PCMA/Nexxus Gate Software FAQ'S
Frequently Asked Questions: |
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1.
How can this software save my organization money and improve
staff performance/customer service?
2.
How does bar code scanning technology work?
3.
How do the bar code scanners work?
4.
Is it hard for staff to learn how to use the scanners and bar codes?
5.
What products are available and what do they entail?
6.
What is a software license and what does it allow me to do?
7.
What does a license cover?
8.
Does a license have to be renewed? If so, how often?
9.
Do you offer support? What does it entail? Will you make
modifications?
10. What if I have a technical difficulty that you cannot resolve?
11. How much training will we need?
12. What is networking assistance and how is it different from support?
13. What is aggregate data and why is it important to collect it?
14. How much do the different applications cost (these costs are
estimates and may change without
notice. Please
discuss pricing for your individual needs with a PCMA salesperson)?
15. How can I make these applications work for my facility? How can I
individualize them for my facility?
16. Why is PCMA providing software?
17. What about support? Is there a fee?
18. How do I get support services?
19. How do these programs save organizations money?
20. Our programs assist facilities and schools to meet federal and
state guidelines and provide needed
documentation to prove that
guidelines are being met.
Unlike any other product on
the market, PCMA/Nexxus Gate CARES and Scan Graphix products utilize bar
code scanners to enter information. This makes for very quick and easy
data entry. Bar codes are generated and printed directly from the
program, again quickly and easily. By using a bar code scanner, staff
members and/or teachers are freed from tedious documentation to do what
they do best, interact with the citizens they serve, and yet,
documentation is completed in an accurate and timely fashion. These
software products can assist schools in meeting the Response to
Intervention requirements of No Child Left Behind or assist service
providers for persons with Developmental Disabilities to make
state/federal reviews quicker and less painful.
Because the PCMA Program Designer application is a service, it can be used by facilities that do not have an independent IT department, saving money by reducing the staffing needed for the facility. PCMA Program Designer meets many, if not all, of the requirements for showing that active treatment is occuring and provides a format for effective risk management.
2. How does bar code scanning technology work?
Our Scan Graphix and CARES applications use the OPN2001 pocket barcode scanners. These are known as thumb scanners due to their size and shape. The barcode scanners are approximately the size and shape of an adult man’s thumb. The scanners’ size and shape make them very portable. The scanners hold up to 10,000 scans. Once the scanners are full, the user can download the information and clear the scanner’s memory, using a USB connection. The scanner is then ready to gather more information.
Barcodes are a type of font in the computer world. By scanning barcodes (like scanning a product at the grocery store to get a price), users give the computer information about what has occurred. Barcodes are generated and printed through the software application and represent anything the facility or school needs to track, for example, a school could print off barcodes that represent each of their students and a list of desired behaviors. Each teacher could have both lists on a clipboard and use his/her barcode scanner to track positive hallway behaviors or class behaviors.
Barcodes print to regular sheets of paper or to standard address labels, so they can be kept on a clipboard, on a hanging tag, on a door, or any other place that is convenient for staff members.
Staff members use the scanners to report information in the same way shoppers use barcode scanners to set up bridal registries at Wal-Mart or Target, just push the button on the top and run the red light over the desired bar code as behavior occurs.
3. How do the bar code scanners work?
Scanners recharge by plugging them into the computer. Scanners can be kept on key chains or belt hooks for ease of use. The barcodes print to regular paper or address labels. The labels can be transferred to index cards, desks, tables, etc. for handy data keeping. The scanners will scan through thin laminate.
All of the areas tracked can be converted to bar codes. Sleep data is tracked with a single scan by combining the person’s name with the asleep/awake/bathroom code, allowing a very detailed picture of the comsumer’s sleeping patterns as well as staff member diligence in tracking the required 15 minute bed checks. All other bar code categories are set up by the facility to maximize individuality for each facility.
4. Is it hard for staff to learn how to use the scanners and bar codes?
Scanners and bar codes are
very easy to learn. We have actually trained a 4 year old to do it
within a few minutes. Staff members do need to be careful to only hold
the button for less than 10 seconds as holding it down longer shuts down
the “beep” on the scanner. The scanner notifies the user that the
information was recorded by beeping, just like the scanners at the
grocery store.
