Why GPS Tracking is a Must-Have for Home Health Employee Management

Why GPS Tracking is a Must-Have for Home Health Employee Management

5 minute read. Last updated April 2, 2020

U.S. healthcare professionals are demonstrating once again that they are true heroes.

Well-designed technology is important in all aspects of healthcare from patient care to research to administration.

Let’s look at the importance of mobile healthcare workforce management solutions.

Healthcare organizations should use a Human Resources Management System (HRMS) with mobile tools:

  1. Lower administrative costs
  2. Improve patient care
  3. Increase employee satisfaction
  4. Track hours for EPSLA tax credits and small business coronavirus relief

Why Workforce Management is Critical: A Summary of 4 Key Findings

1. Unemployment in the healthcare sector was 2.1% December 2019. Last month, there were 1,117,000 job openings in the healthcare industry. (Bureau of Labor Statistics)

2. Healthcare is the fastest growing industry: employment in healthcare occupations is projected to grow 14% from 2018 to 2028, adding about 1.9 million new jobs. (Bureau of Labor Statistics)

3. The DOL continues to penalize home care agencies for minimum wage and overtime pay violations. A Virginia-based home health business, for example, agreed to pay $1.2 million for failing to pay overtime to workers from 2015-2017. (Home Health Care News)

4. Registered nurses, the occupation with the third highest job growth from 2018-2028, are projected to grow from 3,059,800 to 3,431,300, an increase of 371,500 new jobs. (AMN Healthcare)

What California’s AB 5 Means for Home Health Companies

AB 5 took effect January 1, 2020. Under the law, all workers are defined as “employees” in California.

AB 5’s three part test, called the ABC Test, uses these standards. All must be applicable to classify a worker as an independent contractor. (At Home Nursing Care)

The worker must be:

  1. Free from the control and direction of the hiring entity,
  2. Performing work that is outside the usual course of the hiring entity’s business,
  3. The person is customarily engaged in an independently established trade, occupation or business.

What’s New In Mobile Workforce Management?

If you own a home healthcare business and have not explored the latest HRMS mobile tools, keep reading. New mobile time clocks ensure timekeeping accuracy wherever your employees are throughout the day or night.

Geofencing restricts out of area punches. Schedule enforcement restricts out-of-schedule punches.

Your supervisors will appreciate how easy it is to see what’s going on with everyone in their department. They can be set up quickly and are surprisingly affordable.

Mobile Tools for Home Health Aides

When your workers are mobile, ordinary employee timekeeping and scheduling tasks are more complex. It’s hard enough to track rotating nurse schedules in a busy LTC facility. When employees are spread across town, you need convenient mobile apps.

A home healthcare worker wakes up and hits the ground running. They check their patient roster and medication chart. “Do I have the necessary supplies for Mrs. Parker’s post-surgical needs?”  “Is Mr. Jones still on the route, or was he transferred to residential care?”

They may battle commuter traffic to get to their first appointment. When the aide arrives, he or she helps the patient get bathed and dressed, which often requires heavy lifting. The caregiver then takes the patient’s blood pressure and other vital signs, administers meds, makes breakfast, and does some housekeeping.

A Difficult Job Requires an Easy Mobile App

Keep in mind that many patients are dealing with chronic pain, restricted mobility, and the limitations of aging, so it’s understandable that they are not always happy campers. (Who can blame them?) Working as a home health aide can be rewarding. But it’s definitely not easy to care for people with physical, mental, and emotional challenges.

The last thing a mobile worker needs to deal with is difficulty logging work hours, uncertainty about scheduling, or time card hassles. Burnout due to excessive overtime is common in the industry and, like many healthcare employees who work long hours; they live for their vacations. (“I better not get shorted on my PTO!”)

GPS Tracking is a Supervisor’s Best Friend

Being a supervisor is not a walk in the park, either. What if an aide wakes up with the flu when two others are on vacation? The sick one certainly can’t risk transmitting their illness to a patient whose immune system is already compromised. How can the supervisor quickly find a replacement so that all patients are visited on schedule?

