Rod McGillivary Memorial Care Home

Rod McGillivary Memorial Care Home Case Study Illustration

Digital Transformation at First Nations Care Home to Enhance Care and Accountability

A Savance Workplace Case Study

Organization: Rod McGillivary Memorial Care Home

Industry: Retirement Community

Customer Since: 2021

Headquarters: Manitoba, CA

Nicole Lathlin

Executive Assistant and Acting HR

The combination of all the different solutions that Savance offers made our decision easy.

Knowing that we will not be sending emergency responders into the building during an emergency to find a staff member that we previously did not know if they were in or out is invaluable.

Though using facial recognition initially seemed like a bigger investment, we’ve already seen many benefits from it.

We have informed others about the Savance system’s user-friendly interface, the ease of implementation, the benefits it offers, and all the additional features available.

Savance is great to work with, the people are friendly, and the program is extremely reliable.

Digital Transformation at First Nations Care Home Enhances Care and Accountability

A Savance Workplace Case Study

During the emergency, we really weren’t sure how many staff or visitors were in the building at that time.

Nicole Lathlin, Executive Assistant and Acting HR

Background:

Established in 1980, The Rod McGillivary Memorial Care Home (Rod McGillivary) serves as a vital resource within the Opaskwayak Cree Nation community in Manitoba, Canada. As a 30-bed long-term care home, the facility is dedicated to supporting elderly and physically handicapped First Nations people. At Rod McGillivary, the primary goal is to cultivate a serene and nurturing environment through compassionate care, ensuring residents feel valued and supported throughout their stay.

Rod McGillivary wall-mounted visitor management kiosk with staff facial recognition

Wall-mounted self service visitor and staff check-in kiosk with facial recognition.

“We found that the paperwork we needed from this existing system was going missing when we had to provide patient documentation.”

Problem:

Since it was started, Rod McGillivary Memorial Care Home has relied heavily on traditional pen and paper-based methods to monitor the status and whereabouts of staff and visitors. “We were using paper copies for both visitors and staff signing in and out,” Nicole Lathlin, Executive Assistant/Acting HR at Rod McGillivary, explained. This was often found to be inaccurate or outright missing during audits or emergency drills. Lathlin admitted, “We found that the paperwork we needed from this existing system was going missing when we had to provide patient documentation.”

The dependence on paper logs not only presented challenges tracking visitors but also resulted in discrepancies when it came to staff’s scheduled times. “There was no proof that staff would be at the facility since they were signing in for a week at a time based on what was on their schedule,” Lathlin explains. “If they were leaving early from their shift, there was also not a system in place that indicated that.”

Another major issue for Rod McGillivary was the inability to accurately account for staff and visitors in an emergency situation. This became glaringly apparent during a real emergency evacuation at the care home. With no clear understanding of who was present on or outside of the premises, this caused concerns to heighten for the team. Lathlin recalled, “During the emergency, we really weren’t sure how many staff or visitors were in the building at that time.”

“There was no proof that staff would be at the facility since they were signing in for a week at a time based on what was on their schedule.”

The COVID-19 pandemic and the required protocols that followed, including visitor restrictions and temperature checks, further underscored the need to efficiently digitalize and improve the process. The current procedures in place presented significant hurdles to Rod McGillivary’s daily operations and the inaccuracies and unreliability of staff time sheets were posing a significant health, safety, and conformance risk for them.

Search:

Overall, the lack of proper records and the inability to accurately track staff and visitors during emergencies made the Rod McGillivary team embark on a quest to find a solution that could enhance operations and provide comprehensive data on everyone in the facility. At this point, Rod McGillivary already had a clear understanding of what they were looking for, and sought a solution that met the following criteria:

  • An efficient system that securely stores visitor and staff data in one central location.
  • User-friendly interface for easy adoption, implementation, and installation.
  • The capability to quickly track the location of every individual during an emergency.
  • Ability to create accurate sign-in and sign-out reports to hold staff accountable for hours they work.

Fortunately, Lathlin had prior experience with Savance during her time at the Opaskwayak Cree Health Authority, a long time Savance Electronic In Out Board (EIOBoard) user since 2011, and this expedited the search process for the Rod McGillivary team. Reflecting on EIOBoard’s ease of use, Lathlin remarks, “I knew how easy EIOBoard was for staff to use, to implement, and to install.”

“I knew how easy EIOBoard was for staff to use, to implement, and to install.”

As a result, given their confidence in Savance’s capabilities, Rod McGillivary didn’t see the need to explore alternative systems. “We didn’t want to try another system and spend money on something that didn’t fit our needs,” Lathlin states. “The combination of all the different solutions that Savance offers made our decision easy.”

Solution:

After recalling the substantial benefits of the Savance system at the Opaskwayak Cree Nation Health Authority, Lathlin and the team eagerly anticipated implementing a similar solution at Rod McGillivary. Based on Rod McGillivary’s specific needs, Savance recommended a system consisting of its Electronic In Out Board, Visitor Management, and Emergency Mustering solutions.

The Savance Electronic In Out Board would provide Rod McGillivary with real-time information to keep track of staff attendance in a consolidated view. Using a combined staff and visitor self check-in kiosk, custom-designed for Rod McGillivary, employees would scan their badges upon arrival or departure, which would automatically update their status to “in” or “out”. This ultimately would grant visibility to Rod McGillivary management, enabling them to know who is on-site, while ensuring accountability and punctuality for staff shift time.

Visitor Management Kiosk Accessories

In order to properly manage visitors, the self check-in kiosk would be equipped with a barcode reader, a temperature scanner, and a printer for automated visitor label printing. Since the long-term care home previously encountered issues with their visitor records, the new system would provide Rod McGillivary with all the confidential information they need in one database.

