RUBY ELECTRONIC DOCS FREQUENTLY ASKED QUESTIONS

What is the cost?

Please contact us for the latest pricing information.

How long has Ruby been around?

Ruby was developed about two years ago, yet it was conceptualized over the past 10 plus years we have been operating at Elegant.

How long does it take to implement?

Only a few days. Once you sign up, we will provide log-in credentials and you can access the web-based platform right away and get started.

How lengthy is training?

Training takes about an hour and you will be able to begin using Ruby. In fact, most people starting out find the system intuitive enough to get going without the training, but we recommend it to ensure you use the system to its full capacity.

How is Ruby HIPAA protected?

Ruby is developed using FileMaker Pro as its underlying framework. FileMaker Pro was specifically engineered for compliance with HIPAA regarding database set up and usage and specifically, the correct version of FileMaker Pro’s security system allows Filemaker to comply with HIPAA by incorporating point to point encryption/AES 256-bit database encryption and user specific security features, such as restricted interface access, and individual user accounts providing identification (via individual accounts) and authentication (via individual user-set passwords).

What are the user-access levels?

Roles/Accounts for general users and administrators are established within the application. Only administrators can access and update the administrative settings and content. End-users/staff can create and update progress notes and associated client content based on pre-established settings performed by the app administrator(s). Staff can also enter time tracking information for timekeeping functions. The administrator(s) also has access to a number of reports and other key functions.

What is the System Configuration?

Ruby is networked and is accessible via any Internet connection-either wired or wireless via www.rubyelectronicdocs.com Users only need an iPad device or a personal computer/laptop with a web browser and Internet access to use the system. Connectivity to the cloud-based FileMaker database is available anywhere there is an Internet Connection.

What are some contingencies & alternative modes of operation?

The Ruby application and database is developed, installed, and maintained in Albany, NY and hosted in Atlanta, GA, with backups in Albany, NY and Atlanta, GA. The system is designed to fully protect and safeguard sensitive client information via 128-bit encryption as well as provide a secure and reliable means to backup and recover information in the event of system failure or accidental data deletion, etc. Backups of information are performed on a daily basis using redundant, off site storage. With respect to disaster recovery, the entire system is backed up nightly in multiple locations and can be restored in minutes. The system is cloud-based and hosting can be made available in any of multiple locations in the event that one of the hosting locations goes out of service. Currently the hosting is performed out of Atlanta, Georgia, though there are multiple, redundant locations across the country.

If Ruby were to go out of Business…

Simple, print out the progress notes and get all the reports directly and go back to printed and paper copies. Ruby just replicates the paper process.

How do you change the User ID and Password?

Account management is a function that is available only to administrators. Information regarding the management of staff user account user ID’s and passwords is available. System users have two basic modes of operation—administrative or user-level. If logged in as “admin” or an account assigned administrators rights, users can also click the “admin” (restricted access) button to access the administration features. All users may perform progress note entry and updates, log their time worked (time entry information), log administering client meds, and view (read-only) client information.

How do you enter and update progress notes?

Clicking a client image or clicking the “edit progress note” icon will bring the user to the progress note screen. By clicking a client image, a NEW progress note is created. By clicking the “Edit Progress Note” icon, users may either edit or review an existing progress note.

How do we file an incident report?

Your agency incident report can be dragged into this field so that staff can automatically be cued to enter the incident report upon entering in the progress note.

How do I do Staff Time Tracking?

Clicking the staff time entry icon from the main screen. It can be accessed from the Staff Entry Screen. The staff name is automatically picked depending on which staff member currently logged into the system. The date is auto entered as is default values for time in and time out. The user can change the time and date, but not the name. The total time is auto calculated and displayed in hours. From this same screen, by selecting icons along the top bar, an administrator can also add a time entry (or delete one) for any staff member or view any time records entered. They can also access the reporting module.

How do I do Staff Check-In’s?

Clicking the staff check-in icon from the main screen, launches the Staff Check-In Module that allows a system user (staff member) to check-in. This same screen may also be accessed from the Staff Entry Screen. The staff name is automatically picked depending on which staff member was currently selected when entering the Administrative Functions module. The date and time (timestamp) is auto entered as is default value. From this same screen, by selecting icons along the top bar, an administrator can also add a check-in entry (or delete one) for any staff member or view any check-in records entered. They can also access the reporting module.

How do I have staff administer client medications?

Clicking the Administer Client Meds icon to the far right of the client picture from the main screen, launches the Staff Administer Client Meds module that display the appropriate Client Drug. From this screen, the staff member can administer a client drug by clicking “Administer This Med.” A list of drugs will appear if they have been entered from the client in the administration module. Clicking “Administer This Med” takes the staff member to the Drug

How do I view Client Info?

Clicking the “View Info for:” icon to the right of the client picture from the main screen, launches the Client Entry (Information & Administration) Screen. This allows staff members to view detailed client information. System Administrator may also revise this (and other) information.