HRMS scheduling tools help you manage large teams efficiently. Patients receive the care they deserve. Effective management is also key for controlling labor expenses.

Scheduling Mobile Workers

If you are responsible for scheduling, you know it can be pretty tricky. You have to take into account, oh, maybe a hundred variables. (I may be exaggerating, but it seems like it.) When creating schedules, you have to keep track of your employee’s certifications, patient visit durations, adequate shift coverage, patient status, travel time, and route details.

Scheduling impacts patient outcomes, profitability, employee satisfaction, and compliance.

  • Mobile time clock apps capture hours and automatically tracks accruals
  • Mobile employees can punch in from their smartphone or the tablet they are already using to record patient data
  • GPS tracking records location of clock in/out
  • Geofencing restricts out-of-area punches
  • Aides can check schedules, request shift trades, receive automatic schedule updates and company announcements, approve time cards, and monitor accruals from any mobile device, any time of day
  • Supervisors have real-time, location-specific oversight with pinpoint GPS
  • Supervisors can create schedules in minutes using job codes, patient and employee locations, and hours thresholds to ensure efficiency and compliance

This user sums it up succinctly:

“By far, the biggest benefit of using TimeWorksPlus and TimeSimplicity is having visibility to ensure we have the right people, in the right places, at the right times to provide the best care possible.”

Breathe Easier Knowing You Are Protected

The healthcare industry has been under increased FLSA scrutiny in the past few years. Wise owners review their policies regularly

Pay special attention to minimum wage laws, employee classification, proper payment of overtime, Payroll Based Journal (for LTC), and ACA employee hours regulations. You may also live in a state that has added new Family Leave or predictive scheduling laws.

Did you know that employees can download a free time tracking app from the DOL website and log time? If an employee thinks they are being treated unfairly, he or she can request a DOL investigation.

Would your time and attendance records stand up to an audit?

ApplicantStack Job Board Update

ApplicantStack Job Board Update

A couple of months ago, we sent a survey out asking you to tell us which job boards you’d most like to be able to post to from ApplicantStack.  The response was fantastic (thank you!) and we wanted to take a moment to give you the results and an update on the progress we’re making towards being able to offer you additional posting options.

Based on more than 300 responses that we received, there were a few boards that were clearly in high demand – MyCNAJobs.com, Handshake.com, and Veterans.gov.  We reached out to all three in early October. Here are the updates on our progress with each initiative:

MyCNAJobs.com:  MyCNAJobs.com has existing relationships with some of our clients that may prevent them from engaging in a direct relationship with our ATS, but didn’t have the bandwidth due to their current roadmap to make a final determination at this time. They have agreed to re-visit our request in the first quarter of 2020 to discuss options at that point.
Handshake.com:  Handshake may be expanding their API to enable integration later this year. We’ll be following up with them in Q1 2020.
Veterans.gov:  As a government-run site, they do not accept job feeds from any applicant tracking systems.
In addition to our efforts on these top three, we have been working to expand our capabilities to even more. We are looking at CareerBliss.com, HealthECareers.com and DiversityJobs.com.  Here’s the status for those three boards:
CareerBliss.com:  We are working on the details of a partnership for 2020.
HealthECareers:  We are working to make formal contact and will be looking to meet with them in Q1 of 2020.
DiversityJobs.com:  DiversityJobs is open to a partnership and we are working on the details for early 2020.

We’ll continue to move down the list in the order of popularity with our goal being to bring you new job board posting options in 2020.

Your feedback is so important to us, and we thank you again for your survey responses and the great suggestions we received.  Stay tuned for updates on the integrations with CareerBliss.com, HealthECareers, and DiversityJobs.com, as well as our overall progress with the remaining job board options!

Other stories in this issue:
ApplicantStack: Why Is It The Best Choice For Hire By Google Customers?

ApplicantStack: Why Is It The Best Choice For Hire By Google Customers?

Are you a Hire by Google user? You’ve probably heard the news and need a new recruiting and applicant tracking solution.

