3 Ways to Manage Staffing Data in Today’s Challenging Climate

3 Ways to Manage Staffing Data in Today’s Challenging Climate

3 Ways to Manage Staffing Data in Today’s Challenging Climate

 

We understand. Thanks to 18 months of a pandemic, there’s a widespread industry shortage of staff. Compound that with an impending federal vaccine mandate. Looming in the background, a federal minimum wage hike.

 

Yet the need for senior care services is higher than ever. Stringent infection control protocols and new procedures add to the operational complexity you’re navigating every day.

 

You’re trying to hold on to those who are the foundation of your operation by incentivizing loyal staff with overtime, bonuses, and wage increases. You’re adding agency staff to fill the gaps. These strategies are necessary to stay in PBJ compliance.

 

So how do you manage all this when the goal post is constantly moving?

 

One way is to laser focus on your data – and ensure consistency with your data collection, data representation, and data interpretation. Though you currently have tons of data, is it accessible in a relevant, actionable format? If you find yourself shuffling paper reports or clicking through multiple browser windows to find the information you seek, we can offer you a much better way.

 

By integrating your legacy software platforms into a user-friendly, drillable dashboard, Prone 2 Dream customizes how you view your payroll expense, timeclock data, agency expense, and even PBJ star status. You have actionable insight, all in one place, that you can decipher in moments. You can know what you need to know, and make decisions that positively impact your company’s profitability.

Labor Distribution Report

 

Here are 3 ways we can help you manage staffing data:

 

DreamCORE Dashboards are a prospective approach to managing profitability. We integrate your data silos to present green views of actionable KPIs. DreamCORE customizes reporting solutions by bringing the relevant data from the various sources together. Watch your P&L building throughout the month – Earnings Reports, Wage Analysis, Labor Distribution, Census, Reimbursement rates, Spend Down (Checkbooking) and Industry KPI’s such as HPPD, DollarsPPD, Overtime expenses…and much more.

 

The results? Data you can use – to zero in on your daily activities, find issues, course-correct, and meet your projected outcomes. (DreamCORE Dashboards are a comprehensive solution that include the 2 solutions below – Agency Time Tracker and DreamPBJ Dashboards.)

 

Not ready for the entire financial package? Start with one of these staffing-specific solutions:

 

Agency TimeTracker is a user-friendly app that enables the contractor to clock in and out at the facility. The data integrates with your in-house timekeeping system to provide an accurate daily staffing review. You have a true picture of your staffing hours for PBJ reporting and invoice management. At the end of the quarter, simply export your Agency XML file for easy CMS – PBJ reporting.

 

DreamPBJ Dashboards is a business intelligence solution that provides 92 day rolling tracking of your regulatory compliance data with visibility into your PBJ daily star rating. Continuity brings stability, and ultimately enables you to know what each quarter’s stars will be when you cross the last day of the quarter. Dream PBJ takes the mystery out of PBJ reporting.

 

We welcome the opportunity to discuss your unique challenges. We’ll help you wrangle all your data so it makes sense … while you’re running the race.

Choose a convenient time on our calendar by clicking here.

Or simply call: (469) 294-5233 or email: contact@prone2dream.com.

Senior Living Operators – Will You Meet Your Budget This Month?

Senior Living Operators – Will You Meet Your Budget This Month?

There’s a nagging question in the minds of senior living administrators and department managers everywhere: “Will I meet my budget this month?”

 

DreamCORE Dashboards and the Dream Expenses App are the practical solution to this notorious problem – How to manage expenses with a census that fluctuates daily and a labyrinth of operational issues.

 

Dream Expenses is a simple, mobile app that inputs each invoice directly into your general ledger – “one-touch invoicing”. Easily select the GL code, and easily split the invoice if necessary, even between departments.

 

This practical checkbooking system updates your DreamCORE Dashboards with every entry. You have near real time access to department budgets that are auto-adjusting by SpendDown and fluctuating census.

 

The result: DreamCORE Dashboards take the guesswork out of meeting the budget. Each department leader has a departmental dashboard and knows exactly how much is available to spend.

 

DreamCORE Dashboards solve the problem of managing expenses against a fluctuating census, saving time and enabling confident, evidence-based decisions.

 

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

 

Contact us today to see how easily you can manage your expenses and make data-driven decisions, when all your critical data is in one place.

