ALOCURA LIMITED

Rostrata -A framework management system for care packages delivered in the community

Rostrata is a cloud based management system and support service. It is utilised by Local Authority and Healthcare commissioners to set policy, administer, control and report on care planned and delivered in the community or other non-hospital settings, delivered directly via commissioned services, personal health budgets or personal budgets.

Features

• Secure cloud technology for digital social and health care delivery
• 100% (granular) visibility of care delivered versus the support plan
• Comprehensive financial and operational reporting suite
• Bespoke complex care rostering for high value care packages
• Automated export capability for care provider payroll and invoicing
• Both desktop and mobile working capability, with GPS tracking functionality.
• Features password, two factor authentication and fingerprint logon security.
• Weekly roster templates with drag and drop rostering functionality
• Email notification and SMS messaging functionality
• Digital management of social, health and combined care packages

Benefits

• Enables repatriation of 100% of unspent health and care budget
• Enables 'open book' working with framework care providers
• Optimises use of care resource through dynamic rostering
• Desktop audit of care packages, without recourse to bank statements
• Significant care provider saving in management time, without cost increase
• Enables accurate care budget forecasting
• Ensures care delivery in line with support plan, measuring variance
• Supports safeguarding by managing support plan utilisation
• Drives cashable and non-cashable efficiency, in commissioner and provider alike
• In line with government drive toward digital healthcare and DSCR's.

£14.75 a licence a month

• 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 iain@alocura.care. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

697190567162293

Contact

Iain Walsh
01942233422
iain@alocura.care

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Not Applicable
• System requirements:
  • Requires access to any common web browser
  • Mobile App requires internet connection
  • Application is hosted on secure Microsoft Azure platform

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: During support desk working hours response times are dependent upon the priority of the support issue raised. P1 issues are responded to within 1 hour, P2 priority issues within 2 hours, P3 priority issues within 4 hours. ; ; Timings for response to support queries will vary outside of support desk opening hours
• 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: Yes, at extra cost
• Support levels: We provide a number of different onsite support options for clients that can be agreed dependant upon the client requirements, with each client supported by a named Client Manager responsible for the relationship management; ; Client discovery - an analysis of the clients current processes and systems to ensure applicability of Rostrata, determine level of efficiencies and set out requirements for policy and framework management. ; ; Onboarding support to ensure that staff and provider partners are trained in the effective use of the system.; ; 3rd Party Budget Management (software as a service) to support commissioners in the management of care packages. ; ; HR support, rostering services and ongoing user training to help commissioners, providers and families use the system effectively and make effective use of the granular data provided; ; Support services are charged on a day rate basis, with detailed requirements agreed with clients at the outset. Whole project support can also be agreed
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: The Rostrata application is designed to enable users- commissioners, organisation that provide care funding and care provider companies - to use with minimal support; ; To optimise the use of Rostrata, Alocura recommend care provider companies have a Discovery day, where configuration requirements can be identified; ; As part of the on-boarding process, Alocura support users – commissioning and funder staff as well as care providers – to use the system effectively. Training is provided on site, or online. There is also a training 'sandbox' which allows users to engage with the system without concern. Documentation on the use of the system is also provided to users, along with ‘How to’ guides for frequently asked questions. This is in addition to the electronic guides available within the application itself.; ; Support is provided for initial data uploading and configuration of Rostrata
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Throughout the period of the contract clients have access to key operational data in the form of reports and exports in csv/pdf formats, which make up the vast majority of their database. Once a contract has ended, clients will have access to reports and exports during an agreed period after their contract ends. These reports and exports contain the key operational data needed, but should an organisation require a total extract of their database, this is available upon request
• End-of-contract process: Should a client contract come to an end Alocura will endeavour to support the client in their transition either to a new provider, or to their own future arrangements. As part of this transitional process it will include an exit plan and meeting. Additionally the client will have an agreed period after the end of the contract in which to export operational data. At the end of this period Alocura will delete or destroy any Customer Data remaining on Rostrata in accordance with our Data Protection protocols unless applicable law requires a specific retention period. Should there be any specific client requirements for end of contract transition, these can be agreed on a case by case basis

