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DBROTAS LTD

dbRotas

dbRotas is a specialised web based rostering system that can auto-generates bespoke clinician rosters around requests, preferences, training needs and service provision.
dbRotas also provides a location based rostering service that auto-generates clinician to different clinical locations and reports on daily activities.

Features

  • Auto-generation of bespoke clinician rotas
  • Leave management and system
  • Automated locum generation
  • Self rostering facility
  • Training program allocation
  • Real time compliance checking
  • Exception reporting system
  • Automated location based rostering
  • Location reporting
  • Job Planning

Benefits

  • Reduction in time to generate rosters
  • Improved morale and wellbeing of clinicians
  • Improved rostering of less than full time clinicians
  • Fair allocation of leave for clinicans rotating through departments
  • Improved attendance for clinicans to attend training programs
  • Reduction in locum requirements to cover gaps
  • Real time alerts of potential contractual compliance violations
  • Optimization of staffing levels across a department and locations
  • Automatic clinican notification regarding shift/location changes
  • Easy to access job plans and roster on multiple devices

Pricing

£5 to £20 a user 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 help@dbrotas.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

7 8 2 1 3 9 5 6 7 1 4 9 2 3 1

Contact

DBROTAS LTD Daniel Barry
Telephone: 07804594823
Email: help@dbrotas.com

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
Requires internet connection and browser to view rotas
Planned maintenance and updates are primarily out of hours
System requirements
Web Browser e.g Chrome/Firefox/Safari

User support

Email or online ticketing support
Email or online ticketing
Support response times
Within 24 hours. Support provided 7 days a week
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
24 hours, 7 days a week
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
The following is included as part of the licence fee: Virtual meetings or telephone consultations can be organised directly through the platform via the booking system into client/end user chosen time/dates.
Virtual meeting links will then be sent to the designated individuals.
Email support available to all.
Technical account manager assigned to each department for continuity.
In person teaching/setting up service available for an additional fee.
Support available to third parties
No

Onboarding and offboarding

Getting started
The following is included as a part of the licence fee:
End user (administrator) and client: Initial introduction meeting with clients/administrators regarding the set-up of clinicians on the rotas, work schedules and shifts with a brief overview of the live system.
This will be accompanied with a how-to written guide with a checklist.
Subsequent meeting covers the generation of the rota the live system functionality.
Last meeting covers a debrief of any areas for feedback and bespoke alterations.
At any point along the way if are any questions not covered in the above, the appointment system can be used for a support call or email for advice.
End user (clinician): A set by step how to guide in written form or an alternative in video format. Email support available on request.
Onsite training can be arranged for an additional extra fee.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
All current rosters exportable as .pdf file.
End-of-contract process
The contract includes the export of current live rotas as .pdf file to include shifts, locums, locations and logs to the end of the contract.
Data sanitation occurs as per terms and conditions and agreement.

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
Mobile site can be accessed by end users (clinicians) to view shifts, submit leave requests, request shift swaps and apply for locum shifts. End users (administration) is best done on a desktop screen, but administrators can view the rota and approve shifts/message users on a mobile device.
Service interface
Yes
User support accessibility
WCAG 2.1 A
Description of service interface
DbRotas service interface features a landing page with a series of dropdown options from a main menu.
Pages throughout the site contain different customisable administrator settings for end users (clinicians), rotas (shifts and dates) which are displayed in tables. Live rotas or locations are displayed in tables that permit users to make amendments with a log of changes. Personalised view options available for each administrator.
Accessibility standards
WCAG 2.1 A
Accessibility testing
DbRotas has performed testing with consideration for end users/administrators and offers end users personalisation/options to improve their accessibility as per WCAG 2.1 A.
This includes but is not limited to the personalistion of:
- Text colour
- Font size
- Zoom without loss of functionality
- Video, audio or written assistance for support
- Accessibly by keyboard only use
API
Yes
What users can and can't do using the API
API is in development to allow interoperability between other rostering and leave management services used within the NHS. API will be finalised once NHSE publish the specific requirements required for interoperability. Further information is available on request.
API documentation
No
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
Multiple facets of the platform can be customised both by administrators and end users. An example includes custom rota questions such as number of night shifts preferred to work in a row.
Each end user (clinician and administrator) has a preferences section for their account regarding their accessibility and notifications options.

Scaling

Independence of resources
Cloud based architecture with scalability and load balancing.

