Using MediSked Connect to Support Meaningful Lives by Eliminating Paper, Making Records Accessible
Nestled in the heart of the beautiful Appalachian Mountains, Mending Heart, Inc., of Hazard, Kentucky, provides services and supports to individuals with intellectual and developmental disabilities (ID/DD) under Kentucky’s Supports for Community Living (SCL) Medicaid waiver.
Mending Hearts provides day training, community access, employment, residential supports, personal assistance, and respite care for individuals with ID/DD. They also maintain nineteen homes with two to four recipients in each, in addition to their community-based and site-based programs.
Every year, Mending Hearts would produce several four-inch binders worth of paper per recipient. The recordkeeping was astronomical. When the auditors would come in, Mending Hearts would have to dig through all these tons of paper and find a specific note from a day or series of days. Sometimes Mending Hearts would have to go to a storage facility to find it. They were very frustrated with dealing with all of that paper.
“When you have that many individuals and that much paperwork, you’re always losing paperwork. It’s a lot to keep up with – and then there’s the space required to file all the paperwork.”
– April Feltner
Mending Hearts Program Director
In March 2014, Mending Hearts executive director, Shirlyn Perkins, went looking for a solution that would allow the agency to eliminate the production of new paper records, scan and store legacy records spanning up to twenty years, keep track of new data, record medication administration and errors, and gain access to any record through a simple name, date, or number search. Her quest led her to discover MediSked.
“We were really impressed when we went onsite,” said Lee Iannone, client engagement specialist at MediSked. “They’re a family owned and operated agency, and they do everything out of love. They really help people. Plus, they had looked at other products, and nothing seemed right for them. We knew we could help Mending Hearts to support the most meaningful lives possible.”
Given the volume of documents, the conversion went much more quickly than the Mending Hearts staff expected.
“It probably took us a month or two to get it all into the system,” said Feltner, “At first it was a lot of work, but now it’s a lot easier.”
MediSked Connect is a solution that centralizes and manages information to create efficiencies across a provider’s entire agency. Connect brings together employees, individuals, services, and locations throughout an agency’s community uniting everyone with one web-based platform that managed individual’s goals, care plans, information, scheduling, medications, activity plans, billing, payroll, and more.
Using MediSked Connect, Mending Hearts began entering new notes and documentation for each individual into the system, and completing care plans and activity plans within Connect as well. Meanwhile, employees began scanning paper records and attaching them to the recipients’ files, making an enormous legacy of documents available and searchable for the first time in the agency’s history.
MediSked Connect allows the staff to keep electronic medication administration records,
giving five administrators the ability to track exactly who receives which medications, when they are administered, and any reasons that an individual does not receive his or her meds.
Connect also provides ways for house managers and other caregivers to communicate with one another about a recipient’s care. “Connect has a messaging board that resembles Facebook,” said Iannone. “So if someone notices that an individual had a rough night’s sleep, for instance, they can pass that information along to the others who support the same person.” Other communication tools allow employees to audit and approve their notes, send messages to other employees, scan and attach forms, and do a number of other tasks that were all done on paper before.
“Handwriting can be a challenge with agencies, missed details, and spelling can be an issue,” said Iannone. “In Connect, everyone can standardize things, use alerts and spellcheck tools, and read their notes clearly.”
With the transition period behind them, Mending Hearts staff members find that Connect has made many aspects of their jobs a great deal easier. MediSked customized some fields and made other changes to fit the way Mending Hearts kept its records.
“Rather than going through chart to chart to chart, you go into Connect and it pops right up. When an individual’s PA expires, you had to go through every one of those charts. Now when someone needs something, all I have to do is get on the system and print it straight out. Sometimes we can just email it to them—which saves on paper, ink, and time. Anything you need to know you can just go straight to MediSked Connect.“
– April Feltner,
Mending Hearts Program Director
“MediSked was ready to change
things to fit our needs and the service has been great—any time
we have an issue, they get right on top of
it and fix it for us. We’ve been very happy
with the results.”