CARE HOME MANAGEMENT SOFTWARE

01 | Contents

// CONTENTS

02 About Us

03 Introducing CoolCare4

05 Dashboard

07 Caring for Residents

11 Care Home Staff

15 Home Management

17 Virtual Notice Board

18 Performance Analysis

19 Support and After care

21 Contact

About | 02

// ABOUT US

Coolcare 4 is LNT Software’s latest and most intuitive care home management product. LNT Software is the fastest

growing Care Management Software provider in the UK, employing a team of specialist programmers and advisers across a host of services and care operations. Having been designed with users in mind, Coolcare 4 is the embodiment of our ethos of providing great value, comprehensive and user-friendly care home management software.

Founded in 1998 by serial entrepreneur Lawrence Tomlinson, LNT Software first came into being when, as a young man in his early 20’s, Lawrence recognised the need to improve efficiency within his own care homes. To fully achieve this vision, Lawrence required a highly functional and flexible software platform, which he designed himself under the auspices of Coolblue.

Now, some 20 years on, we have launched Coolcare4, an all-inclusive programme covering every aspect of care home management. Not only is the software faster, it includes individual dashboards which are tailored to the needs of each user - whether a care assistant, marketing manager or Chief Executive.

Coolcare 4 is also now compatible with multiple mobile platforms, such as iPhones, iPads, and android devices and gives staff more time to spend caring for residents rather than filling in paperwork. Owners can also access the system whilst on the move.

CoolCare 4 incorporates all the latest technological advancements, making it faster and easier to use.

Easier care home management at your fingertips with Coolcare4

03 | Introducing CoolCare4

// INTRODUCING COOLCARE4

The value that effective software systems can provide in enabling care home operators to analyse and improve the management of their care facilities has long been recognised by providers of all sizes.

Coolcare 4 offers a comprehensive range of user-friendly elements across every area of care home management, consolidating them into one easy to use tool for assessing, planning, implementing and evaluating your care home operation.

Coolcare 4 is available on multiple devices making it more convenient than ever to manage your care homes. Regardless of which device you use, computer, android or apple, all you will need is an internet connection to access your Coolcare 4 software.

In the face of growing economic & sector uncertainty, operating compliance and efficiency has never been so important.

Coolcare 4 will help improve the efficiency of your care homes and assist your staff in delivering quality care.

Introducing CoolCare4 | 04

Everything you need to run your care homes in one place.

YOU YOU

Financial analysis

HR system

Time and attendance

Payroll

Invoicing

Care plans

Calendars

// COMPREHENSIVE AND ALL-INCLUSIVE

05 |

// DASHBOARD

Tailored dashboards means efficient management

Dashboard | 06

The Coolcare 4 dashboard is tailored to individual users within your organisation. Each member of staff can personalise their dashboard with job-specific features designed to assist them in carrying out their role as efficiently as possible.

// TAILORED TO YOU

The dashboard calendar keeps your staff members up to date with all their tasks, whether care, HR, training or finance. Each member of staff will receive alerts with real time information relating to their job. These alerts bring important role-specific reminders to the user’s attention, for example:

The search function also means you can quickly search for tasks of a particular type, for example, by staff member, date, time or resident to make sure everything is in hand across your organisation.

// CALENDAR ALERTS

// REPORTS

As the dashboard is the central point of contact for all your staff, our internal mail system makes communication with your staff easier than ever. You can send job-specific messages to an individual employee or a faction of your organisation at the click of a button.

// MESSAGING

• An incomplete task • Incomplete HR administration

• Outstanding credit note• Outstanding care review

Depending on their role within your organisation, users will be able to sign up for reports which are displayed on their home screen, such as:

These are generated automatically so there is no time wasted delving into records as is it all available at your fingertips. The reports are printable and easily exportable so providing a vital part of your management information.

• Today’s care tasks• Average weekly Fees

• Active enquiries • Fee payer information

• Occupancy and client mix• Staff hours

07 | Caring for Residents

CoolCare4 assists you improve your efficiency and quality of care by providing a medium to collate all the documentation and information you require in a compliant, accessible and accurate manner.

The intuitive navigation of the system enables staff to find all the relevant information they need to care for the individual straightaway, from the initial enquiry, through to personal details, fee information and dependency levels.

