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LOCUMSYS LIMITED

Worksys Bank - Efficiency in Healthcare Staffing

An internal bank solution designed for temporary healthcare staff, aimed at assisting organisations in bolstering their resilience and bank fill rate while curbing rate escalations and agency costs. This solution comprises a centralised hub for overseeing staffing processes, seamless live shift booking, electronic timesheet submission, and digital staff credential management.

Features

  • Simple, Intuitive Cloud-Based Web and Mobile Application
  • Live Operational Dashboard
  • Automated Compliance Tracking
  • Enhanced Locum Profiles
  • Adaptive Scheduling Interface
  • Transparent Feedback Mechanism
  • Customisable Financial Tracking
  • Advanced Conflict Resolution Tools
  • Direct Payments to Locums
  • Advanced Algorithms

Benefits

  • Expediting hiring process while maintaining the highest standards of security
  • Optimal shift planning and staffing efficiency
  • Enhancing insight into locum's character and professional conduct for employers
  • Ensuring that every professional meets local and national regulatory requirements
  • Plan better and reduce the risk of understaffing
  • Focus on primary responsibilities and less on managing software complexities
  • Multi-factor authentication and encryption across communications
  • Promoting transparency and continuous improvement among locum staff
  • Reduce human intervention in operational decisions
  • Locums up-to-date with the latest medical practices and advancements

Pricing

£5 a unit

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

Framework

G-Cloud 14

Service ID

8 2 2 1 4 1 2 0 5 9 7 7 0 1 8

Contact

LOCUMSYS LIMITED Shakeela Varachia
Telephone: 07526584395
Email: support@worksys.com

Service scope

Software add-on or extension
No
Cloud deployment model
  • Public cloud
  • Private cloud
Service constraints
There are no service constraints.
LocumBell offers a hassle-free cloud-based platform, eliminating the need for specialised integrations or installations. Hospitals and Trusts can seamlessly implement it in a hybrid cloud, ensuring a secure environment. Our service follows a meticulously planned maintenance schedule, with access restricted to approved browsers and operating systems. Maintenance tasks are conducted outside working hours, with prior notification for seamless operations.
System requirements
  • Locations need internet access
  • Minimum browser requirements

User support

Email or online ticketing support
Email or online ticketing
Support response times
Within 24 hours (during office hours)

We're open to tailoring our service support for specific customers, accommodating their unique needs and preferences.
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), 7 days a week
Web chat support
Yes, at an extra cost
Web chat support availability
9 to 5 (UK time), 7 days a week
Web chat support accessibility standard
WCAG 2.1 AA or EN 301 549
Web chat accessibility testing
Our web chat provider ensures accessibility and conducts user testing for assistive technology.
Onsite support
Onsite support
Support levels
We use all reasonable endeavors to respond swiftly to all service requests, ensuring that your needs are quickly and effectively addressed. We aim to respond within 1 hour during business hours.
Our support level offers the highest level of assistance, with 24/7 phone support, expedited ticket resolution, and direct access to a dedicated Account Manager.

The Account Manager offers product overviews, user guidance, and issue resolution, and reinforces understanding. They also delve into KPIs and Management Information in review meetings, providing insights on optimising shift filling. Mainly focusing on operational and training aspects, the Account Manager collaborates with a dedicated technical team for technology-related escalations. Any unacceptable response is escalated to CEO.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Upon signup, customers seamlessly enter our implementation plan, meticulously guiding them through platform functionalities step by step. Tailored on-site training sessions, ensure swift adoption for clinicians and administrators alike. Our platform's intuitive interface expedites user uptake, complemented by dedicated account managers providing regular on-site visits and 7-day support for immediate assistance. We prioritise hands-on guidance over static resources, incorporating customer feedback to continually enhance service. While comprehensive documentation and training guides are available, our focus remains on personalised support to minimise reliance on these resources.
Service documentation
Yes
Documentation formats
  • PDF
  • Other
Other documentation formats
Online guides
End-of-contract data extraction
At the end of the contract, users can effortlessly extract their data through a direct CSV export feature provided by our platform. This streamlined process ensures seamless transition and data portability, allowing users to retain ownership and control over their information. With just a few clicks, users can generate CSV files containing their data, facilitating easy migration or archival as per their requirements. This approach prioritises user autonomy and data accessibility, offering a straightforward solution for extracting data at contract termination. Our support team can also assist with data extraction and migration if needed.
End-of-contract process
Our contract price includes essential features such as standard functionalities, regular updates, and responsive customer support. Initial onboarding and training sessions are provided to ensure swift platform utilisation.

