Project MEND National Conference on AT Reuse Data Tracking: “Shaping a National Collaborative for Assistive Technology Reutilization” September 14-17, 2009 Omni Hotel @ CNN Center Atlanta, Georgia Data Tracking: QuickBooks Premier - Nonprofit Edition 2008

Project MEND Our Mission To provide low-income persons with disabilities with refurbished, donated medical equipment and specialized fitted devices that will enhance their independence, self-sufficiency and mobility.  

Services We Provide… Durable Medical Equipment (DME) – Through this service we provide DME to eligible clients. We receive donated DME then refurbish, repair and sanitize these items and distribute them to our clients. Fitted Mobility (FM) – This service allows us to provide financial assistance to eligible clients needing to purchase specialized or fitted devices, such as, orthotics; prostheses; cranial helmets; and other assistive devices necessary for rehabilitation.

Our clients include…. Children Adults Seniors Veterans Military Personnel & their families

DATA ENTRY of DME CLIENTS (QUICKBOOKS) Once a client has submitted all documentation and has been deemed eligible for services, the Case Manager will proceed to create a “Case” for that client and document all appropriate information in the Quick Books Database. First, log onto Quick Books with assigned User Name and Password. Once you have logged on, click on the “Customer Center” button in Quick Books. The Customer Center view provides a quick glance of a customers name, some information such as address, phone number and a transaction history.

QuickBooks Premier - Nonprofit Edition 2008 CUSTOMER CENTER

QuickBooks Premier - Nonprofit Edition 2008 CUSTOMER CENTER

DATA ENTRY of DME CLIENTS (QUICKBOOKS) In “Customer Center”, click on the “New Customer & Job” drop down menu and click on “New Customer”. The “New Customer” window is now open. Enter data into designated fields. Next, click on the “Additional Info” Tab. Enter data into designated fields. Under the “Customer Fields” section, begin to fill in clients corresponding information. Click on “OK” and a new client has now been created in Quick Books.

QuickBooks Premier - Nonprofit Edition 2008 CUSTOMER CENTER

QuickBooks Premier - Nonprofit Edition 2008 CUSTOMER CENTER

QuickBooks Premier - Nonprofit Edition 2008 CUSTOMER CENTER

QuickBooks Premier - Nonprofit Edition 2008 DME Order – Linking DME to Client

DME Order (QuickBooks) Once a client has been entered into Quick Books, the Case Manager may begin to enter new DME transactions or “Orders” into that record. From the “Customer Center” window, click on the “DME Order” icon button. The “Client DME Order” window is now open. Click on the “Customer: Job” drop down menu and choose the corresponding client for DME entry. Notice most of the fields will be populated automatically based on that client’s record. Once the client information has been entered, it is now time to enter the DME that has been issued to client into Quick Books. Notice that based on the type of DME chosen, most fields will automatically become populated with information. The DME Order is now ready to be printed AND saved. Once saved, QuickBooks reverts back to the Customer Center.

QuickBooks Premier - Nonprofit Edition 2008 DME Order – Linking DME to Client

QuickBooks Premier - Nonprofit Edition 2008 DME Order – Linking DME to Client

QuickBooks Premier - Nonprofit Edition 2008 DME Order – Linking DME to Client

QuickBooks Premier - Nonprofit Edition 2008 DME Order – Linking DME to Client

QuickBooks Premier - Nonprofit Edition 2008 Data Utilization How does Project MEND use the Data collected in QuickBooks? Track client demographics Track inventory (DME donated vs. DME issued). Match client to DME they have received. We can assign “donated values” per item to demonstrate total cost savings to the community. Easily create reports for current or future funders.

QuickBooks Premier - Nonprofit Edition 2008 PROS Extremely user friendly Upgrade from our previous data collection system (Access) Helps us link customers to inventory Reports are easy to create Security controls QuickBooks is “Real-Time” and interactive

QuickBooks Premier - Nonprofit Edition 2008 CONS “Custom” data fields are minimal which makes specific reporting needs difficult and limited. There are programs and technology PM has not yet utilized in place of QuickBooks. (Inventory Scanning Systems). QuickBooks is software created for accounting and numbers tracking, it is by no means a Case Management program.

Client Documentation Project MEND Eligibility Documentation

Collecting Documentation How does Project MEND collect documentation successfully? Project MEND requires certain documents as part of the ELIGIBILITY process. A client will not be “Eligible” for DME or FM Services unless we have received a completed application with all appropriate documentation. This empowers Case Managers and staff to request information and docs as a PM policy and as a safeguard to the organization where credibility and liability are concerned. Although we can substitute various documents such as picture I.D. and SS card for other docs, like a hospital face-sheet, the prescription by a licensed medical professional is non-negotiable.

Project MEND Statistics

Sanitizing DME with SCRUBZILLA……

Our Warehouse….

Thank You! Jerry Rivera Jr. Program Manager 210-223-6363 jerry.rivera@projectmend.org www.projectmend.org