‘ Reduced our paperwork by over 95% ’
Client Overview
About the Kids is dedicated to helping infants (age 0-3) at risk of developmental delays reach critical milestones through early intervention services. Their team of Early Intervention Specialists (EISs) works directly with families in their homes, using play-based assessments and interventions to foster development. Beyond hands-on therapy, they also provide education and guidance to parents, ensuring families have the knowledge and tools to support their child’s progress effectively.
The Challenge
As About the Kids grew, managing its expanding network of specialists and appointments became increasingly complex. The office staff had to coordinate schedules, track time, and ensure timely payroll processing, all while maintaining compliance with reporting requirements. EISs in the field needed reliable ways to confirm client availability, track their visits, and maintain secure, up-to-date records.
Historically, scheduling and communication relied on spreadsheets and emails, creating inefficiencies and making it difficult to track actual versus planned visits. Time tracking was also cumbersome, requiring specialists to submit paper-based timesheets that had to be manually reconciled before being entered into the county billing system. These inefficiencies not only consumed valuable time but also increased the risk of errors, making it clear that a more streamlined solution was needed.
The Solution
Alchemy Group developed a custom scheduling and time-tracking system tailored to the unique needs of About the Kids. This solution, consisting of two integrated applications—The Bird House and The Nest, transformed both office operations and fieldwork.
For the Office: The Bird House
A custom scheduling and management system designed to simplify operations:
- Calendar-Based Scheduling: Enables staff to schedule and replicate monthly appointments automatically.
- Automated Client Communication: Sends interactive text reminders before and after visits, reducing no-shows.
- Real-Time Data Reconciliation: Gathers data from EISs’ mobile app entries and matches time logs with scheduled visits.
- Effortless Payroll & Billing: Generates on-screen reports that streamline data entry into the county billing system.
For the Field: The Nest (Mobile App for EISs)
A user-friendly mobile app designed to enhance workflow for EISs:
- Easy Appointment Management: Specialists can view schedules, track time, and confirm visits.
- Secure Client Documentation: Provides instant access to client files, allowing for real-time record updates.
- Digital Signatures & Follow-Ups: EISs can collect signatures, schedule follow-ups, and send post-visit documentation.
- Offline Functionality: Works without an internet connection, syncing automatically when back online.
The Impact
The introduction of The Bird House and The Nest completely transformed the way About the Kids operated. Scheduling and communication became more efficient, reducing administrative burdens and minimizing missed appointments. The new system automated time tracking and payroll processing, eliminating the need for manual reconciliation and reducing errors. Most importantly, specialists in the field gained tools that allowed them to spend more time helping children and families rather than managing paperwork.
With a custom-built system designed to scale, About the Kids can continue its mission with greater efficiency and accuracy than ever before. By reducing administrative overhead, enhancing communication, and improving record-keeping, this new software has empowered both office staff and specialists—allowing them to focus on what truly matters: helping children thrive.
“The software designed for our company has streamlined our day-to-day operations and reduced our paperwork by over 95%. Our company uses this software for a multitude of reasons: from the initial referral stages, maintaining confidential records, documenting visits, scheduling with families, assessments, and reports. This has enabled our company to have a database that has grown as we have grown, allowing our program to provide services for children promptly and helping our employees with record-keeping, scheduling, and documentation.”
“Since switching from paper to electronic features of the Nest app, it has allowed us as Early Intervention Specialists to keep better records. We now have access to client files at the click of a button and access to information that is pertinent to their development. The app provides us with better record-keeping and provides us with the ability to maintain notes that are current for clients on our caseloads.”