Resident profiles include:

// CARING FOR RESIDENTS

• Resident overview• Care plans • Full occupancy details and history reports• Fee information and invoices • Hospital visit tracking • Dependency levels and monitoring

Data from these files is then processed and analysed by the software when preparing your reports providing you with up-to date information about those using and enquiring about your services.

Caring for your residents forms the very ethos under which you operate.

Caring for Residents | 08

Spend less time on paperwork and more time with your residents

// CARE PLANS

09 | Care Plans

The research based monitoring and care planning tools within Coolcare 4 are designed to help you maximise your residents’ care. With mobile access and efficient inputs, your care assistants will be able to spend more time with residents.

The care plan component allows your care assistants to keep your residents’ care profiles up to date, automatically converging with their Activity of Daily Living record, which takes data from:

Within the tool, you can quickly revise a care plan whilst still retaining the resident’s full history. Accidents and incidents are therefore easily added to the file. Every entry into the resident’s care plan is fully audited so you can also instantly see who has taken what action for the resident.

The Coolcare 4 dashboard reminds care assistants and managers of all important events included in the care plan to ensure your staff do not miss any care tasks – you can even add your own events to prompt reminders.

Values outside of pre-set monitoring boundaries will also cause alerts for further investigation, such as changes in weight, waterlow scores or blood pressure, to assist your staff deliver rapid responses to residents’ health issues.

• Assessments• Care plans

• Daily notes• Reviews

Care ... at your fingertips

Care Plans | 10

11 | Care Home Staff

// CARE HOME STAFF

Managing HR is one of the biggest costs for care home operators. The Coolcare 4 Staff module provides a straightforward and cost efficient platform for you to effectively manage all your HR functions:

• Recruitment • Training • Staff appraisals

• Time and attendance • Payroll

// RECRUITMENT

The software keeps track of hundreds of CVs, as well as references, and the multitude of paperwork that accompanies employing staff. From application and interview, right through to statutory checks, sick leave and training - Coolcare 4 provides a full data trail for all your employees.

Centralised data storage and dashboard alerts vastly reduce the inefficiencies associated with maintenance of HR Records.

// TRAINING

The CoolCare4 training matrix takes HR management software to the next level, highlighting expiring training courses and creating live updates of your staffs’ skills in their profiles. This then automatically syncs with the rota and will send you warnings if staff do not have the correct training, providing you with piece of mind that your staffing is compliant.

You can book hundreds of courses for staff from Coolcare 4’s in-built database.

Care Home Staff | 12

Hassle free HR means more highly trained staff spending

more time with residents

// TIME & ATTENDANCE

// PAYROLL

13 | Time & Attendance

Being able to manage your staff in an efficient, fast and intelligent way can help you significantly improve your facility in terms of productivity and ultimately profitability.

CoolCare 4 ensures you get the optimum productivity from your staff by providing them with an iButton which automatically measures their hours, registers them to the right shift and ensures they are paid for the right role. Coolcare 4 then collects that information to analyse workforce data for you.

Functions include:

Rotas: Managers can input multiple shift patterns, allowing them to plan down to 15 minutes at a time, incorporating details of relevant training, sick leave or annual leave.

Hours and pay management: Coolcare 4 provides a comparison between budgeted hours and worked hours to help you easily analyse your key performance indicators. It even warns managers when their staff have exceeded their contracted hours and by how much.

Annual leave management: Coolcare 4 automatically calculates your employees holiday entitlement based on contracted hours, including EU holiday calculation for bank staff. Holidays can then be booked and managed through the time and attendance module.

Reports: Coolcare 4 exports relevant information from time and attendance data to provide you with easy, comprehensive reporting such as absenteeism using Bradford Factor calculations.

Coolcare 4 payroll fully integrates with Sage and works with Sun, Quickbooks, Pegasus and many more using the CSV format.

The payroll function provides a direct link from automated timesheets and instantly downloads, reports and exports to your payroll, dramatically reducing the time taken under conventional means. Using “snap to shift technology” improves payroll accuracy by ensuring staff are paid the correct rate for the correct time.

You will be able to do your payroll quickly, accurately and remotely – all you need is an internet connection.

