Becky Capps

Are Your Referral Partners Sending You “Good” Leads/Referrals?

A Message from Becky Capps, Senior Product Manager

Senior Living and Skilled Nursing Providers are both facing the challenge of increasing resident acuity. Business decisions must be made regarding what type of residents are best for the services you offer today and plan to offer in the future. If your mindset is “any lead/referral is a good lead/referral” to drive occupancy, this approach may no longer be practical. You need to start thinking that a “good” referral/lead is one from a referral partner that considers your capabilities and expertise for successfully meeting the person’s needs.

Whether you are Senior Living Provider receiving leads from a referral service such as A Place for Mom or a Skilled Nursing Provider receiving referrals from the local hospital through referral networks such as Allscripts (ECIN) or naviHealth (Curaspan), you need to track not only those people you are willing to accept as residents but also those you deny to aid your analysis of a “good lead/referral”. The ability to document the reasons why a lead/referral was not accepted gives you the information needed to help drive insights into your business and how you work with referral partners. For instance, if you find that a referral partner sends you more people that you are not able to accept than you can accept, it may mean that you need to better educate the referral partner about your capabilities. It could also mean that you need to consider expanding your services to address a growing market need.

If you are not already capturing information about referral sources and leads/referrals, including those you chose to provide services to, then you need to get started tracking this kind of information to aid in your analysis of “good”. With this information in hand, you can then focus on refining your approach to working with referral partners to receive “good” leads/referrals. Getting the “right” leads/referrals from referral sources for your capabilities is what should be considered “good” leads/referrals going forward.

MatrixCare offers two solutions to help with lead/referral capture and tracking. Depending on your business needs and marketing approach, either MatrixCare Marketing or MatrixCare ReferralConnect can help gather this type of information. If you are a Senior Living Provider more focused on marketing to people in the community, then MatrixCare Marketing and the integration it providers to marketing automation tools and with A Place for Mom may be the best solution for you. If you are a Skilled Nursing Provider who focuses more on professional referral source marketing, then MatrixCare ReferralConnect and the integration with hospital referral networks is more appropriate.

Today, with one third of seniors enrolling in Medicare Advantage plans and CMS expanding coverage to home care that could be provided in a Senior Living community, as well as implementing payment decreases or increases to SNFs based on the metrics from Value-Based Payment (VBP) and Quality Reporting Programs (QRP) for traditional FFS plans, both Senior Living and Skilled Nursing Providers need to revisit the old school mindset of “any referral is a good referral”. It is time to step back and look at where your business growth is coming from now and expected to come from in the future. Having accept/deny information to guide decision making, is a first step in determining which referral partners to target and how to market to them for the “good” leads/referrals you need to improve occupancy profitably.

MatrixCare Partner Webinars: What’s New for LTPAC? Coming Soon!

At MatrixCare, our mission is to leverage technology to improve the quality of life for America’s seniors and those who care for them. One way we do this is by integrating with leading third-party technology providers whose products complement our solution. In fact, MatrixCare exchanges data with external systems more than 3 million times a day! Learn more about our partners and their technology during our upcoming Partner Webinar Series. Watch your email for our first webinar, which will feature clinical integrations.

Product News
Coming Soon

MatrixCare 2018 R3 is Coming in July

We are busy putting the final touches on many new features and enhancements you won’t want to miss. Make sure to access our Client Portal to download the First Look documents and learn about everything that will be included in the release. To aid you in your readiness efforts, we are also offering release webinars in the coming weeks. Register today to reserve your spot!




Did You Know

Unsolicited Pharmacy Fill: New Menu Item Under Facility Tab

The purpose of the Unsolicited Pharmacy Fill(s) page, added in 2018 R1, is to give users the ability to associate a fill message to the applicable order within MatrixCare. When you access this page, all the Unsolicited Pharmacy Fill(s) messages will appear.

It is important to make sure you have a process in place to manage this page, similar to the Pharmacy Fill Review page.

Orders may populate here for two reasons:

  • The pharmacy sent a message for an order that was not successfully sent out of MatrixCare.
  • The message sent by the pharmacy did not meet the matching requirements to allow a successful map to the order created in MatrixCare.

You can reference the 2018 R1 Release Notes for screenshots and more information about this page.

