Revolutionizing Consent Management in LTC: Evoke Health Drives Innovation at Meighen Manor

Introduction

When Meighen Manor began to use Evoke Health's family portal, communication changed across the community. This sparked the question, can Evoke Health address consent like the way it tackled other external family communication? Katrina Mancenido, the Infection Prevention and Control (IPAC) Lead, worked with the Evoke team to take on the challenge. Her commitment to resident safety using innovative practices helped transform the consent management at Meighen, an essential yet traditionally cumbersome process in long-term care.

The Challenge

APANS partnered with Evoke Health to implement a comprehensive platform that integrates with PointClickCare and centralizes family communication by providing access to health information, messaging, newsletters, home updates, consents, calendar events, and electronic invoicing. The platform centralized health updates, messaging, consents, calendars, and more.

The Implementation

Before implementing Evoke Health for consent, consent management at Meighen Manor was labor-intensive. Katrina and the nursing team managed consents manually, which involved:

• Printing hundreds of forms
• Documenting verbal consent, which was often hindered by time zone differences or unavailability.
• Coordinating with nursing staff to contact residents' Power of Attorneys (POAs) via phone.
• Making multiple phone calls to manage follow-ups for missing consent, created significant administrative burdens.

Securing consent during vaccination campaigns required many phone calls, resulting in delays, and increased workload for the nursing team. In one instance, contacting a POA working on a cruise ship proved nearly impossible, exemplifying the inefficiency of manual processes.

The Solution

When Katrina proposed using Evoke Health to develop a consent management solution within their platform, the Evoke Health team rose to the challenge! Within a short time, Evoke Health provided Meighen Manor with a centralized, digital platform designed to revolutionize their consent process. Fully integrated with PointClickCare (PCC), the platform ensured that all consents and updates entered into the app were seamlessly documented in PCC, eliminating the need for duplicate data entry. This integration not only streamlines workflows but also ensures that all health records are accurate and compliant with regulatory requirements.

The platform's features include:

• Automated Notifications and Reminders:

Families received real-time alerts and reminders about consent forms awaiting their signature, reducing reliance on manual follow-ups.

• Digital Consent Management:

POAs could securely review, sign, and submit consents online, eliminating the need for paper forms and in-person sign-offs. They could also decline consent with a click of a button.

• Streamlined Documentation:

Consent collected through Evoke Health's family portal was automatically synced with PCC, ensuring compliance and easy retrieval.

The Result

The adoption of Evoke Health's family portal delivered remarkable improvements.

1. Time Savings:

The time spent on consent collection decreased by over 75%. Automated notifications and reminders eliminated the need for repeated phone calls.

2. Enhanced Accuracy and Compliance:

Digital records synced with PCC ensured precise documentation, reduced human errors, and met the regulatory requirements

3. Increased Family Engagement:

Families appreciated the portal's convenience and transparency, and over 90% of accounts were activated within the first year. They raved about how easy it was to use and how happy they were

4. Improved Staff Efficiency:

Nursing staff spent less time on administrative tasks, redirecting their efforts toward resident care.

Another benefit Katrina highlighted was the reduction in resistance among families:

For other IPAC leads hesitant about adopting Evoke Health's family portal, Katrina offers this advice:

Conclusion

We asked Katrina about what is she doing with all the time saved from phone calls, and she smiled. When an emergency happens, everything gets delayed. Using Evoke Health's family portal means she is still able to take on her daily tasks even when something comes up.

Evoke Health enabled Meighen Manor to transition from a labor-intensive manual consent process to a seamless, efficient digital solution. The integration with PCC ensured that every action taken in Engage⁺ was instantly documented, providing a reliable, real-time record for staff and families. This transformation not only reduced staff workload but also enhanced family trust and regulatory compliance, embodying Meighen Manor's commitment to excellence in care.