Okay so this blogging commitment is no joke! It sure doesn’t take much time to fall behind does it? This morning I blog to you with questions. I’ve learned this blog is filled with very experienced Therap users out there that I’d like to pick the brains of. IO has been using Therap for a year now and has implemented a huge chunk of the modules but are not at the Pro level yet. With our rookie year behind us and as our use has increased, I’ve found come more questions and a growing “my issues” list. So here are a couple of my burning ones…
1. How do large agencies handle temporary on call managers? Our agency has a rotating schedule of on call administrators and RN’s. We have found the best way to give them weekend Therap access to an additional 10-15 (or more) residential facilities is to add a Profile on Friday afternoon and then delete it Monday morning. We’ve had to do it this way so that they don’t get blasted with notifications when they are not on call from facilities that they are not typically responsible for. We thought about creating a On Call user account but then you don’t have the e signature of the actual person handling client business on the weekend. Thoughts??? What are other large agencies out there doing to solve this issue?
2. With regards to giving auditors access (licensing and Regional Center-CA users), how do agencies get around not being able to give them access to VIEW ISP Data Reports? In order to see progress on an individual they would have to sift through raw data which can quickly turn a very pleasant auditor into a rather unkind and difficult to work with person (with understanding!). It seems the only way to navigate this is to print the monthly progress reports created by the Administrator and leave them in the facility for those unannounced auditor visits? In efforts to go paperless, I cringe at the though of telling our team to routinely print these reports each month. This would also include the RN’s monthly Health Care Reports. Do other agencies have a standard book/chart of items that remain printed and left in the facilities?
I hope a few of you will have the time to give some feedback and advise on these issues. Hope all in Therapland are doing well!
With Gratitude,
Summer
HI Summer,
Hope this helps:
1. In my agency we actually set up a separate On-Call profile under the user login, that when its rotating people, it doesn’t matter who is On-Call and they don’t have to look at it all the time either.
2. Just a question, why wouldn’t you want to give the auditors access to the ISP data report? Its not like they can really do anything with the report aspect of it. I can’t imagine printing that information off at random when they do their spot checks. You might actually get happier auditors too if they can possibly look at the data prior to coming out (don’t know if this is a possibility).
Again hope this was useful, good luck with the paperless, its so worth it though!
Heather
Hi Summer
In response to your post.
1) We have a fairly large agency and came across the same access issues for our on-call residential nursing coverage. Initially we set up access for the week the on-call nurse needed access and we would remove access when the access was no longer needed. However the last minute changes in coverage were problematic. When Therap switched to Profiles I meet with our nursing department to and suggested that we move to 2 Profiles for each residential nurse. One Profile provided access to the program sites they typically cover. The second Profile provided access for all residential. The nurse were asked to switch their profile when they covered on-call during off hours. This has eliminated access issues for last minute coverage needs. In regards to the Notification Profile (with S-Comm or email alerts when Health Tracking forms etc have been submitted) our nursing staff did not find the notifications helpful due to the limited level of detail contained in those notifications.
With the option to Switch Profiles, they are able to control acknowledgement numbers and To-do items based on which profile they have selected.
2)Ideally we would like to give only view access to auditor, however since that is not currently a possibly with all features. We have provided auditors with their own log(s) in and password(s). I have set up a specific Super Role and caseload for the auditors. The Super Role is adjust upon their arrival depending on what forms they have requested access to. The Caseload is then adjusted to include the specific individual’s that they will be auditing. Their accounts are activated once the adjustments have been made. Once the audit has been completed their accounts are deactivated and the individual’s removed from the caseload. We have done so during a number of audits. When we have done so the auditors are given a brief overview on how to locate the items they would like to audit. We also ensure that their is someone that will assist them during the audit if needed.
In you message you specifically asked about ISP Data Reports. We do provide access to the ISP Data Reports & ISP Data View Super Roles so the auditor can search for the report and access as needed. Activity tracking allows us to monitor the users actions within the system. Which also provides us with an extra level of security to and history of actions taken in the system.
We are still in the process of rolling out this process to all programs. That being said the programs which have not had the auditors log, the program manager will log in and access the requested forms so that the auditor can view the information as needed. (Please keep in mind the managers in those programs are logging into their own accounts and are only to provide view access. At no time are they allowed to leave another person with access to their account.)
I hope you find the information helpful.
Take care,
Vick Erdie
Therap Administrator
Ulster-Greene ARC