ID Medical Group Ltd

Workforce Deployment Solution

Our Workforce Deployment Solution is a unified, modular platform designed to improve workforce planning, management and productivity. Unifying Roster, Job planning, Bank, Agency and Direct Engagement into one solution, it provides better visibility, capacity to demand matching, patient care outcomes, flexible working and staff wellbeing.

Features

• Unified, modular “Workforce Deployment Solution” that’s 100% interoperable
• Full visibility of roster demand, shortfalls, compliance and enforcement
• End to end procure to pay management of temporary workforce
• Skill requirements matched to activity-led rostering and processes
• Employers assess workforce & skills required and plan accordingly
• “Insights” reporting suite offering real-time management information, dashboards, analytics
• Single-click/screen, multi- level, and all staff with real-time management information
• Enables workers to self-register, receive vacancy notifications, select shifts
• Auto-matching ensures only qualified, compliant workers are allocated to shifts
• Strong supply-chain management controls automate and monitor temporary staffing process

Benefits

• Single modular, interoperable cloud-based platform
• Streamlined processes saving time, money and resources
• Accommodates any organisational structure
• Interoperable, easy to integrate as part of overall technology solution
• Manage costs with greater visibility through powerful MI
• End-to-end integration providing improved data-driven workforce planning
• Scalable, fully transparent and visible across the entire workforce
• Rate adherence – manage costs down
• Adherence to clinical compliance – reduces clinical risk
• HMRC compliant methodology and model reducing risk

£0.30 to £2.00 a unit an hour

• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 workforce.solutions@id-medical.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 13

Service ID

559466069245605

Contact

Stefan Thygesen
01908 552820
workforce.solutions@id-medical.com

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: ID Agency Manager, ID Bank Manager, ID Roster, ID Direct engagement
• Cloud deployment model: Private cloud
• Service constraints: No
• System requirements:
  • Access through a reputable browser provider
  • Web browsers: Internet Explorer 8/9/10/11+
  • Microsoft Edge, Firefox, Chrome, Safari
  • Supported devices: PC, Mac, Smartphone, Tablet

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Priority 1 & 2 - under 2 business hours;; ; Priority 3 - within 8 business hours;; ; Priority 4 - within 24 business hours.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Onsite support
• Support levels: The support service covers operational, technical and training aspects. Support service types are covered through Service desks, email, phone and technical support. Support is provided for all users including third party suppliers. Support desk is available to client & agency users 24/7/365. Priority 1 & 2 reply - under 2 business hours; Priority 3 reply - within 8 business hours; Priority 4 reply - within 24 business hours. Incident escalation process available.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Workforce Deployment Solution has been designed in a way that means it is intuitive to use and will allow its users to quickly pick up the actions required of them with precise calls to action. To ensure that all users have all the guidance they may require multiple approaches to training and informing users of change in the system are employed.; ; During the implementation of the product and also during the life of a contract the below methods will be used:; • Onsite class room training during implementation; • Webinar training for remote users or supporting agencies; • User guides/ crib sheets in PDF format for workers and other users to access when they require; • Online videos for workers and other users to access when they require; • Technical Support phone line in case of any issues occurring
• Service documentation: Yes
• Documentation formats:
  • HTML
  • ODF
  • PDF
  • Other
• Other documentation formats:
  • MS Visio
  • MS Project
  • MS Word
  • MS Excel
  • MS Powerpoint
• End-of-contract data extraction: Several parameterised Excel-format data extracts are available via the app at any time. Further data extract options are available on request.
• End-of-contract process: Towards the end of the contract ID Medical will initiate an exit plan with the client. Within this plan details of the timescales and the data to be provided to the client will be agreed. Data structure and content can be provided in a range of different formats.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • 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 functionality is available across all internet connected devices. Users may find it easier to utilise some functionality on a larger screen i.e. desktop, for example the reporting suite.
• Service interface: Yes
• User support accessibility: WCAG 2.1 A
• Description of service interface: Workforce Deployment Solution has an API available via REST(ful) Web Service for the means of communication to facilitate interaction between it and required 3rd party applications.
• Accessibility standards: WCAG 2.1 A
• Accessibility testing: Workforce Deployment Solution is assessed using online accessibility checkers and maintained in line with appropriate standards
• API: Yes
• What users can and can't do using the API: Currently the API is designed to handle the posting, updating, publication and status of vacancies. The system has robust NHSI digital interoperability, for all aspects of recruitment and workforce management.
• API documentation: Yes
• API documentation formats:
  • HTML
  • ODF
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: A large number of configurable options are presented during project discovery phase. Options are also available to enhance the feature set with tailored development if required.

Scaling

• Independence of resources: The service has been designed from the ground up to be scalable to support traffic escalation. Both the server and bandwidth capacity and performance is continually monitored to ensure sufficient excess capacity. Spare capacity is maintained by taking preventative precautionary action in advance of any limits being reached.

