each property item, add estimated values, dates acquired, and a description of each item. Whenever an item needs to be removed, users with the appropriate privilege can simply dispose of the item. The record keeps track of each user that adds items and removes them, and accurately adds date and time stamps to each entry. The ability to remove items or edit existing property items can be restricted using the built in privilege management system to ensure only specific users have the ability to edit or remove item's.

Using the Property Record you can

  • Upload photos of individual property.
  • Restrict employees who can edit or remove items.
  • Easily add new items.
  • Print for use as a packing or moving list or export to PDF for upload to guardians or case-managers.
  • Ensure accuracy with date & time stamps.
Property Record

Client Information: Client Summary/Face Sheet

Client Summary Sheet

 


Medication Disposition

Medication Disposition

Overview
The Medication Disposition Record offers provider’s a record of any time medication’s leave facility for any reason. Using this record you can record medication disposal’s, medication disposition’s to guardian’s or clients, as well as medication’s returned to pharmacy. This record assists you to keep track of all medication’s regardless of whether they are taken in, or out of facility.

Disposing of Medication’s
Medication Disposal within Assisted Life is safe and easy using this disposal record. Users indicate the medication disposed along with the medication orders and amount to be disposed. The program then asks that one other staff person log in - verifying their identity before allowing for disposal of medications making this method much more secure than paper methods.

Packing Medication’s for Outings
If an individual is leaving the program whether for a daily outing, vocational event, or on a trip with family/guardian it may be necessary to pack medication’s. Using this record users can indicate how many medication’s have been sent, and when returned - can indicate how many medications were returned by the individual or guardian.

 

Disposition’s to Pharmacy
When permitted by the pharmacy, medication’s may be discharged back to the pharmacy. Use this record to keep track of how many medication’s and which types of medication’s are sent back to the pharmacy.


Nursing Documentation & Support

Overview
The Nursing section offers a place for nursing staff to upload document's, training's, medical data sheet's, or other pertinent client information. Built in notification's notify employees of changes to nursing instructions or orders immediately whenever they change. This tool ensures employees are always up to date with the most relevant information at all times.


Integration with Plan Reporting
Nursing documents added here interface with the Assisted Life Program Plan Reporting tool providing Nurses a way to review how long staff spend reviewing nursing documentation and quickly remedy gaps in training.

Nursing

Action List: Secure Task Management & Communication 

Action List

Overview
The Assisted Life Program Action List is a secure task management, communication, and delegation system. Using this feature users can assign themselves task’s for completion, or assign their employees tasks for completion. Users can also access an entire history of any task’s that have already been completed by themselves or others which they manage.

Assigning Task’s
The Action List can easily be used to manage ones own tasks by simply adding a task to the “Current” tab. Each employee has a current tab which displays any task’s they have assigned themselves, as well as task’s that have been assigned by their supervisors. Users may be restricted from delegating task’s if desired. All task’s once assigned can trigger internal notification’s informing the staff of the new task assignment.

Delegating Task’s
For managers and supervisors, the need to delegate task’s for completion and track those task’s is accomplished using the delegated task’s tab. From this tab a manager can select from any one or multiple staff to which they are mapped to assign a task or task’s. This will notify the staff of a new task being added, and once completed will notify the supervisor of the completion of the task. This captures an objective overview of when task’s are assigned and completed. The history of which can be used for performance correction and review.

Completed and Historic Task’s
To review any task’s that have been completed whether they were assigned to other employees, or to one self users may use the Completed Task’s tab which displays the last 25 task’s. An Action List History tool is provided for seeing all completed task’s for all employees .


Employee Accident Reporting

Overview
Handling employee accident's can be a challenging task. Streamline the process by using the Assisted Life Employee Accident Reporting Tool. This feature allows employees to file report’s, provides complete oversight and management of each accident, and even includes risk management and reporting capabilities for identifying trends and understanding why accident’s occur in the first place.

Accident Report Images
When users file an Accident Report they will have the option of using the provided medical man image where they can simply indicate via a circle what part of the body was injured, or they may activate the camera on the tablet or take a photo and upload it.

Supervisor Follow Up
Each accident report includes a section for supervisor's to complete. This section offers the supervisor an opportunity to investigate the settings surrounding the accident and provide a summary of events from their and witnesses perspective. This record is maintained in tandem with the original report.

Risk Management
Each Accident report comes with a specific section provided for Risk Manager's or those tasked with managing risk. Accident's can be closed once claims processing is complete, but remain a part of any reporting features for graphing and trending.

