A World of Change and a Bright Future Ahead
A lot has happened since Epic Health Services and PSA Healthcare joined together to form Aveanna Healthcare. The information below will help everyone get a look at where we are, where we’re going, and what’s happening as we all work together to build the nation’s largest pediatric home care company.
How do I use this FAQ?
This FAQ is designed to help you prepare for conversations with your teams. Please do not distribute this. Although not every question will be relevant, you are expected to read and understand this entire document. Reading the entire FAQ will be important because your team may have questions about changes happening in other parts of the organization. This document can help you prepare for the types of questions that may come up. However, in some cases, the answers will be specific to the person or team. Please work with your manager/director to determine the most appropriate customized response.
It is okay not to know all the answers, but you should know where to go to get more information. Part of your role as a Manager is to be an information source for your teams. As we continue to move forward, there may be things we are still working through, and have not yet determined. If you don’t know how to answer a question, or if you aren’t comfortable giving the answer, talk to your direct manager, or leverage the Change Champion network to submit a question.
As a part of our ongoing effort to provide you with resources and information related to the integration, please see the following Frequently Asked Questions (FAQs)
Over last 9 months our field and support teams have been working hard to bring Epic and PSA together to create Aveanna. With this comes change but also the opportunity to build a platform for our future growth. That includes new HR, Payroll, Benefits, EMR systems and ……..
Summary of Changes
- Over the next 9 months all Aveanna PDN and Therapy business units the company will move to Healthtrust as our EMR. Our ABA business will also remain on Healthtrust for billing purposes, but Rethink for clinical. Our Enteral business will remain on BrightTree. There are other outlier system that we will address later in this document
- Currently, almost all legacy PSA patients are on the Hope device. As we transition our legacy EPIC PDN patients/caregivers from paper notes and time keeping to digital documentation and time data we will be rolling out the Hope device in a phased deployment between 10/1/17 and 12/31/17 to all legacy EPIC Skilled patients homes.
- Aveanna Recruiting: In 2018, Aveannna will be changing from current recruiting platforms (Taleo and Workday) to a single streamlined recruiting and onboarding tool call iCIMS.
- As we come together as one company to support a common HR, Payroll, and Recruiting process with seemless EMR integration, Aveanna will be moving to Workday as our HR/Payroll and Financial system on 1/1/2018. This will provide employees opportunity to keep personal information updated, view pay information and apply for Vacation or other leave benefits so that your manager can approve.
Why are PSA and Epic coming together?
Bringing Epic and PSA together fulfills a vision to create a new company, Aveanna Healthcare, that is the definitive national leader in pediatric home care. This vision builds upon the common commitment to compassion, clinical quality, and the highest level of customer service shared by both companies. The promise of our new company is the opportunity to deliver more care, more services, and better outcomes to more families than ever. At the same time, we have the opportunity to become the employer of choice for everyone who chooses to make a difference in pediatric healthcare. The common culture shared by PSA and Epic will make this transition successful in a very short time. Together, we will deliver over 500,000 hours of care a week. We will provide care in more than 180 locations. We will care for 7,000 private duty nursing patients and 5,000 therapy patients. The numbers provide an incredible glimpse of the new scope of our care as well as our boundless potential.
What isn’t changing?
Both PSA and Epic have always shared a commitment to the very highest quality care, and a compassionate approach to help our families and their patients. That deep caring about what we do and the way we do it will not be changing.
In fact, our care should be enhanced as part of Aveanna, the largest pediatric home care company in the nation. With PSA and Epic joining together as Aveanna we now have a tremendous advantage in our markets. We have the opportunity to bring new innovations, new systems, investments in care and training and more to lead our markets in care, compassion and quality.
What is the IMO or Integration Management Office?
Combining EPIC and PSA into one company – Aveanna – is done through a formal integration strategy and plan to ensure long term success. A governance structure must be in place in order to plan and execute the integration successfully. At Aveanna we call it the Integration Management Office (IMO). The IMO’s role is to:
- Drive development of overall integration plans, including all the integration projects, communications plan, and synergy benefits
- Define and manage the integration processes, including functional work plan reviews, cross-functional collaborations, issue management and executive status updates
- Manage stakeholder communications, including company executives, functional resource owners, and acquired company management
- Drive the pace of integration, disciplines and protocols for execution
- Track continuous improvements such as measuring and surveying various areas, incorporating feedback into updated integration processes and tools, etc.