Analytics

• Service usage metrics: Yes
• Metrics types: Reports can be produced based upon any data held in the system. A requirements gathering exercise is used to establish client requirements and a suite of metrics is provided in line with this.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Developed Vetting (DV)

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: Another external penetration testing organisation
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• 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: Several parameterised Excel-format data extracts are available via the app at any time.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • Excel
  • Pdf
  • Pli
  • Txt
• Data import formats:
  • CSV
  • ODF
  • Other
• Other data import formats:
  • Excel
  • Pdf
  • Pli
  • Txt

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: Advanced IP security access can be achieved controlling the access for users by locations. Data transmitted between our Workforce Deployment Solution and the user is encrypted using an industry standard SSL certificate.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Anti-Virus/Trojan software is installed on every server. It is set to auto-update with the availability of new patches being checked every 4 hours. In addition to “On-Demand” scanning, a full system scan is performed on a daily basis. Any viruses found are automatically quarantined, and an alert is raised to enable investigation to be carried-out. Servers are tightly firewalled, with only essential ports being open to the public. Intrusion detection software is run on servers to flag unusual activity or activity that may compromise security. Operating System security patches are checked on a regular basis and automatically downloaded.

Availability and resilience

• Guaranteed availability: 99.9%
• Approach to resilience: The network infrastructure provides multiple levels of redundancy through the use of multiple bandwidth providers, and failover hardware for key systems. Failing services are reported and automatically restarted. Data is replicated to a standby environment and nightly backups are retained for one week.
• Outage reporting: The service is monitored from multiple points-of-presence. This monitoring verifies site and system availability, as well as system components. Our partner knows instantly if any of the services go down and are alerted immediately; they notify ID Medical via telephone, who then contact clients via their preferred communication channel within agreed timeframes.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Access to each and every resource within the app is controlled using a combination of their assigned roles, organisational visbility and by whom they are employed (or assigned to work for in the case of contingent workers)
• Access restriction testing frequency: At least every 6 months
• Management access authentication: Public key authentication (including by TLS client certificate)

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

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Certified International Systems
• ISO/IEC 27001 accreditation date: First accredited in 04/2015 and have been assessed yearly since to retain certification
• What the ISO/IEC 27001 doesn’t cover: Certification covers the entirety of our software partner, its software development activities and its cloud hosting environment. It does not currently cover ID Medical's operations.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • Software partner is ISAE3402 accredited.
  • IG Toolkit

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 follow the information security policies and processes of the ISO 27001 standard

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Our configuration and change management processes are governed by our ISO 27001 accreditation which include the following phases:; • Logged Change Requests;; • Identification, prioritisation and initiation of change;; • Proper authorisation of change;; • Requirements analysis;; • Inter-dependency and compliance analysis;; • Impact Assessment;; • Change approach;; • Change testing;; • User acceptance testing and approval;; • Implementation and release planning;; • Documentation;; • Change monitoring;; • Defined responsibilities and authorities of all users and IT personnel;; • Emergency change classification parameters.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Workforce Deployment Solution keeps an asset inventory of all information assets and who is responsible for each one. We are constantly monitoring reference sources to ensure we are up to date with any vulnerabilities and correction measures. We also use a Vulnerability Incident Report Form to officially record and ascertain the level of perceived vulnerability and escalate it appropriately
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: All relevant staff have undergone the HSCIC security e-learning modules and new joiners are issued with Handling Sensitive Information Guidelines, which sets out the operational security procedures. We also use a Security Incident Report Form to record, monitor and respond to any perceived threats
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: Regular security risk assessments are undertaken, steps taken to mitigate identified risks. These are documented, with recommended actions, and changes audited. Our ISO 27001 process reports all potential incidents, security incidents will be treated as high priority. The report is reviewed by the Information Governance Manager and escalated accordingly, affected clients will be notified. Immediate steps will be taken to protect data and affected clients will be regularly updated. Once resolved, a comprehensive review will be undertaken to identify any lessons to be learned and any new measures that may be required to improve security.

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

• Fighting climate change:

  Fighting climate change

  We are committed to reducing our environmental impacts and operating in a more sustainable way to support our clients achieve Net Zero. By extending our existing commitments such as reducing paper usage and energy consumption we remove or minimise any process that is wasteful. ; The key means of reducing the environmental impact of the service that we are able to influence is travel-related emissions. We offer a Cycle to Work Scheme, providing savings on new bikes, promoting the use of cycling for journeys, which has both health and environmental benefits.; By encouraging walking or cycling to work, where possible, and the use of public transport and car sharing schemes we aim to reduce travel distances, time and cost, and associated energy use, which has a positive reduction on our environmental footprint. We encourage the use of remote meeting facilities, i.e. MS Teams/Zoom, wherever practical.; Our published Carbon Reduction Plan is available via our website: www.id-medical.com.
• Covid-19 recovery:

