Matrix Case Study

Matrix helped Carolina Care Center improve their internal communication, their MDS documentation, and provided and ROI to their business

In October 2010, Carolina Care Center, a long-time user of MDI Achieve's ULTRACare software, made the transition to MDI Achieve's flagship product, Matrix, a Web-based clinical and financial software. "With the date for EHR adoption rapidly approaching, the decision was made to migrate to Matrix," said Debbie Hopper, Assistant Administrator. With needs for a more unified system between disciplines and the ability to access Web-based patient records anytime and anywhere, Matrix was the easy decision for Carolina Care Center. "We were used to MDI Achieve's excellent customer service while using ULTRACare, so we were confident in our decision to move to Matrix.""

"As part of the administration team for the facility, an invaluable feature of Matrix is Resident Messages," states Hopper. Matrix contains an internal messaging service which provides an at-a-glance view of resident activity. The Resident Messages page displays the messages that are automatically generated when resident activity occurs such as resident admissions, discharges, events, orders or documents. Alerts are displayed, allowing clinical staff to stay on top of changes in resident condition. "Since using Matrix, we've seen better communication between staff members about potential resident problems," states Hopper. "And because Matrix is Web-based, it is so convenient to be able to view patient information while away from the facility and still stay in touch without having to talk with staff in person."

When Carolina Care Center purchased CNA documentation software while on ULTRACare, it was evident how much efficiency could be gained with a more sophisticated system. "However, we needed MDS software and documentation software to interface in other areas as well," said Hopper. The facility implemented Matrix Point of Care (POC) – the product's mobile charting technology. Carolina Care Center CNAs and other users use kiosks to access resident information and more accurately document resident care. Real-time integration with Matrix coordinates the scheduling of MDS required-charting and resident alerts for vitals, intakes and outputs that are out of range. "Our nursing staff is grateful for Matrix because it has made their documentation more organized, accurate and more readily accessible," says Hopper. "In addition, our dietary manager's job of reviewing weights was time consuming because she had to look up the weights in each chart. Now they are added by Matrix POC and flow over to the MDS she is reviewing which makes completing her job faster and more efficient."

The integration of POC and Matrix automatically updates resident record with supporting data for the MDS, which according to Hopper was a problem with ULTRACare. "MDS was lucky to have one note to support a review period. Now with Matrix, nurses have computers on their med carts with Matrix progress notes and there have been no less than nineteen notes to support a single review period," states Hopper. "Our MDS staff is pleased with the ease and timeliness of completing an MDS due to the fact that you can easily get to a resident's chart and return to the form."

Carolina Care Center also saw an improvement in accuracy of orders due to Matrix's comprehensive physician orders system. Doctor's orders are prescribed online and automatically sent to the pharmacy, radiology and labs in turn helping to reduce the risk of transcription and legibility errors. "Our lab tracking is also more efficient since the labs are already attached to the resident once the document is faxed in. No more searching around charts to find reports. We simply run a report for labs, click to the residents and results are right there at your fingertips," adds Hopper.

"Having an integrated system where the facility MDS and Accounts Receivable/Billing staff has immediate access to information and real-time data is a huge improvement for the facility," according to Wes Talton, Accountant for Carolina Care Center. "Management has access to real-time AR aging reports where before it was limited to when the data processing staff received updated info, which was once a month." Talton continues, "Using Matrix for AR/Billing, Carolina Care Center gains significant efficiencies because Matrix handles all of the RUG rates. There are also improvements in Part B billing information due to Matrix's management of ancillary codes and the automated import of therapy charges." Hopper adds, "Before Matrix, we were handwriting data and mailing it to our CPA. Now, this same information is entered into Matrix and the accountant has access immediately."

Along with AR, Carolina Care Center implemented MDI Achieve Payroll and MDI Achieve AP/GL, providing more time savings and flexibility for the facility. "It is not unusual for us to have to make last-minute changes to checks each period due to inaccurate information, but with MDI Achieve Payroll, these can be done quickly without a lot of hassle," states Hopper. "Another benefit to this payroll system is that we no longer have postage costs or mailing hassles between CPA and staff."

Moving from a service bureau arrangement to a facility-based AP/GL system has provided for more flexibility for our staff," says Talton. Facility personnel now enters and pay the bills when they see fit which was not an option before."

Carolina Care Center also experienced success with the implementation and training of the new software. "The implementation process went very smoothly," according to Hopper. "The week-long conversion process was more challenging since no such conversion had ever been attempted but this was resolved and implementation was completed successfully and efficiently. "The staff had no problems learning Matrix as it is very user-friendly," adds Hopper. "The trainers were very knowledgeable and were able to answer questions staff had about Matrix."

"We are very pleased with our decision to move to Matrix and are glad MDI Achieve's excellent customer service has continued to meet our needs. We are impressed with the company's knowledge of long-term care and for listening to client feedback during the Directions sessions that help improve the software. We look forward to expanding into other areas of Matrix, including Matrix eMAR, to find ways to make our business more efficient and to assure accuracy."