MatrixCare Senior Living Release Notes Version 2018 R4 The MatrixCare Senior Living 2018 R4 release includes many updates for our users. This document describes those updates. The help documentation is included as part of the application to provide additional details. Additional training can be requested through your Account Manager. Coming Soon: We are excited to share that in the next few weeks we will be publishing our MatrixCare Senior Living Guide. This guide will list available reports, options for the information that should be included, and the output options. It will also include samples of what to expect when the report is run. This guide will be posted in mid-october. Please join us for a webinar! We will be holding the following free webinars to review the changes in the upcoming release on Monday September 24 th from 10:30 to11:00 am central time. Check the client portal for registration to open: http://clients.matrixcare.com/clients/matrixcaresl/webinars. Key Items in this Release The following table will help you determine how to adopt the major features in this release. The Required Setup column highlights the setup steps you need to complete to begin using the feature. The New Security Permission? column tells you if you need to set any modify security roles for access to the feature. Click the links in the Feature column to jump to the section of this document for the information you need to begin setting up and/or using each feature. Feature Required Setup New Security Permission? Sales & Marketing > HubSpot Bidirectional Integration Account credentials No Additional Value-Added Updates None No Additional Sales & Marketing Value-Added Updates None No 800-869-1322 952-995-9800 www.matrixcare.com Page 1 of 11
Maintaining an Effective User Management Process Maintaining a user s access to MatrixCare is critical for them to be effective and efficient in their day to day responsibilities. It is important to have processes in place to support your users access to MatrixCare to provide prompt assistance when needed. Here are some helpful tips to help you maintain an effective user management process. Communities are responsible for the user management of internal MatrixCare users. This includes user creation, deactivation, and ongoing security management. Password resets and account lockouts need to be managed by the community. To ensure you have the appropriate staff available for your team to continue to access the system, we recommend having multiple identified employees for every shift, including weekends that are designated to reset passwords. This will ensure your employees have access to MatrixCare at all time and can quickly receive assistance when needed. When users contact our support team to request assistance with a password reset, we will communicate the following message to them: o For security reasons, MatrixCare support is not able to reset passwords. We recommend that you contact your community's security administrator or supervisor to assist with this task. It is important to educate your staff about who they should contact if they are locked out of MatrixCare. There should be multiple security administrators designated for your communities to ensure there are redundancies in place. In the event that a security administrator is locked out, MatrixCare expects communities to have backup users identified to reset their account. 800-869-1322 952-995-9800 www.matrixcare.com Page 2 of 11
Sales & Marketing HubSpot Bi-Directional Integration In this release we enhanced the existing HubSpot integration by enabling bi-directional syncing. Bi-directional syncing provides the following benefits: People entries created in HubSpot are synced with MatrixCare Marketing People entries created in MatrixCare Marketing are synced with HubSpot The following data elements are synced: First, Middle and Last Name Email Address City State Zip A mapping screen is available to match the HubSpot fields to the MatrixCare Marketing Fields. 800-869-1322 952-995-9800 www.matrixcare.com Page 3 of 11
Additional Value-Added Updates The following table provides a brief description of the updates included in MatrixCare for Senior Living Version 2018 R4. If you have questions, please call Support at 866-493-3597 x2. Menu Sub-Menu Description System Setup Marketing New Sub Sources can now be added without error. System Setup Setup > Apartment Type Changes to the Apartment Type value in System Setup; now updates correctly on all screens. System Setup Task Scheduling > Employee Position Master Community names with apostrophes no longer cause an error when updating the Employee Position Master. Clinical Evaluations Evaluations now trigger appropriate charges, even if the total points do not change. Clinical Forms When a form is copied from another form using different templates, the form now uses the scores in the new template and updates it accordingly. Move In/Out Move Out Move-out credits are now correct when a status change was also performed. Move In/Out Respite > Billing The community field has been disabled on the Transfer Credits page. This resolves the issue of intercompany transfer values not matching. Billing & Census Aging Summary The Aging Summary now correctly matches the Respite Ledger. Billing & Census Aging Summary Deferred revenue no longer appears on the aging summary after a check return. Billing & Census Aging Summary Respites no longer appear as outstanding balances and no longer appear in the aging summary if multiple entries are created in the same month Billing & Census Billing Center > Ledger The Ledger now displays the move-in invoice correctly for AZ and WA Medicaid residents. Billing & Census Billing Center Lead Contacts now appear correctly after the resident is moved in.. Billing & Census Billing Statement On the Billing Statement, the Credit Paid By Other Resident now appears correctly. 800-869-1322 952-995-9800 www.matrixcare.com Page 4 of 11
