Provide® Enterprise Functionality

Provide® Enterprise’s rich functionality is designed to help ensure that your care management program delivers optimal results.

The software supports consistent adherence to your organization’s care standards, facilitates grant management, simplifies the billing process, and generates reports for monitoring and managing program quality and outcomes.

Combining extensive functionality with remarkable adaptability, Provide® Enterprise is a powerful tool that can help your Clients achieve outstanding results.

The key features and benefits of Provide® Enterprise are listed on the right. Click an item or continue reading below to learn more about how Provide® Enterprise supports care management practices that improve program quality and efficiency.

Completely Adaptable

We understand that there are many different ways that care management services are delivered. We believe that you benefit most when your care management software reflects the way you work. Provide® Enterprise was designed for quick and cost effective customization to reflect your organization’s practices, procedures, and standards of care. You determine the information that will be captured in the system and how that information will be used. You identify the forms that will be included in Provide® Enterprise. You define the letters, reports and other outputs that you need.

Provide® Enterprise was designed for use in dynamic environments. We know that change occurs frequently in this business and that an easily adaptable information system is a great asset. Whether you need to change the information you are collecting, your care management practices, your reports or any other aspect of the software, changes can quickly be incorporated into Provide® Enterprise.

Finally, adaptability means that Provide® Enterprise is able to grow with your organization. As you add new programs, Provide® Enterprise may need to be modified. It is generally possible to build onto the existing software by adding new data elements, creating new data entry forms and by designing new reports.

Because Provide® Enterprise grows and changes along with your organization and programs, it will not become obsolete. You can plan on using our care management software for many years to come.

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Integrates Your Business Rules and Workflow

In every organization, there are business rules and workflows. Consistently ensuring that everyone follow the rules, however, can be a challenge. Rules and workflows may be established by your organization or may be based on accreditation requirements, best practice guidelines, audits, or other standards. Provide® Enterprise helps ensure that everyone adheres to these practices.

Business Rules can define requirements for the completion of forms. For instance, you can determine which fields on a form are required and what should occur when a required field is blank. Your Business Rule might say that if a required field is blank, the form cannot be marked as “Completed,” but will be saved with a status of “Incomplete.” The software can then remind the User or a Supervisor when the form has been “Incomplete” for a period of time. Another type of rule can define the components that must be included in a form. For instance, a care management plan must have at least 1 long term goal and one short term goal before it can be saved. Another example of a Business Rule relates to the limits placed on services a Client can receive. Provide® Enterprise can help ensure that these limits are followed. As an example, a Client may receive $500 each month for rent. Once the rent money is disbursed to the Client and entered into the system, no additional money will be authorized for rent for the Client that month. A Clinical example might be that if an HIV positive client has a T-Cell count below 200, the client should be prescribed a PCP prophylaxis. If the client does not have PCP prophylaxis documented in the file, the clinician will be notified that PCP Prophylaxis is needed.

Once your Workflow is integrated into Provide® Enterprise, the software ensures that care management functions are performed in the appropriate sequence and by the appropriate individual. For example, if an assessment must be completed before a care plan, the system will not allow the care plan to be completed unless the assessment has been completed in the system. Workflows can define the review and approval process as well as the length of time allowed for completing a task. For instance, if care plans must be reviewed by a Supervisor within 7 days of admission, the supervisor will be reminded to review the plan as soon as it has been created by the Care Manager.

Because the software gives the User immediate and consistent feedback when a rule or workflow is violated, Users quickly learn the standards. Users can frequently fix problems themselves based on information provided to them from the system. This reduces the amount of time Supervisors need to spend reviewing and correcting these types of errors. When changes are made to Business Rules and Workflows, Provide® Enterprise can be quickly modified to reflect these changes and the changes can be put into practice immediately.

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Addresses Security Concerns

With Provide® Enterprise, you can determine which users have authority to view specific Client information. The software is able to identify each user when they log-on to the system. Although your agency may determine that all of the members of the Client’s care team, whether located in a single location or in multiple locations, can have access to the Client’s entire file in Provide® Enterprise, the software allows you to place restrictions on what information different team members can see.

