AtlantiCare Controls Leave And Supports Employee Satisfaction With Presagia 

A nurse who works for AtlantiCare explaining the status of a test to her patient

Who Is AtlantiCare?

AtlantiCare is a regional health system serving the healthcare needs of southeastern New Jersey with over 100 locations. Its core mission is to make a difference in health and healing one person at a time, while paving the way for excellence across the region. AtlantiCare does so with a dedicated team of almost 6,000 staff members and physicians.

Key Facts  Established: 1898   Industry: Healthcare  State: New Jersey  Number of locations: 100+  Employee count in 2019: 5,948 (up 11.1% since 2014)

AtlantiCare values their employees and prioritizes respect, teamwork and integrity to create a strong and positive workforce, and have seen an 11.1% increase in their employee population from 2014 to 2019. This ongoing commitment to their employees led them to revamp their leave management program in 2014, to increase efficiency and employee satisfaction.

 

A doctor's stethoscope

The Issues

Prior to implementing Presagia Leave, AtlantiCare outsourced their leave management. Unfortunately, this approach was costly, wasn’t fully meeting their employees’ needs and still required a lot of work by the leave team.

The healthcare industry places high demands on employees who work extremely long hours and have inconsistent schedules, leading to a lot of leaves due to stress and burnout. To keep their employees feeling supported and respected, the leave team required real-time access to leave information to support decision-making, and this simply wasn’t possible when they were outsourcing.

AtlantiCare needed a solution that allowed them to be more hands-on, however, they don’t have a large team, so looked to technology to automate as much of the leave process as possible. Mary Ellen Rochelle, Director of Integrated Disability oversees the leave program and two full-time leave specialists perform the day-to-day administration.

Mary Ellen knew that they needed Presagia’s technology to help them maximize efficiency, maintain compliance and reduce costs when they embarked on the effort to insource leave management.

“Presagia is used daily to open and process new claims and to track intermittent leave time. We have approximately 1,000 active claims at any given time. Presagia has also improved the way we manage leave because we’re able to run a report in advance for expected returns. We can then confirm the employee’s return and notify the department.”   - Mary Ellen Rochelle

AtlantiCare's leave team using Presagia to become more efficient

AtlantiCare Becomes More Efficient

2019 LEAVE STATS  Processed leave cases: 1,915 Average cases per case Manager: 638

 

Presagia Leave has boosted AtlantiCare’s efficiency over the years with powerful workflow  automation, enabling their leave team to effectively manage their cases, eliminate double data entry, increase the number of tasks they complete and better prepare for expected returns. “The feature that we find most useful is the leave calculator, it takes the guesswork out of determining eligibility since we use the rolling lookback formula. We also appreciate that the packets are printed for each claim.”   - Mary Ellen Rochelle

AtlantiCare-Case Management Items

 

As you can see, AtlantiCare completed 26,363 case management items (this includes everything that isn’t a letter, such as determining eligibility and entitlement, updating leave status, reviewing medical certification, processing return-to-work, and more) in 2019, a 14.1% increase from 2014.

 

Total Print and Sent Items from 2014-2019

 

We also looked at the print and send items they completed, and found a 22% increase in 2019, compared to 2014. Print and send items include legally required forms like the eligibility and designation notices, as well as best-practice letters for entitlement exhaustion, missing information, medical certification extension, return-to-work, and much more.

 

Presagia Leave’s ease-of-use was integral in making the high leave volume manageable as their population grew, allowing AtlantiCare’s leave team to do more with less effort and keep the focus on helping their employees!

AtlantiCare's leave team member looking at the leave trends

Maintaining Compliance And Gaining Insight Into Leave Trends

When dealing with a high volume of leaves, it’s not only important to keep track of them while remaining compliant, but also to be able to proactively identify areas of risk. Does one department have excessive missed time or are employees taking more leave year over year? Presagia Leave provides AtlantiCare the freedom to dig into their data and create reports at a moment’s notice.

