Shelbyville Manor in Shelbyville, Ill. was using a pharmacy-based software to complete Minimum Data Set, which lacked functionality for its medical records. The facility employed a full-time employee to coordinate the filing process for the entire facility and for transporting telephone orders and various other documents to the physician for signatures. Forms were often misplaced or lost while outside the facility. Filing, obtaining signatures and maintaining the charts was very time consuming.

The facility used a different software system for billing processes, which created monthly statements, but was unable to submit those statements to Medicare/Medicaid. Because of that, the bookkeeper completed billing in two different formats.

The licensed staff worked extensive overtime to complete paper documentation, which also added increased cost due to the large quantities of copy paper purchased by the facility to complete required documentation. Staff experienced difficulty maintaining the documentation because of the many components required to access the chart. In addition, there were challenges to maintaining the documentation for regulatory processes due to the wear and damage of the paper charts over time.

Achieve Matrix was presented at a corporate quarterly meeting approximately one year prior to implementation. The facility was very excited about the features that Achieve Matrix offered to the facility.

I was very excited about Achieve Matrix for various reasons. Full access to medical charts from any computer is definitely an asset to management personnel. Consultants, physicians, nurses and other staff are able to regularly complete their necessary tasks because the chart is always available. The ability to print the medication administration records in house as opposed to waiting for delivery from the pharmacy allowed the director of nursing additional flexibility with her time schedule. The assessment process was significantly simplified using the Achieve Matrix process. The physician capability to sign orders on-line and eliminate the telephone order process is wonderful.

The facility went “live” with Achieve Matrix in June 2002. Staff experienced a smooth transition period because training was completed prior to implementation. The fruitless hours the facility spent going back and forth between the physician offices was eliminated. Chart audits are completed rapidly and more thoroughly. Licensed staff reduced their overtime hours significantly. Physician progress notes are legible and easily accessed.

Achieve Matrix is very user friendly. It is simple to maneuver around the site to gather the necessary information. The training program is thorough and provides an interactive learning process.

Achieve has assisted Shelbyville Manor in reducing the purchase of costly supplies and overtime costs. Licensed staff, consultants, and physicians no longer have to wait for charts. Staff can document rapidly and spend more quality time with our residents. Staff and residents greatly benefited from the implementation of Achieve Matrix.