MEDMODUS

Clinical Roster Optimisation

Clinical Roster Optimisation applies advanced optimisation to complex clinical rotas that standard eRostering systems struggle to resolve.
The service is configured to local rules, fairness requirements and clinician preferences, and works alongside existing roster management systems. It reduces manual effort and produces operationally usable rotas for complex hospital services.

Features

• Web accessible application
• Staff information data entry or upload
• Clinician leave preference and availability data entry or upload
• Core rostering rule selection
• Non Core rostering rule selection
• Optimisation engine
• Optimised rota download in multiple formats
• Bespoke roster redesign services

Benefits

• Optimise roster allocation fairness
• Maximise clinician rest gaps between on-call shifts
• Factor leave preferences in advance of roster production
• Improve clinician availability by avoiding unnecessary roster clashes
• Save signficant roster generation and management time
• Meet duty roster deadlines
• React to inevitable last minute changes to duty rosters
• Minimise need for swaps through right first time rostering
• Avoid need for locum cover
• Handle bespoke complex roster design requests

• Free trial available

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 deaglan@medmodus.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

116967355462628

Contact

Déaglán MagFhloinn
+353 1 443 4135
deaglan@medmodus.com

About the service

• Service categories:
  • Applications
    • Production and operations
      • Service industry and public sector operations
        • Healthcare
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Clinical roster optimisation is an extentsion to healthcare e-rostering services, handling complex rosters not handled by these services.
• Cloud deployment model: Public cloud
• Service constraints: No.
• System requirements: A modern browser (Internet Explorer is not supported).

User support

• Email or online ticketing support: Yes
• Support response times: Technical User Support: All priorities: Immediate acknowledgement. Priority High: Considered Response* <1 hours, Resolution <3 hours. Priority Medium: Considered Response* <24 hours, Resolution <24 hours. Priority Low: Considered Response* <48 hours, Resolution <72 hours. Refer also to Clinical Roster Optimisation Service Definition document.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: None or don’t know
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: Yes
• Web chat support availability: 9 to 5 (UK time), Monday to Friday
• AI chatbot: No
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Web chat support is provided using Microsoft Teams, a third-party service. Users can communicate using real-time text chat, including keyboard input and standard operating system accessibility features supported by Microsoft Teams. MedModus does not control the Teams user interface or its accessibility features. Where users cannot access web chat, alternative support channels such as email, telephone or scheduled video calls are available and can be agreed with the customer.
• Web chat accessibility testing: Web chat support is provided using Microsoft Teams, a third-party service. MedModus has not carried out formal accessibility testing of Microsoft Teams with assistive technology users. Where accessibility needs are identified, alternative support channels such as email, telephone or scheduled video calls are available and can be agreed with the customer.
• Onsite support: Yes, at extra cost
• Support levels: User Support Levels: High, medium, low priorities. Clinical Roster Optimisation User Support Levels: High, low complexities. Costs for roster design services: refer to MedModus G-Cloud 15 rate card. Technical account manager or cloud support engineer available depending on support required.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Web app set up and onboarding is straight forward. Our team will meet with you to understand your rostering challenge. Following brief on-line training, you upload staff information, roster information and leave preferences and other rules that need to be met via the Web App interface. The app’s optimisation engine will produce an optimal outcome. The app includes an integrated ticketing system and our support team of experienced rostering analysts can support you during busy roster periods and also help with any bespoke design requirements you may have.
• Service documentation: Yes
• Documentation formats: PDF
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Onboarding and offboarding documentation for the web application is provided in accessible digital formats and designed to be usable by all users, including those with accessibility needs.; Documentation covering onboarding, configuration, day-to-day use and offboarding is designed to support the safe, fair and compliant operation of the rostering app.
• End-of-contract data extraction: The user will already have their data related to this service. If the contract ends their information will be cryptographically erased from our databases upon request.
• End-of-contract process: At the end of the contract the customer will no longer have access to the web app service.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The roster optimsiation web app has been designed to be responsive for desktop and tablet use. Users are more likely to interact with the desktop application for typical use cases.
• Service interface: Yes
• Description of service interface: The Roster Optimisation Web App has an interface that allow users to enter, upload or select: staff information, roster information, leave preferences, core rostering rules and non-core (service specific) rostering rules. User can run the optimsiation engine, review optimised roster and related KPIs and download the rosters in different file formats.
• Accessibility standards: None or don’t know
• Description of accessibility: See previous description of service interface.
• Accessibility testing: None but MedModus are open to adapting the interface to users of assistive technology if that becomes important for a particular implementation.
• User support accessibility: None or don’t know
• API: No
• Customisation available: Yes
• Description of customisation: The roster optimisation web app allows users to define information relevant to their staff group, roster design and core and non-core rule sets. MedModus's rostering analysts also support customers with bespoke requirements or roster re-design requirements.