Barcodes print from the “print
barcodes” button on the opening screen. Users are given several options
of things that can be printed to the barcodes. For behavior
documentation, the types of behavior, duration, and severity can be
recorded (or just the frequency and person). There is an option to
track “session data” (which later reports in a frequency per minute
format). Skills acquisition can include the person, skill being
trained, duration, and prompt level. Basically anything that should be
tracked on the fly can be set into barcodes. Here’s an example of the
barcode data sheet:
Click here to view an example of a barcode data sheet
5. What products are available and what do they entail?
Scan Graphix:
CARES tracks all of the areas listed above for Scan Graphix, but has much more extensive reporting and graphing capabilities. The CARES system is not only a great system for QMRPs, clinicians, and other staff members. It is a great system for risk managers, administrators, dieticians, doctors, psychiatrists, physical therapists, occupational therapists, and other professionals. CARES is most appropriate for larger centers which require more extensive planning, reporting and risk management tools.
http://www.pcma.com/ng/WebsiteImages/Examples/PDF/BEHWEEKLYFREQWITHPHASE.pdf
http://www.pcma.com/ng/WebsiteImages/Examples/PDF/scatterplotbehaviors.pdf
http://www.pcma.com/ng/WebsiteImages/Examples/PDF/scatterplotbehaviors.pdf
There are hundreds of different reports available within the system. The best way to see what Scan Graphix can do is to sign up for a 30 trial and/or schedule a time to see the software via web meeting.
CARES (Clinical and Administrative Risk Evaluation Software):
CARES tracks all of the areas listed above for Scan Graphix, but has much more extensive reporting and graphing capabilities. The CARES system is not only a great system for QMRPs, clinicians, and other staff members. It is a great system for risk managers, administrators, dieticians, and other professionals: doctors, psychiatrists, physical therapists, occupational therapists, …. CARES is most appropriate for larger centers which require more extensive risk management tools.
PCMA Program Designer:
·
assessment based
annual planning
·
goal and
objective libraries (set up by the user)
·
the 21 outcomes
·
monthly and
quarterly reports that compute automatically from data within the system
· staff certification and training tracking with reports and system notifications
·
individual and
group calendars
·
Medical
appointment tracking and planning
·
Medication
tracking (also a medication “encyclopedia” set up and edited by the
center to assist
staff to understand medications and side effects)
·
Facility policy
and procedure manuals on the opening page
·
Lists of health
care professionals and agencies used by the facility
·
HIPAA compliant
rights and roles securities
·
Behavior
tracking
·
(We should
make a comprehensive list – we never know what feature will be the one
that makes
the sale.) Ademo is available online by going to
www.behaviortoolsonline.com (just click on the
“demo” tab and click
“go” on the left column under the sign in information. That web address
will
likely change when the name changes.
6. What is a software license and what does it allow me to do?
A software license allows the user to use a software application. In the case of Scan Graphix and CARES, a license generally refers to one copy of the application set up on one computer and/or set up on a network for a facility or school.
A software license is for one computer. Multiple licenses can be purchased with or without networking to allow computers and users to enter and view information from multiple places.
The CARES system is generally
purchased to be used in multiple sites, buildings, and computers.
Licenses are specified in the quote and contract for purchase. There
are CARES packages that include unlimited licenses at one site or for
one facility (this will be changing soon).
8. Does a license have to be renewed? If so, how often?
Once a user has purchased Scan Graphix or CARES, the software is theirs to use. However, if users wish to have continued support and updates after the first year after purchase, they need to purchase a yearly support package.
9. Do you offer support? What does it entail? Will you make modifications?
We do offer support. Most often, support is provided through phone and e-mail. Occasionally, we will request remote access to a computer to resolve issues within the software or your network (this is never required, but can be a very efficient way of providing support).
In general, site visits are not used for support. This is a for fee option that is bid on a per site basis. We do occasionally go to sites to set up the software. This is a part of the CARES pricing structure.
There is no limit to support hours provided, at this time, however, this will be changing. We do what is necessary to set up a working copy of the software on the user’s computer. Support is generally offered from 8:00 am to 5:00 pm central time. There are occasions that we cannot answer the phone and we request that our customers leave a message for us to return their calls.
We do, at times, make changes to the software based on customer requests. The changes are most often the result of multiple customer requests for the same modification, or assist our customers to meet vital federal or state mandates. We make no guarantees that modifications will be made, only that they will be considered.
10. What if I have a technical difficulty that you cannot resolve?
Most often, we then offer a return of your fees and disable the software. We may request that you follow up with your computer or network support person or provider to assure that the issue is with the software and not the computer or network.
11. How much training will we need?
Training needs depend upon the facility, how many users are planned, and what role those users will play. In general, we recommend that each facility have a “go to” person who is the administrator of the program. We provide training for this person and other key personnel, who then train the rest of the staff in how to use the system. In most cases, general staff members need only to be trained to scan barcodes with supervisors, teachers, QMRP’s or others downloading information and running reports.
The administrator of the system receives some incidental training when the system is being set up on the computer. Two hours of training is generally sufficient to allow the person some proficiency in the application.
Further training is available for purchase, including training on site. . Web conference training is also available for a fee.
12. What is networking assistance and how is it different from support?
A computer network is a system that allows different users to share information that is pulled from a central database. Networking is the act of utilizing hardware and software to hook computers together. Networking assistance is much more complex than standard support. Each network is unique, so networking assistance needs to be provided by a computer expert. Our computer expert has experience in working with most types of networks and has a successful history of setting up working networks within our applications.
