Author: Joe Admin

Work plans, entitlements and rota templates

These all interact.

Work plans can define an agreed contract of work with someone, broken down into hours per day and a weekly total

From work plans we can calculate a pro rata annual leave entitlement and bank holiday adjustments.

Study leave can be optionally added and manual adjustments can be made to individual entitlements.

The system can handle rollovers from previous years and changes to staff work plans.

All this adds up to a total entitlement for each user, within any financial year.

Each user has a dynamic set of calculations showing their entitlements, their consumption of entitlement in time-off, their remaining entitlement and any adjustments

We measure everything in hours and mins and convert leave calcs back to days.

When you rota users, you are able to design any work pattern you like for any staff user and, based on user work plans, the system can intelligently flag overtime and let you define how this is handled for each case:

  • Ignore
  • Treat as TOIL
  • Pay

Or simply adjust the users rota to make it go away.

TOIL means the additional work is added to the user total entitlements as an adjustment, showing in their leave management profile

Pay means that the staff member’s overtime appears in a monthly OT report for the service, with associated pension calcs

Our rotering screen includes a template saving and management feature, so you can create sets of pre-defined shifts, as rota weeks, with certain attributes and save them – loading them into future weeks in a few seconds and then making any necessary adjustments within the actual weeks. So designing rota weeks based on combined work plans of a paramedic workforce for your service should be relatively easy and planning this output far into the future would be fast and easy too.

Once templates are loaded into a week, everything about it becomes adjustable – we call this the Assignment screen. In this screen you are no longer working on a template, but creating actual bespoke service output. The template is a saved starting point if you like. Any real week can be saved as another template. Templates can be adjusted and deleted.

Creating invoices and invoicing hubs

If you have worked shifts for a hub, invoices for the shifts are generated automatically at the start of the month, for the previous months work. These appear in your account under invoices and can be downloaded / printed, etc.

Only when having worked in practices can you use the generate invoice features provided to manually create an invoice from time worked at that practice, that has been recorded in your Schedule.

Locum work – workflows

There are two workflows designed to connect you and practises that are looking for cover:

1. Practices post requirements, GPs can see these in their Schedule and respond to offer cover

If you looking your schedule into the future, you will be able to see shift requirements that practices have created which you are able to offer cover for

Simply click on one in the schedule and you will be able to offer cover which the practise can accept or decline

At the same time there is a chat mechanism that you can use, either related to a requirement or just general chat, to have a direct conversation with a practice. These are maintained in a structured and threaded chat history.

2. GPs share their availability to work and practices see this and create direct requests for cover to the GP, via the system

In your schedule you can add any amount of availability that you wish simply by clicking on the segments of the days. Practises can see this availability and click to request cover from you. If you accept, they will Confirm this booking and it will appear in your Schedule and theirs, notifications will follow and a reminder comes the day before.

User journey -register- join a hub-get shifts

This diagram explains the process of joining, connecting with a hub and joining the hub workforce, ready to be deployed in their rotas.

This post is also useful for password login related issues

You can register via a browser or by downloading the app on your mobile device or tablet and launching that

Via the web (browser)

https://workforce.foundryhealthcarelewes.co.uk/

Apple app (iOS)

Android app

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This is a breakdown of the registration process:

  • User registers for free account on the network
  • System sends verification email to user
  • User clicks link to verify themselves to system
  • System sends email to us to activate new user
  • We activate user
  • User gets an email to say their account is ready to use
  • User logs in first time

Note

When a user registers they can choose the hub in the registration form. If they have chosen a hub in registration they will be auto joined to it after activation is complete.

If they have not chosen a hub in registration they will not be joined to a hub when their account is active and need to join a hub when they can login.

Joining a hub from your account

To join a hub, visit the Hub management section of their account and choose the hub by clicking ‘add hub’

When a user joins a hub the system sends a notification to the hub admin.

The hub admin can see the new user in their hub workforce screen (as disabled) and check / enable the user in their workforce.

The user can see this difference in their hub management section

Once enabled the user can fully interact with the hub.

Each hub may provide some documents to the user to read/sign.

For each hub, a user may have options about which  hub locations they wish to work at

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