IntelliMed Limited

SwiftLocum

SwiftLocum is a cloud-based platform that allows NHS employers to connect with doctors directly to fill rota gaps, whilst allowing doctors to view, book and manage upcoming shifts on their mobile devices. SwiftLocum bypasses costly agencies and facilitates the growth of regional collaborative staff banks.

Features

  • Cloud-based web and mobile application
  • Real-time shift booking and reporting
  • Staff bank management with ability to create collaborative staff banks
  • Electronic pre-employment document authentication
  • In-app rate negotiation
  • Paperless electronic time sheet management
  • Payroll integration
  • Ability to track compliance to locum contract
  • Free trial available

Benefits

  • Improved utilisation of staff bank, reducing agency spend
  • Greater awareness of vacant shifts, increasing fill rates
  • Fewer resources spent on advertising and filling shifts
  • Increased care continuity by utilising in-house staff
  • Increased transparency of rates offered and paid
  • Real-time auditing and reporting tools in order to maintain compliance
  • Allows for collaboration of regional staff banks
  • Allows organisations to plan for their staffing needs

Pricing

£800.00 to £5000.00 per licence per month

  • Free trial available

Service documents

G-Cloud 10

939505744815550

IntelliMed Limited

Amritpal Sandhu

07901674877

admin@swiftlocum.co.uk

Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints No
System requirements
  • Internet explorer 8.0 and above, or Google Chrome
  • Trust IT departments must whitelist the SwiftLocum portal

User support

User support
Email or online ticketing support Email or online ticketing
Support response times 24-hour support is available.

This comprises of phone and email support between 9-5 (UK time) Monday to Friday, with a response time of 1 hour.

Outside of these hours (including weekends), email support is available with a response time of 1 hour.
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 Web chat
Web chat support availability 9 to 5 (UK time), 7 days a week
Web chat support accessibility standard None or don’t know
How the web chat support is accessible A user may type, but not dictate, a question.
Web chat accessibility testing No testing has been done with assistive technology users. We use an web chat software that has been developed and tested by a third-party.
Onsite support Onsite support
Support levels SwiftLocum provides multiple levels of support.

Between 9-5 (UK time) on Monday to Friday, telephone, email and onsite support are available.

Outside of these hours (including weekends), email support is available with a typical response time of 1 hour. This includes technical support. Out-of-hours onsite support can be provided for a flat rate call-out charge.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Onsite training is provided for both administrative staff (including rota co-ordinators, HR teams and finance), and for doctors using the application. This is free of charge. Training sessions are short as the system is very intuitive and designed to be extremely easy to use.
An account manager will make regular contact during the implementation phase to work on any issues and gather feedback to improve the service as needed. Training guides are also available.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Trusts can be provided with analytical data based on the activity within their hospital sites.

Doctors have full control of their data and can delete data as they see fit.
End-of-contract process The contract includes full use of the system with no caps or limits on how many shifts are advertised through the application or users interacting with the application.

One month's notice will be required to end the contract. Once the contract ends, administrator accounts will be deactivated and the Trust will no longer be able to post vacancies on the application.
Analytical data can be provided for the period up to the end of the contract date, and this can be requested once the contract is over. This may come at a fee, depending on the data requested.
Doctors will continue to be able to interact with the application and apply for jobs in other Trusts.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Chrome
Application to install Yes
Compatible operating systems
  • Android
  • IOS
Designed for use on mobile devices Yes
Differences between the mobile and desktop service NHS employers interact with the desktop service, which is in the form of a web-portal. This is where they may manage vacant shifts, timesheets, the digital staff bank and compliance documents. This does not require any installation.

NHS employees interact with the mobile application service. This is where they manage upcoming shifts, submit timesheets and upload compliance documents. The application may be downloaded from either Google Play or the Apple App Store.
Accessibility standards None or don’t know
Description of accessibility SwiftLocum is compliant with the accessibility standards outlined by both iOS and Android. These include large fonts in Mail and the ability to zoom in on any webpage, photo or map. Auto-correct suggests corrections as a user types. Users who are visually impaired may use voice-over to dictate.
Accessibility testing We have not carried out our own interface testing with users of assistive technology. We depend on the native accessibility features of Apple and Android.
API No
Customisation available Yes
Description of customisation The following features can be customised: (1) admin user profiles and level of accessibility, (2) departments, divisions (or similar) and cost centres, (3) CSV output for payroll and (4) locum register consent forms.

Scaling

Scaling
Independence of resources The system is rapidly scaleable. We can expand our servers instantly to match demand.

We also have an in-house technical team to ensure that unforeseen issues can be dealt with expeditiously.

