Every adult day program knows the moment: an auditor asks for a record, and someone has to find it.
Two sets of records, both on paper
At an adult day program, an audit isn't only about participants. Employee files matter just as much: every staff member's documents, current and complete. At Healthy, both lived on paper, which meant two filing systems to maintain and two places for something to go missing.
And staff don't stay still. As people join and leave, every file has to keep up.
Everything in one place
Healthy moved both into One Care Portal: client files on one side, employee files and all of their documents on the other, in the same system.
“We have access to our employee files and all of their documents, as well as client files. So, if we were ever audited, we have all the information there whenever it is necessary.”
A system that changes when the agency does
What kept Healthy on One Care Portal for four years is that the system didn't stay fixed. As the agency's needs changed and staff came and went, OCP's team adjusted it, quickly.
“it's highly customizable. So, as your needs change, as employees come and go, the staff at One Care Portal can have amazing response times and everything like that to make sure that this product is built and specifically customized to your specific needs.”
Today Healthy runs about 600 participants on One Care Portal. When the auditor asks, the answer is already in the system.
Quotes are from Glenn's published video.