HOLT MEDICAL RECRUITMENT LIMITED

Healthcare Workforce Solutions

Holt Workforce Management provides an end-to-end booking system, LMS, for managing your workforce (bank, collaborative bank, agency, DE). Designed specifically for the healthcare sector, it continues to adapt to market changes with multiple compliance and cost management controls in place, and supported by 100+ agencies in the medical workforce sector.

Features

• Workforce Management - Bank, Collaborative Bank, Agency, Direct Engagement
• Self Fill APP for Candidates
• Remote access from any Device
• Budget Controls, Real Time Reporting, Dashboard and Management Information
• ISO27001 accredited - extensive security and access controls
• Integration with third party systems - standard API based
• Online timesheets - all payment processes accommodated
• Multiple automated processes and checks - including compliance
• Out of hours bookings
• Full control over end to end booking process

Benefits

• Designed specifically for healthcare workforce management
• Available from any device - and self fill candidate APP
• Full visibility and control of your temporary workforce
• Multiple budget and workforce planning tools - reduction in costs
• Full training and 24/7 support
• Experienced implementation team - 2 to 6 weeks implementation
• Established processes and procedures - no drop in fill rates
• Meets interoperability requirements
• Unlimited users - no costly licence fees
• Maximise workforce efficiencies - compliantly and securely

£0.40 a user an hour

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 contracts@holtdoctors.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

948707248930297

Contact

Tracy Ward
0208 099 6943
contracts@holtdoctors.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements: Access to modern browser, or smart phone.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: You have 24/7 access to our experienced LMS support team to help with queries on using LMS – we log all calls, responses and resolution times, and the service levels we commit to will be agreed. LMS utilise the JIRA reporting system. Support is by phone, online and email . LMS help desk may be contacted for immediate assistance from 8am to 6pm (week days) , with out-of-hours service provided by phone 24/7. LMS support team acknowledge and estimate time for resolution within 2 working hours. Resolution times will be dependent on priority level (see terms and conditions).
• 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: We will provide full training to all individuals at the client identified during the on boarding process (Client Authorised Users) as requiring access to LMS, and will provide training manuals (updated as required). On site training is in a variety of formats and applicable to job roles - classroom, floor walking and one to one. ; ; On-going training support will be provided via webinars (including refresher training required, training on new functionality/updates to system) as well as face to face training for new starters, from time to time, and where agreed between Holt Doctors and the client. ; ; Each client will have a dedicated account manager.; ; Pricing for training and support is included as part of agreed set up costs (see rate card).
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We provide clients with training tailored according to job roles in a variety of formats and at varying times through on-boarding and then ongoing. This includes initial classroom style overview, one to one “hands on” workstation training, floor walking and webinars. We also provide our clients' suppliers with relevant training via webinars. A training manual is provided with release notes also issued as applicable (with training if required). ; ; We also provide our clients and their suppliers with 24/7 support.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: With regard to client or their suppliers' data held within the LMS software platform we will ensure such data is transferred to the client or supplier(as relevant) within 30 days of the date of termination and such data will be in .csv format. The data will be subsequently deleted from our servers and the software platform (see service definition document for further details) subject to data protection legislation requirements.
• End-of-contract process: At the end of the contract a client can have customised data extracts. We agree the exit plan with the client at the outset of the contract as to what they will require so we can inform them and also agree any additional relevant costs (see service definition document).

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The mobile web portal for candidates is a fully responsive application.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Our website for LMS is the service interface.
• Accessibility standards: None or don’t know
• Description of accessibility: We do not use a lot of symbols within the system but where we do there are mouseovers/rollovers that explain what they are/what they do. ; ; All of the web pages can be magnified without loss of function, and text can be highlighted to be read out to a user (through available APPs); ; There are no trigger points based only on colour. Bold is used to indicate items that have not been reviewed.; ; We do not use captchas.; ; Our system provides information only, not sensory experiences.
• Accessibility testing: We have not done any interface testing with users of assistive technology.
• API: Yes
• What users can and can't do using the API: The API is for programmers to work with, and they can use the API to connect the database to different front ends if they wish. They can send data to the system and retrieve data from it. Where they have specific and unique requirements an API can be written for the client (subject to cost).
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: We can customise any aspect of the software subject to cost. ; ; A client can acquire a right to a copy of the code to modify it as they see fit. ; ; There are multiple opportunities to modify how the product behaves.

