May 4-8 Is All Things Survey Week: Believe It. Achieve It.

A message from Wanda Prince, BSN, RN-BC, CLNC, Vice President of Clinical Operations

Every day, our team delivers quality care to our patients and residents. It’s our calling and our mission.

However, the quality of care we provide is measured and monitored closely through the survey process. More than a method to collect “data” on the job we do every day, the survey process gives your team a time to shine. While the surveyors are in your building, your team can highlight all the great work they do every day. When we do the right things every day, it just comes naturally that this consistently shines through.

To help promote this attitude, we have created “All Things Survey” week, which will take place May 4-8. Our theme for this promotion will be “Believe It. Achieve It,” and we have created posters available in Print Services, t-shirts and other items in Gold Mine to help you keep this constant reminder in front of your team about how each person’s job gives Golden Living an opportunity to shine.

Believe It. Achieve It. items available to order in Gold Mine today! 

For All Things Survey week, here are the proposed activities for each LC to perform and/or review either in your daily stand up meeting or with your individual teams.

Day 1: Monday, May 4

• Review the PointRight SCRP and User Guide with your team.
• Review and discuss your LivingCenter’s three year survey history and talk through key trends and your plan for compliance.

Day 2: Tuesday, May 5

• Discuss your LivingCenter’s survey management plan. If you do not have one, develop a plan defining who goes where during survey and what duties they perform (see examples).

Day 3: Wednesday, May 6

• Attend Nationwide Education Call around Survey Readiness and Management taking place from 2 – 3:30 p.m. CDT. Invites sent previously.

Day 4: Thursday, May 7

• Discuss what you learned on nationwide call and where your gaps may be.
• Access the 10 LivingCenter Strategies resource and review auditing tools you may be able to use in your LivingCenter (will be available May 4).

Day 5: Friday, May 8

• Debrief in small groups: What did you learn this week? What will best help your LivingCenter establish readiness and manage a survey? What can you do to improve tags that you have received multiple times?

For more resources to help your team with this focus for All Things Survey week, we have set up a folder in the SharePoint site with tools you can use to support your efforts.

Expense Reimbursement Made Easier with Coupa

This summer, the Golden Living family of companies will make expense reports easier to manage and pay with the new expense management system, Coupa.

Charges made with your corporate Bank of America Travel card will be loaded directly into the Coupa system, and cash and mileage expenses also can be submitted electronically through Coupa. With a click of approval from your supervisor, charges are reimbursed directly to Bank of America or to you.

When Will It Happen?

Coupa will be rolled out by business unit during the coming months to those employees who currently have a Bank of America Travel card. We will start with AseraCare and 360 Healthcare Staffing in May, Aegis Therapies in June and Golden LivingCenters and Golden Living Corporate in late summer. Training sessions will be held for each business unit as that group of cardholders transitions. Supervisors who approve expenses also will need to be trained even if they are not a cardholder themselves.

How Does It Work?

Coupa moves expense reimbursement from a tedious paper workflow to an automated process online. When you use your Bank of America Travel card, those charges directly load into Coupa. Out-of-pocket expenses and mileage can be entered directly to Coupa as well.

Using the PeopleSoft hierarchy, Coupa automatically sends an email to your supervisor that includes all of the expense report information. Supervisors can approve an expense report either from email, by accessing the tool online or even from a mobile device.

Mobile App Available

The Coupa mobile device app allows you to take a picture of your receipts and upload the picture directly from your mobile device into your expense report. This will create the basic building blocks for your trip’s expense report. This mobile app eliminates the need to collect the paper receipts and manually enter the information.

What Are People Saying About Coupa?

We have launched Coupa with a pilot user group, and here are some things they have to say about using it.

“As an approving manager, I am thrilled with my ability to review employee expenses timely, accurately and completely electronically. It takes efficiency and accountability to a new level, and I greatly appreciate the company’s investment in this application.” 