 

Infographic SNF Expenses

5 Tips for Agile Budget Planning

5 Tips for Agile Budget Planning

5 Tips for Agile Budget Planning

It’s budget planning season, the time of year organizations evaluate the past year and conceive a plan for successfully moving forward. It can be daunting, especially as a global pandemic continues. For skilled nursing and senior living operators, planning next year’s budget requires careful scrutiny, knowing that the effects of COVID-19 are still a threat, and wondering how to plan for the unknowns.

 

Many lessons have been learned over the past 18 months. Traditional “business-as-usual” budgeting strategies and processes need a new approach. Corporate financial leaders know that they need the ability to react and reforecast with speed and accuracy – on an ongoing basis. The agility to match resources with strategy over time can only be achieved with a system of green data. The knowledge of where your P&L stands at any moment in time is essential to making evidence-based decisions to keep the company on course.

 

The 12-Month Budget

 

Amid ongoing, unprecedented uncertainty, a detailed long term budget may seem like a futile exercise. Yet, the need for speed, visibility, and cost control remains. Budget planning becomes a balancing act of business strategy and resource allocation.

 

DreamCORE Dashboards are the tool to reimagine agile, strategic budgeting.

 

Delivered in dynamic financials, DreamCORE Dashboards provide green data, updated daily. This strategic, robust financial tracking system looks back historically to show not only where you’ve traveled but the road ahead of you as well. Your data, assembled chronologically, with the ability to scroll and drill down by department, eliminates the scrambling to find everything you need and the shuffling of multiple sources.

 

Ongoing Reforecasting

 

DreamCORE Dashboards offer predictive analytics with a “What If” feature. Want to determine your Housekeeping budget based on PPD? Simply plug in your desired PPD and DreamCORE will calculate the amount.

 

The pandemic showed us the financial impact of a wildly swinging census. DreamCORE Dashboards updates your census daily, and recalculates spend-down accordingly. Each of your front line managers who make spending decisions has daily access to their budget, adjusted by census. How much better could you control expenses when all front line teams are trained to contribute to the overall company financial strategy?

DreamCORE Dashboards budget planning

5 Tips for your 2022 Budget 

 

1.Assemble historical data for the past two years

If you’re already using DreamCORE Dashboards, this work is done and your 2022 budgeting is well underway. DreamCORE Dashboards integrate your EHR, Book of Record, and Payroll/TimeClock systems into a relevant order for evidence-based decision-making.

2. Evaluate strengths and weaknesses from this data

While this can be an arduous task, data speaks the truth. With DreamCORE Dashboards, red flag anomalies in your data alert you daily enabling the quick action to get back on course. Weaknesses can be easily reduced in real time.

3. Convene with company strategic leaders

Senior management and your finance team have valuable input. Weave the business plan into the budget, strategize and decide how to address the inevitable unknowns. Determine new KPIs and how to pivot when needed.

4. Engage your strongest front line leaders

Essentially these are your budget managers. A large proportion of the spending happens In the facilities. Your front line has insight to challenges you may not be prioritizing. Learn from them for more realistic budget planning.

5. Book a live demo of DreamCORE Dashboards

Our current clients are breathing a sigh of relief knowing they have an agile system for spending management and cost control. The “work” of creating a 12-month budget is largely complete – an easy review of historical data, a relevant view and breakdown of revenue, and daily drillable access to every dollar spent.

 

Budget planning for a new fiscal year enables a strategic plan for managing the revenue and expenses. The budget provides a plan for all teams in the organization to follow. Yet, the past 18 months have shown us that a static plan is useless. 

 

With access to accurate historical financials and predictive analytics, your budget takes on a dynamic reality. Ongoing forecasting, departmental budgets adjusting to census, year over year and month over month comparisons are the new approach to financial management.

 

DreamCORE Dashboards is the GPS to keep your business on course to success. Contact us today to get started – you’re just 3 logins away from powerful analytics. 

 

SNF Operators – Know Your PBJ Staffing Star Ratings… before they post

SNF Operators – Know Your PBJ Staffing Star Ratings… before they post

What would it mean to your organization if you could watch the trend of your CMS PBJ staffing star ratings … daily?

Payroll-Based Journal (PBJ) is the report used by the Centers for Medicare and Medicaid Services (CMS) to evaluate levels of staffing in a skilled nursing facility as it relates to quality measures. To determine the quarterly PBJ staffing star rating, the intricate formula calculates RN and overall staffing against census and complexity of the patients.