The IMO is lead by Derik Reynecke who work side-by-side with Tallie Lewellen (Support Office Integrations), Becky Hobson (Field Integrations) and Debbie Lewis (Operational Process Improvement)
Our IMO have identified some major projects to bring the companies together. Each of these projects will trigger change events that will affect each employee in the company. The following are a summary of the major projects:
- Overlapping Markets: Aveanna has identified jover 30 locations as potential branches to consolidate EPIC and PSA locations. By the end of 2017, we would have substantially compeleted this consolidation process with a couple of offices to be consolidated in the first quarter of 2018. We do not anticipate any additional consolidations past early Q1 2018. In our major markets we will continue having multiple locations and branding until we roll out our branding strategy (more to come on this);
- HealthTrust for Aveanna PDN and Therapy: For our PDN and Therapy business units the company will move to Healthtrust as our EMR. Legacy PSA locations currently on Encore/Shine/Clinfo will start a phased deployment and integration from 1/1/18-6/30/18. One EMR system will enable us to support scheduling, EMR, billing, and payroll/financial data management for all Aveanna locations. Our ABA business will also remain on Healthtrust for billing purposes, but Rethink for clinical. Our Enteral business will remain on BrightTree. There are other outlier system that we will address separately (PPHC, Pediatria PPECs, Freedmom and Americare.
- Point-of-Care Hope Device Roll-out: Currently, almost all legacy PSA patients are on the Hope device. As we transition our legacy EPIC PDN patients/caregivers from paper notes and time keeping to digital documentation and time data we will be rolling out the Hope device in a phased deployment between 10/1/17 and 12/31/17 to all legacy EPIC Skilled patients homes.
- Aveanna Recruiting: Our recruiting efforts are centralized in Dallas, TX for legacy EPIC locations and we have moved some of our legacy Southeast locations to the Dallas recruiting center. This centralized recruiting will enable us to implement a common best of breed recruiting process and platform for enabling faster growth of Aveanna home nursing services across all lines of business. In 2018, Aveannna will be changing from current recruiting platforms (Taleo and Workday) to a single streamlined recruiting and onboarding tool call iCIMS. The roll-out and impact of this will discussed in additional communications and training.
- As we come together as one company to support a common HR, Payroll, and Recruiting process with seemless EMR integration, Aveanna will be moving to Workday as our Hr/Payroll and Financial system on 1/1/2018. This will provide employees opportunity to keep personal information updated, view pay information and apply for Vacation or other leave benefits so that your manager can approve :
- Change Champions and more information are coming to help communicate the upcoming changes in Q4 ’17 and Q1’18. They will help to create a sense of urgency for upcoming operation changes while identifying change accountability and responsibility, train employees and meet integration objectives.
What systems will we be using in regards to clinical, HR, payroll, billing and how will that affect me?
With the exception of our Therapy group and Freedom Healthcare, all employees will be paid out of Workday, which will also serve as our HR system of record, more on this a little later.
PDN – Skilled – As previsouly stated, our PDN and Therapy business units will move to Healthtrust as our EMR. Legacy PSA locations currently on Encore/Shine/Clinfo will start a phased deployment and integration from January 2018 through summer 2018. One EMR system will enable us to support scheduling, EMR, billing, and payroll/financial data management for all Aveanna locations. Time and Attendance systems for caregivers will still point to the legacy clinical systems, with the exception that, for our legacy EPIC caregivers, we will be moving away from manual time sheets and clinical mdocumentation to the Hope device in Q4, 2017.
For our Internal or office support/admin, time and attendance will move from ADP or other legacy systems to Workday. We will be rolling out training for this in Q4, 2017.
PDN – Unskilled – Our PDN Unskilled will remain on paper notes for the foreseeable future. Aveanna is in the process of rolling our IVR (Interactive voice response) for time and attendance to replace paper timesheets where possible. For our Internal or office support/admin, time and attendance will move from ADP or other legacy systems to Workday. We will be rolling out training for this in Q4, 2017.