Notification's
Accident Reports integrate with external notification's allowing users of sufficient privilege to register to receive a text or email notification when an employee they manage has filed a report. Additional notification's are sent within the program, and a reminder is sent every 24 hours to supervisors to remind them to complete the Supervisor Follow-up form.

 Employee Accident Report

Incident Reporting & Incident Management

Overview
The Incident Report feature of Assisted Life allows you to completely record and track incident’s. These reports are built to capture all pertinent details from locations, incident type, person(s) involved, witnesses, and notification’s made. Additional sections are provided for supervisor or manager follow-up. Whenever an Incident with a type of Challenging Behavior is indicated, additional sections appear that capture details of the challenging behavior that can later be extracted in trends or report’s out of the incident report system.

Incident Types
Our report helps you to track a wide variety of incident types. Breaking down incident’s by type makes it easy to track and trend various incident’s allowing various types of reports to be generated that offer an inside look into why incidents might occur in the first place. These types are built into various other program features to be used for filtering and reporting.

Challenging Behaviors
Our Incident report features a unique section which only appears when an incident report is being filed for challenging behavior. When challenging behavior is indicated,additional information is collected. This information is then leveraged in reporting and trending to aid in identifying behavior trends or patterns. It also ensures the correct information is available when trying to determine on-going issues or behavior patterns and develop interventions. The challenging behavior sections are required for completion anytime a user indicates that the incident type is a challenging behavior. This ensures the needed documentation is collected for later use.

Incident Report Viewer
The Incident Report viewer is a tool for easily viewing summaries of every incident report for all or select clients. Users have the option to use one of 100’s of possible filters to determine exactly how many types of a specific incident have occurred, specific locations, duration's, and more. Using this tool it is possible to identify common patterns or incident trends. Each Incident is represented as a single line item summarizing the incident. This facilitates the generation of report’s that capture very specific types of Incident Information. 

Incident Report
Incident Reviewer

Notifications
Whenever an incident report has been filed users have the option of receiving an internal and/or external notification to cell phone or email. Users can select specific clients to receive notification’s for, as well as select which types of notification’s they will receive. e.g. It is possible to say only notify me if a report is filed for a specific client and only if the type of Incident is “Self-Injurious Behavior” and required an RCS/CRU/APS notification. These notification’s ensure you

stay up to date with relevant issues immediately as they occur.

Reporting

All Incident report’s can be leveraged against the ALP Incident Reporting system allowing for the generation of millions of possible report combination’s. These reports can be used to identify patters, track trends, and analyze when and why behaviors occur.

  Incident Reporting

Compliance Reporting

Compliance Reporting

Overview
Compliance Reporting provides an overview of each State, City, Service Line, Program, and Client offering an overall look at how compliant with program use each location is. This tool gives manager’s and administrator’s the ability to see at a high level problematic areas which require attention. This tool summarizes the compliance level of each entity for each clients MAR’s and all of their tracking form’s. Easily review your contract compliance using this tool.

MAR Integration
The Compliance Report integrates with the Medication Administration Record to tell you exactly how compliant users are at using the Assisted Life MAR. A percentage is calculated and presented based on an examination of every single field on the MAR. As you might expect, entries not compliant with the prescription/order are not compliant, and count against an individuals compliance. Entries that meet

the prescription/order are not compliant, and count against an individuals compliance. Entries that meet the prescription/order are not compliant, and count against an individuals compliance. Entries that meet compliant with the prescription/order are not compliant, and count against an individuals compliance. Entries that meet all of the criteria for compliance count towards an individuals compliance.

Tracking Form Integration 

Whenever you assign a tracking form to an individual you will have the option of setting up compliance requirement’s. Any form with requirement’s will report back its compliance in a compliance report telling you exactly how well employees are documenting and using the assigned form.


Status Reporting

Overview
While compliance reporting provides an overall analysis of where individuals stand in terms of compliance, the Status Report offers an in depth analysis of every feature in the entire program, and how compliant the individual is within the program. This tool breaks down each feature - detailing what about the form is problematic for easy identification and adjustment.
Status Report

 


Due Date Management

Due Date Manager

Overview
With a plethora of plans, contracts, appointments, and review dates to track the Assisted Life Program offers its users the Due Date Manager. This tool allows users to input an item to track, the item’s due date, any pertinent notes, and the ability to indicate whether the item is currently out for signature. This allows users to keep track of exactly what items for each client expire and when. 

