7 TIPS FOR SELECTING HOME HEALTH SOFTWAREinfo.kinnser.com/rs/kinnser/images/7TipsSoftware... ·...

7 TIPS FOR SELECTINGHOME HEALTHSOFTWARE

www.kinnser.com

Seven keys to unlock your path to success

The software that powers post-acute care

http://www.kinnser.com


INTRODUCTION: WHY IS SOFTWARE SELECTION SO IMPORTANT?

Home health agencies face enormous challenges. As shrinking reimbursement rates and increasingly complex compliance rules make it harder for agencies to succeed, the overall industry is growing and becoming more competitive. More than ever, agencies are turning to software solutions to

automate repetitive tasks and reduce redundant data entry.

What’s the best way to select the right software solution for your agency? This article provides seven key tips that will put you on a path to success.

7 TIPS FOR SELECTING HOME HEALTH SOFTWAREGet a free demo! www.kinnser.com/demo

http://www.kinnser.com/schedule-a-demo/

TIP 1: IDENTIFY YOUR AGENCY’S NEEDSBegin by identifying the business challenges or clinical issues your agency needs to address. Establishing the challenges or issues you need to solve at the beginning will save time and money during your search for a home health software solution and later during its implementation.

IF THIS IS A CHALLENGE...

Clinicians submit nursing notes late or with errors because documentation is completed too long after the visit.

YOU’LL WANT TO LOOK FOR THIS...

Does the software allow clinicians to complete documentation at Point of Care? Is the documentation easy to use? Is the workflow intuitive? Some software solutions are web-based and

Others do not include Point of Care functionality at all, and require an additional data entry step (a common place for errors to creep in). That additional step is eliminated in a web-based solution.

AN EXAMPLE

7 TIPS FOR SELECTING HOME HEALTH SOFTWAREGet a free demo!

www.kinnser.com/demo

,


IF THIS IS A CHALLENGE...

HCFA-485s promptly due to legibility or delivery issues with clinician-submitted OASIS forms.

YOU’LL WANT TO LOOK

FOR THIS...

Look for solutions that automatically generate the HCFA-485 from the OASIS to increase accuracy and reduce processing time.

Integrating Point of Care, QA and billing into one system will

The ideal software should be easy to use and will expedite agency

Point of Care with billing, scheduling and communication features so that we could use one service for our entire organization.



ANOTHER EXAMPLE


TIP 2: GET INPUT FROM YOUR STAFF AND COLLEAGUESYour software solution will be an important

it is wise to talk with peers, employees, contract staff and/or consultants, as they can share their real-world experiences with various systems. Email your staff to request feedback or schedule a staff meeting to gather their product intelligence. This will yield several results:

Better buy-in from a team that feels included in decisions

More complete reviews of various systems

Additional products and features to consider

7 TIPS FOR SELECTING HOME HEALTH SOFTWAREGet a free demo!www.kinnser.com/demo


TIP 3: BUILD AN INTERDISCIPLINARY TEAM OF DECISION MAKERSBuild an interdisciplinary team with a mandate to drive both decision-making and implementation. Small agencies may opt for a team of 1-3 people, while larger agencies can select a representative from each discipline and/or agency function (e.g., billing, QA). Some agencies choose to make these committees more advisory in nature, while others empower the committee to make

Our agency created a Committee of the Whole to make a decision on our software selection. We knew that having all groups and levels of the agency represented on the committee would encourage everyone to be invested in making that decision a success.

Committee of the Whole (n.) 1. An interdisciplinary team with a mandate to drive both decision-making and implementation

2. Some agencies choose to make these committees more advisory in nature, while others empower the committee to make the final decision

NURSING

Committee of the Whole

QA

BILLING

ADMIN

SCHEDULING

CODING



TIP 4: ASK CONSISTENT QUESTIONS OF SOFTWARE PROVIDERSWork with your agency’s interdisciplinary team to prepare a consistent list of questions to ask each software provider. This creates a fair “apples to apples” comparison.

Be proactive in your conversations and demos with each software provider. Make sure your agency’s needs are understood and that the features each provider demonstrates actually meet your needs. This preparation will save you time and frustration and will make the software demonstration more focused.



Are unlimited users and unlimited upgrades included for one price?

Are Traditional Medicare Eligibility Checks conducted automatically on patient intake and each week of the episode?

Is the software completely web-based, with no hardware or hosting fees? Does a third party monitor performance 24/7? What is the uptime percentage?

Are new therapy documentation requirements managed by the software?

Are all clinical forms included (OASIS, SN, PT, OT, ST, MSW, HHA)?

Is Medi-Span drug/drug, drug/allergy screening included?