For customised solutions, users can opt for additional services like premium support or bespoke integrations, enhancing their experience.

Moreover, termination incurs no additional costs; accounts are promptly disabled at contract conclusion. With our transparent and flexible pricing, partnering with us guarantees a seamless and rewarding experience.

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
Our mobile application replicates our desktop site. There are some UX differences, but functionality and benefits are the same.
Service interface
No
User support accessibility
WCAG 2.1 AA or EN 301 549
API
Yes
What users can and can't do using the API
Users can leverage our API to set up and configure the service, granting them the capability to integrate it seamlessly into their existing systems or applications. Through the API, users can make changes to various aspects of the service, such as updating configurations, managing user access, and retrieving data.

However, it's important to note that while our API provides extensive functionality, there are certain limitations to how users can set up or make changes. For instance, certain administrative tasks may be restricted to authorised users or require additional permissions for security reasons. Additionally, some features or configurations may not be available via the API interface, necessitating alternative methods for implementation.

In summary, our API empowers users to efficiently set up and manage the service according to their needs, with considerations for security and functionality in place.
API documentation
Yes
API documentation formats
Open API (also known as Swagger)
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Users can extensively customise our service, including branding and white labeling, personalisation, and bespoke functionality. Branding elements such as logos, colours, and themes can be applied for seamless integration with their brand identity. Personalisation options allow users to tailor user interfaces, dashboards, and workflows to specific preferences or workflows. Additionally, bespoke functionality can be developed to support unique workforce needs, enhancing productivity and efficiency.

Customisation can be performed through the administration dashboard, where users can access settings and make changes easily without technical expertise. Advanced customisation or integration with existing systems is possible through API integration, enabling users to develop custom solutions or automate processes. Our team collaborates closely with users, providing guidance and support throughout the customisation process, including consultation, development, and implementation assistance.

Administrators or designated personnel with appropriate access rights typically perform customisation tasks within the organisation.

Scaling

Independence of resources
Our architecture guarantees resource independence through advanced auto-scaling and resource isolation technologies. This ensures that high demand from some users doesn't impact others. Our system dynamically allocates resources to handle increased load and maintains optimal performance. We use real-time monitoring and predictive analytics to foresee demand spikes, enabling proactive adjustments. Immediate notifications and an expert technical team ensure swift resolution of issues, maintaining continuous service availability and user satisfaction. This strategy ensures a robust and reliable experience for all users, regardless of external load factors.

Analytics

Service usage metrics
Yes
Metrics types
1. Shift Metrics: Total shifts, breakdown by bank/agency fills, cancellations.
2. Financial Overview: Hourly rates, total locum/agency spend, rate comparison with market.
3. Utilisation: Bank versus agency utilisation rates and cost efficiency.
4. Market Analysis: Detailed company vs. market rate analysis.
5. Performance Metrics: Top booked locums, locum retention rates.
6. Compliance: Compliance rates and quality of care metrics.
7. Advanced Analytics: Predictive demand forecasting, optimisation models.
8. Interactive Features: Drill-down capabilities, alerts.
9. Integration: Mobile compatibility, system integration.

This dashboard enhances decision-making and operational efficiency in locum management.

