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Total workforce visibility Inspiring stories from the NHS
Total workforce visibility Inspiring stories from the NHS For NHS trusts to understand how best to deploy and manage their most important asset – their people – it is critical…
Sherwood Forest Hospitals NHS Foundation Trust Case Study
Sherwood Forest Hospitals NHS Foundation Trust Case Study – Medical workforce visibility Through service redesign the trust has seen a reduction in agency spending from 30% (of the total workforce…
Whittington Health NHS Trust Case Study
Whittington Health NHS Trust Case Study – Live community allocation Whittington Health NHS Trust had been looking to improve the efficiency of their district nursing service, to increase productivity, deliver better…
University Hospitals of North Midlands NHS Trust Case Study
University Hospitals of North Midlands NHS Trust Case Study – Intelligent workforce deployment University Hospitals of North Midlands NHS Trust has used Allocate Software for several years. As the solutions have…
East and North Hertfordshire NHS Trust
East and North Hertfordshire NHS Trust – Changing rostering culture East and North Hertfordshire NHS Trust undertook a flexible working project in an effort to empower frontline staff to take…
Countess of Chester Hospital NHSFT
Countess of Chester Hospital NHS Foundation Trust Real-time view of the workforce and patient acuity case study “We have been focused on ensuring the software makes our staff experience of…
Case study – Milton Keynes – MedicAppraisal
Milton Keynes University Hospital NHS Foundation Trust Making a success of revalidation and appraisal by using MedicAppraisal to bring about a culture change amongst medics. Milton Keynes who decided to…
GGI Whitepaper The surprising benefits to performance that mechanising assurance can bring
GGI Whitepaper: The surprising benefits to performance that mechanising assurance can bring This white paper, produced by GGI in collaboration with Allocate Software, investigates the benefits that mechanising assurance, and the…
Hull and East Yorkshire case study
Hull and East Yorkshire Hospitals NHS Trust – A journey to improved visibility of junior doctor rotas Hull and East Yorkshire Hospitals NHS Trust operates from two main sites, Hull Royal Infirmary and Castle Hill Hospital. It provides…
Case Study – St Helens and Knowsley NHS Trust
St Helens and Knowsley NHS Trust: From a rapid consultant job planning project to greater workforce transparency Learn more about how eJobPlan enabled St Helens and Knowsley NHS Trust to…
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Imagine that you could see all staff present in your hospital or care home in real-time. TimeClocks, from Allocate, makes it easy to get an accurate picture of which staff are onsite at any given time in real-time; without introducing unnecessary admin.
Simple, modern devices allow staff to record attendance either at a hospital or care home entrance or ward by ward
and can be used across all staff groups; providing a unique live operational view of all staff on shift at anytime..read more
eCommunity is a workforce planning tool for community health and care providers.
It cuts through the admin and complexity to help ensure staff are deployed in the
most efficient and effective manner so that the right people with the right skills are
delivering the right care at the right time in patients homes
Find out about HealthRoster Optima and other Allocate solutions for Nurse, Midwives, Support and Non Clinical Workforce including CloudStaff, HealthAssure Optima and much more.
Find out about HealthMedics Optima and other Allocate solutions for Medical and Science Workforce including Locum, CloudStaff, HealthAssure Optima and much more.
Find out more about the App for front line staff to complete tasks, releasing their time back to care.
Improve Quality, Plan for Improvements and Save Admin time using mobile audit tool
Manage, monitor, evidence and report on regulatory regimes, quality standards, compliance, quality plans, projects and risks.
Containing ready-to-use applications for key national frameworks, the HealthAssure system is easily cascaded across organisations providing engagement and board to ward assurance.
SafeCare, real-time staff deployment based on patient demand for safer and more efficient staffing levels
SafeCare dynamically brings information on the actual staff levels together with the numbers and needs of patients. It provides a real-time shift-by-shift view of required versus actual staffing across an organisation making it easier to be responsive to changes in demand or staff availability.
Regional bank software better than agency
CloudStaff enables organisations to eliminate the cycle of agency reliance by providing software to create shared staff banks for locums, nurses and others. Uniquely it builds on HealtRoster and HealthMedics which is already used by 200+ NHS organisations and with hundreds of thousands of clinical staff using our mobile app daily CloudStaff provides the fastest and lowest risk route to develop shared banks.
ActivityManager is a revolutionary way to plan, manage and integrate the activity of medics and entire multi-disciplinary teams as it puts the patient at the heart of the workforce planning process.