Menu Sub-Menu Description Billing & Census Occupancy The occupancy page no longer shows an apartment as vacant, when there is a pending move in assigned to that room. Billing & Census Occupancy Occupancy screen now correctly displays the B side of a Private Double room as occupied. Billing & Census Occupancy The Occupancy screen no longer shows a unit as vacant on the first of each month. Billing & Census Resident Center > Concierge Billing Billing & Census Resident Center > Ledger We increased the maximum character size of the Concierge Charges Amount field to 999,999.99 or 8 characters. A validation is added so Move-In cannot be regenerated with bills still on the account. Billing & Census Resident Details Resident details can now be saved for second person when the primary resident is set to private double. Billing & Census Respite The Community field has been disabled on the Status Change page. This resolves issues with census and financial intercompany entries not matching. Billing & Census Respite The Respite Ledger is now updated correctly through Respite Collections. Accounting Accounting A/P Vendor Payables > Payable Status A/R Resident Billing > Credit Memo The Vendor name now accepts up to 100 characters and the full vendor name is included in CSV export files. The Adjust Credit button now correctly takes users to the correct Collections page and is no longer disabled after approval or cancellation. Accounting Payroll Severance pay is now included in the file when selected during resignation or termination. Accounting Payroll Out of Period Attendance that converts into overtime now displays correctly in the Transactional Detail export file. Accounting Payroll On the processing payroll screen we resolved an issue that occurs when a user has two browser tabs open at the same time and processes a resignation or termination, then immediately approves an Employee Status Change. Accounting Payroll Severance pay is now correctly transferred to the payroll file. 800-869-1322 952-995-9800 www.matrixcare.com Page 5 of 11
Menu Sub-Menu Description Accounting Accounting Payroll > Payroll Status Payroll > Payroll Transaction Details Out of period overtime attendance is now considered in the payroll process when there are one or more pay periods between the date of the attendance and the pay period the time was entered. PTO now pulls correctly on the Payroll Transaction Details File. Accounting Revenue > Revenue The accounting reversal entries for voiding a check are now created at the time of the void and the Revenue are balanced. HR Daily Summary Employee overtime no longer considers rejected punches. HR Process Payroll An Error no longer occurs when processing payroll with conflicting job details dates. HR Process Payroll Employees are now correctly on the payroll after a community transfer. HR Task Scheduling > Shift Time Master The Shift Time Master no longer duplicates entries when updating. HR Termination/Resig nation A validation is added for Salaried Employees Termination/Resignation to prevent entry of invalid dates. Ops Cancel Bill Cancelling a Bill with Inline Billing Concierge Charges no longer causes numbers to change in a Closed Period. Ops Ops > Other Returns The system no longer allows a user to return to cash payment while still in deposit slip. Billing & Census On the Daily Occupancy Summary the Financial Bed occupancy percentage is now correct. Billing & Census > Census Report Billing & Census > Physical Census Report The Census Report now calculates unit days correctly. The Physical Census Report now pull the correct data based on physical or financial selection. Billing > Weekly Occupancy Summary Report Care Trended Report The Weekly Occupancy Summary report now runs without errors The Resident Care Trended Report now runs correctly for both options and prints without cutting off data. 800-869-1322 952-995-9800 www.matrixcare.com Page 6 of 11
Menu Sub-Menu Description Enhanced Scheduling of Enhanced now functions correctly. Report Multiple Updated the occupancy logic applied to occupancy reports to resolve an issue of conflicting financial occupancy percentages. Dashboards Dashboards Payables Aging & Payments Sales & Marketing > Lead Deposit Report Sales & Marketing > Sales Marketing Report Weekly Actionable Dashboard Actionable Dashboard The Aging & Payments report now pulls the data correctly and the filter options are working as expected. A Lead Deposit Report without an End Date now defaults to the current date and runs without errors. The Sales marketing Report-Weekly now correctly pulls data. We corrected an issue that caused an employee with a missed punch to appear on the Actionable Dashboard. The Actionable Dashboard now works correctly when using Google Chrome or Firefox. Dashboards Occupancy Running the Occupancy dashboard by Region or Sub- Region no longer causes errors or blank data fields. Pending Tasks Pending Tasks now display correctly when the primary community is HOME. Global Log In/Out Log Out warning messages now appear only after true inactivity and choosing to stay logged in works correctly. 800-869-1322 952-995-9800 www.matrixcare.com Page 7 of 11
