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As a direct support staff for individuals with intellectual and developmental disabilities (IDD), Steve is more than a caregiver. He is a teacher, a guardian and a friend. Yet the constant struggle of balancing quality patient care with compliance paperwork, data validation and limited time for training has begun to take its toll: Steve often finds himself irritable and overwhelmed. He’s growing less convinced that he can remain the caregiver he wants to be while also shouldering such responsibilities.

Lately, Steve has found himself scrambling to attend the latest trainings, locate training materials and stay on top of his certifications. After a busy day at a client’s home, Steve misplaced the person-centered plan (PCP) training affirmation sheet for all staff in the house. This put the respective client, the staff and the organization at risk.

Implementing a centralized learning management system (LMS) can address this challenge. It would serve as a central repository for all training materials, including who trained on what document (e.g., PCP) and when those trainings occurred. With a few button clicks, staff and compliance officers could access the information they need at any time, even when they’re not at the client’s home. As a result:

1. Steve would save time, as he would no longer have to search for paper materials or go on-site to gather, transcribe and maintain the records.
2. Steve would enhance compliance, as the system would track all required training for a variety of levels.
3. Steve would experience less stress, as he could trust the system to maintain accurate historical records.

Just today, Steve was assigned a new client with unique behavioral needs. He hasn’t yet completed the necessary PCP training because his work-life schedule has been overwhelming. He wished he could access the training when his schedule, as well as his mental and emotional capacity, allowed.

To provide Steve with the necessary training to support his client, one could leverage the on-demand capabilities of the LMS. The LMS could house a library of modules covering a variety of topics that apply to various PCPs, such as communication strategies or relationship-building. As a result:

1. Steve would acquire the necessary knowledge to best serve his client(s).
2. Steve would be able to access the training materials at times that work for him, like during his bus commute to work.
3. Steve would maintain his training compliance.

With an upcoming audit, Steve was left combing through piles of paperwork, emails and spreadsheets to verify compliance. He spent many hours going back and forth with people rather than focusing on his work with clients.

A robust LMS can also serve as a solid documentation management tool. It will mostly eliminate the manual lift of data entry, sending reminders and notifications, calendaring, tracking certifications and identifying compliance gaps. As a result:

1. Providers would experience less administrative burden, allowing them to devote their energy and time to where it matters the most — the clients.
2. Training and compliance data would be up to date and accurate.
3. The enhanced reporting and notifications would allow the organization and its managers to gain valuable insights into compliance and proactively respond.

When Steve returned from work, he took a moment to enjoy a cup of coffee and reflect. It had been a long but rewarding day. He’d successfully implemented some new strategies with one of his clients thanks to the training he took on the bus home last night. He also felt well prepared for the upcoming compliance officer’s visit, as the paperwork was now a breeze, thanks to the ability of the LMS to track records automatically. He felt his resilience growing, as well as his confidence; he was well on his way to once more being the provider he wanted to be.

Steve’s story is a testament to the transformative power of innovative technology in IDD service delivery. By implementing an LMS and leveraging on-demand learning, organizations can empower staff to provide excellent care while bilaterally addressing compliance issues that could impact funding.

How Wipfli can help

If you’re looking to use technology to enhance your IDD services, Wipfli can help. We have a wealth of experience in the field of digital strategy. Contact us today and our dedicated professionals will work with your team to implement strategies that can make a big difference for your patients and providers.