The formula, while intricate, can be a useful tool for SNF operators who wish to make a positive impact on their quarterly ratings. However, doing the calculations manually would be an onerous task. Filling out the quarterly report for CMS based on time clock data is complex enough without trying to manually figure the calculations.

At Prone 2 Dream, we believe there’s a better way – a prospective approach. By viewing timeclock data and census together on a daily basis, a SNF operator and their Director of Nursing can make evidence-based decisions when scheduling. Dream PBJ Dashboards is a business intelligence solution that provides daily tracking of your time clock data, as well as Overtime Analysis, Earnings Reports, Wage Analysis, Labor Distribution and more.

By watching your DreamPBJ Dashboards on a daily basis, you have actionable information to positively impact your PBJ staffing star ratings.

Missing an RN one day? Set your Dream PBJ to alert you – so you can correct the situation before it becomes part of your permanent CMS record.

When you have access to your daily PBJ staffing star ratings and make data-driven decisions on a daily basis, you can:

> Optimize clinical staffing dollars

> Equip your team to stay ahead of timeclock data

> Gain insight on CMS adjustment trends

Daily visibility of PBJ star trends brings stability, and ultimately enables you to project what each quarter’s stars will be. Dream PBJ takes the mystery out of PBJ reporting.

Click here to view the online Dream PBJ demo.

Or contact us for a Live Demo.

 

 

PBJ Staffing Star Ratings Infographic

Role Based Access Control for Skilled Nursing Business Intelligence

Role Based Access Control for Skilled Nursing Business Intelligence

Data drives decisions, evidence-based decisions.

 

Yet, in the world of breathtakingly fast data analytics, how can you be certain that only the right people are seeing sensitive data? This is the purpose of Role-Based Control Access (RBAC) also known as Role-Based Security (RBS).

 

What is Role-Based Access Control (RBAC)?

 

Each person in an organization has a position or a role. RBAC sets a framework whereby each employee only has access to data that is pertinent to that role. If the individual has responsibility for budget decisions for a specific department, he/she has access to that data only and no access to other departments.

 

Prone 2 Dream Technologies deploys RBAC for its DreamCORE Dashboards. Skilled Nursing business intelligence is delivered in drillable dashboards with a focus on Census, Overtime, Receivables, and Expenses. These are the CORE of the business and where frontline department leaders are making decisions about how to spend the company’s revenue.

 

These leaders are expected to contribute to the overall profitability of the company. However, they typically have to wade through data overload by signing into multiple platforms or shuffling multiple spreadsheets to find what they need to make decisions.

 

DreamCORE Dashboards presents the plethora of skilled nursing data in a logical, relevant format, with infinite views. RBAC narrows the scope to each individual’s frame of reference – he or she only sees the data for areas where they can make an impact. They get the data they need… and ONLY the data they need.

 

Here’s the RBAC framework for DreamCORE Dashboards:

 

RBAC Framework

 

 

Examples of Role-Based Access Control

 

Culinary Manager – Sees payroll, overtime, and department budget adjusted daily per fluctuating census only for the facility’s culinary department

 

Director of Nursing – Sees payroll, overtime, and department budget adjusted daily per fluctuating census only for the facility’s nursing department. Plus, she sees a daily tracking of her CMS PBJ star rating – data only relevant to her role.

 

Facility Administrator – Sees all the data relevant to that specific property/location.

Regional Director – Sees all the data for the facilities he oversees.

 

Executive Team – All the data for all the facilities, as well as corporate financials, P&L, forecasts, Payroll Analysis, and more.

 

As a result, sensitive data remains secure, and each individual is aware that their focus is different from another within the company. Yet DreamCORE Dashboards provide one version of the truth, updated daily.

 

Two individuals in different roles, but who have access to the same dashboard page are both seeing the same data. For example, a regional director has a virtual meeting with a facility administrator. They are both seeing that facility’s “green data” – one version of the truth, updated daily.

 

Benefits of RBAC in DreamCORE Dashboards

 

  1. Protects sensitive payroll data. Most department leaders need to control schedules and overtime expense, yet need to keep wage rates secure. DreamCORE Dashboards provides that security while allowing leaders to make data-driven decisions.
  2. Protects patient data. DreamCORE Dashboards focus on the financial data of a patient’s stay and it’s only available to certain roles, as defined by executive leadership.
  3. Eliminates data overload at the front line. Narrowing the focus is the first step towards positive outcomes – DreamCORE Dashboards are a tool for front line success.
  4. Ease of change. Individuals’ roles change – whether they are adding responsibilities, moving to a different facility, or getting a promotion, changing access is as easy as contacting our support team.

