HealthRoster & HealthMedics. Software to manage your entire workforce and ensure safe staffing based on patient need

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1 HealthRoster Staffing and Aged Workforce & Community Solutions Care HealthRoster & HealthMedics Software to manage your entire workforce and ensure safe staffing based on patient need

2 Introducing Allocate HealthRoster and HealthMedics, used by over 300 healthcare organisations to ensure a patient-centred approach to workforce planning and delivery. Our approach integrates the rosters and activity of all staff groups including medics, nurses, and multi-disciplinary teams, whether permanent or temporary, to ensure that all staff time is used effectively and efficiently, resulting in happier staff and a better patient experience and outcomes. HealthRoster is the e-rostering and temporary staff solution which deploys over a million nurses, nurse assistants and other staff groups in more than 400 organisations worldwide. The solution delivers benefits across all departments, from Nursing and HR, through the rostering team and finance, all the way to the Board. HealthRoster SafeCare gives Nursing Directors visibility of staffing levels across wards and departments, allowing them to maintain safe and compliant patient care based on patient numbers and acuity and dependency. The solution is part of HealthRoster, enabling day-to-day operational changes to the roster in real time and facilitating the redeployment of staff across wards to avoid underor over-staffing. HealthMedics provides a revolutionary way to manage the entire life cycle of the medical workforce from consultant job planning, leave and schedules to junior doctor rotas and medical revalidation. HealthMedics includes the innovative Clinical Activity Management solution. Fully integrated to HealthRoster, CAM brings together multi-disciplinary teams and puts the patient at the heart of the workforce planning process. By offering the option to capture the actual activities medics are required to deliver, as well as the schedule of time slots, HealthMedics allows medics time to be organised against the required clinical activity. Part of the Allocate HealthSuite HealthRoster and HealthMedics are part of The Allocate HealthSuite. The Alllocate HealthSuite also includes HealthAssure, HealthPerform, HealthProcess and our RealTime PatientFlow solution for inpatient and emergency department settings. The combined suite brings together workforce, patient flow, governance, risk and compliance software. It is used by over 400 health & care organisations world-wide to plan, manage and understand people, patients, beds, processes, performance & compliance.

3 Clinical Activity Management Revolutionise workforce planning and patient experience by organising resources including all staff around a clinical activity such as a clinic or theatre session. CAM tackles the problems associated with the separated systems used in medics and nursing rostering and management, a disconnect that frequently leads to cancellations, inefficient staffing levels, time-consuming processes and compliance issues. CAM helps organisations to ensure that clinical activities are delivered by the right people, in the right place, at the right time. CAM works by scheduling clinical activity, whether that activity is a ward round, a theatre session or a clinic session, and assigning a lead or principal, typically a consultant, for that activity. We can better ensure that the optimum levels of substantive staff are available for clinical duties, thereby enhancing patient care and enabling us to meet the trust s Key Performance Indicators. Northern Devon Healthcare NHS Trust HealthRoster Aged Allocate & Community HealthSuite Care In a series of scalable steps and based on profiles defined by the organisation, the system is then capable of assigning other personnel such as junior doctors, specialists, nurses and the support staff required in order to deliver the activity to the patient. Allocate HealthSuite. Bringing it all together.