Scaling

• Independence of resources: MedModus monitors usage and workload of cloud resources and has a capacity plan in place. This includes up-scaling and out-scaling of resources as required.

Analytics

• Service usage metrics: Yes
• Metrics types: MedModus can provide information about the number of times the service was accessed, the number of roster optimisation processes run and the output that resulted.
• Reporting types: Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Supplier type

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• 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 CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• Data sanitisation process: Yes
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users can download their optimised rosters in csv or excel file formats.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Microsoft Excel
• Data import formats:
  • CSV
  • Other
• Other data import formats: Microsoft Excel

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
• Other protection between networks: There is the option to enable access from only specific IP addresses.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: MedModus guarantees a 99.95% availability SLA. Any requests for refunds will be handled on a case-by-case basis but have never arisen to-date. However, we would expect to refund customers who experience prolonged availability issues caused by MedModus. In the event of a serious availability incident MedModus Business Continuity plan states a Recovery Time Objective (RTO) of <= 1 hour for Rostering products and services.
• Approach to resilience: All MedModus cloud services are hosted by Microsoft Tier 4 data centres which follow strict operational standards. Tier 4 datacentres are designed towards a customer SLA and service need of 99.995% availability. Microsoft designs and manages the Azure infrastructure to meet a broad set of international and industry-specific compliance standards, such as ISO 27001, HIPAA, FedRAMP, SOC 1, and SOC 2.
• Outage reporting: MedModus reports service outages via email alerts.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: MedModus employs a role-based Identity and Access Management (IAM) framework.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Identity federation with existing provider (for example Google Apps)
  • 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: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Software Security Code of Practice: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials.
• Information security policies and processes: MedModus operates comprehensive and cohesive Information Security Management Systems (ISMS) policies, procedures, processes and guidelines which are ISO27001 certified by the British Standards Institute (BSI). MedModus ISMS was established by and is governed by MedModus Compliance Office (CO) comprised of the CEO, Head of Data and Analytics and the Internal Audit Co-ordinator. All MedModus employees, contractors, and where relevant, MedModus suppliers and customers must adhere to MedModus policies, procedures, processes and guidelines. All MedModus employees have access to and must read and pass comprehension quizzes on relevant ISMS policies, procedures and guidelines. To ensure policies are being followed, the CO conducts (i) regular, company wide topical and informative Information Security and focused IT awareness sessions, (ii) annual ISMS management reviews, including review of ISMS KPIs versus information security objectives, (iii) quarterly ISMS risk register reviews, (iv) bi-weekly CO meeting focused on: actions across all ISMS task lists, regular testing/meetings/document review pipeline, ISMS continual improvement opportunities, (v) regular ISMS internal auditing (vi) annual ISMS audit/assessment by BSI.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: All components of MedModus services, including hardware and software, configuration and dependencies are documented, tracked, and managed over their lifetime via ongoing review, consideration, and development of MedModus (i) customer licensing agreements, (ii) supplier agreements, (iii) policies, procedures, processes, and guidelines, aligned with new customer, regulatory, and legal requirements. As part of MedModus ISO27001 certified Change Management Process and Information Security Risk Management Procedure, MedModus Compliance Office ensure that changes are assessed, impacts are identified and captured, and classified as high, medium, or low depending on the change impact and risk level. Changes are validated prior to go-live.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: MedModus operates ISO27001 certified technical vulnerability management processes. Potential threats to services are assessed according to MedModus Risk Management Procedure including regular risk register reviews and Change Management Process. MedModus deploys: ‘Critical’ patches within 2 hours of availability, ‘Important’ patches within 2 weeks, and ‘Other’ patches within 8 weeks. Information on potential threats is obtained from multiple sources including but not limited to: regular monitoring of Azure Defender, regular user-access reviews, anti-virus deployment, third party penetration testing, internal/external audits, employee/customer feedback, Disaster Recovery/Business Continuity Plan testing.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: MedModus identifies potential compromises via implementation of its Periodic ISMS Reviews Procedure outlining the multiple regular reviews and monitoring conducted to mitigate information security risk per ISO27001 recommendations. This includes the activities listed under vulnerability management plus monitoring of information processing facilities to detect deviations from MedModus’ Access Policy, internal/external user access, Azure AD/Microsoft 365 access, customer licensing and supplier agreements, and others. Monitoring outcomes are analysed, risk assessed per MedModus Risk Management Procedure, and where required remediation is implemented per MedModus Change Management Process in a timely manner based on service risk and impact.
• Incident management type: Supplier-defined controls
• Post-quantum cryptography secure: No
• Incident management approach: MedModus operates a pre-defined, ISO27001 certified, Information Security (IS) Incident Response Plan to appropriately respond to and manage incidents of all types, frequencies, and scale. It defines the roles and responsibilities of participants, key points-of-contact, characterisation of incidents, relationships to other policies/procedures, and reporting of requirements. The goal of the IS Incident Response Plan is to detect and react to information security incidents, determine their scope and risk, respond appropriately to the incident, communicate the results and risks to all stakeholders, and reduce the likelihood of incident recurrence. MedModus tests its IS Response Plan annually.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: MedModus will conduct a comparative analysis by comparing the output of our optimisation engine to a recently produced clinical rota. The analysis provides measurable improvements in rota quality that can be achieved.