13. What is aggregate data and why is it important to collect it?
Aggregate data means information about groups, like a group of people in an individual house or classroom. An example of aggregate data would be the number of restraint episodes within an entire school for one year (one of the new requirements in the new federal legislation for schools). Aggregate data is important for seeing overall trends within a facility or school and managing the risks within a facility. By using the CARES system, facilities can look at where challenging behaviors are occurring, where and when restraints are being used, where and when falls are occurring, where infections may be originating, and other incidents that are important in groups.
14. How
much do the different applications cost (these costs are estimates and
may change without notice. Please discuss pricing for your individual
needs with a PCMA salesperson)?
C.A.R.E.S:
PCMA Program Designer:
The PCMA Program Designer is priced based on the number of individuals tracked in the application. This is a monthly service with monthly service fees. Prices range from $50 per month for 10 or fewer persons up to $500 per month per facility, for up to 500 persons or service site, depending on the size of the facility. This application can also accommodate multiple locations, including large service providers and, even, entire states.
15. How can I make these applications work for my facility? How can I individualize them for my facility?
Scan Graphix, CARES, and PCMA Program Designer all have areas where facilities set up their own system variables. These facility variables include restraints, behaviors, incidents, goals, objectives, dietary information, and nearly any other type of information a human service agency would wish to track can easily be programmed in.
This level of comprehensive data collection means that it may take extra time to set up your software for your facility. This time is well spent when one considers that set up yields results specific for your facility or school. This information will yield better decisions and better services for your citizens and students.
16. Why is PCMA providing software?
PCMA recently aquired Nexxus Gate, a software company that specialized in human services software. The leadership of both companies felt that this partnership furthered the field of human services. Both companies realize that, although many areas of value in human services cannot be measured, there are as many areas that can be measured: progress in achieving goals, reductions in behaviors that segregate citizens, reductions in restrictive procedures , and other areas that can be quantified and measured. To measure all of these variables efficiently, computers are required. Nexxus Gate software products fit the bill for PCMA customers because of the ease of data entry and the emphasis on inter disciplinary planning.
17. What about support? Is there a fee?
All products include the first year of support and automatic updates. After the first year, there is a fee per license.
18. How do I get support services?
Service
calls are organized and scheduled through the PCMA main office. This
assures that all calls are answered in a timely fashion and by
priority. The professional and courteous staff at PCMA will schedule a
time for our programmer or a support staff member to return you call and
address any issues. PCMA staff will also assist customers to assure
that they are set up in a current support contract and will assist in
setting up the contracts with customers.
19. How do these programs save organizations money?
Our
computer programs save organizations money by reducing staff time needed
to enter information into a computer program or database manually. The
programs also save money by eliminating the need for labor intensive
manual production of graphs and reports. Information, graphs, and
reports are literally a mouse click away. Scanners are a very
efficient data entry tool with each piece of information taking less
than 10 seconds to record (compare that to hand writing incident reports
or behavior documentation). Our computer applications allow schools and
facilities to look at where more resources may be needed and where
resources can be reduced.
20.
Our programs assist facilities and schools to meet federal and
state guidelines and provide needed documentation to prove that
guidelines are being met.
Medicaid requires that facilities provide “continuous active treatment” to meet funding standards. Our programs show that training is taking place and interventions are taking place throughout a citizen’s day. The programs can also show that interventions are in place to assure the health, safety, and well being of citizens. These programs also allow managers to have a much clearer “real time” picture of what is happening in the facility or school. Also, regulators want to see data on challenging behavior and restraints, and our programs show this information at the click of a mouse. By tracking goals and objectives, centers can proactively show that services are being rendered per their contracts with state and federal governments, helping them to avoid stressful, time consuming and costly corrective action planning.
Because the
systems track medications, behaviors, and incidents, data within the
system can be used to reach the lowest effective dosage of medication.
Documentation within the system clearly shows effects of medications on
behavior and learning, meeting those basic requirements in the least
effective dosage of medication regulations.
Data
tracked can be used by schools to show Response to Intervention as
described in the No Child Left Behind legislation. Because the software
allows easy entry of phase and event lines, schools can use the
aggregate data functionality to look at the effects on classes after
teaching reviews and modifications to classroom teaching styles.
Are there any other costs associated with using these?
There are no other associated costs with the programs. Scanners can become damaged like any other computerized equipment and so may need to be replaced at a later date at the customer’s expense. Our software can use a SQL server, Access, or a MySQL server to hold data. MySQL is included in the price of the software if a purchaser does not have an existing server program.
For CARES and Scan Graphix, a 30 day free, no obligation trial is available as well as web presentations.
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Testimonials | ||
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"Use of PCM skills has reduced injuries to staff and individuals while encouraging prevention and de-escalation." Bruce Hinchliffe | ||
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"Since we started using PCM, the quantity of restraints has decreased. There's rare occasions that we even have to use the physical crisis management because the prevention and de-escalation is so beneficial." Jennifer Rainey Mental Health Technician |