Increase Your Referral Management Efficiency to Grow Census and Optimize Reimbursements

MatrixCare Referral Connect is a powerful application specifically designed for LTPAC providers that enables you to access current market data, integrate with hospital discharge systems, and leverage intuitive referral tracking tools and analytics to proactively build referral relationships and grow your census. Plus, ReferralConnect gives you insights to choose the right residents for your facility to optimize reimbursements.

ReferralConnect provides powerful tools such as:

  • Intake management functionality
  • Rating and ranking system based on referral source performance
  • Territory optimization and time management capabilities
  • Dynamic dashboard capabilities
  • Easy-to-use data analytics

Sign up for an online demonstration on Thursday, July 12th at 1:00 PM Central Time or contact your Account Manager to learn more.

Referral Management

Harness the Power of MyData and MyAnalytics to Manage and Grow Your Business

Leverage the data that you’re already collecting. MatrixCare’s powerful and flexible analytics solutions, MyData and MyAnalytics, allow you to gain insights from rich business intelligence and offer actionable information to meet your unique needs and help you succeed.

Both MyAnalytics and MyData are generally available and are used by many of your peers to manage their business effectively. Choose which solution works best for you.

MyAnalytics empowers leaders to monitor census trends, move ins and move outs, financial AR, and more. Within minutes and very little guidance, users are able to see important macro data trends with the ability to diagnostically explore root causes via filtering or drill-through.

MyData provides IT-oriented customers with immediate access to key data tables from MatrixCare. This allows you to include MatrixCare data, refreshed several times per day, within your existing enterprise data warehouse or other reporting systems.

Sign up for an online demonstration on Tuesday, July 17th at 2:00 PM Central Time or contact your Account Manager to learn more about how these exciting solutions can empower your organization to stay ahead of the competition and manage the evolving healthcare landscape.

MyData MyAnalytics
Services News

‘Leading the People Side of Change’ Teleforum Recording Available

A recording of our thought-leadership teleforum Leading the People Side of Change in Long-term and Post-Acute Care led by Kevin Whitehurst, SVP Skilled Nursing Solutions at MatrixCare and Mary Ellen Sanajko of Conduit Coaching is now available.

During the June 14th teleforum, the points below were discussed in addition to specific questions submitted by the audience:

  • What’s the essential transformational leadership principle for leading the people side of change in Long-Term and Post-Acute Care … that lessens staff’s resistance & builds their commitment?
  • How can you get a little perspective when it seems like the more you try to change things, the more they stay the same?
  • How can you help staff (and your peers) navigate change… in 15 minutes a day (or less)?

Access a recording of the June 14th teleforum

Live Adoption Webinars

MatrixCare offers complimentary monthly training webinars to ensure clients are optimizing their use of the software. A variety of topics are covered, including recent release updates and regulatory items. Keep a lookout in our Client Portal for upcoming sessions.

Access the Client Portal for a current listing of scheduled Adoption Webinars and registration.

On-Demand Adoption Webinars

Missed a live webinar? View a recording on-demand. Check out the latest:

  • Reduce Hospital Readmissions with MatrixCare (Presented May 22nd)
    Easily track and trend your hospital readmissions. In this webinar, we discuss how you can more efficiently streamline your processes with reporting and MyAnalytics.
  • You can now electronically sign documents within MatrixCare (Presented May 24th)
    Increase efficiency with electronic signatures! In this webinar, we walk you through setup, security, and best workflow to capture signatures on any document (PDF) within MatrixCare.
  • 2018 R1, R2 – R U Keeping Up? Clinical Focus (Presented June 6th)
    Keeping up with releases can be challenging. In this webinar, we review global and clinical items along with security and any setup required to get you back on track!
  • NEW Managed Care functionality in MatrixCare (Presented June 7th)
    Identifying which of your residents are Managed Care is now easier than ever! In this webinar, we review how you can proactively identify Managed Care residents to help you improve the quality of care you provide.

Access the Client portal to view all available on-demand Adoption Webinars.

Partner News

MatrixCare Partners with Midwest Business Systems

For over two decades, Midwest Business Systems has been servicing the printing needs of healthcare facilities across the country and serves as a main provider of checks and business forms for MatrixCare. The experience gained over time has allowed Midwest Business Systems to simplify and streamline the whole ordering process and our checks and forms are guaranteed to be fully compatible with MatrixCare.

Download the Midwest Business Systems Product Brochure for more information.

