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Technology SolutionsFinding the Right Software for Today's CommunitiesBy Wendi Hope Kings Asisted living is still a relatively new industry, and it is only proven more so by the software available today. Although many software companies provide assisted living with the technology to ease the burdens of scheduling, inventory and billing, the industry is still believed to be lacking one thing: A completely integrated software program that allows staff members to use one program for all of their healthcare community needs. The software currently available on the market focuses on various facility needs and offers many benefits; however, many facilities still use a pen-and-paper method, or use more than one program, making record keeping, scheduling, healthcare planning and other tasks much more time consuming. On the other hand, the industry is developing rapidly, and software entrepreneurs are advancing technology quickly. What the software facilities are fantasizing about might not be that far from reality. From Pen to KeyboardMaking the decision to take your facility from a pen-and-paper establishment to a "high-tech" community is important. With today's lifestyles and business practices, it is virtually impossible to remain secluded from technology. Computers touch all facilities from nursing homes to Alzheimer's care to assisted living. Much of the software that has been available to assisted-living facilities was designed for nursing homes. Assisted-living administrators found themselves having to adapt--because nursing homes have different needs--to these programs if they wanted to be automated. "Finally, software is coming out for the assisted-living industry," says Lance Raab, president and founder of Ideal Software Inc., in Tampa, Fla. "Now, there are other programs being built from the ground up specifically for assisted living." One thing to remember when looking for the right software program for your facility is that you will need several programs--there is no single program capable of running an entire community's managing, marketing and clinical needs. Different programs--such as a clinical program and a financial program--must run together in order to meet a community's needs. Prices for software vary greatly according to functions, training needs, single program or a package, whether it is a base system or additional feature, if it is an upgrade and other various elements. A basic package can cost anywhere from $1,500 to $40,000. These prices depend on what is included with the package. Some companies give more than just the basic program with their "basic package," in turn charging higher rates than other companies. Some companies also charge annual fees, training and consulting costs, additional user-manual fees and fees for upgrades. Other options and amenities can range from $35 to $4,500 and, in some cases, even more. With variations as great as these estimated costs, it is best to shop around. "The first step for any facility to find software is to do a thorough analysis of the facility," says Raab. "Once they know what their requirements are, they can select a product." The first step, though, is to "Get automated!" says Chris Hawver, chief marketing operator at Achieve Healthcare, based in Bloomington, Minn. "Your competition already is. It is the information age. If you are not automated, you are missing out on a lot of opportunity." Now Featuring...Without a doubt, there are more programs--with more capabilities for more types of users and needs--for assisted living than there were even just a year ago. For instance, Raab says, "We can accommodate users at all levels of the organization, from the data-entry clerk to the CEO." Programs such as REPS, a marketing program offered by Ideal Software, are made for assisted-living marketing needs. According to Raab, REPS is a Windows-based, user-friendly program designed for the marketing of assisted-living facilities as well as retirement communities. This program differs from programs designed specifically for salespeople in that the program can track a contact's information and the prospective resident's name, and can then be cross-referenced, eliminating the need to keep separate records. Other software programs offer different features--both separately and in some combinations--that allow multiple facilities to be placed on one system, tracking billing, payroll, scheduling, occupancy and inventory. Accounting functions make recording finances easier and more accurate. With proper security, staff members can access information from other facilities at one location with the right program. Dietary needs are also addressed. Software is available for monitoring diets. For example, the Resident Care System (RCS) from Achieve Healthcare, based in Bloomington, Minn., provides functions for care planning, diet cards, physician's orders, a state-specific submission module and other clinical functions. RCS and programs similar to it allow staff members to access patient information faster and easier than with records kept on paper. This Windows-based program, like others, can stand alone or in a local area network. Many assisted-living facilities have purchased business and clinical programs separately and, therefore, the programs may not be integrated, so a program will not share data with the others. Fortunately, some companies are changing that. For example, Marktech, based in Minneapolis, and SunBridge, based in Albuquerque, N.M., have been working together to create a software program (see "Insights," page 32) that meets the needs of every assisted-living facility. The complete, resident-based program (lacking an official name as of this article,) could be offered to the public as soon as spring of 1998, says Steve Lacy, senior business analyst at SunBridge Management Information Systems. Executives at SunBridge designed what they wanted in a software program, and Marktech has been designing the programming for the Windows-based system. According to Lacy the Marktech program has an interactive nature designed to access all data--excluding marketing--and performs three various functions:
