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Aged care facility improves the quality and safety of resident care with iCare a solution based on Microsoft® SQL Server.“We now have a single, complete view of every resident’s care, medication and financial management. Staff can access and update records wherever they are using Tablet PCs, or on desktops or laptops.”Leeanne Dove, Director of Hostel and Self Care Unit Services

Recent legislation in government aged-care funding prompted Maroba to upgrade the clinical care system they deployed. With the change came an opportunity tore-think their entire system to improve the way they delivered aged care. By integrating iCare’s Clinical, Care and Medication Management Solution with Microsoft® SQL Server, Maroba now has a complete view of each resident, right across the organisation, from the time they join. Full integration with EPICOR, a resident management system handling waiting lists and financials, provides easy and compliant access to Medicare. Now funding applications take fifteen minutes instead of three hours. Medical information is stored from day one, complete with advice on how to administer drugs. And all of this information can be accessed and adjusted from bedside tablet PCs, which integrate with Doctor’s case information managed in Medical Director (MD3). Staff are delighted with the solution as it enables them to work collaboratively, save time on reporting and communicate easily with other medical institutions. It also automates compliance and allows them to administer drugs safely – even matching patient photos with their prescriptions. Now Maroba is at the forefront of their industry with a scalable solution that enables them to meet the future demands of a rapidly growing industry.

Maroba Lodge Industry: Aged Care

Location:Newcastle, Australia

Organisation size:155 residents

Organisation ProfileEstablished in 1954 Maroba is a not for profit aged care facility which offers independent dwelling units as well as high care, low care and dementia care. Maroba is focused on enabling its residents to enjoy a high quality of life and is renowned for providing excellent care to the aged community. Part of their commitment to providing best practice models of care involves the innovative use of technology.

Business SituationWhen government funding processes changed in 2008 Maroba found their electronic clinical care system was unable to track funding to the level they required, so they started to look for a more comprehensive solution, which would support the use of desktops, notebooks and Tablet PCs across their aged care facilities.

SolutioniCare’s Clinical, Care and Medication Management Solution, a system based on Microsoft® SQL Server®, met all of Maroba’s requirements. It enabled them to comply with the latest funding applications, and provided them with a suite of useful features that could simplify processes, reduce documentation, provide a single view of a resident’s health information and further improve the high standard of care they were providing.

Benefits• Improved medication management• Simpler, compliant funding applications• Easier reporting and auditing• Safer handover and resident management• Reduced errors and paper consumption• Easy deployment and growth

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Business NeedsIn 2008 Maroba discovered that their existing electronic resident management system would not support changes to the funding application and tracking process that had just been introduced by the government. After researching a number of options, they selected iCare’s Clinical, Care and Medication Management Solution, a comprehensive resident care and medication management solution based on Microsoft SQL Server®. Leeanne Dove explains: “We were looking for a few key elements. Most importantly, we needed to be able to apply for funding in a compliant manner so that our applications would continue to be processed. We wanted a complete view of resident care right across our organisation with the flexibility to customise elements if we required, and we wanted support for Tablet PCs so that our staff could access the system at the bedside. When we saw a demonstration of iCare, we all agreed that it ticked all the boxes”.

SolutionMaroba now has a very comprehensive resident care and medication management solution thanks to iCare. Once a resident is entered into the system a record is created that can be used for all medical information including temperature, blood pressure, urinalysis, pain, accident and incident reporting. The system also provides comprehensive medication management – from ordering drugs from the pharmacy, through to displaying exactly which medications are required for each resident on a round-by-round basis. Doctor’s information from the popular application Medical Director (MD3) can also be linked into iCare, which Maroba uses to create individual care plans, providing a complete and up-to-date record of all

resident interactions and medications. From a management perspective iCare also links to EPICOR– a resident management system that handles waiting lists and financials with a direct link to Medicare, if required. iCare also enables staff to quickly complete funding applications that are fully compliant with the latest government requirements and linked into their EPICOR financial system. The new solution also allows staff to quickly pull any reports they need for benchmarking or quality control.It took Maroba about three months to roll their initial deployment of iCare, with the complete solution – including medication management – taking a further 6 weeks to complete. According to Leeanne Dove, Director of Hostel and Self Care Unit Services, “the deployment was very smooth and went according to plan.”