Additional Sales & Marketing Value-Added Updates The following table identifies additional enhancements and defects addressed in Sales & Marketing 2018 R4. Menu Sub-Menu Description System Setup System Setup System Setup Census/Apartments Connections Census/Apartments Apartment Type and Care Setting can now be modified. Marketing Automation connections now only sync Active leads. Apartment bathrooms field now accepts a value of.5. Lead Center Search Email can now be searched in the Lead Center. Lead Center Lead Center Lead Source Print Lead Addressed issue that caused an incorrect sub source value to load when selecting a Prof. and Non-Professional Referral The PDF now generates correctly when printing a lead record. Lead Center Notes The Lead notes field expanded to 8000 characters. Sales & Marketing Sales & Marketing Lead Center > Move In Lead Center > Move In Activities/Activity Trends Activities/Activity- Result Summary Activities/No Followup Log Activities/Past Due Activity Log Activities/Scheduled Activities Users can now move a resident in to an apartment with a future dated move out. Users can now start a Move-In if the Apartment Type is different from the type assigned to the Deposit. Filter for Classification added. Filter for Classification added. Filter for Classification added. Filter for Classification added. Filter for Classification added. 800-869-1322 952-995-9800 www.matrixcare.com Page 8 of 11
MCSL elearning Following is a list of MCSL elearning courses that have been created or updated since the last major release. Please visit our MCSL elearning page on the Client Portal to find these courses, or to view the complete list and links to view these courses. Clinical Evaluations (Coming Soon) Description: Learn about Evaluations. Additionally, learn how to enter, modify and finalize an evaluation. Duration: 0:09:26 Enter Additional Hours Outside of Normal Hours for an Employee - Employee Extra Hours Description: The Employee Extra Hours/Amount screen is used to give an Employee pay for hours other than regular attendance and training hours such as orientation or other vacation hours. Learn How To enter employee extra hours. Duration: 0:05:53 Employee Extra Amount Description: The Employee Extra Amount screen is used to give an Employee pay based on a dollar amount excluding regular attendance and training pay for things such as orientation or other vacation pay. Learn How to enter and view employee extra amount. Duration: 0:05:32 Managing Employee Time Clock Punches Description: The Attendance screen is where you can review or edit real-time Employee shift punches with the option to view specific days. You'll receive a general overview of Time Clock shift punches. Learn how to add and edit time Clock punches as well as print a hard copy as needed. Duration: 0:09:51 Time Clock Status Description: Learn how to view the Time Clock Status screen to see if the time clock for a community is communicating and in-sync with MatrixCare for Senior Living software. Duration: 0:04:58 Attendance: Out of Period Description: Attendance (Out of Period) is used to add missed time clock punches outside of the current pay period. Learn how to Add and edit out of period attendance after a payroll period is closed. Duration: 0:05:57 800-869-1322 952-995-9800 www.matrixcare.com Page 9 of 11
Manage Attendance Exceptions Description: The Attendance Exceptions screen is where all missed punches for a specified period display and you can edit them if needed. Learn how to manage attendance exceptions. Duration: 0:04:40 Manage Training Hours for an Employee Description: The Employee Training Hours page is where you add or view the time punched by an Employee during training. Learn how to Add and view employee training hours. Duration: 0:05:00 Managing Leave Details Description: Learn how to enter and review personal time-off for an employee. Duration: 0:05:51 Manage Employee Leave Credits Description: Learn how to manage leave detail including adding PTO for an Employee and transferring PTO from one Employee to another. Duration: 0:07:34 Manage Bank Details for an Employee Description: Learn how to add a Direct Deposit, Split Deposits and close a deposit for an employee. Duration: 0:06:43 Manage Deductions for an Employee Description: Learn how to add, modify and close deductions for an employee. Duration: 0:07:13 Manage Tax Details for an Employee Learn how to manage tax details for an Employee. Duration: 0:07:03 Manage Alternate Positions for an Employee Description: Learn how to manage alternate positions for an employee Duration: 0:09:23 Update Job Details for an Existing Employee Description: Learn how to update job details for an existing Employee. Duration: 0:05:41 Modify Employee Details / Address Change Description: Learn how to enter an Address Change for a New Employee in the Employee Center. Duration: 0:04:55 800-869-1322 952-995-9800 www.matrixcare.com Page 10 of 11
Use the Actionable Dashboard Description: Learn about the Actionable Dashboard, viewing past due Evaluations, missed time clock punches and more. Duration: 0:07:40 Adding a New Employee Description: Learn how to enter a new employee in MatrixCare Senior Living Duration: 0:05:29 Enter job details for a new employee Description: Learn how to enter job details for a new employee. Duration: 0:06:27 Approve a vendor credit Description: Learn how to Approve a Vendor Credit. Duration: 0:04:08 Modify a vendor credit Description: Learn how to Modify a Vendor Credit. Duration: 0:04:24 Enter a vendor credit Description: Learn how to enter a Vendor Credit. Duration: 0:05:18 800-869-1322 952-995-9800 www.matrixcare.com Page 11 of 11