Lorna J. Ellis, PT, DPT, Area Vice President

“I think Coupa is an excellent tool for increasing the efficiency of expense reporting. Coupa is faster to submit expense reports than paper sources. It makes receipts easier to justify than taping receipts to paper. And it effectively reminds me to complete my expense reports, keeping me on task and current.”

Melinda Dickerson, PT, DPT, Area Vice President

“I absolutely LOVE using Coupa. It really streamlines the process, and I have had no issues using the system – ever!”

Amanda Paligraf, BSHRD District Sales Manager in Minnesota

Becoming More Efficient

The third in a series of projects to streamline travel planning and expense reimbursement, Coupa represents the culmination of a company initiative to become more efficient. In 2014, Golden Living transitioned from American Express to the Bank of America Travel card, as well as from American Express Travel to the more efficient online travel booking tool from Travel Leaders, Concur.

 

Coupa empowers our team to spend less time with tedious paperwork and more time in the field ensuring we provide innovative healthcare to one patient, one family and one community at a time.

 

Questions?

If you have any questions, please email travel@goldenliving.com.

BEACH Training to Be Held Tuesday, May 12

Ceres Purchasing Solutions will offer BEACH Training classes through the Learning Center on Tuesday, May 12  from 9:30 – 11:30 CDT.  The class will provide the best methods of using BEACH. We encourage all new BEACH users and existing users who need a refresher course, to attend one of our BEACH sessions.

To enroll in the class, go to the intranet home page:

• Click on the CORPORATE tab.
• Under LEARNING CENTER link.
• Log in
• Please see this documentation 

NOTE: If you sign up for the BEACH training class and realize later you will not be able to attend, please go into the Learning Center site and unenroll. 

If you have questions concerning the BEACH Training class or have issues signing up, please contact CERES Customer Service at (800) 677-6447.

BEACH Training Agenda

BEACH

• How to Log Onto BEACH
• BEACH Main Menu
• Catalog Links
• Special Links
• BEACH News
• Action Items

ORDERING SUPPLIES

• Finding product (Including Advance Search)
• Routine Orders
• Editing an Order
• Submitting an Order
• Special Orders
• Capital Requisitions
• G/L Coding

APPROVAL PROCESS

• Supply Approvals
• Capital Approvals
• Invoice Approvals

REPORTS

• Purchase Order Summary Report
• Purchase Order/Invoice Lookup
• General Ledger Spending Report

RETURNS PROCESS

• Medline Returns Process
• All Other Suppliers Return Processes

SUPPORT

• Technical Assistance
• BEACH Assistance (How to Questions)
• On-Line Help
• Interactive Tutorial

Questions:

If you have questions concerning the BEACH Training class or have issues signing up, please contact CERES Customer Service at (800) 677-6447.

GLC Converts from US Foods to Sysco

Golden LivingCenters will transition food distribution services from US Foods to Sysco in the next few weeks as announced in February. We want to keep you updated on our progress, so you will know what to expect. Below are some key areas of the transition that will be of interest to your team.

Timeline – We have moved our conversion date for Sysco. All orders  placed the week of May 4 will be on the Sysco system. The plan is to have your order guide available by Sunday May 3 for you to review and get acquainted with the new products. For your convenience, we will keep the same Categories and Subcategories.

Ordering – We continue to work with Meal Metrics and Sysco to make the ordering process similar to what you have today. Your order cut-off time will be 2 or 3 p.m. in your local time zone depending on your operating company policy. We are evaluating the ordering process to streamline the process and make the screens more user friendly similar to today’s screens.

Upcoming Training Sessions – There are several webinars that are coming up next week that you will want to take part. Information that will be covered is essential for you to get the most out of the transition to Sysco. All of the training sessions will be conducted via WebEx and will be recorded everyone can participate.

• The first of these presentations will be the Sysco Meet & Greet webinar. This session will be conducted on Monday, April 27. Be sure you accept the meeting request as soon as you get the request. This meeting will cover information presented at the live Meet and Greet sessions that were conducted at the Sysco OpCo the week of April 20.
• The second group of sessions will cover changes to placing your food orders. These are extremely important and everyone who places food orders should attend one of these sessions. There will be four sessions, two on Tuesday, April 28 and two on Wednesday, April 29.

