How do I access the software ?
Penelope is an entirely web-based application, meaning that all you need to access the software is an internet connection and a web browser (such as Mozilla Firefox or Internet Explorer). If you are hosting Peneope on your own server, then you don't necessarily need to access it securely across the internet (although you may if you like), you would simply access it across your local area network without needing any kind of internet connection. It's just that easy!

Do I need to install anything on my computer?
If you are a case worker with a case load of clients, you will need to download a small free browser add-in called "java" from www.java.com. But beyond that, there is no additional software required to use Penelope.

What operating systems can we install the system on (server)?
On the server-side, Penelope can run on practically any operating system - from Windows 2000 to Vista, from Mac OSX 10.1 to 10.5, from Red Hat 7.3 to Enterprise 4 (and many many more!) Click here for more details on Penelope's technical specifications

What kind of computer do I need to access the system?
As long as you have an internet connection and web browser, any computer running an operating system from the last ten years or so will do! Click here for more details on Penelope's technical specifications

Is my data secure?
Absolutely -- Penelope uses extremely high grade SSL encryption in order to ensure that all data being transmitted to and from the server is encrypted in transit. In addition, no traces of any transactions with the server are left on the workstation after using Penelope. What's more, our data hosting facility features state of the art security , redundancy and reliability capabilities. [Find out more...]

If we host it, what are my options for support?
If you install Penelope on your own server, there are 3 levels of annual technical support packages you may optionally purchase after the initial 90 day free support period. [ Click here for more details on these options ]

Can I use my PDA or IPhone?
Yes, as long as your PDA has a fully functional java-enabled web browser, you will be able to access Penelope. For example, with the exception of the caseload applet, you can access Penelope with Safari on the iPhone and iPod touch.

Does it sync with Outlook?
At the present time, for security and confidentiality reasons, you cannot sync with Outlook. Once data leaves Penelope, we cannot be sure that it will be kept confidential and secure so we don't allow offloading to third party systems at the present time.

Are there additional licensing costs with the purchase?
No, there are no additional licensing costs beyond those which are included in the purchase. All of our components - such as our web server, database and java components - are open source and so you don't have to pay any additional licensing costs for any third party products such as MS-SQL or Oracle licenses. You can even install and run Penelope on many free open source operating systems such as CentOS and Debian - saving you hundreds or even thousands of dollars.

Can I build my own reports?
There are at present over 140 reports already built into Penelope. These reports each contain selection parameters that allow you to filter the data that is returned according to your requirements. In addition, with the free ODBC driver, authorized users can export specific datasets into third party applications such as MS-Excel, Crystal Reports, MS-Access, SASS and SPSS. In this way, you can build your own reports and mine your data in any way imaginable! On request, we can also build custom reports to your specifications directly within Penelope (additional fees may apply).

Can we migrate our existing data into Penelope?
Yes, either on a one time basis or many times, on an automated "update" basis - we provide comprehensive data migration services for your organization to convert your legacy data into Penelope. If you can export your data in to CSV or tab-delimited format, our staff can provide a quote and timeline on how your data can be imported into Penelope.

Can I customize the system?
Yes, Penelope has many user-defined features that system administrators can add, edit or toggle on or off as your agency's needs change over time. This can be done quickly and easily, without incurring any additional expense and without requiring any specialized computer skills or experience. For example, you can quickly and easily build custom clinical templates, surveys, instruments or documents directly into Penelope so that they can form part of the integrated digital case file. You can also create custom user permissions and security settings, create your own custom intake / admissions documents and configure every drop down list or lookup value to your specific requirements.

Does it do billing?
Yes, Penelope has comprehensive and advanced billing capabilities, making it easy to invoice and record payment for any kind of funding arrangement. Our 'shopping cart' model makes it easy to record relevant service item (eg. CPT) codes for each service encounter or event. Penelope can effectively handle invoices, discounts, write-offs, and payments logged against the full range of funder types (EAPs, private insurers, Medicaid, government contracts, out of pocket / fee-for-service clients, etc.). Penelope can also be used to create pre-populated CMS-1500 forms and can generate HIPAA x837 EDI files for submission to payors or clearinghouses.