Manage who is working, when and where, including locums
MedicOnDuty helps you to create both simple and complex rosters, meeting the unique needs of the medic and science workforce. It integrates with rotas, job plans and service plans providing an effective way to drive fairness and ensure rules to safeguard patient and staff safety are adhered to, while ensuring the most productive results for a sustainable service.
One of the biggest concerns trusts are currently facing is the deteriorating morale of their medical workforce. Combine this with reduced visibility over clinical activity and control over demand and you have a serious problem on your hands. Not only is safety and governance at risk but financial penalty for non-compliance is inevitable.
MedicAppraisal is a proven system that supports both doctors and appraisers in delivering compliant, efficient and effective appraisals as required for the revalidation process.
Accessible online via Employee Online and MedicOnline on desktop, tablet and mobile devices;
Provides unique protection from fraud & error;
Ensures compliance with NHS specific requirements, including mileage triangulation and vehicle data (such as validity of registration, MOT and insurance)
Allocate Software is an expenses supplier to the NHS ESR Programme www.allocatesoftware.co.uk/expenses/
HealthRoster Nursing is the most commonly used e-rostering system in the NHS. More than just e-rostering, HealthRoster Nursing is designed to not just automate roster creation but to make better rosters for both patients and staff alike. The application is designed to ensure that the full benefits of e-rostering are realised, and that follow-on processes (including bank and payroll processing) are also significantly improved.
Allocate temporary staffing solutions are the most widely used in the NHS. Designed to ensure that appropriately skilled staff are allocated to all available duties on the roster, the solution reduces clinical risk and helps to reduce agency spend by ensuring that bank staff fill vacant duties in the most efficient and effective way.
Planning rotas is an essential part of organising the medical workforce. Junior Doctor rotas can be particularly challenging as they need to comply with different sets of rules: the New Deal contract / the New 2016 junior doctors contract and the European Working Time Directive (EWTD) legislation, all specifying different rules and regulations for compliance.
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. Web-based job planning overcomes all these difficulties and provides many more benefits.
eTimesheets delivers improved accuracy of payroll data and alleviates the administrative burden of timesheet management.
The solution can be used as a standalone to automate timesheets for all staff, or as part of an integrated solution with our HealthRoster product to manage the timesheets of non-rostered staff and put in place a more effective solution to achieve improved accuracy of data, cost savings and efficiency benefits across the organisation.
A one-stop shop to manage an your working life – be it checking your off-duty, booking leave, managing timesheets, self booking bank shifts or checking HR information.
Our ‘one screen, one click’ approach ensures that this application is designed to be as simple and as easy to use as possible, by everyone.
At Allocate Software we work directly with Healthcare leaders to understand their challenges via our Insight Managed Reporting Service, which ensures you manage your workforce effectively. We turn data into information and help you action change that results in workforce efficiencies.
SafeCare-Live, real-time staff deployment based on patient demand for safer and more efficient staffing levels.
SafeCare-Live dynamically brings information on the actual staff levels together with the numbers and needs of patients. It provides a real-time shift-by-shift view of required versus actual staffing across an organisation making it easier to be responsive to changes in demand or staff availability.
Through service redesign the trust has seen a reduction in agency spending from 30% (of the total workforce spend) in May 2017, to 17.1% in May 2018.
Dr Haynes concludes: “Allocate Software’s solutions have given us visibility of medical workforce issues in a way that wasn’t possible with a paper-based system. The granular data allowed us to redesign services and deploy our workforce to better meet the needs of our patients. In turn, this improved efficiency and played a key role in allowing us to achieve a £6 million saving on agency spend.”
Whittington Health NHS Trust had been looking to improve the efficiency of their district nursing service, to increase productivity, deliver better care and reduce staff spending.
The Trust introduced the use of tablets across their district nursing service in order to reduce time spent going into the office every morning for handover, pick up their daily lists and to check emails between patient visits. As Sita Chitambo, Head of Nursing, explains: “We were looking for a system that would contribute to patient safety, efficient and ultimately increase productivity.”
The Trust introduced eCommunity to align patient need with available resources in real time.
University Hospitals of North Midlands NHS Trust has used Allocate Software for several years. As the solutions have developed over time the Trust’s use of them has become more sophisticated. Liz Rix, Chief Nurse, explains: “At first we just used Allocate’s e-rostering system, now we have other modules that give us the intelligence about our workforce which in turn enables us to meet the needs of patients. “We have AllocateInsight reports which give us an in-depth view of staff deployment across the whole Trust.”
