In 2016, Heather Monoc and her mother struggled to find high-quality home care for Monoc’s grandmother. Seeing a need for highly skilled, compassionate home care professionals for seniors, Monoc founded Right Hand Senior Care, a non-medical home care provider. Her experience with Right Hand led her to start P2 Owner Support Services, a company that supports home care agency owners and operators.
Today, Monoc and her team at P2 assist multiple agencies in six states, which support hundreds of clients and caregivers. The organization has expanded into Massachusetts, Louisiana, Texas, and Georgia. The organization grew so fast that Right Hand Senior Care was on the Inc. 5000 list of the fastest-growing companies in the United States in 2021.
P2 Owner Support Services case study results at a glance
Hours saved per week
40
Costs saved per month
$4,000
Seniors cared for
Hundreds
HIPAA-friendly, scalable growth
As Monoc’s business grew, she needed a way to easily convert a static PDF Medicaid waiver form into a fillable PDF distributed to her employees. In Louisiana, for example, Medicaid waivers must be submitted to the state in PDF format and, more importantly, comply with HIPAA privacy regulations. Because Monoc and her admin team work remotely, they needed an easy way to submit these forms electronically.
So Monoc signed up for Jotform Enterprise.
“Medicaid in Louisiana requires certain forms, like PDF forms,” she says, “so we needed to figure out how to make something really simple for the caregivers to fill out. And it had to be HIPAA-compliant. We found that capability with Jotform Enterprise. No other form builder I looked at could do all that.”
After signing up for Jotform Enterprise, Monoc began to see other ways she could use the platform to improve quality control, dedicate more time to caregiver support, and even help with caregiver retention.
“When we really started using Jotform Enterprise, it became a game-changer for us,” she says. “Not only were we able to streamline the caregiver service log process, but then we started looking at all our other processes that were on paper, and asked ourselves, How can we implement Jotform Enterprise into this process?”
Cost savings and improved quality of care
A considerable part of home care administration is ensuring that care plans are followed. Before Jotform Enterprise, P2 dedicated an entire staff role to entering data from care logs and checking to ensure they matched care plans. The paperwork had to be stored in a physical office, taking up space and collecting dust.
Manually entering data and comparing it to care plans was cumbersome. The process took weeks; if someone identified an issue, it sometimes wouldn’t be addressed until two weeks after the care log was submitted.
Monoc realized early on that using paper care logs would not be scalable as her business grew. The admin team often spent hours contacting caregivers who didn’t turn in their care logs.
“Before Jotform Enterprise,” she says, “I had one person reading service logs and matching that with the plan of care to see if the plan matched. Now, because that’s all automated, we’re able to be more responsive and there’s less errors on matching what’s actually happening with what’s supposed to happen.”
With Jotform Enterprise, caregivers record their work electronically, so Monoc and her team can review care logs and verify that care plans are followed the same day. Storing care logs electronically in Jotform Enterprise allowed Monoc and her team to create a database to manage care better and automatically generate reports.
In addition to improved quality control, Monoc saved money on labor by eliminating the need for manual data entry. Monoc was able to restructure a data entry role into a caregiver support role, so that she only had to hire one staff person for data quality control instead of two, saving almost $1,000 and roughly 40 hours on labor each week.
We repurpose all of that time saved with Jotform Enterprise into doing more specific things that make our agency stronger, like customer service and caregiver support, which helps grow the agency and bolster our reputation.
Heather Monoc, Cofounder and CEO, Right Hand Care and P2 Support Services
Increased caregiver retention
The professional caregiver industry has an almost 80 percent turnover rate, so P2 uses Jotform Enterprise to help ease some of the administrative burden on caregivers, making their jobs a little easier.
For example, staff created onboarding and training apps to ensure caregivers are adequately trained. All the appropriate onboarding information is stored in one app, so caregivers can quickly get to their jobs. Tools like Jotform Apps have given P2 a competitive edge over other home care companies.
“I love Jotform Apps,” Monoc says. “We really started implementing them a year ago. Now, we have several different apps. We have one for caregiver applications, one for onboarding, and a pre-hire app. It’s customized just for applicants, so they can fill out the application, the background check, consent, they can upload their IDs, socials, everything they need to get hired.”
P2 has even created training modules for new hires by embedding videos in its onboarding forms. The training modules use conditional logic and prompts to easily move new hires through the onboarding process.
In addition to training caregivers, P2 used Jotform Enterprise to train office employees and create standard operating procedures that guide administrators through processes. Monoc says that conditional formatting helps her staff find answers quickly and easily.
Another huge advantage of online onboarding and training tools is that they can be done virtually. Caregivers in rural areas don’t have to drive hours round-trip just to fill out paperwork and complete training.
With Jotform Enterprise, employees don’t just save time on onboarding tasks. Since P2 went paperless, caregivers no longer have to drive 20–30 miles per week out of their way to turn in physical care logs, making P2 a more desirable company to work for.
P2’s efficiency trifecta
In addition to easing the administrative burden for caregivers, Jotform Enterprise has smoothed out processes in P2’s central office. Monoc and her team integrated Jotform Enterprise with monday.com and Google Drive to create an efficiency trifecta. Monoc says her team does 95 percent of their work with these products.
“Between the Jotform Enterprise, Google Drive, and monday.com automations,” she says, “we’re able to streamline all of our tasks in that way so that there’s visibility to the operators and to me and to everybody on what’s actually happening with this particular process.”
The combination of Jotform Enterprise, monday.com, and Google Drive is all Monoc needs to keep her business running smoothly.
“We use monday.com for all of our task management, and we use Google Drive for all of our document storage,” she says. “All the submissions are automatically pushed to the monday board that we need that particular workflow to live on, and the documents are automatically pushed to Google Drive. It’s labeled exactly like we need it to be labeled, because we’re able to customize that in Jotform Enterprise as well.”
Monoc even used our e-book Jotform Enterprise for Beginners to train an AI model just to help her with all her Jotform Enterprise-related questions. If Monoc and her team can’t figure out how to do something themselves (which is rare), the Jotform Enterprise support team is ready to help. “It’s always been fantastic,” Monoc says.
Jotform Enterprise supports business growth
Looking to the future, Monoc wants to continue providing quality care, growing her business, and focusing on P2’s core value: continuous improvement. And Jotform Enterprise has been a huge part of that process, providing visibility across remote work environments.
“Jotform Enterprise has been a huge part of that growth,” she says. “It gives us not only the back-end functionality that we need, it provides a really tidy user interface with the apps that we’re able to customize. They have our logo. It looks very professional.”
If you’re looking to scale your business and need a professional, easy-to-use interface for onboarding or other critical tasks, consider Jotform Enterprise.
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