If you have not received an invite to either of these meetings and would like to attend, please email FOOD@goldenliving.com.

Delivery Days and Times – A spreadsheet with your Order/Delivery dates and times is available on the Procurement Sharepoint site (go to the Company Intranet site and under Quick Links, click Procurement). Sysco plans to keep everyone’s delivery date the same as today, but logistically, there probably will be some differences. If your new delivery date provides an extreme hardship, please contact Food to request the change. Please include your rationale for the change.

Emergency Preparedness Letter – We have received Sysco’s Emergency Preparedness Letter. If you need a copy of this document, you can find it on the Procurement Sharepoint Site. It is also available on BEACH under Special Information.

Summary – All the news we have concerning the Sysco conversion will be available on the Procurement Sharepoint site. Go to your intranet site and under Quick Links you will see Procurement. News will be communicated under Announcements click on link. This site will give you the most accurate and up to date information on the conversion. Thank you in advance for your patience during this change!

Hall of Fame: Winner for March and Call for Nominees

The Hall of Fame program recognizes employees who take proactive steps to help Golden Living reach its goals. It’s for those who are going the extra mile to promote Golden LivingCenters because of the pride they have in the care and services we provide.

I’m pleased to announce our 12th honoree (from Team 3):

Brigette McClellan

Admissions Director, GLC – Branson (Mo.) 

In Brigette’s nomination, Executive Director Gary Denig shared what an excellent rapport she has with the discharge planners at Cox Medical Center and other hospitals in the area. Her efforts have helped grow census and M&M.

As a CNA, Brigette also has picked up shifts and offered to help in order to maintain optimum staffing and organizes fun activities for the residents. Last fall, Brigette worked with BonWorth to host a fashion show with the female residents. Complete with red carpet, lights and music, the female residents were escorted down the red carpet while there names were read by a master of ceremonies.

Active in her community, Brigette stays involved with the chamber of commerce and keeps exceptional relationships with hospice, home care and social service organizations. She has served in several roles at Golden Living including her current position as Admissions Director, as well as CNA, medical records, social services and central supply.

I also would like to give kudos to our other finalists for this month’s Hall of Fame:

TEAM 1: Peggy Tillery, Director of Admissions, GLC – Fresno (Calif.)

TEAM 2: Sue Feder, Director of Nursing Services, GLC – Hillview (Pa.)

CLINICAL OPS TEAM: Amanda Goggans, Marketing Director, GLC – Tifton (Ga.)

How the Program Works

Each month, the Sales team will collect nominations from across our organization and choose one person from each Field Services Team area to recognize. From those five nominees, one top achiever will be selected for the Golden LivingCenter Hall of Fame. Each person chosen for recognition will receive a certificate of achievement.

Who Can Be Nominated?

Any Sales professional, Field Services Team member, or LivingCenter-based employee can be nominated. Employees who make great efforts to grow the business and strive to build awareness of Golden LivingCenters should be nominated.

How to Nominate Someone

The deadline to submit an employee as the April winner is Friday, May 15. You can fill out the nomination form and submit it to GLCHallofFame@goldenliving.com. If you need assistance sending it in, ask your LivingCenter Executive Director, a Professional Sales Representative or a District Sales Manager.

Nominate someone today! 

 

Get Ready for Network Upgrades

Starting in July, Golden Living will begin the Network Upgrade project where we will replace the network hardware – routers and switches – in the majority of our sites. This project will impact Golden LivingCenter, AseraCare agencies, affiliated Aegies therapy sites, AlixaRx ADUs in the LivingCenters and 360 Healthcare Staffing.

The full schedule of impacted sites is HERE. (Subject to change)

What to Expect

When your site is scheduled, your maintenance team will have a bit of preparation to do for the IT site visit, and we will do everything possible to minimize the impact of these changes on your operations.

The day before the site visit, we will send the electronic EMAR and call your LivingCenter to confirm you received and printed it.

