KanTime

1. Discovery & Planning

• Initial Consultation: KanTime’s team meets with your agency to understand your workflows, needs, and goals.
• Project Planning: A tailored implementation plan is created, outlining timelines, milestones, and key contacts.

2. System Configuration

• Customization: KanTime’s role-based dashboards and modules are configured to match your agency’s requirements (e.g., home health, hospice, private duty).
• Data Migration: Existing patient, billing, and scheduling data are securely imported into the KanTime system.
• Integration: If needed, KanTime integrates with other systems (e.g., billing, HR, or third-party software).

3. Training

• Role-Based Training: Staff receive training tailored to their specific roles (clinical, administrative, billing, etc.).
• Hands-On Practice: Users are given access to a test environment to practice workflows and processes.

4. Testing & Validation

• Workflow Testing: Real-life scenarios are run to ensure the system works as expected.
• User Acceptance: Staff validate that the system meets operational needs.

5. Go-Live

• Transition: The agency switches over to KanTime for day-to-day operations.
• Support: KanTime provides live support during the transition to resolve any issues quickly.

6. Ongoing Support & Optimization

• Continuous Support: Dedicated support is available for troubleshooting and system updates.
• Optimization: As your agency grows or regulations change, KanTime helps you adapt the system.

• Highly Customizable and Configurable: KanTime offers a highly configurable platform with role-based dashboards and customizable templates for clinical documentation, scheduling, billing, HR, and payroll management. This allows agencies to tailor workflows and processes to their specific business needs.

• Customizable Clinical Documentation: The software provides customizable templates for patient assessments, care plans, progress notes, medication administration, and communication, ensuring documentation meets agency-specific and regulatory requirements.

• Customizable HR Module: KanTime’s HR and payroll features can be tailored to fit agency needs, including tracking employee information, time and attendance, leave management, and generating reports, with alerts for license expirations and renewals.

• Workflow Automation and Integration: KanTime supports workflow automation and integrates scheduling with billing and referral management modules, enabling agencies to streamline operations and ensure accurate billing and appointment management.

• Scalable for Multiple Lines of Business: The platform supports diverse healthcare services such as home health, hospice, pediatric care, private duty nursing, and self-direction, allowing agencies to customize and scale according to their service lines.

• Advanced Scheduling Engine: KanTime’s scheduling is customizable with a drag-and-drop interface and caregiver matching features to align employee availability with patient needs effectively.

• Business Intelligence and Reporting: KanTime offers business intelligence tools that can be tailored to analyze clinical, financial, and operational key performance indicators specific to the agency’s goals.

• User Access Controls: The system allows customization of user roles and access controls to secure sensitive information and tailor user experiences based on job functions.

• Monthly Pricing: KanTime typically costs around $2,000 per month for home healthcare organizations, though pricing can vary significantly based on agency size and complexity.

• Initial Setup Fees: For primary care practices, initial setup costs vary widely:
  • Small Practices (1-3 providers): $80,000 to $250,000
  • Medium Practices (4-10 providers): $250,000 to $600,000

  • Large Practices (over 10 providers): $600,000 to $1.8 million

• Annual Maintenance and Support: Ongoing annual costs for maintenance, support, and updates also vary by practice size:
  • Small Practices: $40,000 to $130,000 annually
  • Medium Practices: $130,000 to $270,000 annually

  • Large Practices: $270,000 to $550,000 annually

• Support Services: KanTime provides dedicated support throughout implementation and beyond, including live support during go-live and continuous assistance to handle updates, troubleshooting, and compliance changes.

• Comprehensive Implementation Training: KanTime assigns a Project Director and a Home Health Training Specialist to guide new customers through implementation, including setup, configuration, data migration, and adoption of workflows tailored to the agency’s needs. Training covers both clinical and back-office functions.

• Train-the-Trainer Model: KanTime uses a collaborative approach where agency champions from each department receive in-depth training to become internal trainers, ensuring knowledge is effectively disseminated within the organization.

• Training Formats: Training is provided via live webinars, on-site sessions (depending on contract), and self-paced, line-of-business specific training videos with practice exercises. Recorded sessions are available for future reference and new hire training through KanTime’s online education platform.

• Role-Based Training: Approximately 14-16 hours of instructor-led training are broken down by department, supplemented with software videos, help topics, and practice documentation exercises to ensure competency.

