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.

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.

 

 

 

SNF Operators – Reduce Time Chasing Receivables

SNF Operators – Reduce Time Chasing Receivables

How much of your human capital is being expensed to chasing receivables?

 

With DreamCORE Dashboards, you have a daily data story showing cash trending and charges trending, shortfall by payer and much more. It’s an at-a-glance daily view of your cash flow status.

 

When a new patient is admitted, critical data enters the EHR. DreamCORE Dashboards integrate the EHR with your book of record to deliver a logical view of real time receivables.

 

Having a daily view helps you identify roadblocks that cause receivables to enter the aging status … where they are less likely to be realized. Dream CORE displays historical data to measure trends and provide insight for improvement.

 

Check out the benefits on the infographic below. 

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

 

SNF Operators – Effective Admissions for Better Client Experiences

SNF Operators – Effective Admissions for Better Client Experiences

Skilled Nursing Facility operators – Does your current Admissions process provide a comfortable transition for the new patient arrival?

Are you capturing the required verifications and authorizations?

Is ICD-10 coding a breeze for your MDS nurse?

Do you know the theoretical reimbursement benchmark? Do you know if you’re getting paid what you’ve earned or do you suspect you’re leaving money on the table?

Prone 2 Dream Technologies processes Admissions through 2 user-friendly apps. The Admissions app speeds the process of approving a new referral and communicating the start of the new patient’s journey to your team. The PDPM app calculates the theoretical reimbursement, and memorializes the patient’s journey in your center.

Check out the process in this easy infographic. Then contact us to see these steps in action.

 

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.

 

Recalculating

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.

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