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MEDMODUS BI LIMITED

Healthcare Staff Rostering

MedModus' staff scheduling software solution optimises medical rosters to ensure fairness and compliance for healthcare professionals. Schedule management functionality eliminates administrative processes, transforms communication and ensures healthcare resource utilisation is maximised.

Features

  • Scheduling algorithms to ensure fairness and junior doctor contract compliance
  • Optimisation functionalities for avoiding team depletion and elective commitments clashes
  • Automatic complex roster generation in minutes
  • Bespoke roster design and complex rule & contraint creation
  • Intelligent roster management to recommend suitable staff and highlight issues
  • Phone app with smart features & push notifications
  • Smart shift swap and bidding functionalitites
  • Unavailability module for controlled leave and absence management
  • Dynamic roster views for both birdseye overviews and detailed schedules
  • Resource capacity utilization functions and reporting to maximize theatre/clinic throughput

Benefits

  • Happy and better rested doctors
  • Improved availability for patient care and avoidance of elective clashes
  • Reduce administrative workload and facilitate last minute changes
  • Make rosters which suit your complex needs
  • Maximise capacity by ensuring all available staff allocated appropriately
  • Effective doctors and administrator collaboration 'on the go'
  • Ensure shifts are filled with ease
  • Avoid specialty team depletion through effective leave & absence management
  • Quickly view staffing levels and personel throughout hospital
  • Maximize theatre/clinic throughput with advanced resource utilization

Pricing

£245 to £350 a user a year

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

Framework

G-Cloud 14

Service ID

3 7 4 4 5 8 0 5 9 5 3 5 1 4 3

Contact

MEDMODUS BI LIMITED Déaglán MagFhloinn
Telephone: +353 1 443 4135
Email: deaglan@medmodus.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
No
System requirements
  • A modern browser (Internet Explorer is not supported).
  • For mobile apps: Apple iOS 12 or Google Android 5.

User support

Email or online ticketing support
Email or online ticketing
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 MedModus 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
No
Onsite support
Yes, at extra cost
Support levels
User Support Levels: High, medium, low priorities. Rostering Optimisation User Support Levels: High, low complexities. Costs: Refer to MedModus SFIA rate card (Delivery and Operation). Technical account manager or cloud support engineer available depending on support required.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Group Training: MedModus conduct onsite or on-line instructor-led group training sessions with users. These training sessions are hands-on. Each participant will have access to a computer and the MedModus RMS. First, the instructor will demonstrate how to use the platform. Next, with the instructor’s assistance, participants will learn to use the platform themselves by completing a series of tasks. One-one-one training: MedModus also conduct one-on-one training sessions on-site or online with key users e.g. roster co-ordinators. Online sessions can be used to train users who cannot attend the group sessions, or to refresh the skills of existing users. eLearning: MedModus can also deliver training content via on-demand online training courses that include videos and tests. User Documentation: All users will be provided with a MedModus RMS user manual. This covers the concepts and skills taught in the training sessions and can be used by participants to refresh their skills. Learning Community: MedModus encourages participation in our customer learning community to ensure users have the opportunity to share and adopt best practices. Customer Success Contact: Customers will have a point of contact with MedModus who will be on hand to ensure ongoing support needs are met.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Users can request a copy of their data from MedModus when the contract ends. MedModus will send these users their data in a secure manner.
End-of-contract process
The data of users will be provided to them upon request. This will not incur any additional cost. User data is cryptographically erased from MedModus infrastructure following the end of the contract.

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
There is an app that can be installed by users (Apple iOS 12+ and Google Android 5+) that allow users to access some of the features of the web-based desktop application.
Service interface
Yes
User support accessibility
None or don’t know
Description of service interface
MedModus Roster Management System has an interface that allow users to: view existing rosters, plan new rosters, generate solutions for new rosters, view their current and upcoming allocations, view staff availability/unavailability, request leave, and authorise/reject/cancel leave. All of these operations can be controlled based on a role-based permissions system.
Accessibility standards
None or don’t know
Description of accessibility
See prior response to 'Describe the service interface'. Also refer to MedModus Roster Management System Service Definition document.
Accessibility testing
No interface testing has been conducted with assistive technology users to-date. MedModus are open to investigating further depending on customer requirements.
API
No
Customisation available
Yes
Description of customisation
The application supports custom fields and a variety of controls to cater for specific customer needs. Most of the customisation is carried out by MedModus on request, while some is also allowed by the end users.