• End-to-End Utilization Training: Before going live, KanTime’s team ensures the agency can perform all critical tasks such as documentation, claims submission, payment receipt, and payroll processing. This phase includes screen sharing support during first payroll and claims submissions.

• Ongoing Support: After go-live, KanTime provides live telephone help desk support during extended business hours, emergency on-call support 24/7, and a customer ticketing portal available year-round. The Project Director also conducts periodic “Touch Points” to ensure continued success post-implementation.

• Learning Management System (LMS): KanTime has developed an LMS that allows agency administrators to create and manage customized learning paths, track learner progress in real-time, and improve training effectiveness across diverse agency needs.

• Data Encryption: Encryption of data both in transit and at rest to protect patient information from unauthorized access.

• User Access Controls: Role-based access permissions to ensure users can only access data necessary for their job functions.

• Secure Hosting: Use of secure, compliant data centers with physical and network security controls.

• Audit Trails: Comprehensive logging of user activities to monitor access and changes to data for compliance and security audits.

• Emergency Support for Critical Issues: A 24/7 emergency support system that can quickly respond to potential security or operational incidents.

• Regular Software Updates: KanTime releases updates periodically to enhance features, maintain compliance with healthcare regulations, and improve system performance.

• Managed Update Process: Updates are managed centrally by KanTime’s team to ensure minimal disruption. The implementation team ensures all configurations remain optimized after updates.

• Continuous Improvement: KanTime’s training resources and learning platform are continuously improved based on user feedback, reflecting ongoing commitment to system enhancement.

• Support During Updates: KanTime provides support during and after updates to assist with any issues and ensure users adapt smoothly.

• Customer Data Ownership: KanTime recognizes that all data related to the customer-including clinical, scheduling, billing, and payroll information-is the exclusive property of the customer. KanTime does not claim ownership over this data.

• Data Confidentiality: KanTime commits to keeping customer data confidential and will not share the customer's internal documents, operating procedures, or policies with any other party.

• Use of Feedback: While the customer retains ownership of their data, KanTime may use feedback, suggestions, or ideas provided by the customer to improve its software and services. This use is covered under a perpetual, royalty-free license granted by the customer.

• Data Portability: Although specific details about data export or portability are not publicly detailed, standard practice and customer ownership imply that customers can request their data when needed, such as upon contract termination.

• Subscription-Based Model: KanTime operates on a subscription licensing model, which generally allows flexibility for agencies to adjust the number of users, services, or modules according to their needs.

• Non-Exclusive, Non-Transferable Use: The subscription license is granted exclusively to the customer and its affiliates, meaning the software use cannot be transferred outside authorized users. Scaling up or down is managed within these terms.

• Support for Multiple Lines of Business: KanTime’s platform supports various healthcare service lines such as home health, hospice, private duty, and pediatric care, enabling agencies to add or reduce service lines as their business evolves.

• Initial Term and Renewal: The KanTime software subscription agreement begins on the date the customer signs the contract and lasts for an initial term of two years. After this, the contract automatically renews for successive one-year periods unless either party provides written notice of non-renewal at least 60 days before the current term ends.

• Automatic Renewal Clause: Renewal is automatic unless proactive written notice is given by either party within the specified 60-day window prior to the expiration of the current term.

• Notice Requirements: To avoid automatic renewal, either the customer or KanTime must notify the other party in writing at least 60 days before the end of the initial or any renewal term.

• Opportunity to Renegotiate: Contract renewal periods provide a chance to revisit and renegotiate terms such as pricing, service levels, deliverables, or other contractual obligations to better align with evolving business needs.

• Cancellation Terms: While cancellation penalties or procedures are not detailed publicly, the requirement for written notice prior to renewal implies that cancellation or non-renewal must be communicated in advance according to the notice period to avoid automatic continuation.

• Contract Continuity: Failure to provide timely notice may result in the customer being bound for another renewal term under the existing contract terms.

• HIPAA Compliance: KanTime is designed to comply with the Health Insurance Portability and Accountability Act (HIPAA), ensuring that protected health information (PHI) is handled securely and confidentially.

• Security and Privacy Controls: The platform incorporates industry-standard security measures such as encryption, access controls, and audit trails to meet regulatory requirements for healthcare data protection.

• Regulatory Updates: KanTime regularly updates its software to maintain compliance with evolving healthcare regulations and payer requirements.

• Data Confidentiality: KanTime commits to maintaining the confidentiality of customer data in accordance with applicable healthcare laws and standards.