Integration with Pay On Demand Platforms

Agency Workforce Management integrates with multiple pay on demand platforms such as Pay On Demand, Square Wallet, Dayforce On Demand, and more to help providers compete in hiring and retention.

Bi-weekly and semi-monthly payroll cycles may be on the way out. To better compete with other industries in the hiring war, agencies are using time and attendance to make a portion of their pay available to employees on a daily basis.

Pay on demand providers let your employees control when they get paid. Agencies can empower employees to meet financial goals and pay bills on time. Employees who reach financial security stay longer, reducing turnover and costs.

  • No employer fees
  • No more funding or managing advances
  • Instantly boost job satisfaction and employee retention
  • Help your agency stand-out in the crowd
  • Stop employees moving to other employers who don’t offer this benefit
  • Improve time and attendance compliance

How Time and Attendance Integrates with Pay On Demand Providers

  1. Each agency can create it’s own rules as to which employees are eligible, how much they are eligible for, etc.
  2. As soon as an employee completes a shift, Agency Workforce Management transmits the hours worked, and base pay, to the Pay On Demand provider.
  3. Clock-outs are captured in real time from biometrics, telephone, and internet enabled devices like smart phones, PC’s, and tablets.
  4. Employees who sign up with the pay on demand provider can access their payroll at anytime.
  5. There is a fee for the employee to get paid the next day; same day is usually higher. Fees vary by pay on demand provider.
  6. At the end of the pay period, MITC Time and Attendance integrates with your payroll sending the full payroll including adjustments, pay differentials, holiday pay, PTO, and overtime.
  7. The pay on demand provider deposits the remaining balance with the employee.
  8. Your payroll software/service does not need to change unless it does not support pay on demand. All major payroll providers offer integration. Tax filing, W2 procedures, 401K, and HSA filing all remain the same.

Pay on demand providers fund the advances. The employer runs and remits payroll as it normally does. Employees receive 100% of payroll on payday or earlier. The pay on demand provider gets paid back through the normal payroll process for any early transfers made.

Louisville, Kentucky based BrightSpring, which was formerly known as Rescare, is one of the largest providers of home and community-based health services in the United States. Its home care services line employs about 20,000 caregivers. BrightSpring started offering pay on demand recently.

“Traditionally, we’ve paid people in a semi-monthly cycle, and that’s the way we’ve always done it,” Rexanne Domico, president of home health care services and neuro rehabilitation at BrightSpring, told Home Health Care News. “The idea really came up when we started talking about how do we pay more frequently? How can we crack that code?”

“The problem sometimes for this workforce is the ability to access pay when they need it,” she said.

With one in four caregivers living below the poverty line, lack of cash could discourage prospective caregivers and force them into different, more cash-rich, lucrative lines of work. For example, candidates could receive immediate money waiting tables or earn higher wages working for Amazon.

“We fully believe that the companies that are able to attract and retain caregivers are the companies that are going to see the growth in the coming months and years in the space,” Domico said. “The ability to solve [for pay challenges] for this workforce is a huge answer to this problem.”

BrightSpring began exploring its Pay On Demand initiative about a year ago. The program, which is called “Pay Out,” went live at the end of 2018. It allows employees across the organization — not just caregivers — to access pay as it’s earned.

Already, about 9,000 employees are using Pay Out, Domico said, and the program is achieving what it’s meant to: attracting employees and improving retention.

“We are seeing a lot of interest when we’re talking with our applicants about Pay Out,” Domico said. “We see caregivers saying they’re picking up additional hours because they can get paid for those hours quicker than working somewhere else. We also see some early impact on retention with the people who are engaging in Pay On Demand.”

EVV Weekly News Flash

EVV Training Every Monday, Every Week. Now 120 Minutes!

  • Every Monday at 2:00pm EST until further notice!
  • Due to continued registrations and more providers selecting Agency Workforce Management, EVV Training has been extended!
  • Includes a “What’s New” section at the start of each training. Providers who have joined an earlier training, can get updates at the start

DSP EVV Training Video

An EVV training video for direct support professionals will be available shortly to all customers. This will help providers standardize the training for staff and ensure DSP training is consistent and comprehensive.

Billing Preparation Update

In Quarters 3 and 4, providers getting ready for EVV requested a number of enhancements to Billing Preparation to help manage EVV and Billing transactions. This new fact sheet with a list of all the billing units, authorization, utilization, revenue and profit reports was included.

