Product Review by Tim Rowan, Editor
A software and services company that has been providing outsource services ranging from 24/7 phone answering to bookkeeping and billing has released an Agency Management System for private duty home care providers. "SwyftOps" was released at last year's HCAOA meeting and has been adding features ever since. We were given a demonstration this week and found that the system supports a wide range of agency functions.
SwyftOps was designed by a team of home care agency veterans, led by Chief Technology Officer Plamen Ratchev. Knowledge of the needs of private duty management and staff is apparent in both functionality and user interface.
With a recent development, each caregiver's day begins with a quick COVID-19 self-survey. Management sets its own policy on what must follow any telltale signs of infection the checklist identifies. The cumulative COVID data can be exported to Excel, enabling management tracking and reporting. From there, a scheduling function provides routing assistance and automatic mileage calculations.
Prior to assigning shifts, the SwyftOps system matches clients with caregivers, using an algorithm that considers a comprehensive set of factors, including client gender preference, smoking, pets, allergies, distance from caregiver home or immediately previous client home, and agency cost. Ratchev explained that hourly pay rates may be different for different employees but that the algorithm also considers proximity to overtime status. The system also identifies caregivers with lapsed licenses and prevents them from being scheduled.
Bruce Birgland was the founder of Frax Outsourcing, the answering and bookkeeping company, as well as the new company, which he co-owns with Mr. Ratchev. He and VP of Sales Chris Trempe told us that the goal in creating a new agency management software system was to make it as easy to use as possible. To them, this meant making it customizable and affordable.
"We provide templates that our customers use to create their own custom assessment forms," Trempe explained. "In fact, we have a large number of templates to make it easy to create every type of form needed." During implementation, new users are presented with several screens of options and features that can be activated or turned off.
Caregivers using the mobile app can see tasks called for in a patient's care plan, but only the tasks for which that caregiver is suited. EVV functionality is standard within the system. The mobile application is integration with "DrugBank," a Canadian pharmaceutical knowledge base, to assist with medication management. When a client's home is out of range of cell service, EVV information and tasks performed can be entered manually and uploaded when service is restored.
Trempe gave us some insights into the company's pricing schema. "We wanted to make sure SwyftOps was available to startups and medium-sized businesses as well as enterprise and franchise organizations," he said. "We decided to price it based on monthly billable hours. So there are no limits on number of users or devices."
Training and implementation are user-friendly as well. Brandon Lewis is in charge of this department and he explained that new users are typically up to speed after three or four online training sessions. "These are live sessions, not video recordings," he emphasized. "Each training is customized to each customer."
Lewis also pointed out that support is available at all times, 24/7/365. "This is not an answering service that will wake up a support person or find one on the golf course," Trempe added. "We have people answering the phone at all times." He also believes SwyftOps is the only home care software company that can make this claim. (We have found others.)
Lastly, SwyftOps includes a HIPAA-compliant messaging platform that can be opened up to family and other healthcare providers. Using the portal, authorized family members can request additional shifts.
While this publication remains firmly committed to vendor neutrality, we feel confident recommending this new product. They have recently been added to our "Home Care Technology Buyer's Guide." Create your free account here, homecaretechnology.info, put in your company description and software requirements and see if SwyftOps appears in The Guide's recommended vendors.
©2020 by Rowan Consulting Associates, Inc., Colorado Springs, CO. All rights reserved. This article originally appeared in Home Care Technology: The Rowan Report. homecaretechreport.com One copy may be printed for personal use; further reproduction by permission only. firstname.lastname@example.org