When organizations function within a collaborative network, the software can limit the information that each organization can see. For instance, if one provider in the network distributes food, that provider may only be able to access information related to the Client’s nutritional needs. Provide® Enterprise can also restrict access to information based on the timeframe during which the Client received certain services. So if one provider in the network transfers a Client to another in-network provider, the receiving agency will receive access to relevant Client history. However, the agency that transferred the Client will not be able to automatically access any new Client information entered into the system following the date of transfer.

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Facilitates Care Coordination

The primary responsibility of a Care Manager is to ensure that the Client is receiving coordinated services. Provide® Enterprise facilitates communication and coordination in many ways.

You can maintain information in Provide® Enterprise about who is on the Client’s care team. The system can track their contact information as well as specifics on the services each care team member will deliver. Once entered, the system uses this information to create comprehensive care plans with goals, interventions, services and providers. Changes can easily be made to the Care Plan at anytime and the revised plans are maintained in the system along with prior plans.

Provide® Enterprise helps to simplify the referral process. You can create and maintain extensive directories in Provide® Enterprise. For additional information on directories, see the section about Reference libraries. When you want to make a referral, search the directory in Provide® Enterprise to find all the information you need. After you make a referral and document it in Provide® Enterprise, the system can remind you to follow up on the outcome.

You can also track detailed information about all the services your Client receives including the frequency, the cost, the provider, dates and times for scheduled appointments and any other information you might find helpful. By keeping track of this information, you are able to eliminate service gaps and duplication of services. The system maintains a complete history for each Client. Changes made to the Client’s record are noted along with information about who made the change and when the change was made.

The system can remind you to make contact with specific providers at a particular time. For instance, if a Client has a scheduled appointment, you may want to contact the provider after the appointment to verify that the Client kept the appointment and to obtain information about what occurred during the appointment. If a service is authorized for a specific time period, the system can remind you when a reauthorization is required.

The software allows you to document all of your contacts with team members and other providers. This information helps the Care Manager monitor the services the Client is receiving and determine if services are being delivered as planned. For letters that are used frequently, templates can be created in Provide® Enterprise. The use of templates streamlines the letter writing and distribution process. The template contains standard language and also allows you to personalize the letter. You can import the address of the person the letter is being sent to, create mailing labels, and then can maintain a record of the letter in the system.

Using Provide® Enterprise, you are able to generate reports on individual Clients. You can determine what information you want to view and then generate the appropriate reports. For example, prior to a meeting or home visit, the Care Manager may print out a summary of key health and psychosocial information for discussion with the client.

While the type of information sharing described above is very beneficial, protecting Client confidentiality is of utmost concern. Provide® Enterprise is HIPAA compliant and contains unique security features including encrypted data transmission, certificate-based authentication, document-level access control, and selective release of information. When releasing information to other providers, the software can track what information you are authorized to release to each provider and can restrict you from releasing other information. The system also tracks the date the consent was signed and the date the consent expires. Prior to the expiration date, the system can remind you that a new consent is needed.

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Enhances Program Management

Provide® Enterprise contains features that are specifically useful for program management. The information provided assists managers in determining how well the program is functioning and are helpful when planning quality improvement initiatives.

Managers need information that helps them measure the effectiveness of their programs. Once you decide what data you will use to determine program effectiveness, the information can be collected in Provide® Enterprise. Outcomes can be measured by agency, department, and even across organizations or communities. Managers can easily see trends in populations served, resource utilization, and the effectiveness of your programs. As you monitor your outcomes, you will be able to identify which programs and program components are achieving desired results. You will also be able to use this information to improve program performance.

Provide® Enterprise can also be helpful in monitoring staff performance. Once you identify the key performance indicators to be tracked in the system, you can determine how to measure them. Examples of key performance indicators include: productivity, quality of work, and timeliness. To measure productivity, the software can track the amount of time a Care Manager spends on various activities and can then compare the amount of time spent with Clients versus the amount of time spent on other tasks. To measure quality of work, the system can report how often documents requiring supervisory approval were returned to the Care Manager for revisions. Timeliness can be measured by the number of times the Care Manager has missed an established deadline. Using Provide® Enterprise you can consistently, uniformly and objectively measure these as well as many other indicators of staff performance. Results from staff performance monitoring can be used to develop performance improvement plans for individual employees.

