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Overtime Happens! But Overtime is Avoidable

Overtime Happens! But Overtime is Avoidable

Overtime Happens! But when you have a clear picture of your payroll in progress at any time during the pay period, you are much better equipped to avoid spending those premium dollars.


What if you had a list available every day to see if you are pacing towards overtime? Would you make some changes in your scheduling? Perhaps redirect some hours to another employee who is light this week?


This may sound obvious, but overtime often happens because you simply don’t know how the payroll hours are trending. CORE, a financial GPS solution, provides the daily view into how the company’s money is being spent, historically and prospectively.


Each department in your facility has a budget, which guides their spending. If a department head goes over budget spending on supplies, they haven’t met expectations of the company. Sometimes it can’t be avoided, but often it’s a matter of not having updated intel. If payroll goes over budget, this is a more significant issue – overtime is paid with the premium dollar – time and a half (in most states). The premium dollar equals the ½ time you paid to cover the gap.


No one schedules over time, but as conditions change in your operations, gaps often occur in coverage. CORE gives you the tool to find the right RN, who is not on pace to be paid time and a half. The department manager can make a conscious and objective choice. CORE splits out by pay code and the individual’s payroll number. You can see exactly where you’re spending the premium dollar.

overtime dashboard



Many companies have a “zero overtime” policy for this reason. That premium dollar is cash leaked directly from the company’s bottom line. Any time you’re paying over what you projected to pay, you are spending margin dollars. With the imminent minimum wage increase quickly approaching, it makes sense to address your processes now.


CMS requires a certain amount of RN hours based on census. Since census is always fluctuating, CORE enables you to see these changes, integrated with your payroll and time clock. Alter the schedule accordingly to make a big difference in payroll spending. Having these programs integrated gives you the ability to improve your CMS star rating, while negotiating census appropriate coverage.


Say your facility is currently at a two-star rating for RN staffing. CORE is calculating hours per patient day (HPPD) daily so that you can see if you have enough staff scheduled to make it a three-star. Dream of managing those premium dollars back into your schedule to increase the star rating. You have the ability, with CORE, to forecast your PBJ status daily.

overtime premium dollar



PBJ reporting remains a mystery to many excellent skilled nursing operators. The integration of census software with payroll and scheduling is the key to understanding historically, and then forecasting for improvement.


Click here to learn more about Decreasing Premium Overtime Dollars in our upcoming free webinar.


Where does agency staffing fit into CMS star ratings, PBJ reporting, and budget overspending? When HPPD are needed, external sources can be tapped to achieve the regulatory level. CORE integrates your agency database with your time clock system for accuracy, making PBJ reporting a much simpler process. Agency staffing helps avoid spending premium dollars on payroll.


The time clock is never infallible. With the level of detail CORE provides, you can spot time clock errors and correct anomalies long before they wreak havoc with your payroll administrators. Simply make the adjustment and CORE recalculates at the next scheduled update, adjusting the hours, the PPDs, and the PBJ projection.


At the end of the day, we know Overtime Happens. But overtime benefits no one. Not your company, because it’s too expensive. Not your team, because even if they want the boost to their paycheck, a 40+ hour work week is the road to burnout. Not your customer, as an overworked staff never delivers a five-star experience.


Overtime is avoidable. Contact us today to learn more about reeling in your premium dollars.







Revenue and Roadblocks: Right Now on the Right Route

Revenue and Roadblocks: Right Now on the Right Route

You use many software platforms to run your business, and each offers a dynamic set of metrics.


What if you had a way to see how those metrics affect each other? A way to align them – showing the best route to your destination (profitability) and alert you to roadblocks in your path?


In our last article, Business Detours? Not A Problem When You Set Your GPS, we described how business intelligence and predictive analytics form a GPS to help frontline managers navigate the financial side of your company.


Enter a GPS solution called DreamCORE Dashboards – CORE is an acronym for the controllable parts of your business: Census* | Overtime | Receivables | Expenses.

*This model was built for the skilled nursing industry but is applicable anywhere –C is your Customers or Clients, your revenue source.


Let’s take a closer look at Census, and how you can use this fluctuating element to improve both customer satisfaction and your profitability.


Census – The Lives We Care For


Census is the lives we care for within our skilled nursing facilities. Our clinical teams treat and care for the individuals entrusted to us, ensuring the right solutions to help heal in the best way, in the best atmosphere.


Financially, census drives the revenue. We need to capitalize on every dollar of revenue to support the mission of care – nursing supplies, dietary sustenance, entertainment, housekeeping, administration.