Does the software include an intuitive and real time dashboard included to monitor key agency metrics?

companies via the Internet?

Can the software automatically consume and post ERNs in minutes?Does the software o�er easy export of HHCAHPS survey data to approved survey vendors?

Is the software Apple iPad enabled to make point of care easier?

for all clinicians?

Does the software seamlessly integrate the OASIS and HCFA-485?

Can the software calculate an HHRG during OASIS review?

Are OASIS checks included to speed your QA process?

Does the software include dual coding for ICD-10 free of charge?

Questions to Ask Home Health Software Providers


insurance


included?

Are there ongoing training opportunities both in person and on theWeb?

Is phone-based technical support available at least 12 hours everybusiness day?

Will the software company provide at least two references ofagencies with similar size and demographics?

Has the software company launched new features in the past sixmonths? If so, what are they?


Does the software roll-up reporting across all of your branches?

Does the software support accrual accounting, diversified payers, and monthly hard close processes?

Can physicians use e-signatures for physician orders and e-referrals?

Does the software enable Care Plan Oversight (CPO) tracking and billing?

Questions to Ask Home Health Software Providers(continued)


TIP 5: UNDERSTAND THE TRUE TOTAL COST OF EACH SERVICECalculate the total cost of each service – not just the initial “sticker price.” What appears on the surface to be an inexpensive solution may actually be much more costly once the total cost is calculated. Are there extra fees? Will you need to purchase special equipment? When calculating the total cost, be sure to account for current expenditures that can be eliminated with the new solution.

Will you need an I.T. person?

needed for Web-based solutions. They are essential for client- server systems.

How will you update software? Web-based solutions update automatically. Client-server systems require updates to be installed.

Where will the patient data be stored in case of a disaster? Web-based solutions store data remotely. Client-server systems store data at your

loss in a disaster.

Will you have to pay extra for technical support?

technical support at no extra charge. Web-

technical support remotely. Client-server systems may require a scheduled visit to your agency by your software provider.


FOR EXAMPLE...


TIP 6: CHECK SOFTWARE CUSTOMER REFERENCESAsk software providers to supply a list of current customers whom you may contact. Make the most of this opportunity to speak with your peers.

selection process.

Use the list of questions from your search process to keep the conversation focused on your needs

Only accept customer references from individuals who have used the software solution for at least one year

Ask about the biggest benefits the software brought to the agency’s daily practice

Inquire about technical support and training

Compare the answers of actual users with the answers from the software provider




Are you a daily user of the home health software? If not, ask if you may speak with someone else who uses the software every day.

Are you the decision maker responsible for purchasing the home health software? If so, what made you choose the solution you selected?

What parts of the software do you work with most often? How long did it take you to learn to do the most important functions in the software for your role?

How long did it take your team to implement the software overall?

When implementing, did you incur any costs in addition to the price of the software?

Can you tell me about your experience with training and support? When you call for support, how long does it take before you speak with a knowledgeable person?

What’s the single best thing about the software? What is something you’d like to see improved?

How does the team like the software?

Do you feel like the software is a good value? Are there any hidden fees, like extra charges to file claims or to use a drug database?

How is your software’s uptime?

If you went to work for another home health agency, would you absolutely buy the same software again or would you shop around?

Critical questions to ask during a customer call

Here are some important questions you should ask during a customer reference call.



TIP 7: THINK OF IT AS SELECTING ALONG-TERM BUSINESS PARTNERRemember, this is more than just a vendor selection. Your agency deserves a partner who really understands your home health business,

and regulatory changes, as well as makes it easy for your staff to do their work and provide quality care. Look for a track record of regulatory compliance, product innovation and robust technical support and training. Selecting a software partner that meets these criteria will enable your home health agency to succeed in the challenging environment of post-acute healthcare.



CONCLUSION: WHY IS SOFTWARE SELECTION SO IMPORTANT?

Selecting the best home health software is one of the you will make concerning

your agency. It affects the entire spectrum of your

collaboration, accuracy, and readiness for survey. Not all software solutions have the same features and

your agency. We hope these 7 tips will be helpful in your research.



877.399.6538 | [email protected]

The software that powers post-acute care

© 2015 Kinnser Software, Inc. 877.399.6538 | [email protected] | www.kinnser.com

ABOUT KINNSERKinnser creates the software solutions that power post-acute care. From its headquarters in Austin, Texas, Kinnser leads the industry by consistently delivering the smartest, most widely-used solutions for home health, private duty home care, therapy and hospice. With an enduring focus on customer success, Kinnser helps post-acute care businesses reduce expenses, increase revenue, streamline processes and improve care. For more information, visit kinnser.com or call toll free 877.399.6538.


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