Therapy – Our legacy EPIC therapy locations will remain on Healthtrust and time and attendane/payroll in both Healthtrust and a few exceptions remain for our Rehab Associates business in Virgiina and legacy PSA Therapy businesses that will remain on their legacy systems and time and attendance. For our legacy EPIC therapy internal and admin/support staff time and attendance will remain in ExponantHR.
ABA – Our ABA business will continue to use Rethink as their clinical system. With the exception of our PPHC Denver location that will remain on Devero for a short period into 2018. For our ABA internal and admin/support staff time and attendance will move from ADP or other legacy systems to Workday. We will be rolling out training for this in Q4, 2017.
Enteral – BrightTree is our Enteral system for our internal, hourly and office support/admi , time and attendance will move from ADP or other legacy systems to Workday. We will be rolling out training for this in Q4, 2017.
AmericaGroup – Americare Massachusetts will continue using all legacy systems including but not limited to Healthwyze, Call wise, Araty etc. Payroll and attendance will move from ADP or any other legacy system to Workday. We will be rolling out training for this in Q4, 2017.
Freedom Health – Freedom will continue using all legacy systems (Matrixcare/Soneto) and Paychex. During the first half of 2018 we will move all of Freecom away from Paychex onto Workday and at the same time, change from Matrixcare to Healthtrust. The timing of this will be communicated to you in late January 2018.
Rehab Associates – Our Virginia Therapy business will continue using their EMR legacy systems and ExponantHR as payroll system. During the 1st half of 2018 when we will move all Rehab from legacy EMR systems onto Healthtrust and also from ExponantHR to Workday. The timing of this will be communicated to you in late January 2018.
Pediatria PPECs – Our legacy Pediatria PPEC locations will remain on SAM for the foreseeable future but all employees will move from ADP to Workday or payroll.
Can we share cases?
Yes. We can now share cases, co-vend collaboratively, and reach out to each other when we need help, particularly in overlapping markets. In fact, when you have a need at your location, PSA or Epic should be your first call. This is one of the great strengths of our combined company now that we’ve closed the transaction.
What do I say to families already on our care?
We have communications to send to them explaining that PSA and Epic are now together as one, brand-new company. There are many great advantages to those on our care from this merger; however, the main message is the great care they’ve been receiving won’t be changing. In fact, that care can now be expanded with the convenience of receiving it all from the same trusted source. The caregivers they’ve come to know and trust won’t be changing. The only thing that’s different is that Epic and PSA have now combined to bring care from the new recognized national leader in pediatric home care.
What do I tell referral sources?
You can tell them the merger of PSA and Epic is good news. Most important for them, this will be business as usual. They should continue referring to their Epic and PSA Client Relations representatives just as they are today. We are providing all Client Relations team members with a co-branded marketing piece to distribute and discuss when appropriate with referral sources.
Can we go out together to meet with referral sources?
Yes, when meeting with your key referral sources, let them know that it is business as usual. They should continue referring to their Epic and PSA Client Relations representatives just as they are today. We are providing all Client Relations team members with a co-branded marketing piece to distribute and discuss when appropriate with your referral sources. This co-branded collateral is available in your local office/branch. Please go visit the office and obtain your material.
Who will be eligable for benefits in 2018?
Unfiortunately this is a fairly complex question. In short, if you have benefits today you will have benefits in 2018. There are however certain exceptions where certain groups benefits may look different in 2018 than it currently does in terms of eligibility. Our HR team will have a detailed general communication as well as targeted communication to the employees affected by this.
What will happen to my benefits in 2018?
Your benefits will remain unchanged for the remainder of 2017. We are in the process of carefully reviewing both Epic’s and PSA’s benefit plans and evaluating what the appropriate benefit design should be for our combined companies. When that decision is made, we will be sure to let you know exactly what’s changing, if anything. Rest assured, you will continue to have the same quality of benefits available to you as we move forward together.
Our goal for 2018 is to develop and create an Aveanna benefits plan for our employees, including Holidays, PTO, Sickleave, Medical, Dental and 401(k). As we move towards the end of the year, we anticipate holding an open enrollment in the Fall for a benefits effective date of January 1, 2018. More information regarding benefits open enrollment will be provided to benefit eligible employees in fourth quarter of this year.
What does moving to Workday mean?