The industry has worked out multiple algorithms to ensure the best journey of the revenue dollar to the table– through a labyrinth of documentation, carve outs, comorbidities coding, and specifications that vary widely by payers.


What success have we had managing “the dollars on the table”?



Managing Expenses against Fluctuating Revenue


Staying true to the GPS theme, finance develops a roadmap yearly, the “budget”. It is well thought out, achievable, and precise. The day after it is published, the path to success begins to deteriorate. Road conditions are constantly changing (lower than expected census), unexpected detours (transmission on your van konks out), inevitably you must stop, take time to get a true sense of where you are on the map, and recalculate your path to the destination.


DreamCORE is constantly recalculating to support your goals – by providing you the pinpoint on the map of where you are at any given time, and where you need to go to stay on course to your destination.


For example, your dietary manager was budgeted $35,263 for Raw Food for May–pinned to his corkboard–this budget was calculated last October and was based on a census budget of $8.26 PPD. The actual census for May is averaging $9.75 PPD. If the dietary manager spends the original budget of $35,263, DreamCORE gives clear sight to the overspend of $7,778. The thermometer shows current spend against scaled budget – making it much easier to adjust spending to meet current census level.



A significant ROI of DreamCORE is based in the automatic adjustment of the budgets.


In the example above, the dietary manager’s expense dashboard would show the budget for his department is $26.747.  And daily the “Expected Budget” would be adjusted by the Average Daily Census in the background.  Additionally, with each invoice entered into DreamCORE, the budget balance would be reduced, like a checkbook, keeping the whole department informed of their current balance, helping them not to “overdraw” the account.


So being able to see the financial picture at a quick glance enables small changes, which over time make a big impact.


This automation keeps the patient at the center – each operational department is rotating around the patient, spending what is necessary to create the healing experience. Your teams are working with their patients, not sitting at desks looking at numbers. They’re solving people problems to create the best customer experience.


On the Journey to success


Consider you’re on the road to your destination and your GPS tells you there’s an accident ahead, you should exit now to the alternate route. You choose to disregard GPS and within a few minutes you’re at a dead standstill. Half an hour later, you pass the accident, but you’ve lost 30 minutes. Even speeding at this point won’t get you to the destination on time. A small change to the alternate route may have made the difference.


DreamCORE provides clear analytics to help you and your teams pinpoint their exact location, adjust for what is ahead, and equipping you to stay on course to the destination.


Getting your people to love their numbers

Road to Success

What if each of your department leaders were taught how to use a financial GPS to make the right decisions for their department?


Look at the flip side: “You don’t know what you don’t know”–When they don’t understand where they are or where to go, they’re on a path to fail. Nobody hires on to fail! They want to do well – to succeed at their jobs means they meet expectations.


DreamCORE encourages camaraderie – when all the departments are working harmoniously, they start to see how they can help each other toward the greater good. One department has an unexpected capital expense, the rest can tighten their belts a bit to balance that out.


As an operator, you want to be competitive. You want to hire the best person to run each of your departments. So you hire a great culinary talent to run dietary, but he’s probably not an MBA. He can easily be taught to read DreamCORE, understand the expectation, and DreamCORE can free his time to be where he needs to be – providing a great customer experience.


Your department leaders know their priority is the best customer experience. When they know where they are financially, they make the best decisions. They’ll make the best decision for the company every time because they want to feel good about their work. They want to succeed. And you know that successful teams reduce turnover and build great culture.


Teaching them how to read a quick DreamCORE view of their department can set them up to succeed, which leads to managing the dollars already on the table.


Give them a clear solution to feed that success. 

Book a live demo – Grab a spot on our calendar here.


Business Detours?  Not A Problem When You Set Your GPS

Business Detours? Not A Problem When You Set Your GPS

What if you had a GPS to drive you to maximum profitability?


Why do we like GPS? It not only gives us the best route to our destination, but it also identifies roadblocks in our way. You hear “Accident 12 miles ahead in the right lane, 27-minute delay, exit now to take the alternative route”. The roadblocks are actually reported by other users of the app, and because of their contribution to your journey, you are able to make a timely decision, avoid the pitfall, and arrive on time. Imagine your phone battery was dead on this same trip and this information never reached you – now…here you sit, trying to negotiate the simplest lane change to make an impact…


GPS’s analyze and prioritize data contributions


You develop a roadmap every year, you call it your company’s “budget”.  In many ways it is like the “Rand-McNally”, well thought out, achievable, and precise. The day after you publish it, the information begins to move toward irrelevance. Road conditions are constantly changing, unexpected detours, and you must stop to get a true sense of your direction.