Does it interface with other systems?
With an ODBC driver you can export the data out of your system to Microsoft Office applications such as Word, Excel and Access - for the purposes of data mining, mail merging or other report creation needs. We have created web services interfacing with other applications and databases for specific projects around the world - with this demonstrated experience in successfully executing customized interface/ interchange projects, we are pleased to explore these types of projects with your team to determine scope and feasibility.

Can I generate EDI / electronic claims with Penelope?
Yes, Penelope can generate pre-populated and pre-formatted HIPAA x837 EDI claims to submit to payors or clearinghouses. Penelope even has comprehensive error-checking validation processes to minimize the potential for denials.

Does it track Medicaid / Insurance authorizations?
Yes, Penelope tracks and 'counts down' client's authorizations and limits - whether they are unit limits, date limits or dollar limits. Management staff can monitor these limits across the agency and ensure that when coverages are nearing depletion, reauthorization steps can be taken - thereby enhancing continuity of service, reducing denials and preventing non-reimbursable services. If a staff member records services for a client whose authorizations have elapsed or been depleted, they are presented with a large warning alert urging them to seek reauthorization.

Does it have reports?
Yes, Penelope has over 130 reports available to you, covering a wide variety of filterable data. These include management reports, outcomes evaluations, demographics reports, statistical reports, funder-specific reports, case and client reports, worker reports, and many more!

Who is Penelope anyway?
Penelope was the wife of Odysseus in Greek mythology, famous for her fidelity and strength of character.

How long has your company been around?
Athena Software has been in operation since 2001. We are a rapdily growing global company focused on Penelope - our world class client information management systems for health and social services.

Can I get some references from clients of Athena Software?
Absolutely - ask us for references for agencies like yours and they'll share with you their experiences with our deployment process, the features and functionality of Penelope and the kind of support we are renowened for.

Can we monitor outcomes?
Yes, Penelope features a custom outcomes evaluation component that allows any number of surveys to be easily incorporated by the system administrator at the agency. Surveys (eg. client satisfaction, self-reported ratings, depression index, etc.) can be easily accessed and applied to individuals at the pre- mid- and/or post-service stages depending on the nature of the survey.

Can I build my own forms or documents into Penelope?
Yes, Penelope allows you to create fully customizable templates/ forms / documents and outcomes evaluations reports as needed with no special computer knowledge or costs.

Can I attach word documents or scanned files into the system?
Yes, outside files (of any type) can be attached to specific screens and securely stored on the server. The pages within Penelope to which files can be attached are set by the System Administrator through the File Attachment Settings link. In addition, templates can be stored and uploaded from various locations within Penelope by searching for a template and storing it in a specific template category.

Does it work on Macintosh / Apple computers?
Yes, absolutely! (It also works on the iPhone and iPod Touch!

How often will the price change for the ASP?
We reserve the right to change our pricing at the conclusion of your license subscription term, but in practice we have not raised our prices in the past 3 years. If this is a concern for you, you can purchase multi-year subscriptions at a "locked in" rate.

Do I need an IT person to set up the software?
If we host the system, you just need a web browser like Internet Explorer or Firefox to use the system. If you opt to host Penelope on your own server, then as long as we have some form of remote access to the server (eg. Remote Desktop, SSH, gotomypc etc), then we'll happily install the software at no additional cost to you.

How many computers will I be able access this on?
You can access the system from any computer - the licensing is based on the number of simultaneous users and not the number of computers or staff people who use the system.