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Handles Grant Management and Billing

If your agency contracts with other providers, you can use Provide® Enterprise to help manage these contracts and grants. For instance, you can establish expenditure caps for a given time period and let the system monitor how much has been spent and how much the contractor should be paid. The software can report whether contractors are “on track” with the amount of service they have provided and with their expenditures. For organizations that redistribute unspent funds during the fiscal year, the system can supply the detail needed to determine which contractors should receive additional funding as well as which providers should have their funding reduced.

You can establish performance expectations for contractors and collect information in Provide® Enterprise that helps you measure whether their performance is acceptable. When performance problems arise, you can help contractors identify program improvement strategies. Client services documented in Provide® Enterprise can be billed to third party payers through Provide®: Enterprise. Billing requirements can be incorporated into the software. Depending on the requirements of the payer, Provide®: Enterprise can generate billings in different formats including 837 HIPAA transactions or monthly invoices or export files to third party billing software products.

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Incorporates Care Triggers

An unlimited number and variety of care triggers can be defined in Provide® Enterprise. Provide® Enterprise helps drive Client care by automatically comparing each Client’s information against the trigger criteria to determine if an action is required. Often times, agencies incorporate their standards of care, or follow national standards of care, such as NCWA standards. Examples of triggers are reminders when Client contact is due, when consents are expiring and need to be resigned, when a Client’s eligibility needs to be reestablished, and when an update to a care plan is due. Clinical triggers, such as reminders for an annual physical examination, tuberculosis screening, or influenza vaccinations can be automatically generated and directed to the Care Manager or Clinician. You can create an unlimited number and variety of care triggers and also can determine the timing of the notifications. These reminders can be organized and prioritized by the system and summarized in a Tasklist that is generated by the system.

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Generates Required and Custom Reports

Provide® Enterprise has an open database structure, providing you with virtually unlimited reporting capabilities. Any reporting package (such as Crystal Reports) that can access SQL based data structures, can be used. In fact, Crystal Reports run time engine is included and integrated into the Provide® Enterprise software. This allows you to seamlessly integrate reports into your database that can be run by any user. In addition to Crystal Reports, you can also link the data into Microsoft Access or Microsoft Excel and create reports and queries as needed. Many standard reports, including those required for Federal programs are already incorporated into Provide® Enterprise, such as the Ryan White RDR, ADAP Quarterly Report, the HUD Annual Progress Report and the HOPWA Annual Progress Report . An unlimited number of customized reports can be created independently by your agency or with the assistance of Groupware Technologies.

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Contains Reference Libraries

Using the easily accessible reference libraries increases efficiency. Standard reference directories for medications (Multum Lexicon or VantageRX), diagnoses (ICD-9 and DSM-IV), medical tests and procedure codes (CPT and/or HCPCS) are built into Provide® Enterprise. Standard libraries can be edited or customized to meet your needs. You can add any information you want into the expandable reference library. For example, create directories with the names, addresses, phone numbers, fax numbers, and email addresses of physicians, schools, hospitals, pharmacies, nursing homes, and service organizations in your community. You can add information about the cost of lab tests, medical equipment, nursing care or other services.

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Supports Data Imports and Exports

Provide® Enterprise contains extensive automated data exchange capabilities, making it very easy to import data from other systems into Provide® Enterprise and export data from Provide® Enterprise to other systems. The data exchange feature is of great benefit in a number of situations. For instance, when Provide® Enterprise is first being deployed, there may be relevant Client information in a different system that you would like in Provide® Enterprise. This information can automatically be transferred. Another data exchange function that is being used more and more frequently is the automatic transfer of lab results and pharmacy records into Provide® Enterprise. We have worked with a number of labs and pharmacies and have developed an interface that handles the transfer of this information.

Provide® Enterprise has been prepared to create some of the extract files required by federal grantees. For example, for Ryan White Grantees, the RSR Client Level XML extract can be produced from Provide® Enterprise and uploaded directly to HRSA. Agencies funded by Ryan White who are required to use CareWare, can export information directly from Provide® Enterprise into the CareWare database via the PDI interface. CDC HIV prevention grant recipients can extract the PEMS XML extract directly from within Provide® Enterprise. In fact, Provide® Enterprise is one of only four vendors nation wide certified by the CDC to produce this extract file.

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Provide® Enterprise. Extraordinary Tool. Extraordinary Care.