Scaling

• Independence of resources: Our IT team provide 24/7 support, constantly monitoring the system, reporting to us immediately if there are any concerns so we have time to react. We constantly monitor processor utilisation, upgrading architecture in line with demands for maximum number of concurrent users.; ; We monitor the load time of key pages, and how long reports take to run, with pages that describe the longest time any given report has taken to run. If they are taking longer than is good practice, this indicates the hardware needs to be upgraded or database queries need further optimisation.

Analytics

• Service usage metrics: Yes
• Metrics types: We can provide clients with metrics on how many people logged on at any one time, what reports have been run and by whom. All activities in the system are recorded by user - with a full audit trail available. ; ; We have developed numerous standard reports, and as reporting functionality is an integral part of LMS, it is easy to add more.; ; Reports can be generated into excel multisheet format. Graphs/ dashboard indicators can be added. Reports can be in most formats , automated, with alerts for set criteria.
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Reseller providing extra features and support
• Organisation whose services are being resold: LMS Recruitment Systems Limited - for the healthcare sector

Staff security

• Staff security clearance: Other security clearance
• 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: European Economic Area (EEA)
• 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: In-house
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: No
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: LMS can provide pull or push feeds for Data Warehousing in various formats and protocols e.g. direct to MySQL, XML/JSON/CSV feed over http or by file transfer or we can create a custom feed if the integration layer needs a different format and/or protocol.; ; As regards reporting from LMS, reports can be generated into excel multisheet format. Graphs and dashboard indicators can be added according to client preferences. Reports can be in most formats, can be automated, with alerts sent if set criteria are exceeded/not reached.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • Excel
  • XML
• Data import formats:
  • CSV
  • Other
• Other data import formats: TSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

• Guaranteed availability: We guarantee 99% availability. To date we have achieved 99.99%.; ; By way of example, these are our Key Performance Indicators which are included in our terms and conditions: ; ; Service Availability - 24 hours, 7 days a week, 365 days per year.; 99% availability - agreed downtime with the written consent of the Client’s Authorised Officer will be exempt.
• Approach to resilience: Available on request.
• Outage reporting: There is a public dashboard, plus email notifications are sent by email to key contacts at each client.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Username or password
  • Other
• Other user authentication: User name and password, and location.
• Access restrictions in management interfaces and support channels: This is done programmatically, by configuring users at certain levels. ; ; Each user account has a type (client staff, supplier, candidate), a level and a set of feature permissions, so it is possible, for example, to only give access to a feature to users of level 5 or above. Feature permissions are specific to each user type and new feature permissions can be added for all user types.
• Access restriction testing frequency: At least once a year
• Management access authentication: Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get 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: Intertek
• ISO/IEC 27001 accreditation date: 1st August 2016
• What the ISO/IEC 27001 doesn’t cover: The certification covers the design and ongoing development of the web based recruitment system, LMS, including the delivery of training.
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: Yes
• 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: All of our processes are IS027001 accredited and we follow those processes - all relevant staff are regularly trained in the processes, with internal audits taking place.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The Change Management Team comprises: a member of the Senior Management Team, the LMS IT Manager, LMS Business Analyst and our Projects and Implementation Manager (from clients' perspective). ; ; Full assessment is made of the change, the potential (including security) impact, timescales and the work required . ; ; Each requirement goes through our project management process which include testing for requirement, identifying change points/responsibilities, robustness of change, re-briefing where necessary or can result in ‘no action’ where the change can be absorbed within current procedures.; ; Code reviews, testing and deployment overseen by IT manager. ; ; Release notes/training issued as applicable.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Threats are assessed from technology news and system log files and evaluated for applicability and potential severity. Patches to services can be deployed within a day, depending on the complexity of the work.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: User and system activity is logged. Identification of potential compromises depends on triggering of system alerts on activity levels or manual review of logs. Response would be to evaluate the level of compromise and respond accordingly, depending on the severity. Response to identified incidents would be the same day.
• Incident management type: Supplier-defined controls
• Incident management approach: Pre-defined processes are in place for common incidents (e.g. user suspects their account is compromised). Users report incidents to the LMS help desk by telephone or email. Incidents are reported to the system owner using a standard format.