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
Managed by a third party
Penetration testing frequency
At least every 6 months
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Data can be exported in CSV and Excel format via the data export function within the portal.
Data export formats
  • CSV
  • ODF
Data import formats
  • CSV
  • ODF

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
1. Encryption: We use strong protocols like TLS for encrypting data in transit and at rest.
2. Access Controls: Strict role-based access controls and multi-factor authentication ensure that only authorised users access sensitive information.
3. Network Segmentation: Critical systems are isolated within secure zones, minimising risk.
4. Firewalls and IDS: Advanced firewalls and intrusion detection systems monitor and guard against threats.
5. Audits and Compliance: Regular security audits and adherence to standards like GDPR and ISO27001 maintain high compliance levels.
6. Data Backup and Recovery: Comprehensive backup and disaster recovery strategies safeguard data integrity.

Availability and resilience

Guaranteed availability
We offer 99% uptime SLA for end-users.

When this uptime is not met we offer Availability Credit Claim back
(0.5% of Monthly Subscription Fee for Contracted Month) .
Approach to resilience
Our server provider guarantees 99.99% network up-time.
Outage reporting
We provide email, push notification and telephone alerts to all affected users. Support managers also provide offline support until normal service is resumed.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
  • Other
Other user authentication
We support Single-Sign on through Microsoft Azure.
Access restrictions in management interfaces and support channels
These restrictions are typically enforced through role-based access control (RBAC) systems, where access rights are assigned based on the user's role within the organisation. Authentication methods, such as multi-factor authentication (MFA), ensure that only authorised users can access sensitive interfaces. Additionally, access to these interfaces is often limited to secure networks or via virtual private network (VPN) connections. Regular audits and monitoring of access logs help detect and respond to unauthorised access attempts, further securing these critical channels.
Access restriction testing frequency
At least every 6 months
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
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
Our server supplier holds this information
ISO/IEC 27001 accreditation date
Our server supplier holds this information
What the ISO/IEC 27001 doesn’t cover
N/A
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
Yes
Who accredited the PCI DSS certification
Our server supplier holds this information
PCI DSS accreditation date
Our server supplier holds this information
What the PCI DSS doesn’t cover
N/A
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
No
Security governance approach
Our approach is centered on comprehensive policies and continuous improvement:

1. Policy Development: We craft clear, enforceable security policies based on best practices and regulatory requirements.
2. Risk Management: Regular risk assessments identify and mitigate potential vulnerabilities.
3. Compliance Audits: We conduct frequent audits to ensure adherence to policies and legal standards.
4. Training and Awareness: Employees receive ongoing security training to recognise and respond to threats effectively.
5. Incident Response: A well-defined incident response plan ensures swift action and minimises impact.
6. Stakeholder Engagement: Regular communication with stakeholders maintains transparency and aligns security objectives across the organisation.
Information security policies and processes
We have a dedicated Data Protection Officer (DPO) who serves as a crucial bridge between our organisation, the Information Commissioner's Office (ICO), and our board of directors. The DPO plays a pivotal role in ensuring compliance with data protection regulations and maintaining the highest standards of data privacy across all facets of our operations.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Our configuration and change management processes meticulously track the lifecycle of service components. Each component is cataloged from inception to retirement, with version control ensuring traceability. Changes undergo rigorous assessment, especially for potential security impacts. We employ a comprehensive risk analysis framework, evaluating alterations against established security standards and protocols. This proactive approach minimises vulnerabilities and ensures that any modifications uphold the integrity and confidentiality of our systems. Regular audits and reviews further reinforce the effectiveness of our processes, maintaining robust security posture while enabling seamless adaptation to evolving requirements.
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Our vulnerability management process is a proactive shield against emerging threats. We employ continuous monitoring to assess potential risks to our services, leveraging both automated tools and manual assessments. Rapid response is paramount; patches are swiftly deployed through a prioritised schedule based on severity and criticality. We gather intelligence from various trusted sources, including vendor advisories, security bulletins, and threat intelligence feeds. This multi-faceted approach ensures timely mitigation of vulnerabilities, safeguarding our systems and data against exploitation. With a dynamic information ecosystem, we fortify our defenses.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
A protective monitoring approach involves continuously scanning our network and systems to detect anomalies indicative of potential compromises. We utilise automated security tools and intrusion detection systems that flag unusual activity based on predefined patterns and heuristics. When a potential compromise is identified, our incident response team is notified immediately. The team assesses the severity, isolates affected systems to prevent spread, and begins mitigation. We aim to respond to all incidents within one hour, with high-priority threats addressed immediately. This swift response ensures minimal impact and swift recovery, maintaining system integrity and data security.
Incident management type
Supplier-defined controls
Incident management approach
Our incident management process includes predefined procedures for common security events, ensuring a standardised and effective response. Users can report incidents through a dedicated helpline, email, or an internal ticketing system, which are monitored 24/7. Upon receiving a report, the incident response team evaluates and categorises the incident based on severity. Actions are taken according to the predefined response protocols. We provide detailed incident reports to stakeholders through secure communication channels. These reports include an incident overview, the response enacted, and recommendations for preventing future occurrences, ensuring transparency and continuous improvement in our security posture.