The barcode reader would allow visitors to scan their government-issued ID when checking in, which would immediately import required personal information into the Savance system. Once a visitor completes the registration process, consisting of health screening with a temperature check, a visitor label containing the person’s name, date, and time of arrival would be automatically printed. The labels were to be paired with a badge holder, which would be designed with the Rod McGillivary logo and colors for a polished, custom-branded appearance.

RMMCH Visitor Label Printing Illustration

Visitor label holder and label designed for Rod McGillivary

Semi-rugged Muster Tablet showing main emergency mustering view

Savance Emergency Mustering tablet

Finally, the Emergency Mustering system would be set up with a rugged muster tablet and badge reader. The mobile device will help users quickly and accurately perform roll-calls during emergencies. Rather than shuffling through documents to read a list of names that may or may not be accurate, the tablet, complemented with the badge reader, will allow for rapid coordination when employees and visitors scan their credentials to mark themselves present at the muster station. With a digital process in place, the system will become imperative for the long-term care home given their frequent fire drill practices.

Implementation:

The implementation was quick and successful. Custom kiosk screens and name tags were designed and brought to life by Savance’s implementation team. Staff and visitors easily shifted to a digital system, finally replacing the outdated paper process. After first using employee badge scanning at the kiosk, Rod McGillivary began to encounter a challenge among their staff. While the system itself worked great, there was a common occurrence of employees sharing badges and checking others in. “When we first got our Savance system, we were running into issues with staff giving each other key cards to sign in,” Lathlin recalls.

“Everyone at Savance speaks a language I understand, which makes it so easy to work with them.”

Rod McGillivary Staff Management Facial Recognition

Facial Recognition for Staff Management

In order to avoid buddy punching, Rod McGillivary considered the possibility of utilizing facial recognition to identify each employee entering the building. After deciding on biometric authentication using facial recognition, leveraging the same device that is equipped to check temperatures, Savance technicians helped Rod McGillivary adapt their check-in kiosk to not only perform temperature checking but also add facial recognition. “I can’t speak highly enough of Savance’s tech support,” Lathlin says. “Everyone at Savance speaks a language I understand, which makes it so easy to work with them.”

Results & Benefits:

The Savance Workplace system has had a very positive impact on Rod McGillivary Memorial Care Home in not only optimizing the efficiency of their check-in process for employees and visitors, but also when it comes to the safety and well-being of everyone at the facility. Lathlin says. “We now have an accurate account of which staff and visitors are in the building for head counts.”

Initially, staff members were skeptical, and thought the new system had been implemented in order to micromanage them. Many would forget to sign out when leaving the facility. Aware of the skepticism, conformance issues, and misuse during the buddy punching days, management decided to perform one of Rod McGillivary’s frequent fire drills. “After having a practice fire drill that showed absent staff still left in the building, the staff saw how important the Savance system was to account for them in emergencies,” Lathlin explains. Following this drill, staff became more consistent with checking in at the start of their shift and checking out at the end of their shift or when leaving early. “Knowing that we will not be sending emergency responders into the building during an emergency to find a staff member that we previously did not know if they were in or out is invaluable.”

“After having a practice fire drill that showed absent staff still left in the building, the staff saw how important the Savance system was to account for them in emergencies.”

“Even if you barely stand in front of the scanner, it instantly picks up your face and you’re good to go.”

Facial recognition has been a great addition to Rod McGillivary’s workflow to help with the system’s accuracy and conformance. “Though using facial recognition initially seemed like a bigger investment, we’ve already seen many benefits from it,” Lathlin states. For example, the implementation of facial scanning for staff has made the sign-in process for employees effortless. “The staff are no longer able to trick the system since they can’t use someone else’s badge to sign them in or out,” says Lathlin. Employees simply walk up to the sign-in screen, and the scanner immediately recognizes their face. “It’s such a fast system.” Lathlin explains. “Even if you barely stand in front of the scanner, it instantly picks up your face and you’re good to go.”

Facial recognition has also significantly helped the Rod McGillivary Payroll Department since it provides an accurate record of employees’ actual shift times, “Now that we’ve integrated facial recognition with our timesheets, it’s provided our Payroll Department and managers with a second check to ensure timesheets are accurate,” Lathlin says. “By having an accurate account of staff’s in/out times, Payroll is much more efficient when it comes to confirming the hours people work.”

“Now that we’ve integrated facial recognition with our timesheets, it’s provided our Payroll Department and managers with a second check to ensure timesheets are accurate.”

Overall, Lathlin and the Rod McGillivary team have recognized the immense value the Savance solution has brought in enhancing their business workflow. Demonstrating their high regard for Savance, they have already recommended the system to other similar organizations. “We have informed others about the Savance system’s user-friendly interface, the ease of implementation, the benefits it offers, and all the additional features available,” Lathlin explains. “Savance is great to work with, the people are friendly, and the program is extremely reliable.”

Savance is appreciative to witness the impact its solutions have made on long term care homes like Rod McGillivary in elevating staff productivity and fortifying emergency and security measures. Steve Bardocz, President/CEO of Savance, reflects, “To learn that a customer from over 13 years ago has seeded a solution that has helped a long term care facility better manage staff and visitors; keep staff and residents healthy through COVID; and maintain a safe, secure, and healthy facility for years to come is exciting to me. It’s definitely a cherry on top when a slew of unanticipated benefits come out of a Savance solution such as payroll accuracy. Successes like this remind you that what you’re doing has a real and lasting impact.”