- All Epic employees will have self-service functionality in Workday to view payslips, file expense reports and manage PTO in Workday as well as change any personal information.
- Time tracking will be done in WD for hourly employees that are ‘regular’ (not care givers); office staff, collections, IT, and warehouse workers (with the exception of exponentHR which will move on 4/1)
- All Epic Managers (those who have someone reporting to them) will have manager self-service functionality in Workday (previously in ADP)
- Recruiting functionality is still TBD on what will be in iCIMS vs WD; want most self service to happen in work day (absence, compensation, time approval, PTO approval, core worker data approval); employee moves is TBD
- Hire ad Terminate People
Can I work for both EPIC and PSA as a caregiver
Yes, from January 2016 this will become a easy process for PDN caregivers to move between locations or work for ore than one locations/brand.
Will there be overtime payments to “dual employees” who work more than 40 hours in a week in total with both companies?
Yes, overtime will be paid to all dual employees who work for a combination of PSA, Epic and any company owned by PSA and Epic, and who also exceed 40 hours worked in a week. There will be a weekly process to compare payrolls and find out who is eligible for overtime pay. These employees will receive a straight time payment for the week they work. Then they will receive a half-time payment the following week for any hours worked over 40 in the previous week. The half-time cost will be applied to the company where the last hours were worked that week. Anyone who has a concern or a question about their paycheck should contact their location director. Location directors at PSA or Epic will then email the concern to the following email address: email@example.com. The Epic payroll department will then review the data to determine adjustments and will communicate with PSA if additional funds should be paid.
Learning and Development
On 1/1/2018 all employees will perform their compliance and other continued education and learning thru Mosbey, Aveanna’s learning and development system. For our legacy EPIC employees, this will mean a change from Learnshare to Mosbey.
Will our name change?
This is a two-part answer. One name that definitely will change is the name of the new company that has been formed by the merger of our two companies. That name has been announced as Aveanna Healthcare and will contain the brands Epic and PSA and all other subsidiary brands held by each company.
The second part of this answer relates to the Epic and PSA brands specifically. A market-by-market evaluation is underway to determine which brand (if any) has an advantage in overlapping markets. A decision will then be made, and a change will be made if one is needed. Some markets will be PSA markets. Some Epic. And others will have both brands. Still others may even move to an entirely new corporate brand. Please be patient as these decisions are made with great consideration and at the local level.
What about the other brands in the Epic and PSA family of companies?
Some brands are in the midst of integration. These will remain with their original branding until integration is further along. Brands that are strong in their market may remain unchanged even for longer periods of time. Again, this will be a market-by-market decision based on a predetermined set of criteria.
What does Aveanna’s Organizational Structure look like today?
Aveanna Organizational Overview
As a part of our ongoing effort to provide you with information related to the integration, please see the following details related to the Aveanna Organizational Structure:
The transaction closed on 3/16/17. Aveanna has its Headquarters in Atlanta, GA and is led by Rod Windley, Executive Chairman of the Board of Directors and Tony Strange, Chief Executive Officer. Aveanna has very strong roots in Dallas, TX where our Texas regional team, our Recrutiing team and one of our two billing centers are located (with the other in Atlanta).
Support & Corporate Leadership
Chief Administrative Officer Team Structure
Ed Reisz will serve as the Chief Administrative Officer (CAO) for Aveanna Healthcare. The CAO role will be to lead IT, Human Resources, Sourcing and Recruiting, Learning and Development, and Benefits and Compensation.
Mike Muncy will serve as the Chief Information Officer (CIO) for Aveanna Healthcare. In Human Resources, Nancy Gibbons has joined as the Vice President of HR in Atlanta. Her team will play a critical role in the integration of our HR Service Delivery Model.
Sourcing and Recruiting will remain in Dallas led by Adriene Crocket. Jasmine Thomason, along with the team in Dallas, TX, will facilitate the process of bringing all recruiting operations together, and she will continue to support the business moving forward.
Learning and Development will be led by Katherine Northcutt. Katherine and her team will merge training programs together to create a seamless training experience for all employees. This organization requires a robust training platform with a comprehensive training program to include IT, clinical, human resources, billing, compliance and business operations.
Below is an organizational chart that outlines this structure.