  Covid-19 recovery

  We fully understand that patients waiting for consultation/treatment are already anxious, and the advent of Covid-19 and lockdown restrictions has exacerbated these feelings. Our capability and experience in providing workforce solutions supports efficient rostering, booking and workforce management of substantive, flexible and temporary workers for our clients. Backed up by our vast database of healthcare professionals ensures we support our clients with the healthcare staffing required to support and treat patients.; Our technologies enable the effective and efficient tracking of Covid cases within the workforce providing senior leaders and management with visibility of workforce Covid cases to enable better planning and contingency strategies.; Remote working; We offer remote working for increasing numbers of roles within our business, having established how successful this has been during the Covid pandemic. The roles are advertised nationally, via a variety of routes including social media, opening up job opportunities to a wider cohort of people nationwide. ; Individuals can benefit from a flexible working pattern, bringing benefits in terms of their health and wellbeing. Roles recruited may cover a range of skills and experience across technical, customer service, administrative and management functions.
• Tackling economic inequality:

  Tackling economic inequality

  We work in partnership with all clients and aim to bring a strategic contribution to the local communities within the areas they serve. We are aware longer term contracts have greater potential for delivering social value, including tackling economic inequality. We embrace and look forward to establishing long-lasting successful relationships, engaging with relevant stakeholders to fully understand the local social value and environmental aims and targets, and to identify and agree areas where we can deliver the greatest social value.; One way we and our partners support increasing income into the locality is by enabling local workers to easily book shifts. They would usually be expected to spend a proportion of their earned money locally in a wide variety of ways, from housing, utilities, shopping including food, household items and clothing, supporting their local economy and community. ; They typically use local amenities such as sports facilities, cinemas, restaurants etc. keeping revenue within the area. This provides the requirement for jobs for individuals and companies supplying the goods and services which in turn supports the local economy to thrive. ; Our supply chain includes working with local partners as much as possible and we would seek to identify partners that actively recruit and place workers within client regions. This helps retain spend locally, supporting the local economy. Recruiting locally also helps limit the environmental impacts associated with long distance travel.; We can consider and assess how we can use your buildings and spaces to support communities, with appropriate actions and initiatives being agreed during service mobilisation.; Experience informs our view that by working in partnership we can enhance client credentials by maximising the value bought to the community you serve.
• Equal opportunity:

  Equal opportunity

  Equality, diversity, inclusion and human rights encompass all our aims, objectives and actions addressing inequalities and promoting diversity in healthcare and employment. The key principle of diversity and inclusion is that it belongs to everyone and that every individual has the right to be treated with respect and dignity, as aligned to our core values.; We have a strong Equality, Diversity & Human Rights policy in place that includes Dignity at Work, Bullying & Harassment and Discrimination. We have a strong commitment to providing training for all colleagues in equal opportunities practice.; We treat everyone equally irrespective of sex, sexual orientation, gender reassignment, marital or civil partnership status, age, disability, colour, race, nationality, ethnic or national origin, religion or belief, political beliefs or membership or non-membership of a Trade Union or spent convictions, and all colleagues have an obligation to respect and act in accordance with the policy.; We actively avoid stipulating any unnecessary requirements which would exclude a higher proportion of a particular gender, sexual orientation, age, religion or racial group or which would exclude disabled job applicants; and we avoid prescribing any requirements as to marital or civil partnership status.; We ensure we do not discriminate unlawfully with each individual assessed only in accordance with their merits, qualifications and abilities to satisfactorily perform the relevant duties required. ; We do not accept instructions or engage with clients that indicate an intention to discriminate unlawfully.; We are committed to ensuring our services are not discriminatory, enabling equality of access and provision, and meeting legal requirements under the Equality Act 2010 and the specific elements of the Public Sector Equality Duty.
• Wellbeing:

  Wellbeing

  We consider the wellbeing of our own staff, both those employed in the managing and operation of our business and those who work in our clients premises to provide their services.; We work with our clients to support the provision of community facilities and social activities, exploring the use of their buildings and spaces for community groups. An example of this could be using clients restaurant areas for local groups to meet, this would be especially beneficial for organisations supporting elderly or disabled persons, as hospital facilities typically have easy access for people with mobility issues.; We offer a range of employee benefits for colleagues including those that promote health and wellbeing benefits. These are regularly reviewed and added to. ; For example, we offer a Cycle to Work Scheme providing savings on new bikes, promoting the use of cycling for journeys, which has both health and environmental benefits.; Benefits that achieve monetary savings are also important, they can have huge benefits to individual’s emotional as well as financial wellbeing. This is offered through our partnerships with:; 1. Tastecard ; 2. Car Repairs with Click Mechanic; 3. VIP Currency Exchange with Eurochange; 4. Haircuts at Central Barbers, ; 5. Treatments including sports injuries at The Treatment Lab; The ID Medical Supporting You service provides assistance where confidential support, guidance and advice may be accessed, including referrals and signposting to specialist third parties. This is focused primarily on supporting colleagues with their emotional and mental health needs and can include situations such as difficulties at home, financial worries etc, ; This service has particularly been promoted during the pandemic when many people have been worried and feeling helpless. This service is an extension of the close, supportive working environment within ID Medical. Despite employing over 600 colleagues, it is a close knit supportive family.

Pricing

• Price: £0.30 to £2.00 a unit an hour
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: The free or trial options available will be dependent on the volume and package of service/s the client requires. This would be discussed and agreed before commencement.

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 workforce.solutions@id-medical.com. Tell them what format you need. It will help if you say what assistive technology you use.