How HR Can Use Data to Drive Change Within Their Home Care or Home Health Agency

06-15-2021

 

There has been significant turbulence and change since the start of COVID-19, affecting individuals, businesses, governments, cross-industry operations, and the skills that employees need to succeed in the workplace worldwide. The pandemic has accelerated further technological adoption in most companies as well as the ways we work, and the technologies we use are being redefined and rethought in many ways.

Against this background, the role of human resources (HR) leaders has never been more important, as employees will play a key role in shaping the future of organizational models in the years ahead. Given these unavoidable changes and in light of a recent article by McKinsey, we felt it was important to touch on some key points. How can home care and home health agencies use data and key performance indicators (KPIs) to track their progress on their unique paths of transformation, and how can HR help build an organization's future through a special lens?

Let’s begin with 3 basic steps.

Data to Diagnose: Where Do I Start?

 

There are so many areas you can look into to establish what your “normal” and “unusual” patterns are. As you sit in leadership meetings and the following questions are asked, don’t you wish you had data to point to that could help answer some or all of them?

Employee Turnover

    • Are you noticing more or less turnover than usual?
    • Is turnover concentrated in a single location or department?
    • Does turnover correlate with a job title or role?

Having data that helps you answer these questions will enable you to focus your time on what’s working and what’s not.

Pay Rates and Overtime Cost

    • Are you paying your caregivers fairly?
    • Which caregivers are working the most overtime?
    • Why?

This will help you understand how much your agency is spending on overtime and whether you are paying your caregivers fairly as well as if you are staying in compliance with federal, state, and local pay laws.

Demographics and Diversity

    • Do your caregivers represent your patient base in regard to age, gender, ethnicity, etc.?

Demographic data can help you answer the above question and also help guide your communication efforts.

For example, different generations have different perspectives on health and wellness, and they also consume information through different channels. To effectively explain health plan options and utilization as well as provide ongoing education and support, employers must first know who they’re talking to. Knowing this, you can refine outreach efforts, ensuring your message is heard throughout the agency.

 Caregiver Benefits

Knowing your demographic data can also help you with your benefit offerings and help you answer the following:

    • How many caregivers participate in the benefits being offered?
    • Are caregivers taking full advantage of benefits being offered?

Tracking your benefit offerings and demographic data can be helpful when considering what types of health care plans to offer your caregivers: younger caregivers may want a plan that helps them prepare for future costs, like an HSA, while older caregivers may be more concerned with minimizing the out-of-pocket costs of their current health care spend. This data will also tell you which employees are eligible for what benefits.

After caregivers have chosen their benefits, that information along with the associated product details, such as HSA contribution amounts, make up your enrollment data. By analyzing this data, you can get a clear picture of which benefits are resonating with your employees.

Besides eligibility, claims data has the greatest potential to help you design a health plan and benefits strategy that can significantly drive down costs – for you and your employees.

This data is highly valuable because it can clue you into the effectiveness of cost-controlling programs, like smoking cessation initiatives and employee wellness solutions. Without this data, it's nearly impossible to determine the ROI of such programs. This data also helps you draw a clear line from usage to effective plan design. If you’re providing employees with a robust health care plan yet employees aren’t utilizing your plan to the fullest, you may be overspending.

Paid Time Off (PTO)

74% of employees searching for a job say PTO/vacation policy is extremely important to them in their job search; PTO is the second most prioritized benefit for the American workforce, only behind health care. Just like benefits, tracking the usage of your employees’ PTO can help determine the ROI of the program and how it’s affecting your employees’ overall performance and feelings about your agency.

    • Are caregivers using their PTO?
    • Are managers seeing more or less requests during certain times of the year?
    • Is there a correlation between tenure and PTO taken?

Data Leads to More Questions, Then Action

Management

When you notice trends like turnover in a particular department, this could be a management development opportunity. Don’t jump to conclusions right away; it doesn’t mean you have poor management – it could be an opportunity to develop better interviewing skills to match the right talent with the right job.

Human resources managers can also monitor whether their organization is successfully developing talent or not, and they should consider measuring the impact and outcomes of employee experience initiatives. KPIs need to be viewed in the context of corporate culture and values, and identifying and monitoring trends over time will help them change that.

Programs and Processes

Do you have the right programs in place to help improve any gaps you see in the data? For example, if nobody is participating in benefit programs, you could ask yourself: “Do we have the right plans in place for the type of employees who work here? Are the plans too expensive, or do they not cover the right types of benefits?”

Through the data, you can see if your caregivers may want to participate in programs like pay cards or more learning opportunities.

Other than financial freedom programs and learning, your caregivers may also be interested in work location flexibility. Based on a Statista report, the rise of gigs is another trend that turns traditional working models upside down. Employees want the best of both worlds: 70% of employees want flexible working opportunities, 65% want more collaboration in person than in the office, and 70-80% want more flexibility. While your caregivers don’t necessarily work in an office setting, the same principle applies – they want more flexibility with choosing where and what hours they work.

