“Onspring’s ability to customize each of our site reviews to account for state-specific question sets has made the process so much more streamlined and effective.”

 – Dina Itkin, Director of Quality Reporting & Analytics

Challenge

The process Sevita Program Directors followed to conduct reviews of each program site was inconsistent and inefficient.

A series of questions and answer evaluations would vary by each program’s location because of variances in state regulations. Program Directors did not have a unified system for collecting and documenting evidence, such as photographs.

Overall, the process was manual, paper-heavy, and incredibly unfriendly for traveling fieldwork. All of this led to an increased risk for errors and unintended mismanagement of documentation.

Using Onspring, Sevita launched a pilot program in one state to build a scalable and synchronized process flexible enough to account for nuances in state-level regulations, while providing accurate and up-to-date reporting.

Solution

An application in Onspring fully manages program site visit reviews in all states and across multiple review categories:

• Physical environment
• Health & safety
• Individual service plans
• Funds
• Behavior support plans
• Community life
• Supervisory oversight

Business Requirements:

• The solution must be flexible, efficient & simple to use for everyone.
• Reviews must be easy to complete with documented photos and the ability to assign follow-up tasks for remediation.
• Detailed reporting must be available for management to tack reviews by location, reviewer, and status.
• The mobile component must provide reviewers the ability to walk around a location with a list of site-specific assessment questions.

Input 1: Review Types

This determines the first layer of questions to serve the reviewer based on regulations and service lines.

Input 2: Location

This adds the second layer of questions to serve the reviewer based on geographic location and operating group.

As questions are answered, any ‘No’ responses are marked as non-compliant and trigger an automatic notification with a task assigned for follow-up.

Status bars reflect percent complete and percent compliant as each question is answered in the review.

While the review is being conducted, management can view the data in real-time from a dashboard.