East and North Hertfordshire NHS Trust undertook a flexible working project in an effort to empower frontline staff to take ownership of e-rostering, as the trust believed this would lead to more effective workforce deployment, improved staff work-life balance, and increased productivity. The trust decided to make several changes to its rostering processes during the project, which included...read more
Real-time view of the workforce and patient acuity case study
“We have been focused on ensuring the software makes our staff experience of rosters better and is in keeping with Countess values of being Safe, Kind and Effective.” Sue Hodkinson Director of People and Organisational Development. Read the case study
Milton Keynes University Hospital NHS Foundation Trust
Making a success of revalidation and appraisal by using MedicAppraisal to bring about a culture change amongst medics. Milton Keynes who decided to move away from using paper records and spreadsheets to capturing information about revalidation and appraisal electronically... read more.
Hull and East Yorkshire Hospitals NHS Trust - A journey to improved visibility of junior doctor rotas
Hull and East Yorkshire Hospitals NHS Trust operates from two main sites, Hull Royal Infirmary and Castle Hill Hospital. It provides acute care for a population of around 600,000 and employs over 8,000 staff.
The trust began the journey of moving junior doctors onto the HealthMedics software in early 2015 and in December 2016, to support the introduction of the new junior doctor contract, started using Allocate’s eRota.
St Helens and Knowsley NHS Trust: From a rapid consultant job planning project to greater workforce transparency
Learn more about how eJobPlan enabled St Helens and Knowsley NHS Trust to ensure job plans were submitted to NHS Improvement’s electronic job planning system in time.
"System became well-embedded and improved compliance dramatically, in a short space of time... And has had a long term impact, most particularly for the clinicians...as a tool to facilitate success and improvement.”
Jackie Bird, Chief Nurse & Director of Quality, and Julie Gray, Assistant Director of Nursing and Quality, at The Christie NHS Foundation Trust talk about HealthAssure
For the Royal Cornwall Hospital Trust, implementing Allocate's HealthRoster, BankStaff, EmployeeOnline, RosterPerform and SafeCare systems has had a significant impact across the organisation. Adopting these systems and implementing processes has improved patient experience, staff engagement and has enabled a culture of integration and flexibility.
With the Lord Carter recommendation to have all medical staff on an e-rostering system by October 2018, and with nearly 100 per cent roll out to all its other staff groups, Plymouth Hospitals NHS Trust took the opportunity to bring its junior doctors into the 21st century for absence management.
To achieve its objective of a £10million reduction in agency spend by 31 March 2017, a working group of staff across North East London NHS Foundation Trust began monitoring the trust's compliance with price caps and off-framework agreements, and its use of contracted hours, return to work processes and eight-week rostering.
Acute and community units across Norfolk are reaping the benefits of a whole-systems approach to bed management and patient flow thanks to the successful implementation of Allocate's SafeCare software.
The medical rostering team at Epsom and St Helier set out to bring in a new way to record and process all payments for additional sessions. These include additional clinics or theatre lists to support waiting lists, beyond individual job plans and department service plans.
Before HealthRoster was initially implemented at East Kent Hospitals University Foundation Trust, rosters had been created by individual wards, in isolation from other areas and with no management visibility. The trust knew that a more efficient and fair approach to workforce deployment was needed, and when the trust was placed into special measures in 2015, an o pportunity arose for the e-rostering team to have a significant impact.
An in-house enhanced nursing care team (ENCT) at East and North Hertfordshire NHS Trust has led to improved patient safety, reduced agency spend and an increase in standards of care for high-risk patients.
The trust effectively used the HealthRoster interface to manage all bank staff, unsocial hours, overtime and absences. The introduction of e-rostering has helped drastically increase the levels of accuracy and accountability.
The e-roster team at the Countess of Chester Hospital has successfully implemented HealthRoster and SafeCare across 30 wards and departments, enabling the trust to develop a workforce based on patient care needs, predicted in real time.
Barts Health NHS Trust
After the WannaCry cyber-attack left the trust with no access to HealthRoster, the software used to manage rosters and view and book bank and agency staff, the e-rostering team at Barts Health NHS Trust put into place an emergency plan to ensure the safe staffing of wards and the correct payment of staff over a three-week period.
Using Allocate software to understand the levels of awareness around rostering and to implement a process to ensure the trust had complete visibility and transparency of rosters for all staff groups
Sickness absence has cost the trust more than £6 million a year. A damning internal audit found services were not consistent in applying sickness policy, and that they were not documenting actions taken or carrying out reviews promptly. The trust has now made absence management one of its key corporate objectives.
“One of the biggest challenges in district nursing is the lack of visibility of staff activity. Implementing eCommunity has provided clear visibility of productivity, capacity and demand information. This information is crucial in driving continuous improvement to service delivery.”
How Allocate-Insight, focused improvement and leadership over 90 days can make changes that deliver immediate results and reduce unbudgeted spend by £32m per annum.
