Rotamap Ltd

Trustwide Doctor Rostering

Trustwide Doctor Rostering combines CLWRota, Medirota and Central Reporting services for all doctors across an NHS Trust. Trustwide Doctor Rostering enhances communication and collaboration between departments and central teams, and provides metrics to guide improvement in areas such as consultant productivity and theatre and clinic utilisation.

Features

• Always up-to-date and easy to access
• Map relevant staffing information between department rotas
• Highlights gaps in service and team composition
• Junior doctor rotation management and reporting
• Integrated leave management systems
• Native Android and iPhone apps
• Push, SMS and email alerts
• Comprehensive service health monitoring
• Benchmarking of departments within the Trust
• Composite cross-department views for theatres, clinics and oncalls

Benefits

• Highlight staffing gaps to avoid cancelling sessions
• Improve clinic and theatre management by revealing schedule conflicts
• Eliminate errors due to staff on leave or double booking
• Reduce extra/locum spend by planning resources to meet demand
• Improve staff morale by planning further in advance
• Check consultant session delivery by monitoring productivity
• Plan and track junior doctor activity
• Communicate late changes to affected staff through automated alerts
• Report on variation of all services across several key factors
• Benchmark service characteristics against departments from other Trusts

£12,500 to £125,000 a licence a year

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tenders@rotamap.net. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 12

Service ID

143071355795967

Contact

Info Team
02076311555
tenders@rotamap.net

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Internet browser application support is provided from Internet Explorer 9 and up, although the latest browsers are recommended.
• System requirements:
  • Access to the internet
  • A modern web browser or supplied iOS/Android app

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Service support is generally available during our normal operating hours; of 08:30–12:00 and 13:00-17:00 Monday to Friday other than public holidays and between; Christmas and New Year. All efforts will be made to respond; to support requests within a reasonable time-frame and within 24 hours; of the query being placed, within the above working hours.; ; Where an immediate resolution is not possible Rotamap will endeavour to; provide a response as quickly as is feasible and to keep the Client; informed. Emergency requests will be given priority. This status will be; determined by Rotamap, with all due consideration to the Client.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Onsite support
• Support levels: Support is all inclusive of the licence fee. Service support is provided by; email and telephone only unless provision of the Service is not possible by; these means. Support will normally be provided by email at support@rotamap.net; or any other email address as provided by Rotamap to the Client.; ; Unless otherwise agreed between Rotamap and the Client, Service support will; only be provided to Authorised Users as set out in our Terms and Conditions.; ; Emergency requests will be given priority. This status will be determined by; Rotamap, with all due consideration to the Client. Where the request involves a; failure of the Service as provided by Rotamap, all efforts will be made for an; immediate resolution.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Rotamap provide remote support and training as appropriate and may provide onsite support from time to time to ensure each department or teamis successful in implementing and running their CLWRota, Medirota, or Central Reporting service. Support is fully inclusive in the licence fee and provided on an as-needed basis. No standard documentation is provided because we value the opportunity to engage with users to solve common problems and understand areas of the service that can be improved.
• Service documentation: No
• End-of-contract data extraction: At or prior to the termination of the Service, the Client may extract its data from the Service using the data feed services, for which no fee will be payable by the Client to Rotamap and which facility shall constitute the entirety of the “Offboarding” process unless otherwise agreed.
• End-of-contract process: All elements of the service provision including end of contract data extraction are inclusive in the licence fee.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Rotamap services can be accessed using mobile browsers in the same way they can on a desktop or laptop. However for convenience and ease of use iOS and Android mobile apps are available. Within the mobile apps, Standard users have access to all features, except reports, available to them on the web browser application. Rota Master, Manager and Guest users have read only access to the rota via the mobile apps with reports and any editing rights only available via the web browser login access.
• Service interface: Yes
• Description of service interface: The service interface consists of a set of pages accessed via a tabbed menu bar. Pages contain grids for different rota views, tables for presenting other ancillary data, and forms for entering and/or updating data. Tables contain search functionality, and navigation tabs show highlights when new information is available.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: The Rotamap accessibility policy aims to adhere to the WCAG 2.1 A standards and currently covers several key areas outlined below. The accessibility review of our service is underway with the aim of improving the overall usability of the systems and increasing accessibility guideline adherence.; ; - All functionality is available from a keyboard; - All content can be dynamically scaled/zoomed; - Use of alternative text on all image content; - Designed and tested to work on all modern browsers, with legacy support that includes Internet Explorer 9
• API: Yes
• What users can and can't do using the API: The PublicAPI is currently provided for outbound data use only. Facilities to issue credentials are built into the CLWRota and Medirota services and are managed via the department's Super user login.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: No
• Customisation available: No