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 allows for customised dashboards per customer requirements.
Reporting types
Real-time dashboards

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
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
  • 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
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / 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
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
MedModus allows exporting to CSV and PDF files.
Data export formats
  • CSV
  • Other
Other data export formats
PDF
Data import formats
Other
Other data import formats
Does not apply

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
  • 2-factor authentication
  • 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
  • 2-factor authentication
  • 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
Between 6 months and 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
Between 6 months and 12 months
How long system logs are stored for
Between 6 months and 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
The British Standards Institute.
ISO/IEC 27001 accreditation date
1/12/2021.
What the ISO/IEC 27001 doesn’t cover
There are no exclusions in MedModus certified Statement of Applicability.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
Yes
Other security certifications
No

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
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, CTO 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, and (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 CEO and CTO 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, TrendMicro anti-virus deployment, BSI 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
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 v3.0)

Public sector networks

Connection to public sector networks
No

Social Value

Social Value

Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality

Fighting climate change

MedModus’ approach to fighting climate change is two-fold, leveraging both Microsoft Azure’s sustainability commitments and our organization’s energy efficiency practices. Microsoft Azure’s Sustainability Efforts Our platform operates on Microsoft Azure, which has a strong focus on environmental sustainability. Key areas of their commitment include: • Achieving 100% renewable energy use by 2025. • Aiming to be water positive by 2030, replenishing more water than consumed. • Targeting zero-waste certification by 2030. • Ensuring net-zero deforestation from new construction. A 2018 study found that using the Microsoft Azure cloud platform can be up to 93 percent more energy efficient and up to 98 percent more carbon efficient than on-premises solutions. Azure, as a part of Microsoft, has been 100 percent carbon neutral since 2012. This means they are removing as much carbon each year as they emit, either by carbon removal (carbon offsetting) or reducing carbon emissions. Energy Efficiency Practices To further enhance sustainability, we propose optimizing data centre demand for the solution: In line with our current practice, we suggest making the platform available during core operational hours (6 AM to 11 PM) and switching off unnecessary servers and services outside these hours. This practice reduces the demand on Microsoft data centres, aligning with energy efficiency goals. We would of course need to consider this approach for data sets and related alerts you deem to be needed 24 x 7 if required. Travel and commuting: Where possible MedModus avoid travel by road and use online meeting tools for interactions including training, support and meetings. We also encourage remote working to reduce commuting emissions. For necessary travel, we prefer public transport, car-pooling and low-emission vehicles. Eco-friendly Office Practices: we are a paperless first company and encourage our customers not to print the reports and visualisations we develop for them.

Covid-19 recovery

Implementing the MedModus Roster Management System and roster optimisation service in a healthcare organization can play a significant role in facilitating the recovery from the COVID-19 pandemic in several ways:
Optimizing Staffing Levels: The MedModus roster optimisation service can help healthcare organizations efficiently manage staffing levels based on patient demand, acuity, and fluctuating COVID-19 caseloads. By dynamically adjusting schedules in response to changing needs, our rosters ensures that hospitals have adequate staff to meet patient care demands.
Ensuring Regulatory Compliance: The MedModus roster management system can help healthcare organizations maintain compliance with evolving regulatory requirements and public health guidelines related to COVID-19. By automating compliance tracking, reporting, and audit trails, the software ensures that organizations adhere to protocols for infection control, staffing ratios, and workplace safety measures, mitigating the risk of regulatory penalties and disruptions to operations.
Supporting Employee Wellbeing: The MedModus rostering software can incorporate features to support employee wellbeing, such as flexible scheduling options, self-service tools for managing time off and preferences. By prioritizing employee health and work-life balance, the software helps sustain workforce resilience and morale.
Data Analysis for Decision-Making: The software provides valuable data and analytics that enable healthcare organizations to make data-driven decisions about resource allocation, capacity planning, and operational efficiency. By analyzing trends in staffing patterns and resource utilization, organizations can optimize workflows, allocate resources effectively, and adapt to changing circumstances.

Tackling economic inequality

MedModus’s rostering solution in a healthcare organization can indirectly contribute to tackling economic inequality through several mechanisms:
Fair and Transparent Staff Allocation: Rostering software can help ensure fair and transparent allocation of shifts and assignments based on staff availability, qualifications, and preferences. By providing equal opportunities for all staff members to access desirable shifts and overtime opportunities, the software helps prevent favouritism and promotes equity in workforce management.
Flexible Work Schedules: Rostering software enables healthcare organizations to offer flexible work schedules, including part-time, job-sharing, and remote work options. This flexibility can benefit employees with diverse needs and circumstances, such as caregivers, students, and individuals with disabilities, allowing them to maintain employment while balancing other responsibilities or pursuing additional education.
Equal Access to Training and Development: Rostering software can help healthcare organizations manage staff training and development activities, ensuring that all employees have equal access to professional development opportunities regardless of their socioeconomic background. By tracking training requirements, certifications, and skill development goals, the software helps promote career advancement and upward mobility for all staff members.
Improved Patient Care and Satisfaction: Effective rostering practices supported by software contribute to better patient care outcomes and higher levels of patient satisfaction. By ensuring adequate staffing levels and appropriate skill mix, healthcare organizations can deliver high-quality care to all patients, regardless of their socioeconomic status, reducing disparities in healthcare access and outcomes.
While rostering software itself may not directly address economic inequality, its effective implementation and use within healthcare organizations can contribute to creating a more equitable and inclusive work environment, ultimately benefiting both employees and patients. By promoting fairness, flexibility, efficiency, and data-driven decision-making, rostering software can help healthcare organizations mitigate the impact of economic inequality on their workforce and improve the overall quality and accessibility of healthcare services.

Pricing

Price
£245 to £350 a user a year
Discount for educational organisations
Yes
Free trial available
No

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