4 The project has delivered real and tangible benefits to our Trust through improving staff utilisation, reducing clinical risk by ensuring that the right staff with the right skills are rostered to meet clinical demand, improving payroll accuracy and reducing administration burden on Clinical, Payroll and HR Staff Joseph Donovan, Project Lead, Chelsea & Westminster Hospital NHS Foundation Trust HealthRoster applications HealthRoster, developed in close collaboration with our healthcare customers, comprises of a number of integrated applications on a single platform. HealthRoster removes onerous processes by automating roster creation, saving time and effort while making better rosters for both patients and staff alike. HealthRoster also gives Directors of Nursing and their teams visibility of staffing levels across all wards and departments, allowing them to maintain safe and compliant patient care based on the staffing levels required to match patient numbers and acuity. The application also allows day-to-day operational changes to the roster in real time and facilitates the redeployment of staff across wards to avoid under- or over-staffing. In addition, HealthRoster provides a range of reports and dashboards designed to give managers all the information they need to be more effective and build productivity. Avoidable Cost Reporting tells you where you are missing out on potential savings, showing trends and projections. Absence management reporting makes it quicker to spot trends in sickness absence. HealthRoster Nursing Removes the time-consuming process of managing the rosters of nursing staff, allowing nurses time to be freed-up from admin and releases time to care. HealthRoster Nursing also objectively aligns nursing resources based on rules defined by you to ensure that patient needs are reflected. The solution replaces existing paper-based processes across departments to enable smarter, safer, fairer and more efficient rostering. Reporting functionality, including a unit summary dashboard, gives a single view of all the important information and allows the organisation to identify trends. HealthRoster Non-Clinical staff Designed specifically to manage and monitor hours worked, as well as absence of non-clinical personnel. HealthRoster Allied Health Professionals AHP-specific functionality objectively aligns the resources of Allied Health Professionals to patient demand, to enable safer, more efficient and objective staff rostering across all areas, including labs and clinics. HealthRoster Community Having an understanding of where a member of staff is working as well as when, is particularly important for services that are delivered outside the hospital setting. HealthRoster Community allows you to manage the location as well as the time period within a single roster. HealthRoster BankStaff A fully integrated temporary staff management system which ensures that appropriately skilled staff are deployed for vacant shifts, reducing both the clinical risk and agency spend. The capability also significantly streamlines the entire process by automating the allocation of available staff, managing the role of external agencies and providing a direct interface with HR and payroll systems. Employee Self Service The web-based application designed to give all staff home access to their individual information and rosters, so that individuals can view and manage when they are working and where, check and book holidays, submit casual shift requests and view their training and timesheet information. Available on ipad, iphone or PC. HealthRoster SafeCare HealthRoster SafeCare gives Nursing Directors visibility of staffing levels across wards and departments, allowing them to maintain safe and compliant patient care based on patient numbers and acuity and dependency. The solution is part of HealthRoster, enabling day-today operational changes to the roster in real time and facilitating the redeployment of staff across wards to avoid under- or over-staffing. As a result, the solution allows more efficient use of temporary personnel by ensuring the optimum use of substantive staff.

5 HealthMedics applications Designed by medics for medics, the HealthMedics solution delivers a revolutionary approach to managing the medical workforce. HealthMedics supports and simplifies the complex task of planning and managing medical staff time, leave and absence. Completely integrated with HealthRoster, the solution allows you to apply Clinical Activity Management (CAM) where appropriate, or simply schedule medics based on date and time. The solution enables you to flexibly mix and match how your medics time is planned, either starting with a specific clinical activity, a theatre session for example, or a period of time that requires cover. CAM enables organisations to roster the activity itself as well as the staff required to lead and support that activity. It provides planning, management and integration of activity across the entire workforce. The CAM functionality in HealthMedics streamlines the management of clinicians and can dramatically improve productivity, ensuring that clinical resources are redeployed when necessary and reducing the use of temporary staff. It reduces the number of cancelled clinical activities, safeguards quality of care and improves the patient experience. HealthMedics Clinical Activity Management Supports and simplifies the complex task of managing and maintaining medical staff schedules, enabling you to improve the allocation of staff in line with patient needs. It allows you to make the maximum benefit of your consultant workforce providing a complete understanding of not only who is working, when and where but also on what activity. This facilitates effective redeployment of staff when last-minute cancellations occur, for example, and enabling the most efficient use possible of available resources. HealthMedics reduces temporary staff costs through more efficient use of substantive staff and balances leave and holiday arrangements, to avoid leave spikes and the need for bank or agency staff. HealthMedics Junior Doctor Rotas (e-rota) Planning rotas is an essential part of organising the medical workforce. Junior Doctor rotas can be particularly challenging as they need to comply with two different sets of rules, the New Deal and the European Working Time Directive (EWTD), which specify different hours limits and rest requirements. HealthMedics - e-rota is the perfect solution for creating New Deal and EWTD compliant rotas, and tailoring them to service and training needs. A clear interface and a host of user-friendly features allow you to create a bespoke solution that works for your set of doctors. e-rota enables you to anticipate rules breaches and so avoid significant unexpected costs that may arise from non-compliance. Consultant Job Planning (e-jobplan) The most common method for writing job-plans is with paper or Excel templates. This approach is viewed as relatively inexpensive. However, in reality paper job planning can become an unnecessarily time-consuming paper-chase that is inconsistently applied across consultants. It can also result in a poorly controlled process, often driven by the needs of the consultants and not the trust. HealthMedics e-jobplan overcomes all these difficulties. It ensures the format of a job plan, and the way PAs are calculated, is consistent across the entire trust. The system is sufficiently flexible to allow job plans to be correctly calculated for consultants and SAS doctors. e-jobplan caters for complex job plans spanning long periods of time and supports annualisation. Within the system a trust can set limits on the number of PAs that can be added to a job plan. These settings can either warn a consultant that they are exceeding a limit or prevent a consultant from adding more activities. e-jobplan also allows a trust to track the progress of job planning and scrutinise activity/ PA data at any level in the organisation in real time. The exception reporting functionality allows a user to report on job plans that are above set limits. This information ensures problems are highlighted immediately and can be managed in the most appropriate manner by the trust.