Scaling

• Independence of resources: Load balancing

Analytics

• Service usage metrics: Yes
• Metrics types: Service metrics are provided in a variety of ways: ; - In-system reports; - Automated reports; - On-request reports; - Twice yearly service reports as part of our benchmarking data packs; ; The data metrics are focused on department service planning, operations and delivery allowing analysis of efficient use of resources and the ability to spot variation from expected performance.
• Reporting types:
  • API access
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with another standard
  • Other
• Other data at rest protection approach: Private/public key encryption of data at rest
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Users can make use of the data feed services which are part of both CLWRota and Medirota to export their data for use in other systems. Some system reports can be downloaded in .CSV format. Automated and bespoke reports are provided in .CSV format.
• Data export formats:
  • CSV
  • Other
• Other data export formats: XML
• Data import formats: Other

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
• Other protection within supplier network: Segregated networks with no internet access; encryption channels such as SSH.

Availability and resilience

• Guaranteed availability: If the Client experiences loss of access to any aspect of the Service that is not scheduled or notified and can be determined to be caused by action or inaction by Rotamap, or a Third Party employed by Rotamap to provide aspects of the Service, and contingency arrangements as set-out in Clause 6(c) of the Rotamap Terms and Conditions have not been met, Rotamap will provide a reimbursement of fees as set out in the following; reimbursement schedule:; The duration of service interruption is determined within a 28-day period and during normal working hours only (08:30–17:00, Monday–Friday, excluding public holidays); ‘monthly payment’ means 1/12th of the annual fees:; ; • 0–8 hours: No refund; • 8–16 hours: 30% of monthly payment; • >16 hours: 100% of monthly payment
• Approach to resilience: Resilience is achieved by database streaming locally and remotely through encrypted channels.
• Outage reporting: Rotamap have system monitoring services in place that ensure our system administration team are alerted immediately about any service outage. Rotamap communicate any outage along with updates on the progress of resolving the outage via email to our authorised users at each department.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Management interface access depends on credentials provided in person to the recognised authority, using randomized credential tokens.; ; Support channels are over email or telephone and are unrestricted by design (we do not charge for support).
• Access restriction testing frequency: At least every 6 months
• Management access authentication: Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: We perform office-wide security audits quarterly; service security audits weekly and penetration testing at least quarterly
• Information security policies and processes: We follow ITIL procedures, the principles of the GDPR and the requirements of the DPA to ensure that our services are run securely and confidential information stays that way.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Changes to system architecture are managed through a testing procedure which is separated from other service changes.; ; Service configuration is managed through planning and revision control techniques following ITIL principles.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Security profiles are assessed at the beginning of each week with reference to vendor information and automated tools.; ; After the security implications are assessed, system updates or configuration changes are scheduled.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Protective monitoring uses three levels:; ; 1. external gateway monitoring, actively monitored by our data centre provider; 2. internal network monitoring, provided by local state, monitoring and reporting tools; 3. independent per-machine monitoring environments; ; Potential compromise alerts are triggered after binary updates which have not been completed, prompting alerts for system administration team action.; ; Policy dictates that a compromised machine be reinstalled from scratch.
• Incident management type: Supplier-defined controls
• Incident management approach: Our internal alerting systems and team communication tools are used to alert, report and manage incidents.; ; Communication with customers is via email. Outgoing email reports are partially automated.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Price: £12,500 to £125,000 a licence a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at tenders@rotamap.net. Tell them what format you need. It will help if you say what assistive technology you use.