Set your GPS



There are many line items you can plan for, based on historical data. But you know there will be unknowns as well. The unexpected repair, the inevitable challenges of staffing, the desire to have the next best thing… and an unpredictable revenue stream.


What if you set your budget on a GPS – so that each detour off the path you’ve laid out for maximum profitability signaled an alert? “You’ve headed off-course” giving your leaders a chance to change direction and arrive at the destination. How would that impact your month? Would you be more likely to follow the GPS’ suggestion to get back on the route?


Take a look at DreamCORE Dashboards, a financial GPS solution that reports conditions changes, detours, and the impact that other departments are having on your drive towards maximum profitability.



Revenue not trending the way you expected? DreamCORE integrates your revenue sources and expenses and will auto-adjust your budgets accordingly. How much time and money would this save you? Without this auto-adjusting GPS, you’re waiting for EOM reports, as day after day passes and your spending continues, unmindful. You’re taking the scenic route and buying souvenirs, instead of heading purposefully toward your goal.


Take a skilled nursing facility, with a potential of 100 clients (residents, patients) per day. There are a mix of payers, depending on insurance scenarios, and billing is complex. Yet, the operator can project these reimbursements with DreamCORE and set the goal (GPS) to reach the maximum amount.


The expenses are variable, too. A certain level of staffing is needed to care for 100 patients, of varying skill sets and pay rates from CNA to RN. In addition, CMS regulations must be met to achieve a star rating that will offer the best perception of the home and its reputation. Staffing is always a challenge … and Overtime Happens! The GPS issues an alert to avoid this drain of premium dollars and to change the schedule before it’s too late.


In addition, these clients must receive a sustainable diet, 3 meals a day plus extras. A healthy diet includes many perishable items, so the coordination of numbers of clients and ordering of supplies is a critical projection, but easily managed by the GPS.

financial dashboards - role-based security



Communication and a Team Approach


Looking at each department and how it contributes to the destination needs to be a streamlined communication process. Consider the communication advantages of each department, being able to see what’s happening in the others.


Much like many drivers on the road contributing to a GPS app, an “accident” ahead, such as an unexpected capital expense (the vehicle breaks down on the trip, needs repair and the GPS recalculates), is visible to everyone on the same journey. They’re all working towards the common goal (meeting the projected outcome = bonuses) so adjusting their own spending to benefit the greater good becomes a team approach.


Without the GPS, there’s a communications gap. For example, your Activities director is unaware of the major unexpected expense in Maintenance, so she continues to spend. GPS calculates for the facility success, with the contributions of all departments as baseline.


This example can be applied to any company – you have revenue, which fluctuates. You have expenses, which are also variable. You have a team of leaders, all trying to do their best to contribute to the success of the whole, all responsible and accountable for the expenses their department incurs.


The next time you hop in your car, whether you’re driving 2 miles or 20 or 200, set your GPS and consider its role. You set the destination, and it offers the most direct route (as well as the scenic route). It alerts you to heavy traffic, accidents, and construction (unforeseen obstacles) and provides an estimated time for your journey (results of your choices).


Would having a GPS for operating your company make a difference in your bottom line?


Book a live demo – Grab a spot on our calendar here.

Hope and Analytics – The New Next

Hope and Analytics – The New Next

There’s a collective sigh of relief throughout the skilled nursing industry as the COVID-19 vaccine is now being distributed. The vaccine provides hope that we’re turning the corner and will start to see a significant decline in the spread of this devastating disease.


In a recent article in Senior Housing News, industry leaders are taking a stand of positivity for the future. Though the census reductions have been significant, SNF leaders know that to truly recover, a wait and see attitude is not going to win. The winners will be those leaning into disruption.


Now, more than ever, is the time to discover innovative technology that streamlines your data platforms and analytics to identify the areas where you can divert dissipation back to profitability.


You use various software’s to run your business and each provides a dynamic look at the insights of using that platform. However, what you really need is a way to see how those software’s work together to benefit your company’s overall financial picture. Imagine an integration of your data silos – producing real time metrics that allow you to adjust operations… long before EOM reports are produced.


Integrated Data Silos


You can have that and more with CORE, our business intelligence solution that turns information overload into business opportunity.


Prone 2 Dream Technologies developed the CORE model for the skilled nursing industry, one of the hardest hit industries of the past year. CORE stands for the core controllables in a business – Census, Overtime, Receivables, Expenses. While the model was built for skilled nursing, it is adaptable to any industry – simply replace the word “census” with “customers” or “clients” to consider your revenue source.