ApplicantStack is our top-rated applicant tracking system. It enables you to post your next job, find the best candidate and hire them before your competition. Quickly and easily. ApplicantStack includes everything you love in your Google solution and more. It’s the perfect upgrade at the right time. Try ApplicantStack FREE for 15 days!

Switch to ApplicantStack today and make the most of this unexpected situation.

How Does ApplicantStack Help You Hire The Ideal Candidate?

If you haven’t heard: Google is discontinuing Hire by Google. This means a lot of employers are looking for a better way to find quality candidates and track applicants efficiently.

ApplicantStack provides a comprehensive applicant tracking solution to help you hire candidates faster and with less effort.

ApplicantStack can help you:

  1. Create a job description and save it as a template for faster posting next time.
  2. Post to all the leading job boards with the ease of a single dashboard.
  3. Collect and screen applications automatically to save you time and effort.
  4. Communicate with candidates via text messaging for faster response times.
  5. Schedule and organize team interviews with selected candidates without all the hassle.
  6. Choose the best candidate based on standardized team input and screening questionaires.
  7. Hire your next employee with less effort.

Plus, ApplicantStack is integrated with optional onboarding solutions that make hiring and onboarding efficient and easy.

Let’s discuss how ApplicantStack simplifies and automates each step in the hiring process…

Job Descriptions

ApplicantStack has customizable templates for job descriptions. Simply enter the information in the corresponding fields. Templates allow you to maintain a consistent layout for all of your job descriptions.

Next, select the job owner and hiring manager. By assigning tasks, everyone stays organized. When your job description is ready, save it to your job description library. It’ll be on hand the next time you need it. Use the quick search tool to access any job description, regardless of the size of your database.

Custom Prescreening Questionnaires

Before you post the job, prepare your prescreening questionnaire. Job candidates will complete the questionnaire when they apply. A prescreening questionnaire filters out those who aren’t qualified. It quickly isolates a pool of top applicants.

In the questionnaire form, write a question and answer for each requirement. The question should reveal whether a candidate meets the requirement. We provide several ways to structure the questions. You choose the scoring criteria. Include knockout questions that eliminate unqualified candidates.

Easy Job Posting

Time to post your job. ApplicantStack posts to Indeed, Glassdoor, LinkedIn Limited Postings, CareerBuilder, Monster, Dice, and ZipRecruiter. You can also email a job posting from the software. Plus, candidates can apply from Indeed or LinkedIn.

ApplicantStack manages your logins so you don’t have to log in and out every time. Single signon is a huge timesaver when posting jobs to job boards.

Resume Upload Options

When a candidate applies, they are prompted to upload their resume via a local drive, Google Drive, or Dropbox.

Many job candidates will view your posting on a mobile device. The resume upload options make this quick and easy on any smartphone or tablet.

Contact Information Parsing

ApplicantStack parses contact details from the resumes. The information is input into contact data fields. You won’t ever need to manually input contact information again.

Auto Notifications

Upon application, the candidate receives an email acknowledging receipt of the application. The software also notifies the internal team that a new candidate is ready for review.

Centralized Applicant Management

All applications—regardless of the source—flow into ApplicantStack for centralized management. As explained previously, candidates complete the prescreening questionnaire when they apply. ApplicantStack scores the questionnaire immediately.

No more printing and sorting. Everything is digital and accessible wherever you and your hiring team are working.

You won’t lose track of any applicants. You won’t waste time on unqualified candidates. With workflow checklists, you won’t duplicate processes among your hiring team.

Automated Candidate Scoring

Next, sort the applicants by score. The highest scoring candidates will appear at the top. The knockout candidates will appear at the bottom. Select the top candidate to review their summary, resume, and which site they applied from. You can also see how their score was calculated.

If the candidate is a fit for the job, send them to Manager Review. If not qualified, mark the candidate as Do Not Pursue. A candidate can also be fast tracked. Continue through the list to process all candidates. At any time, you can see exactly where a candidate is in the process.

Now that you’ve quickly isolated your top candidates, it’s time to schedule interviews.

Interview Scheduling

Manual interview scheduling is a logistical headache. It is also a bottleneck in the hiring process for many companies.

How do you get all of your managers and applicants scheduled for an interview without all the back-and-forth?