Benefiting From SoftwareWhat does your facility get for turning to technology? Current software does not necessarily meet all of the needs of assisted-living communities, but many programs offer numerous benefits. One benefit of being automated can be seen with the new Marktech system. The program carries a single data entry everywhere it needs to be, which Lacy says is the most important feature to look for in a software program. If a staff member changes a last name, the computer then takes that name change and applies it to clinical, financial and care-management records. "In traditional assisted-living software," says Lacy, "two or three components [previously explained] don't always overlap, which causes a person to type in more than one set of data in more than one system. "These people spend 'X' amount of time keying that stuff in," Lacy continues. "Multiply that by all of the facilities nationwide by all of the people that have to do it, and very quickly that adds up to tens of thousands of man hours that can be eliminated by keying in one set of information at one time." This saves time during the admittance of a new patient, processing an evaluation or move-out. Technology can cut paperwork and time for your staff. Small notes and sloppy edits are a way of the past. Software allows a staff member to type in a name or address and retrieve all information on that resident. An employee will be able to access resident contacts, preferences, birthdays and anything else the staff will need in order to interact--both recreationally and in emergencies--with the resident. One of the benefits of a fully integrated system is the automatic calculation of costs, Lacy says. The programs commonly used in most assisted-living facilities offer one flat rate no matter what rooms or services a resident needs. With the new program, services are tailored to meet the needs of individual residents, and the residents can see services itemized on their bills. The new software is designed to automatically calculate and process room and service costs separately. "If you get two different people that require two completely different service sets, the new software allows each to be inputted and tracked separately," Lacy explains. "If a person can do their laundry, they are not billed for laundry services." In addition, he says, most software provides the technology for a "one-size-fits-all" billing system. The new program can track each individual variable the resident requires--anywhere from 40 to 50 variables. All of these features and benefits equal one thing: better quality care for residents. By freeing staff from paperwork, staff members will have more time to work with the residents and make sure their needs are being met. Software of TomorrowAs it goes with most things, tomorrow leaves open a whole array of ideas and technology. Many people had predicted that cancer would be cured and people would be living on Mars by 1998. Although these things have not yet happened, technology has taken us in other directions people, never dreamed of just a couple of decades ago, never dreamed of. "The new Marktech system takes care of the foundation," says Lacy. "But this software will be evolutionary." The program has been initiated, but by no means has it reached its potential. Companies are always looking to update their software products. The Marktech integrated program will be refined over time, as are most software systems. Remember, no matter what software you use for your facility, the need to upgrade will eventually arise. "We think we know what we need now," concludes Lacy, "but we'll need to upgrade more as new needs develop." More and more facilities are realizing the importance of marketing. "As part of their marketing efforts, a facility really should have a homepage on the Internet because there is a tremendous amount of people on there that are searching for alternatives for their relatives or themselves," suggests Hawver. Internet and e-mail access are becoming more important features for some residents and staff. Software allowing residents to receive and send e-mail, check stock quotes and for the staff to access residents' primary contacts is in the beginning stages of development. Some facilities already offer community computers for residents to send and receive e-mail. Other companies are looking to put all of their facilities on a nationwide network. "There has been and will continue to be explosive growth," says Hawver. "The demand, because of the population, is going to explode so it will be a very competitive marketplace. It is going to be the facility that can demonstrate efficiency and cost effectiveness as well as quality of care that will be the one that is really going to dominate in the marketplace." Marktech Systems Inc.Marktech Systems Inc. Marktech Systems Inc. is a software developer and provider of long-term-care information systems offering fully integrated financial, clinical and management software modules for the long-term care, skilled-nursing facilities, subacute, continuing-care retirement communities, independent and assisted-living markets. Marktech Systems offers