Analytics

Service usage metrics
Yes
Metrics types
Statistics covering the following domains:
- Leave approval
- Sickess/abscence
- Locum requirement and filled rates
- Location based utilisation
- Exception reporting

Comprehensive package bespoke to departmental or trust wide needs.Further service metrics are avaiable on request for an additional fee.
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
None

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
Managed by a third party
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 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
End users (clinicians) can export their data as an .ICS file to allow export to other calendar devices.
Administrators can export the rotas as a .pdf for printing.
Data export formats
Other
Other data export formats
  • ICS File
  • Pdf file
Data import formats
Other
Other data import formats
  • Pdf file
  • Excel workbook

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
0–10 hours: No refund.
10–24 hours: 30% of monthly payment.
>24 hours: 100% of monthly payment.
Approach to resilience
Available on request.
Outage reporting
System monitoring services in place that ensure any downtime is highlighted quickly via a dedicated dashboard on the site.
In the event of an outage each end user (clinican, rota administrator, client) will be informed via email and updated and if requested, a pdf of the most recent backup of the rota.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
The system provides the client multiple levels of privileges to data access and utilises the role-based access control model (RBAC). Each user is allocated a corresponding level of data access using the principle of least privilege to assign privileges dependent on the users’ role, seniority and department.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • 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 have access to real-time audit information
How long supplier audit data is stored for
User-defined
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
No
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
Microsoft Azure ISO/IEC 27001 certification

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
DbRotas system is ‘secure by design’. The full details of the information security governance policy can be sent to interested parties upon request. The appointed security and data protection officer undertakes quarterly audits of the parameters in the security governance policy, team and client. Risk managment by the appointed team occurs as a part of change management on potential impact and likelihood of occurance and implementing appropriate controls to manage them effectively.
Information security policies and processes
DbRotas is ‘secure by design’. Information security forms a part of the information security governance policy that is available to interested parties upon request.
Quarterly audits are undertaken by the appointed security and data protection officer to ensure the information security policy is upheld to include risk assessments of current and potential change, data access (team and client), processing, transfer, storage and sanitation. In the event of a security breach all affected users will be informed via email.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
DbRotas configuration and change management approach utilise a change request tool. This can be sent to interested parties upon request. The main headings are: change request, reason to change, impact and risk assessment tool to continue and to change and security assessment. The change management team review requests and use a closed loop communication to the change request. These are logged and audited.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
DbRotas regularly monitors for vulnerabilities and aims to indetify vunrebilities early, tirage and minitigate risk.
Rating of vunerability is classifed and addressed within the following timeframes:
- Red risk: patch repair to be deloyed within 7 calander days.
- Orange risk: patch repair to be deloyed within 14 calander days.
- Yellow risk: patch repair to be deloyed within 30 calander days.
These are aligned with the National Vulnerability Database Vulnerability Severity ratings (red- high, orange - medium and yellow - low).
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
DbRotas undertakes quarterly audits undertaken of reports of potential compromise and annual penetration testing.
Real time threat information and alerts provided by Cloud provider.
Response to potential compromise follows the information security policy that is available upon request.
Responses to incidents occur within 24 hours of potential breaches.
Incident management type
Supplier-defined controls
Incident management approach
Incidents can be reported by clients or end users ( clinicians or administrators) using the inbuilt reporting system. These are responded to by the security and data team using the incident reporting tool that utilises closed loop communication. These are emailed back to the reporting user.
Communication to affected users will be via email, telephone or virtual meeting within 24 hours, ICO update as required along with regular updates on the dashboard to inform of updates.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
No

Social Value

Social Value

Social Value

Wellbeing

Wellbeing

dbRotas contributes to the wellbeing of the clients end users (clinicans) by promoting a more efficient, transparent, and flexible approach to rostering, allowing clinicians to maintain a healthy work-life balance.

For the dbRotas employees, the wellbeing of its team is a key principle of the company's ethos.
dbRotas offers flexible work hours and remote work options to the team; this includes encouraging the team to take regular breaks and minimising the need to overwork to help improve wellbeing and reduce the risk of burnout.
For the team, there is also the option to attend regular team based wellbeing sessions which may be meditation or yoga sessions.
The team are encouraged in their self-development by attending courses, certifications as well the end of year team awards.

Pricing

Price
£5 to £20 a user a month
Discount for educational organisations
No
Free trial available
Yes
Description of free trial
Free trial of system includes the set up, generation and live system use of one roster/set of rosters in a department.

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