Ad-Hoc / Live Reporting

Using the built in Ad-Hoc Reporting capabilities of the Due Date Manager - determine which items are coming due in 30, 60, or even 90 days. Use the date range filter to specify a custom range of time, or choose to view items that are over 30, 60, or 90 days past due. Users may filter the list by individual or by program and can organize the list by a number of additional ways. These ad-hoc capabilities ensure you gain full control over all expiration dates when you start using the Assisted Life Due Date Manager.

Updating Due Dates
When a due date expires, simply open the item - select the completed date - and the next due date. The item is then renewed until the next due date.

Due Date Input

Built-In Notification Support
The Due Date Manager is configured to send multiple types of notification’s. When an item is coming due you can opt to receive notification’s at 60 days, 30 days, 1 week, 48 hours, 24 hours, and the day of. The same notification’s are available for past due items.


Program Summary and Routine

Overview

The Home Summary and Routine captures pertinent information about each home location. Most commonly used for training new personnel or as a reference for quality assurance teams when reviewing program’s, this tool offers a full summary of how a particular program is laid out. The top portion of the form outlines the name of the home, address, phone number, and the program supervisor or manager responsible for that location. A list of emergency contact numbers can be built into each summary at each location for easy reference and management. Additional sections are provided outlining information such as the location and storage of tablets or PC’s, medical information and scheduling information, meal preparation and planning, information about home garbage days, and a miscellaneous section capturing things like cleaning routines, fire procedures, the location of emergency shut off valves, spare keys and smoking guidelines. For convenience, this form can be printed or exported for attachment to email.

For greater manageability, information such as the program address and manager information is automatically updated when changes to that information are made in other parts of the program. A  miscellaneous section is provided to capture any additional information that may not fit into the other provided categories or is unique to the specific home.

Home Summary 

Staff Communication Board

Staff Communication Board

Overview
The Staff Communication Board acts as a means of communication among team members for an entire home location. Using the Staff Communication Board users can leave notes for one another, upload document’s or notices, and relay information that is home site specific. This tool can be used by manager’s to relay information to entire teams of people easily - and by requesting follow up - to determine exactly how many users have read/responded to the communication.

Secure Communication
Using the staff communication board you never have to worry about the security of your message. Only users that have the privileges to see that particular program will have access to review the communication board for that site. No need to hang things physically on the walls, simply upload your notices without ever leaving the office. All

Communication’s are safely encrypted and stored redundantly on servers in a highly secure facility. 

Audit Trails

Indicating that an entry should be followed up on, means you can track which employees have acknowledged reviewing an entry and which have not. Follow up’s are date/time stamped and specific to each user so that you can identify who followed up and when. 

Notification’s

Users may register to receive internal notification’s whenever an entry has been made to the staff communication board for a location at which they work. These notification’s help to ensure each staff person is aware of any new information in a timely manner. Notification’s here may also be used for corrective action providing a record of historic home communication.


Cleaning and Maintenance

Overview
Every time you add a new location to your services you will have the option of including a cleaning checklist at that location. This checklist provides a location for employees to keep track of the day to day cleaning tasks for each home location.

Customization
If the default cleaning checklist template does not work for your agency, we will happily design you one that does. Simply submit your template - and we will integrate your chosen design into the system.

Logging Errors and Other Events
If for any reason a cleaning task cannot be completed on time or additional information is important to record with that task, users can circle the entry (by either right clicking on windows, or long pressing on Android), and be taken to a log which provides a reason section for indicating the other information needed. This can be used in the event a user forgot to mark the cleaning item complete or missed the task previously. The cleaning checklist only allows users to make entries on the current day - ensuring the accuracy of data input. After which point users can use the circle entry to indicate additional information.

Cleaning Checklist

Team Meetings

Overview
The Team Meeting Record is provided for use by managers and administrators to track the notes for each team meeting. Meeting’s can be scheduled using the Action List, or Staff Communication Board and the notes from each meeting uploaded here. Using the Team Meeting record users can record the general meeting agenda, acknowledge any exemplary staff, assign tasks or responsibilities, and outline any other miscellaneous information.


Employee Review
Upon logging in, any employee mapped to the program will be directed to acknowledge any newly entered team meeting notes. The first time an employee logs in, they will be presented with a list of team meetings that have occurred since their last login. They will have the option of navigating to the meeting to review it. This option can be configured so that users are ultimately forced to acknowledge reviewing meetings to ensure compliance.

Team Meeting

 


Demographic Data

Demographic Report