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

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

  Fighting climate change

  As an ISO14001 accredited organisation Holt is committed to setting/meeting its environmental targets. As part of nGage Specialist Recruitment Group, an already a certified net zero organization, we are well placed to become net zero long before 2050; our target is 2030.; Through nGage, emissions are offset through several projects: ‘Hydroelectric Power in the Amazon’, ‘Burgos Wind Farm Project’, ‘Gansu Dang Hydropower Project’ and the ‘African Cooking Stove Programme’. These projects support education/employment/clean water and have a positive impact on local wildlife/ecology.; Having joined “Social Value portal” this measures our contributions to fighting climate change with achievements reported to clients. ; Our Environmental & Sustainability Policy outlines our Climate Change commitments and some of the strategies that are being developed (e.g. the purchase of Carbon Credits). It also includes the following priorities:; • Reduce our impacts on the climate; • Improve air quality; • Increase recycling; • Tackle energy poverty and inequality with our patients, staff and partners; • Safeguard the natural environment locally and nationally; • Develop green spaces in the places we operate in

  Covid-19 recovery

  The Covid-19 pandemic has made us look at how we run our business. ; Since the pandemic, we have sought to create employment opportunities for those affected by Covid-19 and to improve workplace conditions, measure environmental, social and economic activities and help to identify, prioritise and measure the additional social value delivered through a contract in terms that are meaningful to internal and external stakeholders.; We aim to create employment opportunities for those disproportionately impacted by Covid-19. ; We seek to offer improved skills for those disadvantaged by the pandemic and, as a recruitment business, we can provide advice and support with career mentoring, such as assisting with mock interviews and provision of CV advice. We offer meaningful work placements or pre-employment courses to those seeking to get back to work, and apprenticeships utilising the apprentice levy.; To help support more resilient communities, our staff work within the local community volunteering, our volunteer policy allows protected time to enable them to do so to support the projects that mean the most to them.

  Tackling economic inequality

  With offices in England, Poland and India all of which experience differing Gini coefficient levels, we understand that pay gaps vary within not only between genders but also geographically. We know that this extends not just regionally, but within the same neighbourhoods as evidenced by the Office of National Statistics.; Our head office is based in Skipton therefore local to 3 of the highest deprived areas in England and 10% of our staff live in these areas. They receive mandatory induction training which includes communication skills, handling confidential information and how to protect it, problem solving, data protection and handling information online such as social media usage – all heavily focused on bridging the digital skills gap.; They also receive further education via the REC and are offered apprenticeships by utilising our levy pot. Put simply, they receive the same training opportunities as all our staff to level-up wherever it is required. This includes student placements with our local universities. Furthermore, it has always been company policy to pay our staff above market averages for the roles they work in.; As the lead supplier on a number of medical workforce NHS contracts we rely on the support of 100+ recruitment agencies in our supply chain. We continue to support new entrants to the market (subject to Framework/NHSI requirements) and also identify together with our clients’ appropriate SME/niche agencies that are local to or can provide specialist support. Our selection process is fair and equitable and ensures new and growing businesses can join our supply chain as well as those that are larger or more established. We pay them early as official members of the ‘Prompt Payment Code’ to support their businesses which we found to be particularly important during the pandemic.

  Equal opportunity

  Our Equal Opportunity and Diversity policy confirms our commitment to embracing diversity and tackling inequality. We seek to maintain a business culture reflective of that belief.; We are committed to tackling workforce inequality through the application of our Equal Opportunities Policy. Job applicants (internal and external) will receive equal treatment regardless of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation (Protected Characteristics).; An NHS Workforce Race Equality Standard (WRES) assessment is undertaken on an annual basis to monitor performance.; Recruitment, promotion, and other selection exercises are conducted on the basis of merit, against objective criteria that avoid discrimination. Shortlisting is undertaken by more than one person, where possible. Our recruitment procedures are reviewed regularly to ensure that individuals are treated on the basis of their relevant merits and abilities.

  Wellbeing

  Holt’s "Stress and Wellbeing Policy" states our commitment to protecting the health, safety and wellbeing of our staff/candidates. We recognise the importance of identifying/tackling causes of work-related stress and recognise personal stress, while unrelated to the workplace, can adversely affect staff wellbeing at work.; The following support for staff/candidates is in place:; • Mental health first aiders have been appointed and are available anytime; • All line managers trained to recognise potential work issues related to stress/mental ill-health in their teams; • A business culture of open communication via formal/informal/anonymous channels; • Workloads monitored/reallocated where necessary; • Employee assistance programme; accessible 24/7; • Free membership to mindfulness app ‘Headspace’, also rolled out to candidates in 2023; • Perkbox subscription includes/promotes mindfulness categories; • Guidance on external support from charities ‘Mind’ and the ‘Samaritans’

Pricing

• Price: £0.40 a user an hour
• Discount for educational organisations: No
• Free trial available: No

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