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 5%
• Between £250,000 and £500,000: 8%
• Between £500,001 and £1,000,000: 10%
• Between £1,000,001 and £2,500,000: 12%
• Between £2,500,001 and £5,000,000: 15%
• Over £5,000,001: 20%

Standards and certifications

• ISO/IEC 27001 certification: Yes
• ISO/IEC 27001 accredited by: British Standards Institution
• ISO/IEC 27001 accreditation date: Sunday 1 December 2024
• What the ISO/IEC 27001 doesn’t cover: MedModus’ Information Security Management System (ISMS) scope includes the provision of Business Intelligence, software, and consulting services to the healthcare sector. This consists of MedModus’ secure design, operation, support, and management of patient and clinician data. The scope also includes all internal and external activities involved in the process of extracting, transforming, and loading customer data in accordance with the Statement of Applicability. ; Customer data not shared with MedModus is not covered by the scope of our ISMS.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber Essentials Certificate Number: 5b1b1f5e-e79f-4d5c-9c1f-74cada0727a7
• Cyber essentials plus: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials Plus certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials Plus certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Other security certifications: No

Social value

• Mission: Kick start economic growth:

  To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

  Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

  • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
  • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
  • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
  • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
  • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
  • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
  • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
  • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
  • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
  • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
  • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
  • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
  • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
  • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
  • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling

  Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

  • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
  • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
  • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

  Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

  • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
  • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
  • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
  • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
  • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
  • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
  • Plans to respond flexibly and adapt approaches to community engagement and initiatives
• Mission: Make Britain a clean energy superpower:

  To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

  Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

  • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
  • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
  • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
  • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it
• Mission: Break down barriers to opportunity:

  By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

  Policy Outcome 6: Employment and training: For those who face barriers to employment

  • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
  • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
  • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
  • Collection of the views and expertise of disabled people and their representative organisations on successfully supporting disabled employees or applicants
  • Working conditions which promote an inclusive working environment and promote retention and progression
  • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce

  Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

  • Understanding of the issues affecting the development of new skills by target cohort
  • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
  • Understanding of issues relating to entering the contract workforce
  • Creation of outreach activities to create a pipeline of employees for the future contract delivery
• Mission: Build an NHS fit for the future:

  That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

  Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

  • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
  • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
  • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
  • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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 deaglan@medmodus.com. Tell them what format you need. It will help if you say what assistive technology you use.