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks
No

Social Value

Social Value

Social Value

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

Fighting climate change

Our service actively contributes to fighting climate change by promoting energy-efficient digital solutions. By leveraging cloud computing, we help organisations reduce their carbon footprint by minimising the need for physical data centers, which typically consume high levels of electricity and cooling resources. Our cloud infrastructure is designed to optimise energy use and is powered increasingly by renewable energy sources, further reducing environmental impact. Additionally, by enabling remote work and reducing the necessity for commuting, our services help decrease overall transportation emissions. This shift not only supports sustainable business practices but also aligns with global efforts to mitigate climate change, making our digital solutions part of a greener future.

Covid-19 recovery

Our service supports COVID-19 recovery by enabling remote work and reducing the need for physical interactions, thus supporting social distancing efforts. We provide cloud solutions that enhance productivity and connectivity, allowing organisations to continue operations efficiently during and post-pandemic. Additionally, our services include robust data security, supporting the increased demand for secure remote work solutions. By facilitating a seamless transition to digital platforms, we help organisations adapt to new working norms, reducing disruptions and assisting in economic recovery. This approach not only aids in immediate COVID-19 recovery efforts but also prepares organisations for future challenges.

Tackling economic inequality

Our service aims to tackle economic inequality by enabling broader access to advanced cloud technologies for a diverse range of businesses, including SMEs and startups. By providing cost-effective, scalable solutions, we support businesses in underserved regions, fostering innovation and employment opportunities. Additionally, our training initiatives aim to upskill local workforces, equipping them with the digital skills necessary for today's job market. Our commitment extends to prioritising partnerships with local suppliers, thereby injecting capital into local economies and supporting community growth. Through these efforts, our service provision not only democratises technology access but also stimulates economic development and social inclusion.

Equal opportunity

Our service promotes equal opportunity by ensuring that our digital solutions are accessible to all, including those with disabilities. We adhere to the Web Content Accessibility Guidelines (WCAG) to ensure our interfaces are usable by everyone. We also offer training programs tailored to various skill levels, aiming to bridge the digital divide and empower users from diverse backgrounds. Our commitment extends to our hiring and collaboration practices, prioritising diversity and inclusion. By fostering an environment where all have equal access to our technology and opportunities, we help combat inequality and encourage a more inclusive digital economy.

Wellbeing

Our service enhances wellbeing by promoting a healthy work-life balance through flexible, cloud-based solutions that enable remote work and efficient management of workloads. We prioritise user-friendly design and intuitive interfaces to reduce stress and increase productivity. Our services include features that encourage regular breaks and mindfulness activities to support mental health. We also provide resources and support for mental health awareness, helping organisations create a supportive environment for their employees. By leveraging technology to improve daily operations and support mental wellbeing, we help organisations foster a more positive and productive workplace culture.

Pricing

Price
£5 a unit
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Our service offers a free version that includes basic cloud storage, limited productivity tools, community support, and email customer service. It We provide a full-service 30-day trial of our premium features, allowing users to fully explore our offerings before making a commitment.

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