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HealthRota Limited

Job Planning, E-Rostering, Team Activity and Location Management and Locum bank software

Improve staff flexibility, wellbeing, work-life balance and retention with our pioneering e-Rostering, e-Job Planning and Locum Workforce Management platform.
Designed for the NHS by NHS staff, HealthRota has been proven to realise in practice the workforce outcomes required by the NHS Long term plan

Features

  • Job Planning
  • E-Rostering (All staff groups)
  • Activity and Space Management (Manage team activities by location)
  • Locum Bank (Automatic workflow for filling gaps in the rota)
  • ESR Integration (Absences, Attendances and E-Rostering Data)
  • Real-Time Reporting
  • Self Rostering (Shifts, Swaps, Give-ups and Activities)
  • Auto-Rostering (Direct from Job plans and Junior Doctor Templates)
  • Time-tracking (PAs/Hours) against job plans and contracts
  • Absence Management

Benefits

  • Improved staff utilisation (reduction in temporary staffing costs)
  • Improved staff mobilisation (Flexibility to work across teams)
  • Improved work-life balance (Annualisation and time tracking)
  • Improved staff morale (Empowerment of your workforce - self rostering)
  • Improved staff retention and ability to recruit
  • Improved patient care / safety (planning and oversight tools)
  • Improved use of resources (theatre management / staff)
  • Improved efficiency (single integrated platform)
  • Interoperability (API integrations and ESR Interface)
  • Improved Management Information and Metrics

Pricing

£2.50 to £5 a user a month

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 info@healthrota.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

5 1 0 5 3 1 5 3 8 8 6 8 0 6 7

Contact

HealthRota Limited James Barry
Telephone: 020 3920 0465
Email: info@healthrota.co.uk

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
Demand and Capacity Management
Job Planning
Temporary Staffing (3rd Party Locum Banks / Agencies)
Patient Administration Systems
Theatre Management Software
Workforce Management (Recruitment, Appraisals, Training, Payroll etc.)
Cloud deployment model
Private cloud
Service constraints
None - Maintenance and software releases do not require service down-time
System requirements
  • Web Browser (e.g. Chrome, Safari, Firefox, Microsoft Edge etc.)
  • Mobile Operating Systems (e.g. Android and iOS)

User support

Email or online ticketing support
Email or online ticketing
Support response times
Free support levels
- All ticket priorities - 4 hour response time SLA during business hours
- Priority 1 tickets - 4 hour response time SLA 24/7
Enhanced support levels
- by agreement
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
No
Support levels
Free Support
- 4 hours response time during business hours - all priorities
- 4 hours response time outside business hours - priority 1 issues
Paid Support
- enhanced service levels can be agreed by negotiation
Support available to third parties
Yes

Onboarding and offboarding

Getting started
This can vary depending on the scale of roll-out to departments within NHS Trusts.
Simple roll-out to single team: Training, On-Boarding Support (including platform configuration, rota set-up, user import, shift/job plan data import, DPIA completion etc), access to User Guides / Documentation, trial environment and technical support team.
Trust Level roll-out: Full implementation support package (including project management, named technical support person, consultancy (as required), project implementation support etc.) as required by the Trust to support their roll-out plan.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
HealthRota will provide free of charge to the Trust a json file download or a csv export of their data from the database
End-of-contract process
On contract termination the Trust may request a copy of their data to support their retention policy and / or the migration to a new provider. HealthRota will run "destroy" scripts to remove any Trust data from our database.

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
Staff members are able to interact with their rota via the mobile application on their phones in a similar way as via the web application desktop service
Service interface
Yes
User support accessibility
WCAG 2.1 AA or EN 301 549
Description of service interface
Users are able to access a knowledge base from within the web-app giving them the ability to search help articles, watch help videos, download or view user guides, participate in our best practice community and raise support tickets.
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
This has been completed by ZenDesk who have WCAG 2.1 AA accreditation and who provide the software for our knowledge base
API
No
Customisation available
Yes
Description of customisation
The platform is fully configurable by the Trust so that it can be set-up to match the policies and processes operated locally.
The platform has a number of configuration screens and settings which can be set by appropriately permissioned users within the Trust. This enables the Trust to configure (a) how the features of the platform operate (e.g. Leave types, time-reporting and PA calculations, self rostering periods etc.)and (b) who can perform what activities (e.g. Rota admin, Rota Rules, Leave approval, budget approval, platform configuration etc.)

Scaling

Independence of resources
We use a number of techniques within AWS to manage the performance and response times of the platform so that users aren't affected by the demand of other users - these include placing trusts on their own virtual server environment, active partitioning of the server environment, use of a load balancer to manage service requests, a memory cache to handle real-time requests (e.g. rules checking) all under the principle of elastic services which can scale on demand.

Analytics

Service usage metrics
Yes
Metrics types
We have a number of reports on how the application is being used within the Trust. This allows the trust to oversee how successfully the platform is being deployed and employed (e.g. a Trust can view how many users are registered, when they last logged in, whether their shifts/absences are actively being managed, the percentage of shifts which are auto-rostered etc.)
Reporting types
Real-time dashboards

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 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 SSAE-16 / ISAE 3402
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
There are a number of screens which allow the data-set selected to be exported to csv or excel.
It is also possible to export rotas in .JSON format
Data export formats
  • CSV
  • Other
Other data export formats
  • Pdf
  • JSON
  • Xlsx
Data import formats
  • CSV
  • Other
Other data import formats
  • JSON
  • .xlsx

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
The reliability of our service is dependent upon two elements - hardware/data centre (AWS) which has an excellent reliability but no guaranteed SLA.

We monitor our software with 'always on' tools and in the event of a software failure will correct the issues as soon as is feasible.

