The Six Most Important Features for Your EAP Software

by Caitlin Feehan

When searching the market for Employee Assistance Program (EAP) software solutions, it’s a good idea to have an extensive checklist of each provider’s features and benefits on hand to ensure you have all the information you need to make an informed decision.

There are several features that should be basic components of any EAP software. For example, your scheduler needs to be able to track phone and clinical contacts, as well as consultations, travel time, and mileage. It should also be able to track all client demographics and configure automated workflows to help ease the administrative burden faced by your staff. Finally, it should be able to generate real-time utilization reports and have built-in billing capabilities for you to keep track of contract limits, invoices, payments, and more.

If the EAP software system you’re evaluating does not have the fundamental items in the list below, it might be time for you to start looking elsewhere!

1. Security

IT technician in secure server roomWhether the EAP services you’re tracking are internal or external, the security of the data you’re trusted with should be your number one priority.

All software providers that you consider should be ISO 27001 certified. This certification verifies that a company’s business operations have been independently approved and are confirmed to be following the global standard for managing data securely. To put it simply, you can trust software providers with ISO 27001 certification, like Athena Software, to keep your data safe.

It’s also important to choose a SaaS (Software as a Service) solution rather than hosting and managing your own servers. SaaS solutions are less expensive, require far less maintenance, and are much more secure than on-site hosting. Our SaaS facilities, for example, feature advanced layers of physical, technological, and administrative security controls to ensure that your data is always safe and available.

By choosing an EAP software solution that employs a SaaS model and is ISO 27001 certified, you can rest assured that your data is secure.

2. Billing

woman doing billing on computerIt’s important to keep billing in mind when searching for the perfect EAP case management software. Comprehensive billing capabilities are necessary to create a reliable and up-to-date database.

For example, Penelope’s integrated policy feature allows users to track each client’s coverage, including session limits and which services are covered, as well as contracted rates for each service. By adding services to the cart as part of each appointment, users can track usage and coverage balance in real time. 

It’s also possible to set up multiple policies per employer and track usage by department, giving service providers an in-depth view of services used across the organization.

3. Flexible Reporting

two women work on reporting on laptopThe data you enter into your client management system belongs to your organization, so you should be able to analyze and visualize it using any report type you want.

Penelope includes over 130 standard reports, including a built-in utilization report. These reports allow your employees to get a deeper understanding of overall service usage and delivery statistics, which can be broken down by service (e.g. counselling or dispute resolution), department, units of service (e.g. 60-minute counselling sessions), presenting issues, issue resolution, employee demographics, and more.

Our software also provides you with the freedom to export your data to applications such as Excel or Crystal Reports via an Open Database Connectivity (ODBC) interface, where it can be organized in an unlimited number of ways.

Additionally, Penelope offers access to Tableau data visualization software, an add-on module that contains pre-built reporting dashboards. If you have very specific reporting requirements, our data specialists are happy to build personalized reports tailored for your needs.

4. Form Creation

man in a striped shirt works on forms on computer Most EAP software options have a way to create custom forms and documents. Penelope goes one step further by offering our unique Smart Forms and Engage tools.

Smart Forms is the name of our custom form creation tool, which allows you to create an unlimited number of templates for forms, surveys, assessments, and letters. Penelope Smart Forms definitely lives up to its name, as it gives you the ability to auto-populate data, create conditional questions that will show or hide additional sections based on user responses, and receive flags or alerts triggered by responses.

Engage is a tool within ClientConnect that allows you to send forms to your clients directly from Penelope. Clients can fill out these forms at their convenience on their computer or mobile device and the finished forms will be automatically saved to their file in Penelope, making them much easier to locate later.

5. Intake

woman struggles with paper forms during intakeEAP professionals spend too much time completing client intake forms, which gives them less time to focus on providing exceptional client service. It’s important to choose case management software that allows for quick and easy client intake, so that some of this time can be freed up.

Penelope includes a configurable, easy-to-use intake form with the option to track custom demographics, presenting issues, emergency contact information, and more.

To make intake even easier, we designed a product called Add.Me, which allows clients to securely self-register in the system. Your organization also has the option to add multiple clients at once by bulk-uploading them in CSV format.

Add.Me also connects with Penelope’s built-in wait list function and automated workflows, giving staff members visibility into new additions as they happen.

6. Automated Workflows

two men working on an automated production lineSpeaking of automated workflows, let’s go over how they can help you.

An effective automated workflow takes out as much of the manual work as possible, creating a simple and seamless “flow” between actions. These actions include events like a new client being added into the system or a document being submitted. Once one action is completed, it triggers another action, like sending an email or text notification to the client.

For example, let’s say that one of your organization’s issues is that employees often forget to complete session notes after meeting with clients. To fix this, you could set up Penelope to automatically send an email to workers once attendance for a session has been marked, reminding them to log their notes. This means that busy employees can’t forget to complete their notes, because the system will remind them on cue. If you want to make your internal processes more consistent and efficient, automating your workflows in Penelope is a great option.

With these tips in mind, you’ll soon become an EAP software expert! 

If you want to see the complete list of features that should be a part of any comprehensive client management system, check out our 63 Case Management Software Essentials e-book.

Want to learn how Penelope can help your organization? Book a demo by filling out our contact form, and we’ll get in touch to set up a date and time to walk through the system with your team.

 

Is Penelope right for you?

If you’d like to know more about how Penelope can work for your organization, we’d love to help. Fill out our form or give us a call.

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