Is this just for counseling centers?
While Penelope is a great fit for counseling centers and organizations that provide face to face individual, couple and family therapy, Penelope has been designed to be a compreheneive and flexible client information management software solution for a broad range of health and social service organizations. Penelope has been successfully deployed at large multi-service behavioral health organizations, community support organizations, agencies providing substance abuse, residential treatment, outpatient and wrapround services, family court clinic support services, PHA/ AIDS service organizations, health promotion organizations, solvent abuse treatment centres, university counselling centers and many other types of organizations across the United States, Canada, the Caribbean, the United Kingdom, Europe and Australia.

What are the server specs if we decide to host Penelope?
It really depends on the number of concurrent users that will be accessing Penelope, if there will be other applications running on the same server and your requirements regarding redundancy and fault tolerance. You may use this as a very rough "ballpark" estimate for 15 active simultaneous users with the server running only Penelope: 4GM RAM, P4 2.6 GHZ, 72 GB HD @ 10,000 RPM. [Find out more...]Contact us at info@athenasoftware.net or 866.806.6014 for more details on the server specifications.

What kind of support is avaiable?
We are renowned for providing the highest level of timely, responsive and friendly support for our clients world-wide in order to ensure that you can get the most out of the system in the most effective manner possible. We also provide you with differing support options so that you can select the option that best suits your needs. [Find out more about your support options...]

Can you give me an example of how concurrent user licenses work?
We price Penelope based on your use of it - you only need to pay for the licenses for the maximum number of people who are logged in and using the system at any given time. You may have as many staff members with accounts and you may access it from any number of computers, but the licensing is only based on the number of people using it at any given time. For exmaple if you have a single user license, you may login but no one else. If others try to login, they will get a message saying that your maximum number of licensed users has been reached. Once you log off, someone else may login. Similarly, if you had a 250 concurrent user license, once the 251st person attempts to login, they will be presented with a message indicating that the maximum number of concurrent users has been reached with the current license.

Can this work at multiple sites?
Yes - when we host it, all you need is a broadband internet connection. If you host Penelope, you can set up remote sites to access it in a number of ways including HTTPS/ SSL access, Remote Desktop / Terminal Services or VPN, depending on your preference.

How do you do updates to your software?
When an update is ready, we'll prepare a document detailing the enhancements in the update and we'll email the contact staff at your organization. You can then decide when you would like the update applied and we'll schedule it to have minimal disruption to your operations. For example, we'll login to your system at say, 5am on a Sunday, update the system and exit in less than 3 minutes; instantly your system is up to date, with no modifications to any other computers required!

How often do you provide updates?
Typically updates are released about once every two months. Thanks to a continuous cycle of customer feedback , feature requests and development, we are continuously improving the system to add features and functionality, streamline processes and add reports.

How can I be sure our data won't be lost?
While complete and utter large scale disasters can never be completely disregarded, Athena Software has implemented numerous levels of redundancy into our hosted operations that go a long way to ensuring your data is safe and secure at all times. After a recent instance of serious hardware failure, this disaster recovery and redundancy system was put to the test and the many dozens of organizations involved didn't lose a single byte of data and were back up and running with minimal disruption! From a data protection perspective, the first point of redundancy we've deployed are disk arrays with multiple redundant disk controllers to ensure that if one drive experiences hardware failure, the other mirrored drives will continue to function without data loss. Secondly, at scheduled times throughout the day, complete backups are outputted to disk and sent securely to a secure remote location. There are multiple drives on this remote system and the backups are copied to each drive. Backups are stored for 30 days before being completely erased. Data is always stored in protected facilities with both technological and physical security provisions in place. Many of our client organizations tha host their own systems also contract us to perform automated off-site backups for them and we have been pleased to save them from disaster through this service on many occasions (it is safe to say that they found this service to be money well spent!).

Contact us for more information at info@athenasoftware.net or sign up for a free online tour of the software. After a free online demo provided by one of our knowledgeable sales staff, you'll be able to try an online demo version of Penelope for 30 days. Online or on your Server, Penelope Client Management Software empowers your organization to move forward with confidence.