ApplicantStack Schedules Interviews Brilliantly

ApplicantStack integrates with Google Calendar and Office 365. You have two ways to schedule: you can choose a time or allow the applicant to select an interview time from pre-cleared calendar slots.

It’s getting tougher to find quality employees in today’s labor market. To be competitive, you need to provide an exceptional applicant journey. Confusing interview scheduling downgrades the applicant journey quickly.

Automated interview scheduling with ApplicantStack strengthens your company brand. You are less likely to lose an applicant due to a clunky interview scheduling process.

Collecting Hiring Team Feedback

Time to collect feedback from your hiring team. ApplicantStack sends each team member an evaluation form. In the form, there are links to the candidate’s resume and completed questionnaire.

Each team member completes the form during or after the interview. Then—voila!—ApplicantStack combines the forms and calculates an average rating.

When each applicant has a consolidated rating, it’s easy to compare candidates. The process is also less likely to be influenced by unconscious bias.

Make Your Hiring Selection With Confidence

The time has come to make a selection. You want to be careful, but you risk losing applicants if this stage takes too long.

You have candidates at every point in the hiring workflow. You can’t afford bottlenecks anywhere along the applicant journey.

Reference Checks and Background Screening

Don’t let background and reference checks slow you down. Trigger reference and background checks at any stage in the hiring process. The candidate provides references on the questionnaire during the application process. The system sends emails to the references. All feedback is imported into the candidate profile.

ApplicantStack integrates with several background screening companies and we’re adding more all the time. Our current background screening partners are Accurate Now, Amerisearch, CareerBuilder Employment Screening, DISA, and Trak-1.

Based on the feedback during the previous steps, you can now make your selection. When this stage is finished, you are ready to offer the job to your top candidate!

Offer Letter Templates

Creating an offer letter template is easy with merge fields. A merge field imports information you have recorded elsewhere.

Create offer letter templates for each position—you will always be ready to extend an offer. Brand your offer letter with your company logo and colors to reflect your brand. Electronic signature allows your candidate to accept the offer upon receipt of the email.

The bottom line?

With ApplicantStack, you can find higher quality candidates, in less time, and at a lower cost.

Why Choose ApplicantStack?

Our numbers tell our story…

We’ve been a top ATS for 10 years! 20,169 hiring managers use our solution in 235 industries. Over 427,129 jobs have been posted with our software and ApplicantStack has managed over 22,481,504 applicants.

Attention Hire by Google Users

Here are 3 important things for Hire by Google users to know:

1. Hire By Google Won’t Be Adding Functionality

ApplicantStack is continually adding features to stay ahead of the industry. One of our latest additions is texting—and our customers are loving it!

2. Google Will Turn Off Beta Features

If you are using any beta features of Google Hire, they will be turned off in the next few weeks.

3. You Can Switch to ApplicantStack Without Paying Double

After your next Google Hire bill, there will be no additional charges for standard usage. You can switch to ApplicantStack without paying for two ATSs while you wait for your Google contract to expire. (By the way, ApplicantStack doesn’t require a contract.)

About ApplicantStack

We’ve been at the forefront of recruiting technology since launching our innovative software in 2009. We’re proud of our stellar reputation.

ApplicantStack is not a two-year experiment. It’s our core business. Our cloud-based applicant tracking system was built by recruiting professionals. And just as importantly, it is supported and continually updated by recruiting professionals.

Don’t Lose Recruiting Momentum—Try ApplicantStack For Free

Choosing software can be stressful, especially when a vendor discontinues a product unexpectedly. Take the stress out of researching new software with our no-pressure 15-day free trial.

By Liz Strikwerda

The Ideal Applicant Journey in 3 Steps: Use Hiring Psychology Like a Pro

The Ideal Applicant Journey in 3 Steps: Use Hiring Psychology Like a Pro

What is applicant journey mapping?

The process of creating a graphical representation or map of a job applicant’s journey. It depicts what the applicant experiences through each stage of the recruiting process.

What is an applicant persona?

A semi-fictional description of your company’s ideal job applicant. 