6 HealthRoster and HealthMedics what they do One platform for many processes HealthRoster and HealthMedics CAM is a fully integrated solution that manages the entire workforce, from staff working preferences, absence management and rostering to temporary staff and payroll integration. One-Screen, One-Click Our experience shows that rostering systems need to be fast and easy to use, particularly if clinical staff are to engage with the solution and embed it in their everyday working lives. For this reason we developed our One-Screen, One-Click principle. All the information is accessed from one screen, rather than multiple screens, and the key actions are accessible with just one click, making it easy to use and freeing-up time to care. One solution for all staff groups HealthRoster combines with HealthMedics meaning all staff groups are deployed through one system. In recognising that rostering of multi-disciplinary teams simply cannot be accomplished by separated systems, the solution makes the management process straightforward, featuring functionality that provides data fields tailored to the requirements and working characteristics of different staff groups. Powerful Reports and Dashboard Include views based on an organisational perspective, by activity or location. Reports to aid operational decision making and overview and scrutiny. Access via mobile devices Making it easier for the entire workforce to access information and engage with the software. Absence Management Tools Unrivalled absence management tools, for sickness, leave or study days. Efficient job planning is becoming a priority for all Trusts in these financially challenging times. Increasingly we are using e-jobplan to review job plans in forensic detail to ensure the service is provided in the most appropriate and efficient way as possible. If we were using a paper-based process, the level of detail we are able to utilise at the push of a button simply wouldn t be available. Andy Boden Interim ER Manager Hinchingbrooke Health Care NHS Trust

7 HealthRoster and HealthMedics the benefits HealthSuite is transparent, objective, fair and easy to use for all stakeholders wherever they are in the organisation. Benefits include: Maximises quality of patient care aligns staff levels and skills mix based on patient demand ensures you have the right staff, in the right place at the right time, based on patient need vacant duties highlighted and managed fewer cancellations of clinic or theatre lists ensures rounds are correctly staffed, for efficient patient discharging ensures the right people are delivering the right care at the right time in the right place Delivers financial savings identifies cost saving opportunities by highlighting avoidable costs reduces agency costs through more efficient use of substantive staff reduces administration in preparing rosters reduces administration in processing absence returns reduces payroll administration and ensures staff payments are accurate visibility of past, present and future data enables efficient planning and problem solving Reduces temporary staff usage visibility of entire workforce and linking of interdependent rosters allows substantive resources to re-allocated based on demands and priorities enables proactive roster management streamlines management of temporary and agency staff rostering process reduces locum and agency spend Improves leave management provides full visibility and analysis of staff availability controls and eliminates excess annual leave balances leave to avoid leave spikes and the need for temporary/agency staff Improves clinical governance single source of staffing information organisation-wide accurate clinical governance record of visibility of who was working where, and when accurate absence reporting, for sickness, training and holidays improves roster integrity - eliminates errors associated with manual systems full audit trail of changes Improves fairness objective roster judgements and measurement equality and fairness in allocation of antisocial, weekend and on-call shifts swaps and changes checked against rules balances experience and staff in training User-friendly easy to use, one-screen, one-click functionality releases time to care, due to smaller administrative burden Improves productivity facilitates effective redeployment of staff when last-minute cancellations occur allows quick visibility of available resources, such as locations like theatres, and matches them with activities and staff Encourages medical engagement ensures that consultants leading activities are supported with the right multi-disciplinary teams to safely deliver those activities brings together medics of all specialisms and all levels as well as other clinical staff such as nurses, ODPs, and AHPs medical staff can view their activities at anytime, anywhere, via their smartphones or tablet devices HealthRoster and HealthMedics in the Allocate Cloud When delivered as a cloud-based service, HealthRoster and HealthMedics offer an even wider range of benefits. The Allocate Cloud provides a highperformance software service that is secure, reliable and continually updated. Application provision by Allocate removes the responsibility for upgrades and other maintenance activities from your organisation s IT department and ensures a full end-to-end lifecycle service that is simpler, faster, more accessible and gives certainty of costs into the future. There are significant technical benefits too, including: high-availability hosting hardware and software high-availability network connectivity, including home access for staff technical support, backup system maintenance, monitoring and disaster recovery frequent upgrades and ad-hoc patches as required HealthRoster and HealthMedics in the Allocate Cloud is delivered by Allocate as the single accountable supplier and is scalable, allowing customers to adapt and grow the service as needed. To find out more about how Allocate HealthSuite could transform your organisation, or for more details on any of our healthcare products, please contact your Allocate Account Manager. Tel Web marketing@allocatesoftware.com

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