On the day of the site visit, your network will have a full outage for approximately 90 minutes while we complete the replacement of the router and the first switch. After this phase, there will be a partial outage in various parts of the building for up to 60 minutes.

Conference Calls

As we work through the schedule, we will host conference calls for the sites impacted the following month to ensure your team is prepared fully for our site visit. Please ensure that your maintenance contact attends these calls as they need to understand what to expect and when to expect it.

Schedule Parameters

When this schedule was created, we worked around the following parameters to ensure as little impact to your caregiving activities while the upgrade was made.

• Anticipated survey windows were avoided
• No sites will be upgraded on Friday
• Upgrades will not happen on the Thursday of a site’s payroll week
• Outages will not occur prior to 9 a.m. local time with technicians arriving after 8:30 a.m.

If you have any questions or need to make a change to your site’s schedule network upgrade, please contact the Network Upgrade team #NetworkUpgrade@goldenliving.com.

___________________________________________________________________________

Why Are We Doing This?

The existing switches are no longer supported by our manufacturer, and we have seen a much more frequent failure rate in the switches in the field. Replacing a switch that has failed can leave a LivingCenter, agency or other Golden Living site without network connectivity for 24 hours or more.

How Is the New Equipment Better?

The new equipment is built to be more expandable for future needs.  Network security will be much simpler and comprehensive, ensuring that we keep our data private.  Lastly, the new equipment will perform more efficiently, enabling our networks to function faster and better.

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What Is the Scope of the Project?

The project will take approximately 26 weeks to complete for our IT team. We will replace approximately 322 routers and 735 switches. Our team did a complete pilot in four sites to test the upgrade process to ensure it goes as smoothly as possible.

360 Healthcare Staffing “Plays it Forward” and gives back to the Tampa community

Paul Helm, President of 360 Healthcare Staffing, donates blood alongside Marc Antoni, Vice President of 360 Healthcare Staffing. This concluded a day full of giving back to the Tampa community by Playing it Forward!

Clinical Reimbursement Training Sessions Available in the Learning Center

The Clinical Reimbursement team provides both on-demand and instructor-led training sessions in the Learning Center.  Our training sessions include Naming and Scheduling, MDS coding, Certifications, Denial letters, Medicare, Managed Care and much more.

Changes to our training schedule for May will include the addition of MDS line by line trainings for Sections H and I to our on-demand curriculum.  We also added on-demand training for Managing Certifications in MyCare Clinical Quick doc’s (CQD) application.  This training is intended for RNACs or other team members involved in Medicare and Medicare Advantage Certification process. The final update we have coming by May is our on-demand CareTracker Basic and CareTracker Behavior trainings, which are now updated with the features from our new CareTracker system.

Clinical Reimbursement training sessions can be found in the Learning Center by selecting Clinical Reimbursement under browse for training sessions.   Learners also can view upcoming training sessions and access training material on our Clinical Reimbursement SharePoint site.

Questions:

Contact your Clinical Assessment and Reimbursement Specialist for questions or if you would like more information.

May Business Office Training Schedule Announced

Instructor-led training will be provided during May on the following business office topics:

• Medicaid Pending
• Direct Deposit
• Resident Trust
• Deferral Strategies
• Bad Debt
• Authorizations and Notifications
• Missing Documents
• Business Office Duties and Frequency
• Weekly Business Office Meeting Template
• Private Collections

Business Office Consultants will conduct the training sessions on the dates provided in the “May Training Schedule” attachment.  Employees can sign up for the sessions by going to the company website and accessing them in the Learning Center.

The following attached reference guides provide information on how to register for and join a training session in the Learning Center:

• Learning Center – Search and Register for a Session
• Learning Center – Joining an ILT Webex from the Learning Center

Questions:

Contact your Business Office Consultant or Director of Business Office Operations

Attachments:

May Training Schedule

Learning Center – Search and Register for a Session

Learning Center – Joining an ILT Webex from the Learning Center

 

Fourteen Reasons to Report Wellness Outcomes

ICAA Report that uses Aegis Therapies as a resource:

14 reasons to report wellness outcomes