Both of these methods are components of hiring or recruiting psychology.

Why should you use these techniques to improve your applicant process?

  1. It’s becoming more difficult to find quality employees
  2. A favorable applicant journey improves quality-of-hire
  3. An effective applicant journey improves company brand

What factors have altered the employment landscape?

  1. Millennials are now the largest employee demographic
  2. Unemployment has decreased substantially
  3. Employment patterns have changed
  4. Small companies can compete more effectively
  5. There are skills shortages in emerging industries
  6. Businesses have less control over their online reputation

Are you recruiting like you did ten years ago? This will inhibit growth and lower your chances of success.

Employers Haven’t Responded to the Big Shift

The advantage has shifted from the employer to the job candidate. If your recruiting practices are still company-centric, you will continue to struggle. Hiring will get more difficult.

Consider this:

Only 28% of millennials plan to stay at their job longer than five years.

This means you are starting at a disadvantage with the largest employee demographic. Think about that. When you hire a millennial, they already have low expectations.

It’s critical to raise their expectations. A so-so applicant journey will confirm their perceptions.

The Applicant Journey Influences Your Company Brand

Applicants, employees, and customers interact with your company. Each group shares their experiences online and offline. They don’t exist in separate worlds. A poor applicant journey reinforces a negative brand or reputation.

Successful companies take a holistic approach. They value their applicants and employees as much as they value their customers. Neither exists in a vacuum. Your applicants and employees are also customers.

An applicant who has a negative experience will probably never be a customer. They will discourage others from applying.

Dissatisfied employees also discourage people within their spheres of influence. As we all know, spheres of influence continually expand.

What Can You Do To Create The Ideal Applicant Journey?

Now that we’ve established that old processes don’t work, it’s time to start from scratch.

Any sized company can use hiring psychology. Don’t let the term ‘psychology’ intimidate you.

Follow these steps to create or improve your applicant journey.

Step 1: Create An Applicant Persona

This is representation of a quintessential employee. Not just an ideal applicant, an ideal employee.

How do you identify these elements? Look at your best employees. They may not seem similar at first glance. But they share traits that help them thrive in your culture and their job roles.

Talk to team leads throughout your organization. Conduct ‘stay interviews’ with high-performing employees. Identify their characteristics and what motivates them.

Here are elements in an applicant persona:

  • Biography: Address, education, job title, personality traits
  • Goals: Desired career path, personal ambitions
  • Benefits: What benefits are important to them?
  • Challenges: Why are they looking for a new job? Why are they unsatisfied in their current position?
  • Job Search Process: What avenues and tools do they use? What online sources do they consult to research your company? Who do they talk to?

Go into more detail than you believe is necessary. You may need several personas if you have diverse job roles.

IMPORTANT COMPLIANCE NOTE: Don’t let your applicant persona introduce bias into your hiring process. The point is to improve the experience for the job applicant. For example, your applicant persona may include age if you think it’s relevant. But you can’t discriminate based on age when you hire. Use the fictional lifestyle details to identify and respond to your applicant’s needs. Be especially mindful of protected classes.

Step 2: Map The Applicant Journey

You can’t disrupt your process if you can’t see your process. An applicant journey map portrays the process graphically. The point is to understand it from the applicant’s perspective.

Stages of the Applicant Journey

If you’ve mapped your customer journey, you know the stages or elements. They are only slightly different for a job applicant.

  1. Awareness
  2. Consideration
  3. Interest
  4. Application
  5. Selection
  6. Hire

Touchpoints in the Applicant Journey

What are the touchpoints in the journey? A touchpoint is an interaction between the applicant and your company.

They could include some or all of the following:

  • See your job posting on a job board
  • Visit your careers page
  • Visit your corporate Facebook page
  • Check employee reviews on Glassdoor
  • Talk to a recruiter at a career event
  • Fill out an application
  • Send their resume
  • Receive confirmation email
  • Fill out questionnaire
  • Receive telephone call to schedule interview
  • Come to your office for an interview or have video interview
  • Receive ‘Thank you for interviewing’ email or phone call
  • Receive job offer
  • Accept job offer

Step 3: Determine The Applicant’s Needs

Identify the job candidate’s needs at each stage in the journey. In the customer journey, these are sometimes called pain points. Use your applicant persona.