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 Rostrata mobile application is designed specifically for Carers (Personal Assistants). Using this application the Carers can see details of their Shifts, they can confirm the start and end of their shifts and complete the report for their Shifts. It also allows for GPS logging of shift start and end. The Web application is for Care Team Managers, HR and Finance Managers and Organisation Administrators, it provides all the necessary functions to manage their Staff, Individuals Support Plans, Weekly Rosters and to generate Reports
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: The Rostrata application is a cloud-hosted, ready-to-use application software, with the user interface accessed via a web browser or through the mobile application. ; ; Rostrata is used by the care industry, ie commissioners, care providers and third party administrators to administer and oversee care packages delivered in a community or non-hospital setting. ; ; Additional services are person led services with the aim of supporting clients in their use of Rostrata
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Our application has been tested with Userway, Achecker, and Colour Contrast. Our system was comprehensively tested by a charity providing care and support to individuals with additional needs to ensure that it was effective for all users ‘on the ground’ from an accessibility perspective rather than just in an artificial test environment. We are committed to ensuring that our application is accessible for all users, and can and do engage with users to improve the application.
• API: No
• Customisation available: Yes
• Description of customisation: As part of the initial on-boarding of clients the Rostrata system is configured to each organisation to enable smart rostering eg staff competencies, roles, pay levels, charge rates and contract conditions; ; Within the use of the Rostrata application there is the facility develop custom reports. Additional custom reports would require the technical input of Alocura and are chargeable. ; ; Users are able to tailor the services purchased. These range from purely having the use of the Rostrata application, through to the additional support and services Alocura provide, from Discovery, Onboarding, HR and 3rd Party Budget Management.

Scaling

• Independence of resources: The Rostrata application is a cloud based software as a service. It is hosted on a UK based Microsoft Azure cloud platform. This provides a key advantage in that the Azure platform provides auto-scaling in run-time as a service attribute, increasing or decreasing the resources implemented based upon the application demands.

Analytics

• Service usage metrics: Yes
• Metrics types: - Operational and financial process metrics are available that provide details on hours worked, financial metrics and care plan metrics; - Application and server metrics are available for example application uptime
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Security Clearance (SC)

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: Other
• Other data at rest protection approach: Critical data:AES,RSA.; Passwords:SHA-256; Azure Disk Encryption and Azure Storage Service Encryption
• 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: Operational process data can be exported as either reports or data exports in csv or pdf formats. This is available for users with the required access. In event that users require a full export of their database this can be requested through the Support Desk and actioned by Alocura staff
• Data export formats:
  • CSV
  • Other
• Other data export formats: PDF
• Data import formats:
  • CSV
  • Other
• Other data import formats: 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)
  • Other
• Other protection within supplier network: Encrypted ODBC

Availability and resilience

• Guaranteed availability: The Rostrata application is available 24/7 for 365 days a year, with a standard uptime of 99.95% excluding planned maintenance /upgrade periods. Bespoke service levels are agreed with clients on a case by case basis, with the provision of Service Credits based on service availability
• Approach to resilience: We have designed a resilent datacentre with the help of Azure services. More information is in our Backup Policy, Change Management Policy, Recovery Policy and SLA. Data centre resilience is available on request
• Outage reporting: Outages are reported through client notices on the web application dashboard. Additionally clients can opt-in to email alerts should they prefer. Outages are automatically notified to our service desk through our monitoring service

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: Access to support channels are restricted to authorised personnel only. Authorised personnel require secure username and password to access.; ; Management interfaces are primarily restricted to Alcoura Staff, but where it is agreed that a client has access this requires secure, restricted access with appropriate security measures in place including secure username and strong password. ; ; Operationally, the web application is for Care Team Managers, HR and Finance Managers and Organisation Administrators, it provides all the necessary functions to manage their Staff, Individuals Support Plans, Weekly Rosters, generate Reports etc, and requires secure username, password and 2 factor authentication to access
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Username or password
  • Other
• Description of management access authentication: MFA. SQL Database Firewall

