Case Study: Enhancing Operational Efficiency for Manos Home Care

Overview

Manos Home Care is a leading provider of home care services, committed to delivering exceptional care to its clients while maintaining operational excellence. Partnering with Cyberdynatic Systems, Inc., Manos transformed its business processes through the development and integration of custom software solutions, streamlining its time management, payroll, accounting, client, and employee operations.

Challenges

Manos Home Care faced several operational challenges:

• Inefficient time tracking and payroll systems.

• Complex contract management requiring significant manual input.

• Limited integration between internal systems and third-party platforms.

• Difficulty managing employee certifications and training.

• Cumbersome handling of scanned and paper documents.

Solutions Implemented

CareTrack

CareTrack, a custom web application developed by Cyberdynatic Systems, Inc., has been instrumental in overcoming these challenges. Originally launched in 2012 and continuously improved, CareTrack delivers a comprehensive solution for:

• Time Management:

  • Manual and automated time entry.

  • Overtime tracking and de minimis time calculations.

  • Automation of timesheet workflows and validation systems.

  • ACA eligibility tracking.

• Payroll Integration:

  • Seamless integration with Vista for paycheck processing.

  • JSON data generation for automated payroll imports.

• Accounting Automation:

  • Progress invoicing and batch processing.

  • Automated remittance and eBilling processes.

• Client and Employee Management:

  • Integrations with AlayaCare and Vista for unified client and employee data.

  • Employee certification and license management.

Systems Architecture

CareTrack operates on a LAMP stack (Linux, Apache, MySQL, PHP) and leverages the CyberDesktop framework for both server-side and client-side operations. Hosted in an AWS environment, CareTrack benefits from robust security measures, including VPN connectivity and a Palo Alto Networks firewall.

Integrations

CareTrack integrates seamlessly with key systems, ensuring a unified operational environment:

• Vista (PDS Software):

  • Enhanced payroll and employee management functionality.

  • Custom web services for CareTrack and AlayaCare data exchange.

• AlayaCare:

  • Comprehensive client and employee CRM integration.

  • Advanced scheduling, visit tracking, and service management tools.

  • Support for real-time updates and reporting.

  • Browser-based task automation for DDS processes.

• Microsoft 365:

  • Streamlined document management and email workflows.

• TalentLMS:

  • Automated tracking of employee training and certifications.

Document Management Enhancements

To address the inefficiencies in handling paper documents, Cyberdynatic Systems implemented:

• OCR-based scanning tools for automated document imports.

• Integration with AWS S3 for secure, long-term storage of scanned documents.

Results

The implementation of CareTrack and associated integrations has yielded significant benefits for Manos Home Care:

• Efficiency Gains:

  • Automation of time entry, payroll, and accounting processes reduced manual effort by 60%.

• Improved Accuracy:

  • Advanced validation systems minimized errors in time tracking and payroll processing.

• Scalability:

  • The robust AWS-hosted architecture supports growing operational needs.

• Enhanced Compliance:

  • Automated tracking of ACA eligibility and employee certifications ensures regulatory adherence.

Key Partnerships

Manos Home Care’s success is supported by a network of trusted vendors, including:

• Dataway: Comprehensive IT security management.

• Endsight: On-site IT services.

• PDS Software: Vista payroll and employee management solutions.

• TalentLMS: Learning management for employee training.

Conclusion

The collaboration between Manos Home Care and Cyberdynatic Systems, Inc. highlights the transformative power of tailored software solutions. By addressing operational challenges with innovative technology, Manos has positioned itself for continued growth and excellence in home care services.