Idaho Confirms Details of EVV Roll Out

Some states have still not determined their EVV system. Idaho recently confirmed that all providers need to acquire their own system for EVV to submit data to the Idaho state aggregator. MITC was one of the software companies Idaho confirmed as being compatible.

Illinois has started communicating with providers on EVV. No dates published yet.

DSP Awards 2020

DSP’s have been one of the critical groups at the forefront of the fight against COVID-19.

To show our appreciation, MITC announced in April of 2020 that we would give away $10,000 to 31 hardworking and dedicated DSP’s who were nominated by someone from their agency. 

MITC values the hard work put forth by DSPs everyday, and hoped to show our appreciation through these prizes!

Over the course of several months, we received hundreds of nominations sharing the stories of incredibly hardworking and dedicated DSPs; each one unique and notable.

A team of MITC employees read through every story to pick the 31 winners, a task that was not taken lightly. Eventually, our winners were chosen and two presentations were given, sharing their remarkable stories.

The DSP community works hard every day, not just during a crisis, which is why MITC will be repeating the DSP Awards in 2021. DSP’s are deserving of all recognition possible, and MITC is hoping to contribute to that. Keep an eye out this summer for more information on how to nominate your DSP!

Thank you to all DSP’s for your hard work in 2020, as well as your continued efforts going into 2021.

Download the eBook to read the 2020 winners’ stories.

EVV News Flash

EVV Training Every Monday, Every Week. Now 120 Minutes

  • Every Monday at 2:00pm EST until January 31st
  • Includes a “What’s New” section at the start of each training. Providers who have joined an earlier training, can get updates at the start

Why use Schedules with EVV

Many providers are not used to using Schedules in HCBS programs as the actual time of the service may vary and the care givers often schedule around the individual or family needs.

Some providers do use schedules in these same programs. This is why:

  1. It is important to ensure an authorization is maximized so that the individual gets the services the individual is entitled to, and the agency gets the revenue.
  2. Verify the care giver uses the right service code on clocking-in. If the individual is entitled to Community Habilitation and Respite Care, the care giver will need to select the service on clock-in. If the care giver uses the wrong service code, the wrong authorization will be updated, the billing may be lower than optimum, and the wrong documentation may be completed.

Basically, the providers using Schedules think they achieve better service delivery and billing outcomes.

EVV News Flash

EVV Training Every Monday, Every Week. Now 120 Minutes

  • Every Monday at 2:00pm ET until January 31st
  • Includes a “What’s New” section at the start of each training. Providers who have joined an earlier training, can get updates at the start.
  • Available for current customers looking for help with their EVV system.

Community Based Services

MITC is updating GPS capabilities for providers submitting EVV data to HHAeXchange and for global benefit to all providers trying to comply with the EVV mandates.

  • The location address of the clock-in/out will be captured in attendance as well as the GPS Coordinates
  • Providers will be able to report and file GPS Coordinates and the physical address of the nearest location
  • Providers will have visibility into the address captured
  • Update will be available January 2021

24 Hour EVV Reporting Regulation

For providers required to submit EVV within 24 hours of the completion of the visit, MITC will be creating automated procedures that can be run from a timer without any manual intervention. Attendance edited after submission will be processed as normal.

Utilization Reporting

New utilization reporting options will be available for providers in Quarter 1 2021.

Celebrating 30 Years of MITC

History

In September of 1990, MITC was established by John Graham, MITC CEO & Software Architect to provide software to organizations with employees providing services in multiple, often remote, locations. That original focus still drives everything MITC does today.

MITC created one of the first telephone timekeeping systems in the world. Very specialized hardware was required, as well as software. Telephone timekeeping had great appeal to the types of organizations MITC served. Graham explained how:

“In the early 1990’s I wrote an article for a trade magazine. I got over 60 phone calls asking where a telephone timekeeping system could be purchased. We released the first version at a convention. The interest was very strong and international. One day the Managing Director and Owner of a company in Auckland, New Zealand turned up in our office in Maryland, USA. That company is still a customer today”.

-John Graham, CEO and Software Architect

Over the past 30 years, MITC has grown to serve over 1,500 organizations in Australia, Canada, Ireland, New Zealand, the UK and USA. The software has expanded to a complete Workforce Management and Electronic Health Records solution, but remained modular and scalable so each customer can build their own solution to meet their own needs and budget.