In the event that the service is unavailable, due to a software defect, for more than 5% of the time in a one month period, then the user fees for that month would be waived. This guarantee excludes advertised downtime due to software upgrades, any client side issues with connectivity or other failures outside outside our control.
Approach to resilience
We use the UK AWS region which has multiple zones and amazon services automatically replicate data across those zones.

The service also deploys a virtual server environment supported by elastic services which can scale on demand. Full back-ups are taken every hour and restores can be completed within the hour. Our resilience and business continuity environment has been independently audited and complies with ISO27001:2013 standard.
Outage reporting
Email alerts would be sent

Identity and authentication

User authentication needed
Yes
User authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
Access restrictions in management interfaces and support channels
Access to the cloud service provider is protected with username/password plus 2-factor authentication using one-time passwords.

Some provisioned hardware is directly accessible to the internet via SSH. That access is controlled with public/private key pairs issued to employees.

All other other hardware is not directly accessible to the internet, but only our application servers.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • 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
User-defined
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
Between 6 months and 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Approachable Certification
ISO/IEC 27001 accreditation date
16/11/2021
What the ISO/IEC 27001 doesn’t cover
The full service is covered
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber essentials plus
No
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
We have a set of policies which form the framework within which information security at HealthRota is managed.
We hold a quarterly information security management reviews where we take evidence from the control reports and information from external sources to ensure our information security management system is working effectively.
The policies and processes we follow are internally and externally audited (as part of the surveillance audit) on an annual basis. This forms part of the ISO27001:2013 standard and certification we have attained.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
HealthRota uses multiple JIRA projects to track changes:
- ‘Support’ to track issues raised by clients, either defects or questions
- ‘Roadmap’ to track requests from customers for changes to the system

These then feed into a ‘HealthRota’ JIRA project.

All changes to either the source code or the configuration are tracked against a JIRA with all changes committed into a central GIT source code control system with a comment identifying which JIRA the change resulted from.

Large changes and changes that have a potential for security impact are reviewed by the development team using a ‘Pull Request’.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
We use industry standard software components for development tools, user authentication etc. As new versions of the various languages, frameworks and toolkits are released we take them in order to incorporate fixes for language runtime security vulnerabilities.

We host the web services using industry standard Web Server technologies, and register with developers to ensure we have the latest secure versions.

We use AWS standard firewalls to host our software services and we regularly patch the servers to ensure OS vulnerabilities are mitigated.
We use a 3rd party CREST certified penetration test company to test for vulnerabilities annually.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
All user traffic into the web site is logged and tracked via google analytics.

All web requests into the system are logged inside the server itself, together with source IP address.

Malformed, erroneous, or suspicious requests are logged at a level which trigger alerts to the support team.

The support team then investigates the potential compromise, identify whether it an application error, a user error or a malicious attack, potentially blocking traffic from that address in the firewall where necessary.
Incident management type
Supplier-defined controls
Incident management approach
All incidents, whether reported by users or by the support team are recorded in a Support JIRA.

All Support JIRAs go through a triage process whereby the support representative working with the development team assesses the severity and urgency of the incident.

Incidents that are assessed at triage as urgent and/or severe are then the focus of as many developers and support staff as are deemed necessary, and may result in an immediate response/patching/blocking.

Incidents that are non-urgent might become defect JIRAs for the development teams to be implemented for the next release.

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
Yes
Connected networks
  • NHS Network (N3)
  • Health and Social Care Network (HSCN)

Social Value

Social Value

Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

HealthRota has a set of environmental values which promote behaviours to limit negative and introduce positive impacts within the local and on the global environment. These include:

Reducing energy and fuel consumption in the provision of the contract.

Minimising waste through re-use and recycling.

Using environmentally friendly goods to minimise pollution.

Saving energy e.g. using energy efficient lighting and equipment.

Promoting initiatives which retain, protect or enhance the local natural environment.

Incorporating sustainability considerations into our supply chain.

Covid-19 recovery

We have made a number of direct changes to support a quick recovery for all our customers, staff, suppliers and stakeholders from the impacts of Covid. These include:
Building new features into the software to enable Trusts and Providers to respond to the impact of Covid on their workforce and services
Supporting staff by implementing a work from home policy with increased flexibility in working hours. Created new employment opportunity to enable retraining and return to work opportunities for people impacted by Covid.
Promoting awareness of the impacts Covid has had on our customers so that we are better able to service their needs

Tackling economic inequality

Whilst only a small company we recruit from as diverse a socioeconomic background as is feasible. Our pay policy is background (e.g. educational qualifications) agnostic and based on the individual's value and performance. Our policy is to be an employee owned company.
We aim to source services and suppliers from the local community.

Equal opportunity

Our policy is to treat all parties (staff, customers, stakeholders, suppliers etc) fairly and to grow both the business itself and the value of the business to the economy. Through this approach we aim to bring economic benefits to each party involved and to do this in a fair and balanced way. As we grow we aim to have a diverse set of parties and to give equal opportunity to these parties.

Wellbeing

As a company and through the way we conduct our business, our aim is to improve the social, economic and environmental well being of the environment in which we operate.

Our product has a direct impact on the well-being of all NHS staff rostered on HealthRota as our product enables staff to manage their own working patterns within safe staffing levels and then to easily exchange shifts with other staff when required. We have a number of case studies which demonstrate improved staff utilisation, retention and well-being.

We are continuously reviewing at a Board level, in consultation with our employees, customers and stakeholders, how we might improve the metrics we use to measure these impacts and to increase the reach of them.

Pricing

Price
£2.50 to £5 a user a month
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
We have a trial environment in which all features of the software can be configured and operated by a Trust prior to purchase. Any trial setup or rotas can be imported into the production system when the client is ready to go live.
Link to free trial
https://preprod.healthrota.co.uk/

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 info@healthrota.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.