The Royal Wolverhampton NHS Trust: using HealthAssure for one consistent source of data for the whole organisation, enabling improvement over compliance and releasing time to care. Read now
Salisbury NHS FT using Allocate Insight to help staff understand rostering basics & find specific areas for improvement
Having had an e-rostering solution in place for many years and recently moved across to Allocate HealthRoster, Salisbury NHS FT had a good foundation for getting the rostering basics right. The Trust was also invited to be part of the Carter Collaborative which identified a range of Key Performance Indicators for the management and deployment of staff. Allocate Insight has helped Salisbury improve further by giving the trust greater transparency and enabling the trust to use local and national comparisons to challenge performance. Read more
How better visibility of data is helping wards improve rostering at Cambridge University Hospitals NHS FT
Cambridge University Hospitals NHS Foundation Trust is using Allocate Insight to improve the way it uses its nursing workforce via effective rostering, in particular the management of unavailability.
Deputy Chief Nurse Sharon McNally explains how workforce data has helped raise awareness of the basics of rostering, such as managing unavailability, and improving the roster approval process, making it one of the best in the country.
Wrightington, Wigan and Leigh NHS Foundation Trust, share their experience of preparing for CQC Inspection against the KLoE framework.
Kent Community Health NHS Foundation Trust gives an update on clinical review framework implementation.
The Rotherham NHS Foundation Trust leveraged implementing CQCAssure to train staff and prepare for inspection.
Salisbury NHSFT | Just four months to go-live
The team at Salisbury NHS Foundation Trust took just four months to go-live with HealthRoster after taking the decision to change its e-rostering software. Today the team says they have a system that ward managers find easier to use, which is fully integrated to payroll and that has the reporting ability that will help ensure both safe and effective use of staff.
We spoke to e-Rostering Project Manager, Debbie Dupont about the motivation and the concerns of implementing a new system; we ask how they managed the roll-out of the HealthRoster and what the benefits have been so far.
The Dudley Group NHS Foundation Trust has switched from its e-rostering system to Allocate Software’s HealthRoster. After a swift and smooth roll-out HealthRoster is now being used in 50 wards and departments and the trust is seeing significant benefits which include: more engaged staff with quick and easy access to up-to-date staffing information, better management information for trust managers and the ability to respond to national staffing requirements. We spoke to project manager Justin Willetts and Deputy Staff Bank Manager Ashleigh Tullett about the move to HealthRoster.
Sheffield Teaching | Allocate Cloud
Understanding why using The Allocate Cloud for HealthRoster has made both business sense and user sense for Sheffield Teaching: In 2013 Sheffield Teaching Hospital NHS Foundation Trust took the decision to move its e-Rostering software, HealthRoster, to The Allocate Cloud allowing them to improve mobile access and avoid new IT infrastructure costs. We talk to Rachel Bird who is the lead for the project to understand the rationale for the decision and explore the benefits twelve months on.
Through the implementation of a paperless bank with HealthRoster BankStaff, Leeds and York NHS Foundation Trust have increased staff satisfaction, saved administration time and decreased the amount of unfilled shifts as well as the percentage of shifts going out to agency.
Caroline Raby, eRoster Operational Lead, Northern Devon Healthcare NHS Trust has been involved in a number of projects concerned with clinical staffing and improving efficiency. The initial focus was on nursing and the trust went live with Allocate HealthRoster in 2008. However, the trust has now embarked on an initiative to bring medical staff including consultants as well as non-medical staff into its programme.
recognised a need for a computerised e-rostering system to monitor and optimise its workforce, and to more effectively manage the nursing budget - which represents the largest proportion of the Trust’s expenditure. The Trust’s 1,700-strong nursing workforce were historically deployed at ward/unit level by a manually driven paper based solution. The Trust introduced Allocate’s HealthRoster to provide a more efficient way of managing staff through improved rostering, to objectively measure how and where staff are being utilised, and to identify where savings could be made through streamlining processes.
Staffing is a key issue for the NHS. Especially so in the Mental Health sector, where insufficient numbers of skilled, permanent ward staff is a problem which can affect both clinical leadership and the quality of care provided to service users. Faced with these issues, Hertfordshire Partnership NHS Foundation Trust recognised an urgent need for a computerised rostering system to monitor and optimise its workforce, and to more effectively manage the nursing budget – which had been significantly overspent due to a heavy reliance on bank/agency staff.
North Tees and Hartlepool NHS FT explain how they achieved savings of over £550,000 on their nursing agency and overtime spend.