Let’s look at another example. If you notice a ton of overtime in a particular department, you may realize you lack processes to improve productivity. In a similar fashion, you may explore your PTO plans and see whether your process helps managers most effectively manage their caregivers’ time off requests.

Purpose, Culture, and Values

HR managers should make sure that the purpose of their organization is communicated at every stage, identify key moments that are important to employees, and ensure that the company delivers at these critical moments. The importance of employee experience is already recognized; 78% of HR managers agree that it is the most important factor for employee satisfaction, and a Gallup study shows that companies that rank in the top quarter of employee experience tend to respond more to employee needs compared to others.

They should also obtain feedback from employees through regular surveys. The result of a great employee experience has a positive impact not only in regard to sales and profits but also employee satisfaction, performance, and retention.

The Proof is in the Data: Back to Monitoring

After tracking and analyzing your data, what did you learn? Did you implement any changes on how you were doing things? Did these changes work? If they worked – based on the data – can they be optimized? If the data shows that they didn’t work, what went wrong? What’s not working?

As an HR administrator, not only is it great to track these data sets but also analyzing and implementing change based on what the data says.

But it’s not just that the data speaks – you also have to be listening.

 


This information is for educational purposes only, and not to provide specific legal advice. This may not reflect the most recent developments in the law and may not be applicable to a particular situation or jurisdiction.

Subscribe To Our Monthly Roundup

Flexible Software Anyone Can Use

Viventium-Logo

By filling out this form, you submit your information to Viventium, who will use it to communicate with you regarding updates and other services.

Overtime Shuffle - Lyrics

Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.

VERSE 1
In the world of work, there’s a tale to be told, About overtime hours, and the payroll gold, A consistent paycheck, that’s the worker’s dream, But when it comes to overtime, it’s not as easy as it seems.

PRE-CHORUS
Oh, Susie worked hard in San Francisco town, But the rules around overtime, they had her feeling down, 42 hours this week, she gave her all, Now it’s time to calculate, let the numbers fall.

CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.

VERSE 2
Exempt or non-exempt, the title they hold, Where they work, where you’re based, it’s all in the fold, California or New York, the laws they diverge, For payroll admins, it’s a never-ending surge.

PRE-CHORUS
Oh, the DOL’s website, a labyrinth to explore, State regulations galore, it’s quite a chore, Staying compliant, it’s a tricky art, Missing out on requirements can break your heart.

CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.

BRIDGE
But here’s a method that can save the day, A payroll software, to keep errors at bay, Input the info right, integrate with ease, No more manual labor, no more overtime fees.

VERSE 3
Back to Susie’s story, she’s owed her due, According to FLSA, it seems we have a clue, $860 on the table, that’s what we’d say, But California’s got its rules, changing the way.

PRE-CHORUS
Oh, California says, hours past eight, Are overtime-eligible, don’t underestimate, Now Susie’s owed $900, that’s the decree, In this overtime puzzle, you gotta set it free.

CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.

OUTRO
So when it’s overtime, and the rules entwine, Choose a payroll software, let it all align, Viventium’s the name, we’ve got the key, To make overtime calculations a breeze, you’ll see.

ENDING
Don’t overwork yourself, don’t you fret, With Viventium by your side, it’s a safe bet, Relax, you’re with us, in this overtime fight, With the right tools in hand, everything’s gonna be alright.

Retroactive Rhythms

Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.

VERSE 1
In the world of care, where time slips away, Caregivers dedicate, every single day. But when the hours are missed, in the daily race, Retroactive pay, steps up to embrace.

PRE-CHORUS
A caregiver tired, at the week’s end, Forgot to log hours, a mistake to mend. Admins face the challenge, calculations to make, To set it right, for the caregiver’s sake.

CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.

VERSE 2
Manual calculations, prone to a flaw, Dealing with shifts, odd hours, and the law. As your business grows, the cost takes flight, Automated solutions, shining bright.

PRE-CHORUS
Compliance is key, with FLSA’s might, Calculate and compensate, get it right. Avoid the audit’s gaze, fines and the cost, Retroactive pay, no longer lost.

CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.

BRIDGE
Employee satisfaction, a crucial part, Resolve mistakes, a work of heart. Relationships flourish, in pay’s embrace, A payroll software, creating a trace.

VERSE 3
Star caregivers, valued and strong, Retention and recruiting, where they belong. Automated solution, a total pay dance, Establish your business, a work-life romance.

PRE-CHORUS
A self-winding watch, Viventium’s grace, Optimizing payroll, in every case. No more struggles, in the payroll game, In it with you, time and time again.

CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.

OUTRO
As your business grows, in the hustle and fight, Viventium by your side, making it right. No more worries, in the payroll chain, In it with you, time and time again.

In the Arms of Geo Tax - Lyrics

Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.