MITC staff have visited with customers in every state of the USA and every country served internationally. Listening to customers has been key to growing MITC, according to Graham,

“You don’t create great software by being brilliant, you do it by listening to customers. One day a few years ago, the CFO of a larger customer with 1,000+ employees called me from New York City. He explained how a particular feature when staff clocked-out could really help. That feature was in the software within 30 days and has been very important in winning new business in New York in 2020”.

-John Graham, CEO and Software Architect

Agile development has been fundamental to our success and continued growth.


Impact

Until 2020, the MITC team supported dozens of regional and national conferences, and visited hundreds of individual customers in the US annually. Getting to meet the customers served helps MITC learn how to enhance the software, and educate ourselves on the different challenges, opportunities, laws, and regulations customers are facing.

We love hearing about how a customer got started, evolved, and made an impact. Through working with customers, we have learned that you can’t stand still. You need to constantly plug yourself into each country and every state to stay on top of an ever-changing world.

From our business development team, to our software consultants, everyone at MITC understands how important the work that is done by agencies is. Agency Help Desk Team Lead, Justin Waldron said,

“It’s good to know that we are helping make their jobs easier so they can focus on helping the people that need the help, rather than having to worry about writing down paper timesheets and notes.”

-Justin Waldron, Director of Agency Services

The MITC Team

Some of the MITC staff customers interact with today, have been with MITC for 20+ years. They truly are experts in the software and the needs of our customers.  Currently, the MITC Project Management team has around 100 new implementations or significant upgrades under progress. The Help Desk team responded to nearly 16,000 service requests in 2019, and live person support has been available 365×24 since 2017.

Over the years, MITC has invested significant time and resources into the employees that work here. Matthew Collis, Director of Help Desk Services said,

“I appreciate how much this company invests in people, taking them from an entry-level position and challenging them to do more. More than anything, I appreciate the people I get to work with. They make it easy to show up every day and some of my best friends I met at MITC”.

-Matthew Collis, Director of Help Desk Services

MITC has created a community of people who trust and rely on each other every day to reach a common goal. The employees here at MITC love the company atmosphere. Collis said,

Being on a first name basis with everyone, including the CEO is rare and at this point, something I wouldn’t ever want to go without”.

-Matthew Collis, Director of Help Desk Services

To the customers who have been with us for the past 30 years, and to those who have joined us recently – thank you! You have helped shape MITC into the successful company and software it is today. Here’s to the next 30!

40 EVV Frequently Asked Questions

With so many changes and uncertainties surrounding the EVV mandate, providers have been left with several questions. We have compiled the most frequently asked questions for your agency to access at your convenience.

Download the Fact Sheet

Download this fact sheet to get answers to the most frequently asked questions surrounding the EVV mandate.

Fill out the form below to be emailed the download link.

Provider Responses to Coronavirus

A recent snapshot survey conducted by five Illinois provider associations -The Arc, Community Behavioral Healthcare Association, Illinois Association For Behavioral Health, Illinois Association of Rehabilitation Facilities, and The Institute on Public Policy For People With Disabilities – of clinic-based and residential provider organizations includes information on how providers are adjusting pay, payrolls, and operations during the emergency.

  • 5% of the organizations had already laid off staff members
  • 20% of the organizations had increased hourly staff reimbursement

The rate increases for hourly staff were implemented using a wide range of criteria. Responding executives reported hourly increases between $1.00 – $5.00 per hour, and $20 per day incentive payments. Some organizations were providing overtime pay for all hours worked, or double pay for staff in residential settings and/or those working residents who tested positive for COVID-19. Some were using lump sum bonuses.

The pay increases reflect the stress and fear of the risks of providing residential services for consumers with disabilities.

Executives across the country, running these critical residences, are using a variety of approaches to keep their services going. One example is using empty hotels to house consumers who test positive for COVID-19. Remedies Renewing Lives, which offers substance use disorder treatment, and runs a 62-bed domestic violence shelter in Rockford, Illinois, is one of several health care and shelter organizations partnering with the local housing authority to put people suspected of having the virus or diagnosed with it in hotel rooms to contain the virus.

This “hoteling option” can also be used for overflow at local shelters, and treatment facilities, said Gary Halbach, chief executive officer of Remedies Renewing Lives. And while it hasn’t yet been needed, it’s a relief to know it’s there, “because it’s a question of when it’s going to be needed, not if,” he added. “It’s like the Wild West and it changes every day.”

This has also been a successful tactic for the Hazelden-Betty Ford Foundation, which instituted a requirement that all consumers have a “fever discharge plan” identifying a person (not public transportation) who will pick them up if they spike a fever and must be discharged. Everyone who comes onto a Hazelden-Betty Ford campus gets a temperature reading.

