Your clients are at the center of everything you do. Every decision you make, everything you do should support providing the best possible outcomes for them — and that includes the tools you use to manage your business.
If your intake process and programs involve paper forms, spreadsheets, and sticky notes, then you’re not able to focus on what you want to be focusing on: your clients.
However, one way to solve this problem is by using IDD software. IDD software helps you collect, manage, and store all documentation related to your clients. It helps streamline scheduling, billing, and payroll. And it will empower your team with the data they need to make better decisions, ultimately transforming the way you deliver services for your clients.
There are many benefits of IDD software, but here are seven of the most important:
The most obvious benefit of using IDD software is the time savings you’ll notice. It might not seem like much at first, but all the time your team spends logging their hours, typing up notes, and looking for client information can really add up.
IDD software can automate a lot of these tasks, freeing staff up to focus on clients. For tasks that can’t be automated, such as writing notes, IDD software simplifies the process with pre-defined templates and simple drop-down fields for selecting the necessary information.
And this isn’t just true for direct support professionals — IDD software simplifies work for managers by streamlining the process to review and quality check documentation, and by providing them with an overview at their fingertips of all the work their team is doing. In addition, it helps administrative staff avoid spending time digging through files to collect documentation for billing and compiling reports. Referral dates, client phone numbers, service hours — all of this information can be entered once and used across multiple different reports. Not only does this save time by eliminating the need for duplicate data entry, it also reduces the chances of someone making a mistake, resulting in more accurate and better quality data.
Time is money, so understandably you’ll want to make sure staff are spending as much of their time as possible working with clients. An IDD software system helps you keep track of every minute your staff spends working with an individual so you won’t overlook any billable time. Instead of trying to remember this information at the end of the day, IDD software captures the start and end times for a service as it happens.
But the best IDD software systems do more than tell you how staff are spending their time. They bring organization to your agency’s entire workflow, from scheduling to service delivery to billing. Automated compliance checks and validation, alerting, reporting, and advanced billing features help ensure you’re maximizing your billing. The simplicity of this system tends to significantly improve staff compliance and helps ensure everything can be billed. For example, SETWorks IDD software has increased billable hours per staff from 4 to 6 hours per day on average for a number of agencies that have fully implemented the software — a 50% increase.
The advantages of IDD software can be seen throughout the entire company. When you have access to this level of detailed information about staff billability and utilization, you can analyze where you are and look ahead to the end of the month in order to project trends and shortfalls as well as allocate resources effectively. This will not only help you improve your current utilization, but eventually grow your programs so you can serve more clients and multiply your impact.
If you run a disability service agency, then you know that ensuring compliance with all requirements for federal, state, and regional funders is no easy task. Providers must navigate a confusing maze of rules and regulations, each with their own demands for documentation, submission, and reimbursement. Something as seemingly insignificant as an illegible signature or missing documentation could cause delays or unnecessary issues.
An IDD software system solves this problem by tracking all the information for your entire organization, so that the right documentation is always available. When it’s time to submit your billing, IDD software automatically verifies that the information is correct and complete so that your claim doesn’t get rejected.
And, in the event of an audit, all the information you need to demonstrate compliance will be immediately accessible. By using IDD software, you can feel confident that your agency is prepared and that the information in your records is accurate. Agencies that use effective IDD software often find that they receive no recommendations from auditors thanks to the system and the structure it helps instill.
At most IDD agencies, information is stored in a variety of different places: binders on a shelf, spreadsheets saved to someone’s computer, in your inbox, and even in people’s heads. It’s easy for things to get lost and hard to locate information when you need it.
IDD software solves this problem by helping your organization manage all its documentation and forms including referrals, intake, ISP data, and authorizations in one place. It also stores all relevant information about your clients, including their contact information, medical records, goals, and progress notes. This information can be shared electronically so that administrators, managers, program supervisors, billing staff, and DSPs all have access to the same records.
With IDD software, everyone can easily retrieve the information they need to do their jobs effectively. And, should someone else need to step in and assist your client, they will be able to quickly locate the information they need.
Unlike paper records, mobile IDD software lets you access your data from anywhere. This is particularly important for direct support staff, who are frequently away from the office and need access to information in the client’s home or out in the community. Using their mobile device, they can easily retrieve information about an individual’s goals, preferences, and notes from previous visits. DSPs will be able to see what they did at the previous visit and what the next steps will be with just a quick glance at their smartphone or tablet.
In addition to accessing their information, staff can also enter data from a mobile device. Let’s say, for example, you have a client who receives personal care services in their home. Using mobile IDD software, DSPs can automatically check in for electronic visit verification (EVV) and create a record of the services provided. They can also record progress notes and other information which eliminates the need to lug around a binder or type up notes back at the office.
Even staff who are not working directly with clients can use mobile IDD software to manage schedules, create reports, and prepare and submit billing. This kind of flexibility is essential as agencies move away from the traditional “9-to-5” office life and offer more options for employees to work remotely.
Few things are as frustrating as having all your information spread out across different systems. Service notes and authorizations are in one place, billing in another, scheduling in another, and payroll in yet another. How much time has your team wasted importing and exporting data between these systems? Not only is this inefficient, but it creates opportunities for errors each time you have to shuffle information around.
IDD software solves this problem by integrating seamlessly with the other systems you use. All the information you need for each of these activities can be easily shared between systems. Information from progress notes and timesheets flows to your billing, scheduling, and payroll systems. If need be, you can also export reports and generate invoices to streamline manual processes. With this off your plate, you’ll be free to focus on fundraising, referrals, and recruiting into programs.
IDD software allows you to track everything from how many cues or prompts were delivered, all the way up to hours of service, billability, and crunch numbers on how successful your programs are. With this data at your fingertips, management and direct support staff can make better decisions about how to serve your clients.
This goes beyond setting and tracking goals — great IDD software helps you make strategic decisions about which services are working for your clients and which ones could be improved. This data helps program managers determine how to scale your programs in order to provide the best possible outcomes for the individuals you serve, as well as to help your whole organization achieve its outcomes.
The disability service industry moves quickly, so you need a system that is able to keep up with everything you do. Using IDD software will help you deliver services more efficiently, increase billability, ensure compliance, and ultimately improve outcomes for your clients.
If you haven’t already, now is the time to consider putting an IDD software system in place. For more information, click here to request a demo of SETWorks. And stay tuned to learn more about how to choose the right IDD software for your organization.
Here are seven providers that have celebrated DSP Recognition Week with fun activities and special events.