BenefitsAt Maroba, staff are confidently using iCare to document and manage every aspect of care. “We now have a single, complete view of every resident’s care, medication and financial information. Staff can access and update records wherever they are using Tablet PCs, or on desktops or laptops” says Leeanne. “This has enabled them to work more collaboratively and efficiently as a team with many additional benefits.”Improved medication managementAccording to Leeanne, the medication management feature of iCare has solved a host of issues. “iCare has a very smart medication management system designed to eliminate errors,” she says. “It lists all the medication that a resident requires by time period instead of across a 24-hour period, making it far

“We now have a single, complete view of every resident’s care, medication and financial management. Staff can access and update records wherever they are using Tablet PCs, or on desktops or laptops.”Leeanne Dove, Director of

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harder to make a mistake. It displays a photograph of each resident along with their exact dosage of any medication plus any additional notes such as crush the tablets, one at a time, etc. It even shows a photo of the medication to confirm visually that the right drug is being provided.”“With iCare, staff can immediately see if they have the right dose of the right medication for the right resident. It’s simple and much safer.”The new system has also saved time. “Some nurses have reported that they can complete their medication round as much as 30 minutes faster,” says Leeanne. Simpler, compliant funding applicationsSubmitting funding applications in a compliant manner is now much faster. Leeanne explains, “I completed two funding applications this morning and they took me less than 15 minutes each. In the past it used to take up to three hours per application, so the new system is certainly saving a lot of time and typing. I can now link directly to the required charts or evidence in iCare and no longer have to search for the data I need or retype information from another system.”iCare also links information and progress notes to resident Care Plans, enabling accreditation agencies to confirm that they have been regularly updated to comply with requirements. And by providing all the information in one location, iCare makes it easier for accreditation to occur.Easier reporting and auditingLeeanne also finds the system useful for providing performance reporting across the organisation. “I can audit which antibiotics we’re using, how many infections we have had in the facility, how many falls – there

are many reports which I can obtain to see how we are tracking against our objectives.The system also enables me to customise my own reports if there is particular information that I require.”Safer handover and resident managementiCare also makes it safer for residents if they are being transferred to hospital or when a new shift is taken over. Leeanne explains: “A transfer report is instantly created to provide an up-to-date resident history across medication and treatment. As a result there are far fewer phone calls from hospital staff and far less scope for error as everything is clearly documented.“Handover is also simpler and safer. A detailed sheet is automatically generated so the new shift can see everything that happened that day. And if a doctor is called in on a weekend, even if the attending staff member hasn’t worked during the previous week, they can immediately look at all of the notes relating to any resident.” Reduced errors and paper consumptionBy eliminating paper charts Maroba has also eliminated double entry into diverse systems, which was more time-consuming and error-prone. Leeanne comments: “Our documentation has far greater clarity now, which has reduced the possibility of error. We also consume far less paper and ink, which has both a cost and an ecological benefit.”Easy deployment and growthAlthough the new iCare system is very comprehensive, staff have found it user friendly, easy and intuitive to use. “We provided training for all of our staff – from basic computing skills for those unfamiliar with new technology to onsite training from iCare. Staff uptake has been excellent with

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everyone now using the system and enthusing about it.” Maroba also organised a GP forum to talk doctors through the link into iCare from the Medical Director (MD3) software, which they use, and this was very positively received. Maroba has always been a proactive, professional and visionary aged care facility. CEO Viv Allanson encourages staff to be at the forefront of the industry and their individual specialties. Leeanne believes their new iCare system not only shows leadership, but will also make it far simpler for the organisation to grow. “We’re hoping to build more self-care apartments,” she says. “The new system will scale easily to accommodate that growth. And the fact that it supports Tablet PCs means that staff can provide care in the new units as and when needed, with full access to all the resident information they need.”

Microsoft Product that was featured Microsoft® SQL Server® 2008 Microsoft SQL Server 2008 provides a complete business intelligence platform for applications of all sizes. It enables organisations to link diverse systems (HR, financials, CRM, etc), aggregate data, and display it in comprehensive dashboards featuring the essential information they need to drive accurate decision-making and planning – all updated in real-time. Key benefits include: • High levels of performance, availability and security • Productive management and development tools • Self-service business intelligence • Support for large-scale data centres and data warehouses • Opportunities to build and extend applications in the cloud • Integration with the Microsoft Application Platform

Partner InformationiCare Solutions49 Agnes StreetPO Box 600East Melbourne Vic 3002T 03 9652 8100Enquiries and sales enquiries@icare.com.au

Technical InformationSoftware and ServicesMicrosoft® SQL® Server 2008HardwareDesktops and Laptops 44Tablets 10Servers 7IT IssuesClinical, Care and Medication Management

For More Information For more information about Microsoft products and services call the sales and information line on 13 20 58 Monday to Friday 8am to 8pm AEST. For more information on Microsoft Health solutions, visit www.microsoft.com.au/health This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.

Document published January 201114541-1210/Maroba