a true Microsoft(r) Windows(r)-based information system, allowing database capability for extracting information for various reports. Its unique integration approach allows for seamless integration to other systems as well as customized options for individual needs. Founded in 1988, Marktech currently operates in 41 states with regional offices in Kansas City, Mo.; Lewisville, Texas; Decatur, Ga.; and Scottsdale Ariz. Products include: Montana Healthcare Enterprise System™, a fully integrated financial and clinical software system for the long-term-care industry; Senior Master™, an innovative assisted living and CCRC software program; Eden Gold, a unique accounts-receivable product that can handle managed care, merge multiple entities and all types of business unit billing. In addition, Marktech provides training, support, installation, custom programming, hardware communications and consulting for all of its products. Accu-Med Services Inc.Accu-Med Services Inc. Accu-Med was founded in 1984 and currently serves more than 3,300 clients, including assisted-living facilities, nursing homes, hospitals, rehabilitation hospitals, pharmacies and continuing-care retirement communities. The Cincinnati, Ohio-based Accu-Med offers software, such as clinical, MDS 2.0, Care Plane, financial management, bar coding, scheduling, QI/Outcomes, Windows and DOS products. Accu-Med is a national company that works exclusively in the long-term care, assisted living, managed care and subacute. The company is committed to the process of serving and educating its client industry by providing contemporary technologies with a practical client-driven approach, thus exceeding end-users expectations. Accu-Med's strengths and experience, a proven product line, customer-service orientation and, most importantly, qualified employees with a dedication to excellence. It offers training on site and 24-hour, seven-days-a-week support. All updates, at least quarterly, that meet new industry standards and regulations are included in the support. Accu-Med is in business to assist long-term-care facilities in their quest to take advantage of the ever-growing world of technology. Achieve Healthcare Information SystemsAchieve Healthcare Information Systems Achieve PathLinks(r) is a resident-centered, activity-based costing solution for post-acute healthcare facilities. The PathLinks software supports managed care contracting, outcome-based reporting, MDS reporting and online profit/loss statements specific to each patient and/or service level. Applications include Pre-admission Screening/Pricing, Admissions/Census, MDS, Clinical Documentation, Electronic Submission, Physician's Orders, Care Plans, Quality Indicators, Accounts Receivable, Accounts Payable, General Ledger, Resident Banking, Payroll, Human Resources, Ancillary Link, Provider Intelligence and Clinical/Financial Pathways. Achieve Healthcare has served the post-acute care industry since 1973. Achieve's parent company, The Health Quest Group, was founded in 1970. Up through 1989, Health Quest built and operated more than 4,000 long-term-care beds, including three sub-acute units, 425 assisted-living units and 275 retirement apartments. Health Quest also developed a 22,000-bed institutional pharmacy, a contract rehabilitation-therapy company and a home infusion-therapy business. In July 1995, Health Quest acquired Chesapeake Healthcare Systems. In August 1996, Health Quest acquired the Automated Research Systems' Resident Care System and, in September, Achieve merged with Genesis Business Systems. The Genesis merger brought the introduction of PathLinks. Achieve provides support, software enhancement and regulatory maintenance, classroom training, consulting, user groups and a homepage with association and regulatory agency links. Achieve serves more than 3,100 clients across North America. IDEAL Software Inc.IDEAL Software Inc. IDEAL Software publishes and markets REPS for Windows, a widely used lead-management, marketing analysis and resident tracking system in the industry. Additionally, IDEAL markets and supports Abra for Windows, a human resource and payroll system widely used in facilities across the country. IDEAL Software has been in business since 1987. REPS for Windows is used by continuing-care retirement communities, assisted-living facilities, skilled-nursing facilities and independent-living communities throughout the United States, ranging in size from large, multi-community national organizations to independent operators. The REPS software system is specifically designed to assist upper management, regional managers, executive directors, marketing directors, sales counselors and marketing assistants with a multitude of features and reports. REPS tracks all inquiries, marketing programs and sales and marketing activities, residents and referral sources. REPS will remind sales staff of important follow-up dates and provide a variety of tickler, demographic and management analysis reports. The reports can be used throughout all levels of the organization. REPS can integrate with several popular accounting and operations software packages, providing for a fully integrated management-information system. Abra for Windows is the most widely used human resource and payroll software system in the country, with close to 20,000 users nationwide. Abra offers an employee record-keeping system maintained in one database for fast, convenient access. Abra provides a modular approach to tracking benefits, government compliance such as EEO, OSHA and COBRA, compensation and performance history, and customized attendance tracking.
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