Following its release in 1998, Gatekeeper was quickly embraced as the preferred software for dozens of County Boards and Councils of Government. The software is currently used to manage data for every county board in Ohio.
At the heart of Gatekeeper’s popularity is a seamless system of integrated modules. Gatekeeper’s module system increases operational efficiency by allowing data to be entered just once, and then shared across the Gatekeeper system based on each user’s security access. Counties choose to use some or all of the modules, with the flexibility to incorporate additional modules as needed.
Gatekeeper’s Billing Archive module provides a clearinghouse for all billing entered in the system. This could include TCM, Supported Living, Title XX, IO Waiver, and more. The Billing Archive window allows users to view billing for any combination of date of service, service code, consumer, date keyed, file, etc.
The CareTracker Interface allows the county to transfer demographic and billing information from Gatekeeper to CareTracker on a scheduled basis without additional data entry. Day service information recorded in CareTracker can be exported to Gatekeeper for processing in our Day Services module.
The Enter/Review Case Notes allows for complete case management for any service. The most popular features include a “Group Notes” function that makes entering and billing ratio case notes simple, the ability to hide confidential notes based on security permissions, and time analysis reports that create a graphical representation of a Service Coordinator’s time. Staff can also track daily productivity based on your goals.
Gatekeeper’s County Billing module provides the tools you need to bill, transmit, reconcile and report on TCM, Waiver and/or Title XX services. Billing data can be manually entered, imported from other Gatekeeper modules, or imported from files. The module generates reports used in completing the Cost Report.
No need to guess at whether mixed acuity groups meet the required Staff Intensity Ratios. The Day Services module tracks attendance, calculates the Staff Intensity Ratios (SIR), and generates billing related to adult day services.
Gatekeeper’s Demographics module is the heart of the software. In addition to demographic, waiting list and IDS information for consumers, the module provides a place to record service coordinators, family members and anyone else that has relevance to the services your Board provides.
The Employment module allows users to enter and track all consumer employment data. Employment history information allows users to compare wages and benefits with the cost of supporting an individual in their employment and to track trends and patterns over time.
Gatekeeper’s Forms module is a flexible, securable, and simple way to enter and track virtually any form your agency has created. Demographic data is automatically populated from Gatekeeper on to the forms, and forms can be directed through a channel of reviewers. Plus the module comes pre-loaded with all your DODD forms.
Gatekeeper’s Incident Tracking module provides a single source for tracking the trends and patterns surrounding Unusual Incidents and Major Unusual Incidents. Know what kinds of incidents are happening, where they are and with whom they are happening with a few clicks of a button!
County Boards can authorize, provide and monitor services from multiple funding sources for a single plan. This might include homemaker/personal care from the waiver, transportation and speech therapy from a private provider and Day Services from the County Board itself. Compare to the overall budget or to your budget for each funding source.
Gatekeeper’s Medical History module provides a secure location to record and review comprehensive medical data related to every aspect of an individual’s general health and well-being. Diagnosis, providers, appointments and medications are easily accessible in the system or via the Medical History Detail report.
The Mental Health module uses Case Notes style documentation for Mental Health Services provided by the County. Access to information is limited based on security settings. Electronically submit your billing to both Department of Mental Health and your local board.
Document unlimited action steps and outcomes for each individual you serve, including behavior support plans and skill development. Evaluate completion rates and track progress with an extensive set of reports.
The Personnel Module keeps important county board personnel data at your fingertips while security settings limit access to sensitive information. Information vital to the success and compliance of an agency is kept in one place, including tracking of certifications and training requirements.
The Plan module allows each County to define one or more custom plans for use in their organization. The content of these plans can include information from other parts of Gatekeeper, assessments of any kind, as well as services and goals that result from each assessment. See all revisions of your plan and copy information to your new plan forward automatically, no retyping if the format changes.
Report Server allows your staff to be more productive by scheduling frequently-used reports to run on a regular basis. Report Server constantly looks for scheduled reports and delivers them directly to the recipient’s email. Reports are sent via PDF to all requested recipients. Scheduled recurring reports can be waiting in each employee’s inbox first thing in the morning…or at a time they prefer.
The Service Authorization module is used to generate PAS forms for nearly 80 counties in Ohio. The PAS window allows you to authorize services from ANY defined funding source, providing the ideal mechanism with which to implement individual budgets.
The Survey module allows customized surveys to be designed from within the software, including questions, fonts, layouts, etc. Examples include Q/A tools, Satisfaction Surveys, Compliance Reviews, etc. These surveys can be completed on-line and the results analyzed for trends and patterns.
The Tracking module allows each county to define the types of information to track about individuals entered in Gatekeeper. Counties specify information categories and sub-categories using system settings. Tracking accommodates one-time processes (e.g. eligibility determination), or recurring processes (e.g. Q/A reviews). Set up automatic alerts to notify you when the item is coming due.
Designed for Non-Medical Transportation providers, the Transportation module allows providers to define multiple vehicles, routes and weekly schedules. Weekly schedules generate route sheets for bus drivers to use throughout the week. The completed route sheets are used to make final adjustments to Gatekeeper’s data and generate billing.
The Workshop module allows counties to track workshop activities for unlimited consumers, jobs, and job steps. The module offers the flexibility to define each job step as piece rate or hourly, as well as the ability to factor the consumer’s productivity by job step. Billing records and payroll entries are created based on the information entered.