Save Time, Save Effort, Save Money!

| 14

15 | Home Management

// HOME MANAGEMENT

Coolcare 4 integrates with all major accounting packages.

Through the invoice wizard you can stipulate where, when and how often an invoice should be sent and by what medium, whether post or email, formatting them in line with your company’s graphics. Coolcare 4 even enables you to add multiple residents to one invoice for local authority invoicing.

All our systems are encrypted to ensure your accounting information remains safe and secure.

// ACCOUNTING

Coolcare 4 can store 1000’s of documents related to your business such as policies and procedures, compliance documents, CV’s and letters. By utilising the reading list function you can guarantee that documents and policies are being read by the correct people within your organisation.

Coolcare 4 comes pre-loaded with a host of policies for you to use if you wish, which is ideal for new operators.

// DOCUMENT MANAGEMENT

The Care Quality Commission’s Provider Compliance Assessment is a valuable part of running your care homes. Keeping it up to date with sufficient detail, evidence and SMART action plans is a time consuming, and often a complex task.

With Coolcare 4, you can follow a simple electronic wizard that takes you through the relevant sections of your compliance and analyses your performance. If you are in red or yellow in any particular section, the system will prompt you to carry out a SMART action plan until you are in the green.

Our toolkit:

• Archives every assessment and action for review• Can be downloaded at any time, on any device

// PCA TOOLKIT

Customise your own surveys with Coolcare 4’s survey creator application to gather feedback from clients, local agencies or whoever’s opinion you’d like on your services. Coolcare 4 will email them for you or add them to your webpage – all you need to decide is what you’d like to know and from whom.

Just another way that Coolcare 4 helps you to improve the quality of care you provide to your residents.

// SURVEY CREATOR

Home Management | 16

Care home management software has never been so user-friendly

and comprehensive

17 | VNB

Live information, in an instance on the web

Financial Analysis | 18

// PERFORMANCE ANALYSIS

Real time performance

analysis wherever, whenever.

As a business you need to be able to quickly and easily analyse the costs involved in staffing your homes, manage client payments and monitor aged debt.

Coolcare 4 collates all financial information which has been entered into your software across a range of key performance indicators including:

• Average weekly fee• Occupancy levels• Fee income• Wage costs• Admissions • Discharges• Turnover of staff• Resident mix

This analysis can be provided in report form either by day, week, month or year, and is exportable to your dashboard.

// VIRTUAL NOTICE BOARD

Upon walking into your care home, visitors will be greeted with a virtual notice board, providing real time information about the care home’s community with live feeds on:

• Members of staff in the care home • Menus for the day• Today’s events • Upcoming events• Community news

The Virtual Notice Board links directly to your website so live information about the care home can even be viewed by friends and family in their own homes and by those in your Head Office.

// SUPPORT AND AFTERCARE

19 | MyZone

MyZone | 20

Complete, unlimited aftercareOnce installed, the Coolcare 4 team are on hand to help you and your staff make the most out of your software, answering any queries you may have.

MyZone provides a useful reference site with a range of help and support tools, from manuals, FAQs and training resources through to remote technical support from our technicians.

The Coolcare 4 team is dedicated to providing help, support and knowledge to keep things running smoothly for all its users. Our software is therefore continuously evolving with many recommendations from users incorporated in our regular free software updates.

// CONTACT

21 | Contact

LNT SoftwareHelios 47LeedsLS25 2DY

+ 44 (0) 113 385 3853

coolcare4.com

Company Registration no. 3462441

info@coolcare4.com

// BY PHONE

// BY POST

// BY EMAIL

// ONLINE

CoolClick clocking in system

Optional fitting

iButtons

USB iButton programmer

Virtual notice board display unit

Onsite training / Support

CoolCare HQ training day

All costs are exclusive of VAT*Travel expenses are charged on all onsite training days

// PRICING

One-off CoolCare setup fee

Monthly subscription (per home)

Inclusive of:

• Two days on-site training, at your premises *

• On-going support & software maintenance

• Online distance training

Price

£1,500.00

£130.00

// AVAILABLE EQUIPMENT: ONE OFF CHARGE PER ITEM

£485.00

£350.00

£4.85 each

£48.50

£299.00

£350 per day

£50 per delegate

Price

CARE HOME MANAGEMENT SOFTWARE

www.coolcare4.com