The audit commission (2010) show that NHS organisations spend between 1% and 28% of their total nursing pay budget on temporary staff (bank and agency nurses). Through Allocate’s solution North Tees and Hartlepool NHS Foundation Trust (NTHFT) have reduced their expenditure to 2% and have reduced mortality to the lowest in North East.
Leeds Teaching Hospitals NHS Trust talks of achieving fairer, safer shifts for staff through e-Rostering.
It’s hard to imagine an organisation with 13,000 staff across six main sites, tasked with delivering critical services to over one million patients per year, reliant on paper-based systems. And yet this was the case with Leeds Teaching Hospital NHS Trust. Despite being one of the biggest trusts in the UK, our rostering processes were rudimentary to say the least. Until recently, that is, when we implemented HealthRoster, an e-Rostering tool.
HealthRoster Case Study: County Durham and Darlington
County Durham and Darlington NHS Foundation Trust has saved more than £750,000 on avoidable staffing costs, created a fairer system for allocating shifts, cut back on administration and put more staff on the wards with Allocate’s Healthroster.
“This takes it to the next level in terms of triangulation because it means we can take them back to staff and get them directly involved”
Lisa Reid Head of Governance & Assurance
For NHS trusts to understand how best to deploy and manage their most important asset – their people – it is critical for them to have total visibility of the workforce. This has become increasingly urgent given the rising demand for care and shortage of doctors and nurses.
Having this transparent view of the workforce, generated by granula data, enables strategic and operational decision making to improve clinical outcomes, patient safety and staff productivity.
This white paper, produced by GGI in collaboration with Allocate Software, investigates the benefits that mechanising assurance, and the use of integrated assurance software, can bring to NHS organisations and wider systems.
As the national operating environment grows in complexity, organisations will need to be alive to the challenge of implementing and retaining effective quality and safety assurance processes and ensuring that effective behaviours are underpinning these. This paper explores the value of assurance before going on to explore the benefits of mechanisation through a selection of case studies. It then looks forward to assurance in system working, and how this can be most effectively developed. Co-produced with NHS colleagues, the paper concludes with a set of recommendations for providers, regulators, GGI and Allocate.
In Association with the Nursing Times "Safer Staffing: Figures at Your Fingertips" Northern Devon Healthcare Trust Case Study
Northern Devon Healthcare Trust has been using the Allocate Software System to ensure it has the right number of nursing staff and the right skill mix to match the acuity of its patients. Its team reveal why it’s making a difference.
The NICE Safe Staffing Guideline for adult inpatient wards in acute hospitals requires careful consideration to use it well and ensure it is introduced safely. Nursing Times hosted an event to hear from experts and senior nurses to find out how they intend to implement it.
Chief nurses, senior directors and chief executives met to discuss the thorniest topic of recent times - safe staffing – in a round table event with Nursing Times's sister publication Health Service Journal.
Just over 12 months ago we, like many of you, were digesting the detail behind the 290 recommendations in the Francis report...
The Responsive Workforce Model at Derbyshire Community Health Services NHS Foundation Trust (DCHS), backed by Allocate Software HealthRoster and SafeCare, has reduced agency spend, ensured quality and freed up nurses for hands-on care
An HSJ roundtable analysed the importance of creating an NHS in which staff move seamlessly between organisations – and the role that STPs will play in this ...download
How Allocate-Insight, focused improvement and leadership over 90 days can make changes that deliver immediate results and reduce unbudgeted spend by £32m per annum.
With news of growing staff shortages and cuts to training places, nursing feels increasingly understaffed and under pressure. How are nurses faring on the wards, and is anybody listening?
A survey of more than 500 nurses by Nursing Times and Allocate Software, echoes the sentiment in the Keogh review and has found that understaffing is already a serious concern at the frontline with 42% saying their ward was understaffed more than once a week and another 33% saying this happened every day. Read the survey results and context
The high profile drive to increase the safety of patients while in NHS care has led to a boost in staff recruitment, but how can boards know if they’ve got it right?
NHS acute providers face an uncertain future, not least the financial constraints resulting direct from the ‘Nicholson Challenge’ - a call to the entire NHS to find £20 billion of efficiency savings by 2013/14. The pressure to find these savings is being felt most in the acute sector where there is speculation that around 20 hospital trusts are in financial meltdown.
The Allocate Executive Advisory Board (2012) has prepared this briefing as a short guide to highlight areas that should be taken into consideration by organisations considering structural reorganisation – whatever shape it comes in.
HealthAssure and HealthPerform is online software that supports boards in managing their the real-time governance, risk & compliance responsibilities. We are working with commissioning boards as they navigate their way through the current reforms, and have felt it important to share some of the lessons and examples from our clients and others at this complex but exciting time.