Rotamap Ltd

Surgery-wide Doctor Rostering

Surgery-wide Doctor Rostering combines CLWRota, Medirota, and Central Reporting services for doctors in all surgery-related specialities. Surgery-wide 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

Pricing

£25000 to £100000 per licence per year

Service documents

Framework

G-Cloud 11

Service ID

2 1 8 2 6 4 5 5 2 4 4 3 2 4 9

Contact

Rotamap Ltd

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 a mix of remote and onsite support and training to ensure each department is successful in implementing and running their CLWRota or Medirota 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 included 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+
  • Opera
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 and profile information, 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, and 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
In-house
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
Other data import formats
No data upload provision is supported.

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
Undisclosed
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
£25000 to £100000 per licence per year
Discount for educational organisations
No
Free trial available
No

Service documents

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