Midwest Business Systems
Regulatory News

FY 2019 Proposed Rule Highlights

In late April, CMS released the proposed rule for FY 2019. Included in this rule is a new case-mix Classification methodology named the “Patient-Driven Payment Model” (PDPM). This system will replace the RUGS-IV system on October 1, 2019. The PDPM system evolved from the RCS-1 classification system, based on feedback received on RCS-1.

RUGS-IV will still be the classification system in effect as of October 1st, 2018.

CMS has stated the new model better accounts for resident characteristics and care needs. This calculation will have five case-mix components:

  • Physical Therapy (PT)
  • Occupational Therapy (OT)
  • Speech-Language Pathology (SLP)
  • Non-Therapy Ancillary (NTA)
  • Nursing

Compared to RUGS-IV:

  • PDPM will not utilize Daily Therapy minutes
  • It eliminates the Therapy RUG Categories:
    • Rehab Plus Extensive (RUX, RUL, RVX, RVL…)
    • Rehabilitation (RUC, RUB, RUA, RVC, RVB, RVA…)
  • Includes the identification of the resident’s “Primary Diagnosis Clinical Category” in the calculation, using I8000.
  • Will not calculate an “ADL” scoring. It will calculate a “Function Score” based on responses in Section GG.
  • Includes a “per diem adjustment” based on length of stay for PT, OT, and NTA.

PDPM will continue to utilize some elements of RUGS-IV:

  • Retained RUGS-IV Categories:
    • Extensive Services
    • Special Care High
    • Special Care Low
    • Clinically Complex
    • Behavioral Symptoms and Cognitive Performance
    • Reduced Physical Functioning
  • PDPM will use updated “Nursing Classification” (RUG scores) such as HDE2, HDE1, HBC2, HBC1

The proposed rule also discusses a simplified MDS Schedule

  • It eliminates the PPS 14-day, PPS 30-day, PPS 60-day, PPS 90-day, SOT, EOT and COT MDSs from the schedule
  • PDPM will only require the 5-day, the “Interim Payment Assessment”, and the PPS Discharge.

Overall these changes are meant to provide better resident care and a reduced reporting burden due to the simplified MDS schedule.

CMS will release FY 2019 Final Rule by August 1, 2018.

Matrix for Providers Report Update

CMS has published an update to the Matrix for Providers report that was released in August 2017. The new version of the report has been assigned form number “CMS-802”. This would replace the existing 802, the Roster Sample Matrix.

MatrixCare is working on the following updates for this report:

  • Display the form name “Matrix for Providers” at the top of the report.
  • Add the following text to the report “Department of Health and Human Services Centers for Medicare & Medicaid Services”.
  • Add the form number CMS-802 to the report footer.

To distinguish the former 802 report from the new version, we will rename the existing report tokens:

  • The Facility Matrix report and token will be renamed the “CMS 802 Matrix for Providers”
  • The existing CMS 802 report and token will be renamed the “CMS 802 Roster Sample Matrix”

CMS also modified the instructions for Columns 5 & 8:

  • Column 5 – Facility-Acquired Pressure Ulcer(s) (any stage): Resident(s) who have a pressure ulcer at any stage, including suspected deep tissue injury (mark I, II, III, IV, U for unstageable, S for sDTI).
  • Column 8 – Tube Feeding: Resident(s) who receive enteral (E) or parenteral (P) feedings.

To accommodate the new instructions changes are being made to:

  • Update the Resident Survey page to allow column 5 to track different types of pressure ulcers using I, II, III, IV, U, S AND column 8 tracking for enteral (E), parenteral (P).
  • Our MDS Crosswalk related to these new instructions.

The form and instructions can be found here:

New Medicare Card: MBI Look-up Tool Clarification

Providers will be able to look up their Medicare patient’s new Medicare number through the Medicare Administrative Contractor’s (MAC’s) secure web portal starting in June 2018. If you don’t already have access to your MAC’s portal, sign up now.

New Medicare Card Provider Letter
New Medicare Card MAC’s Provider Portals by State

Industry Events

Upcoming Tradeshows

We look forward to seeing you at the upcoming events. Be sure to stop by our booth and learn more about all the MatrixCare solutions available to you.

  • NYSHFA/NYSCAL Annual Convention June 24 – 26, 2018
  • NAHC Financial Management Conference July 15 – 17, 2018
  • CAHF and QCHF Summer Conference July 15 – 18, 2018
  • FHCA July 16 – 17, 2018
  • LeadingAge MN Assisted Living & Home Care Conference July 25, 2018
  • HCAF Summer Conference July 29 – August 1, 2018