CORE gives you the ability to drill down into these four controllable areas to identify critical issues and see where cash can be diverted back to the bottom line or reinvested in another department, before it’s too late.


Analytics ensures that all the dollars on the table are capitalized on. For example, if cash is dissipating through the culinary department, we can identify that issue with analytics. We can reroute those funds to payroll – to support an additional CNA on the floor or give the RN back the time she must spend scheduling because she’s understaffed. Identifying where you’re leaving money on the table allows you to turn around and reinvest it in the company.


Premium Overtime Dollar



Global P&L in Real Time


In addition to a drill down look at the controllables, CORE provides the global Profit & Loss view. You have the ability to see in near real time the total of all your units, each unit individually, or even a comparative view of selected units. Having a daily data story gives you speed, eliminating the need to wait for month-end reports before taking decisive action.


What would it be like for you to have a daily data story, with near real time accuracy? It means speed and improved profitability – the speed to identify critical issues and course-correct without losing 10, 20, 30, even 45 days waiting for EOM reports, which can mean the difference between profit and loss.


Global P&L View


Want to take a closer look at how CORE can improve your profitability? 

To discuss how Prone 2 Dream Technologies can customize CORE for your company, please contact us for a complimentary consultation.


Microsoft Teams: Optimize the Cloud User Experience

Microsoft Teams: Optimize the Cloud User Experience

The pandemic has forced all of us to manage a remote workforce, but many of these transitions were rushed and without a plan. Take time now to evaluate how you can optimize the cloud user experience – for everyone in your organization.

The good news – If your company uses Microsoft (and who doesn’t?) you already have so many tools within that suite that you don’t need to be spending additional funds and training time on external programs and apps. (Check out our recent article about how optimizing Microsoft lowers your total cost of ownership of IT.)

Plus, Microsoft Teams is the ultimate collaboration hub – bringing groups of people around ideas and projects, no matter where they’re located.

We’re seeing that many companies are using Teams, but not to its fullest potential. Your Microsoft Teams environment has a wealth of benefits…

…all included with your license:

  1. Virtually brings people around ideas. The ability to assemble the right people to brainstorm, plan, collaborate, and document, with no geographic constraints – this is optimizing the cloud user experience. Teams has built-in organic efficiencies so a project lead can assemble his/her private group where only these individuals have access to the work in progress.
  2. Video and audio conferencing and recording. There are other platforms providing these services, but wouldn’t you rather hold these meetings within your own secure environment? Using Teams, you can optimize the cloud user experience for everyone – record the meeting, download transcripts, easily review sections of the video, memorialize the session.
  3. Fully secured business platform with private hostingTeams is a secure, cloud-based infrastructure, fully HIPAA compliant for Healthcare companies. Your organization’s meetings and conversations are private – why have them anywhere else but within your secured environment?
  4. Memorialization of instant messages. Wonder what happens to those casual chats where ideas are hatched? Teams provides a chat channel within each specific team for those project-related spontaneous conversations. Nothing gets lost – chats, ideas, comments are all saved within the project.
  5. Shift of control – into the right hands. Before the cloud, data storage was in the hands of the IT department. Using Teams, the project leaders have control of all the proprietary information related to a specific project.
  6. Quarterly compliance documentation. Your projects need to follow compliance standards. With Teams, you easily store, submit, review critical reports, securely.

And many more benefits!

Say good-bye to the yellow folder

Let’s look at an example of Teams in action: Microsoft Teams Meeting

Your company has a new challenge that needs a solution, fast. Yet the challenge is complex and requires innovation. You select two of your most creative-minded individuals as project leads and ask each of them to come up with a solution.

They each create their Team, and give it a name. They invite individuals of their choice to be part of the team. They schedule meetings, open a chat conversation, start brainstorming. The team devises a strategy, their goals, their timeline, project specs, documents – all stored within their team. Totally private and secure. All the project work, memorialized, in one place. When it’s time to present their solution, they can invite others into their private environment, even if those individuals are external to the organization.

This is oversimplified, of course, for demonstration of optimizing the cloud user experience. As the business owner, you set the parameters for starting a team, such as “one member of the C-suite must be included in each team”. Ultimately, each user within a team shines – their collaboration efforts memorialized, with no lost documents, no forgotten casual chats.

As a Microsoft Partner, Prone 2 Dream’s goal is to help our clients fully optimize the tools they already have within their Office 365 suite. (You’re already paying for it – utilize it to lower your total cost of ownership!)

Start the new year off right by optimizing Microsoft Teams and create a better cloud experience for your organization. Contact us today for a complimentary assessment.



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