Their needs will vary depending upon the position. A student applying for a part-time customer service position has different needs than a 45-year-old applying for an executive-level position.

Walk your applicant through the journey. Flesh out what takes place with each touchpoint or interaction. Do this several times. Solicit feedback from everyone on the hiring team. Talk to current employees.

Now you have the tools to remake your recruiting process. The formula looks like this:

Applicant persona + applicant journey + applicant needs = effective recruiting strategy.

Applicant journey mapping will help you:

  • Create highly-targeted job descriptions
  • Identify the most effective recruiting channels
  • Tailor communications to your ideal applicant
  • Eliminate redundant steps
  • Provide multiple avenues of communication

Hiring Software is a Must-Have If You Want To Improve The Applicant Journey

An applicant tracking system (ATS) is the best tool to improve your applicant journey.

  • Create a strategy based on applicant journey mapping
  • Set up hiring workflows in your ATS: job postings, communications, filtering, interviews
  • Automate 90% of workflows
  • Measure hiring outcomes and adjust as necessary

Do you want to start improving your applicant journey today?

SwipeClock ApplicantStack Recruit is ahead of the curve in the recruiting industry. Our web-based hiring software was designed by recruiting professionals. You don’t need to sign a contract. You don’t need help from your IT team.

Start your Free Trial of ApplicantStack Recruit today.

ATS Systems: Do This First

ATS Systems: Do This First

The hiring process is critical to the overall reputation of the company, and most of all to your employment brand. Companies with better reputations attract better people, are seen to offer more value, and can even charge a premium for their products and services. One great way to improve your brand reputation? Improve your hiring process.

A good process is the result of strategic planning and efficiency, which can be achieved with the help of ATS systems. If you’ve recently purchased or are thinking about investing in applicant tracking software, there are three things you can do right off the bat to improve your hiring process.

Customize screening questions by department.

ATS systems should allow you to tailor your online screening questions. Save time using department-based screening questions. One size does not fit all in the hiring world. The qualifications you need for a finance expert aren’t going to be the same as those for a customer service representative. Take a few minutes to talk with the hiring managers in each department. What kinds of people are they looking for? What are the core competencies critical to the overall success of a person taking on a position in that department? Knowing the right questions to ask can save you time by winnowing down the number of unqualified candidates who apply. Why waste everyone’s time? Customize the screening questions according to discussions with your hiring managers and you’re more likely to hit the mark sooner.

Get the team on board.

Effective collaboration with stakeholders is essential to streamlining your hiring process. ATS systems can be powerful tools, but only if your people are taking advantage. You’ve got to make it easy for everyone to understand and implement your applicant tracking system. Encourage team members to use the ATS systems’ most basic features. Over time, they’ll become more adept and can leverage advanced tools. Hint: try out the software before you buy it. If it isn’t intuitively obvious, your team is not going to want to use it.

The interview process is essential when deciding on a candidate’s eligibility. Your candidate will come into contact with several members of your organization, both formally and informally. ATS systems give you a centralized location to enter feedback, notes, and reviews. It’s the easiest way to consolidate everyone’s thoughts as you work together to reach a decision.

Use the email response function.

This is an important habit to get into. Communication is critical to your applicants; always respond in a timely and professional manner. Candidates are typically applying for several jobs at once. You need to remain in frequent contact, especially with your most desirable candidates. ATS systems allow you to schedule and send emails automatically based on triggers. Build customized templates ahead of time so you don’t come across as impersonal. The email response function is common courtesy for your applicants, and it’s easy to implement.

There are many ATS systems out there. Do your research before you buy. After you’ve made a purchase, set up prescreening questionnaires and email response functions. Get your team excited and on board. They (and you) might be surprised by the many ways an applicant tracking software can augment your current hiring process. If you’ve never used an applicant tracking system, check out this two-minute demonstration of ApplicantStack. Ready to try it out? Click here for your free trial!