PM Aged Care: Streamlines Processes with Inerva Integration

LoopKiosk is an efficient and affordable entry management system that offers a seamless integration with Inerva.

This reduces on visitor-related administration and streamlines payroll processing by syncing staff clock-on and clock-off times with Inerva’s timesheet.

The client

PM Aged Care provides exceptional residential and respite care for a close- knit community at a village-style setting in Brisbane. The facility is a single-level residence with 51 rooms.

PM Aged Care needed a digital entry solution to try to eliminate paper-based forms while simplifying the visitor check-in process. When the team started looking for a solution, they had different forms for each type of visitor (such as family members or contractors) and required a staff member to be present to assist each person with completion. It caused a huge amount of clutter and became a priority during the outbreak of COVID-19, when compliance became much more complicated and time-consuming.

The Challenge

PM Aged Care provides exceptional residential and respite care for a close- knit community at a village-style setting in Brisbane. The facility is a single-level residence with 51 rooms.

PM Aged Care needed a digital entry solution to try to eliminate paper-based forms while simplifying the visitor check-in process. When the team started looking for a solution, they had different forms for each type of visitor (such as family members or contractors) and required a staff member to be present to assist each person with completion. It caused a huge amount of clutter and became a priority during the outbreak of COVID-19, when compliance became much more complicated and time-consuming.

George Kallinicos – Finance Manager, PM Aged Care

We wanted to try and eliminate paper-based forms. It became too cumbersome from a sign-in/sign-out point of view. Your desk gets way too cluttered and then you have to figure out a way to store it all. This was quite a straightforward system; you set it up and then off you go. It was quite streamlined.

The requirements

The team needed an electronic system that could securely store data in digital files that could be easily accessed and sorted in the event of an outbreak. A key requirement was integrating elements such as staff time and attendance with Inerva, which is a complete accounting, human resources, and administration software system for aged care.

PM Aged Care also needed a system that could:

• Automatically take attendance for people entering the facility
• Accurately record body temperature and alert staff if a high number is detected
• Automatically sync staff clock-on and off times to the Inerva timesheet for payroll processing
• Easily manage entry requirements for different people, such as visitors, contractors and staff
• Guide people through compliance- related screening questions
• Have a simple and user-friendly display suitable for all ages and abilities
• Operate efficiently with minimal supervision from on-site staff

“LoopKiosk saves staff time and it means they don’t have to remember to sign-in and sign-out,” says George. “It’s also more accurate for us from a payroll perspective to see who is coming in early, leaving late, and why they’re doing overtime. Electronic systems are becoming more common and I thought it was a great idea. This system was simple to set up and it cost significantly less than other providers.”

The Inerva Integration

PM Aged Care was the first LoopSafe customer to request an API integration between the LoopKiosk and Inerva software systems. This greenfield integration took only about eight weeks for the two teams deliver an off-the-shelf integration license which was very straightforward to activate.

“It was easy and we didn’t come across anything we got stuck on,” says George. “Someone has always been around. The LoopSafe customer success team has been quite responsive and Zoe (LoopSafe co-founder) always jumps in and helps out when that’s needed. Overall, I have to say it’s been great.”

The result

The PM Aged Care team transitioned successfully to an electronic system and has found the process to be smooth. LoopKiosk Thermal has dramatically reduced the amount of paperwork stored on site and requires considerably less supervision from the team. PM Aged Care’s Registered Nurse also now carries a designated phone for automated SMS alerts from LoopKiosk devices in case someone records a high temperature on sign-in, or is denied access for any reason, so they can manage risk at the front door.

“It’s hard to quantify, but I know LoopLearn has saved visitor time, family member time, staff time. Time and printing have been the two big cost savings for us. If people use it once, generally speaking, they’ll be able to use it again – whether that’s (during) business hours or after hours,” says George.

He says integrating LoopSafe with Inerva has also delivered additional business efficiencies

“It’s worth looking at the systems you have in place and looking at what can be replaced by this. I hated having systems that were all separate – having to import all my staff into five different systems. For us, the big one was payroll with Inerva. It saves us time because they can communicate with each other.”