Analytics

Analytics
Service usage metrics Yes
Metrics types Number of vacancies filled or unfilled; Reason for each vacant shift; Number of vacancies by department and grade; Cost of filling shifts at both capped and uncapped rates; Shifts filled by bank staff and those by agency staff; Who posted, and who booked the shift (by name and
department); Number of short- (1 day), medium- (2-14
days) and long-term (over 14 days) vacancies
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
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 Managed by a third party
Penetration testing frequency At least once a year
Penetration testing approach ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest Physical access control, complying with another standard
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach Data can be exported via CSV files.
Data export formats CSV
Data import formats
  • CSV
  • Other
Other data import formats
  • Excel
  • JPEG

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks Legacy SSL and TLS (under version 1.2)
Data protection within supplier network Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability We guarantee that our service will be available 99% of the time. Users are unlikely to request refunds as SwiftLocum is not service-critical. If there is any downtime whatsoever - whether planned or unscheduled - defined processes are in place.
Approach to resilience Our industry-leading server provider guarantees 100% server uptime.
Outage reporting Should our service experience an outage, we would immediately notify all clients via email, phone and provide support onsite if required.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Username or password
  • Other
Other user authentication As well as the above methods doctors details are cross referenced with the GMC database. If they do not exactly match they are unable to register.

Further, organisations will have to approve a doctor onto their staff banks by either cross-referencing details within their bank or seeing user face-to-face.

The second way of uploading users to the bank is by providing SwiftLocum with a database of doctors in their bank, and uploading them to the admin system. Doctors are then sent a verification code to their Trust specific email or NHS.net email address to ensure security.
Access restrictions in management interfaces and support channels We allocate only 1-2 "super-users" within the organisation with the rights to add new administrators within the organisation. These individuals are vetted face-to-face by SwiftLocum account managers.

Each person is allocated a job role and are only able to see information required to carry out their duties, and no more. This is to ensure that exposure of personal data is kept to the absolute minimum.
Access restriction testing frequency At least once a year
Management access authentication
  • Username or password
  • Other

Audit information for users

Audit information for users
Access to user activity audit information Users receive audit information on a regular basis
How long user audit data is stored for User-defined
Access to supplier activity audit information Users receive audit information on a regular basis
How long supplier audit data is stored for User-defined
How long system logs are stored for User-defined

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification Yes
Who accredited the ISO/IEC 27001 Information with supplier
ISO/IEC 27001 accreditation date Information with supplier
What the ISO/IEC 27001 doesn’t cover Information with supplier.
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 Yes
Security governance standards ISO/IEC 27001
Information security policies and processes SwiftLocum has two cloud servers. One is the live server, and the other is a development server. The development server is used as a testbed for security updates, bug fixes and software upgrades - no live data is accessed during this process. SwiftLocum (trademark of Intellimed) is a registered data controller under the Information Commisioner's Office (ZA291332)

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach When changes are made to the sourcecode in order to fix bugs, upgrade security or update the software, the live environment is not affected. The changes are first made on our development server, where they go through a rigorous testing process to ensure they meet our high quality standards. Changes are only pushed to the live server either at 6am or 8pm, when activity is low and we have time to react to unforeseen issues. Every day, we list and prioritise changes according to urgency and track their progress from idea to execution on a weekly basis.
Vulnerability management type Supplier-defined controls
Vulnerability management approach SwiftLocum was developed with the OWASP top 10 most common threats to web-applications in mind. We deploy multiple security checkpoints throughout development, and our website is protected behind HTTPS. This ensures that all information exchanged between any computer and our server is encrypted to the industry standard.
Protective monitoring type Supplier-defined controls
Protective monitoring approach All activity on our platform is monitored to ensure that anything unusual is flagged up and actioned as quickly as possible. In order to register on SwiftLocum, users must provide their GMC details. This includes their GMC number and name. These are cross-checked by the system to ensure they match against the details provided on the GMC database. We also employ 2-factor authentication, which involves sending users an email with an activation link. Users are then authenticated by the NHS employer at which they are applying to work a shift. The HR department may screen their credentials before final approval.
Incident management type Supplier-defined controls
Incident management approach Our process begins with the detection of a threat or incident. Our servers and security protocols are able to detect a variety of threats, including increasing server load, well before they become an issue. We then prioritise and categorise the information, before analysis and conducting a response. We ensure that all users are notified of all incidents, and the progress of resolution. After any incident, we highlight what we have learned and implement these learnings into our processes to avoid similar situations in future.

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £800.00 to £5000.00 per licence per month
Discount for educational organisations No
Free trial available Yes
Description of free trial Free trial period of up to 3 months; All trials come with free training, free installation and free 24/7 support.

Documents

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