“That fever discharge plan is key to us staying open,” said Mark G. Mishek, the nonprofit’s president and chief executive officer. In January, when news of an outbreak was first heard, the organization started asking people during intake about whether they had traveled to China. Hazelden-Betty Ford team members started taking everyone’s temperature on each campus a month ago, and moved all of its outpatient treatment to virtual two weeks ago. To learn more about how agencies manage hazard pay and other differentials, download the Guide to Payroll Rules Used by Agencies ebook or the myAttendance fact sheet.

What’s the Secret to Employee Engagement?

Engagement is an employee’s emotional commitment to your organization and its goals. When engagement is unlocked, it leads to higher productivity, cost reductions, and retention.

True commitment is a two-way street. What are you doing to earn it and how can you reciprocate? MITC offers a variety of tools to help your organization drive engagement:

  1. Get off to a good start: Create a positive impression with new hires with myApplicantsHireForms Onboarding, and myTraining. Organize your new hires, save time and money, and create a good impression!
  2. Stay in touch: myCommunications is a must for any organization with remote employees. Send messages to all employees, groups of employees, or individuals with read-receipt verification.
  3. Scheduling: Customers report that employees love the ability to see open shifts and request extra work. Read this interview with a customer to learn more.
  4. Self-service: Make sure your managers respond to attendance, PTO, and schedule requests in a timely manner. Use myAlerts to remind busy managers in case they get distracted.
  5. myMITC Home Page: Use the home page to market your organization to your employees and keep them informed.
  6. Thank You’s: Use the automated “Thank You For Working On A Holiday”, “Happy Birthday”, and “Happy Anniversary” greetings to show employees that you care!
  7. Automated Reminders: Help your managers succeed with myAlerts automated reminders.
  8. Training: Employees value training. Use myTraining to help employees enroll in classes and receive automated reminders on their training and license requirements. Another benefit? Make sure your organization is in compliance!
  9. Safety: Employees need to be safe and protected. Use mySafetyManager to organize drills, inspections and track repair requests.
  10. Lone workers: Use myCheckIn to ensure staff and clients are ok in vulnerable situations such as overnight shifts.

Do Providers Need Another EHR Software to Evaluate?

In 2019, several CEO’s at different agencies in Arizona, Georgia and Pennsylvania asked me essentially the same question:

 “Why don’t you have an EHR?”

I gave the same answer I have given for many years.

Agency Workforce Management is about Time & Attendance, Documentation, Scheduling, Payroll Integration, Billing, HR, Training – everything about managing staffAnyway, there are lots of good EHR products out there. What’s wrong with what you have?”

The answer I got surprised me:

“Our EHR is fine but it does too much; It’s too expensive and complicated. We need something straightforward and inexpensive – why don’t you make us something?”

So that’s what we have done!

At ANCOR in late April, MITC will unveil Client Profiles – the latest addition to Agency Workforce Management!

When MITC contacted providers late last year to float the idea, we got a positive response. Many providers applied to join an Early Adopter Program, ten of which have been selected. These providers will collaborate with MITC and work directly with our agency software developers once a MVP (Minimum Viable Product) is created. This will help MITC ensure v.1, due for general release in June 2020 and v.2, due for release in October 2020, are closely aligned with agency needs and priced right. During 2020, MITC will commit agile software development resources to respond rapidly to provider needs with the goal of wrapping up the bulk of the development by the end of quarter 3 2020.

Three developers in the USA will be working on this project. They have a lot of experience in creating great software for agencies, and we know they will do as good a job as they did with mySchedules in 2018-2019.

Because of all the activity associated with EVV, MITC was reluctant to make this investment at this point in time. However, MITC’s market research found that many of the providers most effected by EVV were exactly the sort of providers who could benefit from “EHR light”. MITC has hired additional staff to provide extra support services for EVV.

We don’t intend to go head-to-head with full service EHR products. Client Profiles will be designed for providers managing HCBS and Day and Vocational programs whose EHR needs are more limited than providers managing ICF’s, large group homes, or intensive supported living programs.

We will also price position Client Profiles in the “cheap and cheerful” range: straightforward to use, functional, and relatively inexpensive compared to other, more complex EHR systems.

Hopefully, along with existing applications like myCommunications and Documentation, Client Profiles will prove to be of value to many agencies. All of here at MITC are excited to find out.

John Graham
MITC CEO and Software Architect