Role-Based Security

Learn more about Prone 2 Dream’s Role-Based Security.

 

The Ease of Single Sign-on

 

Nobody needs yet another set of login credentials to gain access to their data. Prone 2 Dream is a Microsoft Partner, so with your current Microsoft account, your team simply logs in to their email account and access to their dashboards is a click away.

 

Our single sign-on feature mitigates the risk in accessing third-party sites, reduces time spent accessing multiple accounts, lowers the total cost of ownership of IT with fewer help desk / support ticket requests, and creates happy users.

 

Empower your front line leaders

 

Data drives decisions. If your facilities are wading in data overload or simply don’t have the time to shuffle through their various papers and platforms, book a demo of DreamCORE Dashboards today.

 

We understand that data can be intimidating, especially to department managers who were hired for their acumen in distinctly different areas. We take pride in providing onboarding and training for your teams and helping them learn to love their numbers.

 

Your Daily Data Story… the Pulse of Your P&L

Your Daily Data Story… the Pulse of Your P&L

What would it mean to your organization to have the pulse of your P&L available to you every morning? Imagine, instead of shuffling multiple reports or clicking through multiple browser screens, one dashboard with the ability to drill down on red flag anomalies highlighted by daily green data.

One-Stop-Shop of Cash Position

 

 

DreamCORE Dashboards sort data from your book of record, EHR, and timeclock/payroll system into logical, relevant views every day.

Using real time data enables evidence-based decisions – you can provide clear direction to your teams for growth and improvements.

A daily data story enables confident reports to stakeholders, without any of the heavy lifting of creating custom reports – the pulse of your P&L is available to you every morning, at a glance, with your coffee. Consider the ease of discussions around profitability.

Drill Down into Cash Position

 

 

 

With the click of a button, you have your daily cash analytics – daily deposits, trend by month, by roll up, or by individual facility – this is a bird’s eye view of where you stand today, relative to payroll or other large expenses.

With daily green data, you have one version of the truth. Executive leadership sees the comprehensive view of the organization. Our role-based security protocols keep high level analytics protected. You’re able to share appropriate information with investors, REITs, and stakeholders. And, you can share different, yet appropriate information with your senior leaders. All viewers are seeing the green data, updated daily, one version of the truth, yet the screens that are only relevant to their role in the company.

Payroll Analysis picks up GL code to display daily PPD and dollars PPD

 

 

Your comprehensive dashboard is flexible for you to “lock down” to specific views. DreamCORE Dashboards have been designed to enable SNF companies to transform data overload into relevant views. Remove the clutter to drill down into any specific facility, department, even employee timecard – to give you perspective on true action needed. You can confidently make evidence-based decisions.

Having a daily pulse on payroll enables the ability to manage overtime, improve CMS star ratings, improve contractual agreements, and serve your clients to the best possible outcomes.

A facility DON typically doesn’t have an MBA. Nor do your other facility department leaders. Yet, each one is expected to contribute to the profitability of the company. With DreamCORE Dashboards, you equip your regionals and administrators with the mentoring tool so each can manage their department’s numbers to success.

A Daily View of Spending

 

DreamCORE Financial Dashboards - Daily Data Story - Budget

 

 

DreamCORE Dashboards adjust the budget daily based on current census. You have true PPD according to true census, and can drill down by month, facility, and department. With this budget scaling, your regional directors can assist facility leaders to understand and successfully drive toward corporate goals.

Your EBITDA metrics are also calculated, showing your overall daily operating performance. This is an accurate view for investors and other stakeholders.

3 “Reporting Only” Logins and You’re 7 Days Away From Powerful Analytics

 

While DreamCORE Dashboards are a complex compilation of your critical KPIs, they couldn’t be easier for you to attain and use. Prone 2 Dream Technologies does all the heavy lifting. Deliver us three reporting-only logins and we’ll deliver your dashboards in 7 days. You will have single sign on access with your existing Microsoft account. As Microsoft partners, we host your data in our secure portal, and you can simply open a browser window to view it.

Want to start reading your daily data story? Book a live demo today.

 

 

 

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