VERSE 1
In the world of business, we all aim to thrive, Year after year, our dreams taking flight. But as we soar higher, we start to see, More money, more problems, just like B.I.G. Outgrowing our shell, it’s an exciting phase, But it brings with it some challenging days. Solutions we had, now show their flaws, As we push the boundaries, breaking through the walls.

CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.

VERSE 2
Employees across states, in different localities, Tax laws aplenty, creating complexities. Our old software’s limits, we’ve begun to see, Scaling up our business, we need to break free. Calculating pay and taxes, where it all begins, Errors in this process, lead to countless sins. Employees rely on us, trust in our might, To withhold what’s needed, get it just right.

CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.

BRIDGE
Taxes, they’re not simple, that’s for sure, A world of complexity, there’s always more. But Viventium stands with us, in this fight, Geo Tax, our ally, making everything right.

VERSE 3
CPAs may struggle, and admins too, Keeping up with taxes, what can they do? The rules keep changing, it’s hard to keep pace, But Viventium’s here, in this challenging space.

CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.

OUTRO
So relax, dear business, and set your mind free, With Geo Tax on our side, we’re the best that we can be. Viventium’s got us, in this tax-filled fight, No more worries, no more sleepless nights.

REPEAT CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.

Payroll Grid Serenade - Lyrics

Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.

VERSE 1
In the world of admin tasks, where changes often arise, There’s a tool that’s been a savior, under office fluorescent skies. With flexibility and precision, it eases their daily strife, Let’s sing about this feature, it’s the pulse of our work life.

CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.

VERSE 2
Admins wear many hats, in their daily grind, Sometimes they need to adjust, leave no errors behind. Adding extra hours, bonuses, or fixing pay, They need a simple method, to make it all okay.

CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.

BRIDGE
Custom views and filters, tailor it to your need, Focus on the important, no need for needless speed. A hundred-dollar bonus, a few clicks and it’s in flight, Admins get it done, making sure it’s right.

VERSE 3
In the admin’s world, where numbers have their say, This tool steps in gracefully, making tasks less gray. An interface so intuitive, like an Excel sheet, Changing data effortlessly, making work complete.

CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.

OUTRO
So here’s to Payroll Grids, in our song of praise they gleam, For admins working diligently, they fulfill a dream. In the world of office hustle, they bring much-needed light, Let’s tip our hats to this tool, and its invaluable might.

Automation Anthem - Lyrics

Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.

VERSE 1
In the world of payroll, a daily task we face, Admins work hard, in this complex space, They handle policies, with attention and care, But there’s a solution that’s beyond compare.

PRE-CHORUS
Oh, payroll admins, your role’s crucial and true, But there’s a tool we’ve got, just for you, Let’s explore rule-based automation, my friend, With Viventium, your tasks will gently mend.

CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.

VERSE 2
Standardize policies, that’s the key, For tenure, role, union status, you’ll see, PTO, bonuses, pay rates defined, Automation makes your workload more aligned.

PRE-CHORUS
Oh, payroll admins, the burden’s a load, But rule-based automation lightens the road, No more tiresome chores, no more dread, With Viventium, it’s smoother ahead.

CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.

BRIDGE
In the world of payroll, where tasks repeat, We’ve got the solution, it’s oh so neat, “If this, then that,” it’s simple and sly, With Viventium by your side, you’ll reach for the sky.

VERSE 3
Tenure-based PTO, a common request, With Viventium, it’s passed the ultimate test, Set it up once, and then you’ll see, Automation handles the chore, oh so free.

PRE-CHORUS
Oh, payroll admins, take a breath, take a pause, With Rule-Based Automation, you’ll find no flaws, It’s easy, it’s simple, no programming in sight, Viventium’s got you covered, day and night.

CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.

OUTRO
So if you’re a payroll admin, feeling the weight, Let Viventium’s Rule-Based Automation be your fate, No more worries, no more strife, With Viventium, you’ll transform your work life.

The Data Groove - Lyrics

Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.

VERSE 1
In the world of business, it’s a complex game, With factors and figures, it’s never the same. Decisions are key, they’ll determine your fate, So listen up closely, don’t be a bit late.

PRE-CHORUS
Gather your data, don’t let it fade, In the depths of spreadsheets, don’t let it cascade. Your HCM software, is it up to the task? To capture and store, to help you unmask.

CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.

VERSE 2
Once the data’s collected, it’s time to report, But it can be daunting, that’s the common retort. Pre-built solutions, they’re your guiding light, Turning raw data into visions so bright.

PRE-CHORUS
No more manual hours, no errors in sight, With report library’s might, everything’s right. Payroll summaries, tax liabilities, and more, All in a flash, you’ll have what you adore.

CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.

BRIDGE
Viventium’s here, with a passion so true, Constantly improving, for folks just like you. A Report Library, a gift from the stars, For data-driven dreams, it’ll take you far.

CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.

OUTRO
So remember this lesson, in the business terrain, It’s all ’bout decisions, don’t let ’em wane. With data as your guide, and Viventium’s grace, You’ll conquer the challenges you’ll face.