Given that AtlantiCare’s employees work in New Jersey, tracking state-specific laws is essential. The New Jersey Family Leave Act (NJFLA) is one such law, and is unique in how it differs from the Family and Medical Leave Act (FMLA). Under the NJFLA, employees can take leave to care for or bond with their child or to care for a family member with a serious health condition, but can’t take leave for their own health condition. Eligible employees are entitled to 12 weeks of leave during a given 24 month period, unlike the FMLA, which grants eligible employees 12 weeks of leave in a 12 month period. Presagia automatically makes these calculations.

Top 4 Leave Policy Counts and Leave Types

Since maintaining compliance played a key role in AtlantiCare’s switch to Presagia, Mary Ellen is ecstatic to be “able to track how much FMLA/NJFLA time an employee has used and monitor excessive use of intermittent leave.”

We looked at AtlantiCare’s most utilized leave policies in 2018 and 2019 to see how they were distributed and found that their top four leave policies remained the same for both years. Understandably, all counts increased in 2019, alongside total cases, with FMLA increasing by 15.7%, consistent with their employee population growth of 15.9% in the same period.

Atlaticare-Top 4 leave policy counts

AtlantiCare is also able to track their missed time by leave type to better understand trends. The three most commonly utilized leave types remained the same in 2018 and 2019 and also accounted for the vast majority of missed days (96.8% in 2018 and 97.3% in 2019).

Graph for 2018 & 2019 Missed Time by Leave TypeTo gain a better understanding of where this missed time is coming from, we broke it down even further and discovered some other interesting trends along the way!

“Approximately 20% of our claims are pregnancy-related with subsequent bonding leave. Otherwise musculoskeletal injuries are common, followed by anxiety/depression and sadly, cancer.”   - Mary Ellen Rochelle

Missed Time

Graph showing Total Missed Days from 2014-2019In many cases, we’ve seen that when employers transition from outsourcing to insourcing leaves, they see an increase in lost workdays related to the FMLA and other job-protected leaves in the first year or two. This is often the result of underreporting FMLA, wherein employees take leave but no FMLA is designated, putting them at risk of non-compliance. AtlantiCare saw this upward trend in FMLA in their first two years as they were refining their use of the system and their leave process.

Graph showing percent of employees who took leave from 2014-2019

 

 

Now they capture the full picture of their leaves. Investigating this further, we uncovered that while a higher percentage of their population took leave in 2019 (23.9%) than in 2014 (18.9%), this metric has remained relatively steady since 2016! 

 
Graph showing missed days per leave from 2014-2019
 

 

 

We also found that average missed days per leave didn’t rise much. In 2014 the average missed days per leave were 23.2 days, rising to 25 days per leave in 2019. Similarly, average leaves per employee have remained steady over the years.

 


“Our number and duration of leaves is consistent. We’ve tracked our data carefully since January 1, 2014 and our results remain consistent,” said Mary Ellen Rochelle.

Average Leaves per Employee graph from 2014-2019

2019 pie chart showing missed time by department

 

To understand exactly where missed days are coming from, we looked at the top 10 departments with the most missed time. In 2019, these departments made up 20.5% of all missed time, while accounting for 12.2% of the total employee population, warranting additional analysis and review. This information can also help AtlantiCare understand which departments may be overburdened and could use more support.

 

 


"We are extremely happy with Presagia. Their customer service team is patient and works closely with us to ensure that all problems are resolved in a timely manner"


AtlantiCare's leave management all very happy with Presagia

Onwards And Upwards

AtlantiCare has gone through a lot of changes over the past couple of years, from growing in size to offering more services to their patients. The biggest and best change they’ve made? Switching from outsourcing leave management to managing their leave in-house using Presagia Leave!

With the help of the system, AtlantiCare has increased their efficiency by easily determining employees’ eligibility and entitlement and saving time on tasks such as correspondence packages, which are automatically filled out. They also don’t have to worry about compliance, since the system is always kept up-to-date with leave laws. With access to real-time information and reports, the leave team can effectively monitor expected returns, how much FMLA/NJFLA an employee has used, any excessive use of leave and identify departments that are in need of additional support. Maximizing their efficiency and spending less time worrying about compliance means AtlantiCare can effectively manage more cases in less time, and continue to give their all to their employees.