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: Yes
• Who accredited the ISO/IEC 27001: Citation
• ISO/IEC 27001 accreditation date: 09/04/2024
• What the ISO/IEC 27001 doesn’t cover: Not applicable
• 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:
  • NHS Data Security and Protection Toolkit
  • ISO 9001

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: Alocura and the Rostrata SaaS application and services are accredited to ISO 27001, Cyber Essentials, and are compliant with the NHS Data Protection and Security Toolkit, and are committed to information security across the organisation. We have named SIRO who has ultimate responsibility for ensuring the data and information security and governance throughout the organisation, along with ISMS Manager delivering the operational management and delivery of the IS and IG policies and procedures. As part of our commitment to IG and IS all staff undertake mandatory annual training in Alocura policies and procedures. Our ISMS Committee conducts internal audits of IS and IG activities, and as part of our accreditation to ISO27001 and ISO9001 our ISMS is audited by external accredited auditors

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: Changes are managed in accordance with our Change Management policy and procedure. ; - A proposed change is assessed for business and security impact by the Rostrata System Board ; - Authorised changes are formally signed off by CTO and the change control process is implemented including management reporting of progress; - The change is developed, with the Head of QA responsible for testing and verifying the system's stability; - CTO is responsible for confirming that the change has been implemented in accordance with the requirements; - All documentation and training is updated to reflect changes
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Alocuras Secure Development Policy governs the vunerability management of Rostrata. ; Threats are assessed by third party sources provide updates on threat intelligence, monitoring security advisories from vendors, through subcriptions to threat intelligence feeds and by conducting regular vunerability scans and assessments; Once potential threats are identified a risk assessment is conducted to evaluate both likelihood and potential impact of the threat; Patches are prioritised based on the severity and impact on the service, and are deployed, once testing has been completed, in a timely manner dependant upon the vunerability classification
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: Alocura engage with 3rd party solutions to advise on possible threats. These threats are then assessed for severity, impact and likelihood. Any required patches are tested and deployed in line with severity rating
• 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: Users report issues via the support desk or dedicated email, which are logged on our CRM/Ticket system, with users receiving email updates on the issue. System wide issues/incidents are reported through the web application dashboard. ; The support desk maintains documented procedures for common incidents

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

  • Tackling economic inequality
  • Wellbeing

  Tackling economic inequality

  Many people in receipt of community or home based care are extremely vulnerable, with many complex physical and mental issues. Rostrata helps these individuals to lead the 'best life' they can, which often means that they are able to contribute to society through meaningful employment or other means. Rostrata also helps care staff optimise and schedule their time, ensuring that they are able to be paid for the work that they do in a timely and accurate manner. This is important as care is generally a low pay sector.

  Wellbeing

  Rostrata is designed to help individuals achieve better quality outcomes from the care delivered for them. This is care usually delivered either in the community, at home or in some other non-hospital setting. Rostrata holds the agreed care and support plan and measure actual care delivered against that plan, shifts, competency, pay rates, location and so on are all measured, assuring the individual that the care provider is indeed providing the care in the agreed plan. Rostrata captures variation to plan and allows the flexibility to either approve or otherwise that variation. Rostrata also 'keeps time', reporting on when the care plan is up for review or renewal. Rostrata also contributes to the wellbeing of the care provider staff, helping them to plan their upcoming shifts and automating their timesheets and payroll to ease administration burden at the end of a busy day.

Pricing

• Price: £14.75 a licence a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: Alocura is able to offer the Rostrata application for a pilot testing period free of charge. The length of the pilot is agreed with each client prior to commencement. The pilot includes all the Rostrata functionality and reporting.

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 iain@alocura.care. Tell them what format you need. It will help if you say what assistive technology you use.