Rotamap Ltd

Trustwide Doctor Rostering

Trustwide Doctor Rostering combines CLWRota and Medirota services for all doctors across an NHS Trust. Trustwide Doctor Rostering enhances communication and collaboration between departments and provides metrics to guide improvement in areas such as consultant productivity and theatre 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
  • SMS and email alerts
  • Comprehensive service and staffing reports
  • Benchmarking of departments within the Trust
  • Single views for theatres and clinics

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
  • Plan and track junior doctor activity
  • Check consultant session delivery by monitoring productivity
  • 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

£37500 to £125000 per licence per year

Service documents

G-Cloud 10

406187649040427

Rotamap Ltd

Rory Campbell-Lange

02076311555

tenders@rotamap.net

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Private 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

User support
Email or online ticketing support Email or online ticketing
Support response times User and technical support is provided during our usual office hours; 8.30am to 5.00pm, Monday to Friday except Bank Holidays.
All efforts are made to respond to support requests within a reasonable time-frame and within 24 hours of the query being placed. Where an immediate resolution is not possible Rotamap will provide a response as quickly as is feasible keeping 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.

Service support is generally available during our normal operating hours of 08:30–17:00 Monday to Friday other than public holidays and between the Christmas and New Year holiday.

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 working hours set out above. 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. 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

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 inclusive in the licence fee.

Using the service

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 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.
Accessibility standards WCAG 2.0 A
Accessibility testing The Rotamap accessibility policy aims to adhere to the WCAG 2.0
standards and currently covers several key areas outlined below. A review of all front-end code is currently underway, with an aim to improve the overall usability of the systems and increase 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 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 Superuser login.
API documentation Yes
API documentation formats HTML
API sandbox or test environment No
Customisation available No

Scaling

Scaling
Independence of resources Load balancing

Analytics

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

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Staff screening not performed
Government security clearance None

Asset protection

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 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-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

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. Rotamap services presently have a good uptime record. Unscheduled downtime in the 60 months to May 2018 totalled less than 240 minutes.

Identity and authentication

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

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

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

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

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

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £37500 to £125000 per licence per year
Discount for educational organisations No
Free trial available No

Documents

Documents
Pricing document View uploaded document
Service definition document View uploaded document
Terms and conditions document View uploaded document
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