RotaPal

RotaPal

RotaPal is a real-time cloud-based, rota management, schedule management and communication platform.

Features

  • OnCallView– instant and direct contact to team oncall
  • RotaBuilder– create oncall or shift rotas methodically and publish live
  • RotaCalendar– with key identifier icons, view a plethora of information
  • ActivityLog– access fully auditable record of all changes
  • LeaveManager– set entitlements, requirements, and request processes
  • SwapManagement– enable self-service swap management, with monitoring
  • LocumFulfilment– flag, track and process locum activity
  • WeeklyPlanner- live rota sync with clinic, theatre, ward scheduling
  • Switchboard– unique dashboard providing live view of staff working
  • InsightsBoard– providing hospital overview and auditability tracking

Benefits

  • Instant access for clinicians to colleagues in an emergency
  • Instant dissemination of rota updates to multiple stakeholders
  • Proficient self-swap management, saving time and confusion
  • Reduce time spent preparing, distributing and managing changes
  • Promote internal fulfilment, maintaining team familiarity, reducing agency spend
  • WeeklyPlanner ensures live management of theatre, clinic, ward staff scheduling
  • Reduce admin processing time by up to 90%
  • Improved governance with all records uniformly assembled and cached
  • Safer platform to facilitate oncall management and patient safety
  • Available on the web, mobile web, iOS and Android

Pricing

£5.00 to £790.00 a licence a month

  • Free trial available

Service documents

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

Framework

G-Cloud 13

Service ID

1 1 1 9 5 7 4 4 0 6 7 2 5 2 6

Contact

RotaPal Harry Eves
Telephone: +447588486462
Email: harry@rotapal.com

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
Internet browser application support is provided from
Google Chrome, Microsoft Edge, Firefox.
System requirements
  • Access to the internet
  • An up-to-date web browser or iOS/Android device

User support

Email or online ticketing support
Email or online ticketing
Support response times
User and technical support are provided during our usual
office hours; 8 am to 6 pm, Monday to Friday except for Bank
Holidays. All efforts are made to respond to support
requests within a reasonable timeframe and within 24 hours
of the query being placed. Emergency requests will be given
priority. This status will be determined by RotaPal, 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
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
WCAG 2.1 AA or EN 301 549
Web chat accessibility testing
Independent plug in tests – both code and on-page information, such as text, images and sound – against WCAG requirements, detecting and flagging any potential violations.
Onsite support
Onsite support
Support levels
Support is all-inclusive of the license fee. Service support is
provided by email and telephone. Where possible, RotaPal
will endeavour to provide support services as and when
required. All efforts will be made to reply to any support
service need within a 24-hour time frame. Emergency
support is available and will be deemed appropriate by
RotaPal.
Support available to third parties
No

Onboarding and offboarding

Getting started
RotaPal will carry-out both remote and onsite support and training to ensure each user group is successfully onboarded. Initial and ongoing training is fully inclusive in the licence fee and provided on an as-needed basis.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
On arrangement, the client may extract their data using the data feed services, RotaPal will not charge for this transaction.
End-of-contract process
If the contract is discontinued – access to existing data will remain for 90 days with access to additional data subject to approval.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
N/A
Service interface
Yes
User support accessibility
WCAG 2.1 AA or EN 301 549
Description of service interface
JAVA
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
Independent plug in tests – both code and on-page information, such as text, images and sound – against WCAG requirements, detecting and flagging any potential violations.
API
Yes
What users can and can't do using the API
Any request will be considered on an individual basis.
API documentation
No
API sandbox or test environment
No
Customisation available
No

Scaling

Independence of resources
The application has been designed on a scalable infrastructure incorporating containerisation to support for each customer. Quarterly reviews of data usage will determine upgradable RAM.

Analytics

Service usage metrics
Yes
Metrics types
Individual User Activity (any and all transations)
Specialty User Activity (any and all transactions)
Organisation User Activity (any and all transactions)
Bespoke data types requests
Reporting types
  • Real-time dashboards
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2019
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

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
‘IT Health Check’ performed by a CHECK 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
In-house destruction process

Data importing and exporting

Data export approach
Users can follow the user tool guide or tutorial videos to exporting data.
Data export formats
ODF
Data import formats
ODF

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)

Availability and resilience

Guaranteed availability
95% service availability SLA 7 days a week. Users will receive a credit note for the following contractual year to the value of 1% of their contract for each additional 1% of service unavailability.
Approach to resilience
Multi date centre sites with automated failover procedures. Full information of request.
Outage reporting
Outage alerts are sent to an organisation when a significant (enough to prevent access to data) outage is predicted or occurred.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
Management authentication made only available through existing managerial access. These are restricted and controlled internally,
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Username or password
  • Other
Description of management access authentication
Fingerprint/face ID (mobile devices)

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 have access to real-time 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

Standards and certifications

ISO/IEC 27001 certification
No
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
  • ICO
  • GDPR

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
RotaPal works with external security governance advisors. Training is conducted in line with up-to-date best practice.
Information security policies and processes
Guided by ISO 27000/1/2 to ensure best practice. GDPR guidelines and the DPA guidelines ensure RotaPal’s 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
Internal staff screening
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Change logs are reviewed as well as upcoming activities to identify required activities to resolve vulnerabilities. Automative reporting identifies instant threats.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Incident response policy follows industry standards. Daily scripts checked for unusual activity. Any unusual activity will prompt a notification to be sent to affected users with recommended actions. Further investigation will be conducted on case by case basis.
Incident management type
Supplier-defined controls
Incident management approach
Users can report serious reports though help@rotapal.com or contact can be made with specific account manager. All incidents are logged, and summary reports issued.

Secure development

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

Public sector networks

Connection to public sector networks
No

Social Value

Fighting climate change

Fighting climate change

The company actively seeks to continuously reduce its impact on climate change.

We have an active recycling policy, a subsequent policy to reduce the use of single-use plastics in the office. Each member of staff upon employment receives reusable coffee and water bottles.

The company has also developed a scheme to plant trees in conjunction with client users to collaboratively offset carbon emissions.
Equal opportunity

Equal opportunity

The company is proud to be an Equal Opportunity Opportunity Employer. We do not discriminate based upon race, religion, colour, national origin, gender (including pregnancy, childbirth, or related medication conditions), sexual orientation, gender identity, gender expression, age, status as an individual with a disability or other applicable legally protected characteristics.
Wellbeing

Wellbeing

The company's Wellbeing Policy promises to; promote a culture of open communication; Ensure that staff have the right training to perform their work; Train staff to recognise the symptoms of stress; Ensure staff are free from any form of harassment or inappropriate behavior; Monitor staff workloads.

Pricing

Price
£5.00 to £790.00 a licence a month
Discount for educational organisations
No
Free trial available
Yes
Description of free trial
Full access to the suite of products. Limited to 40-days. Limited user numbers based on the registered organisation.

Service documents

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