Healthcare eScheduling Services
Designed specifically to reduce the burden of workforce scheduling for NHS teams, Doc Abode autogenerates team schedules for rapid response and planned care, creating an optimal staff allocation and continuity of care for patients.
The dynamic scheduling is design to organise MDTs when a rapid, priority response is required.
Features
- Automated allocation for staff scheduling
- Reporting in real time and with pre-configured dashboards
- Real-time staff location and status available
- Built -in staff & patient emergency alert process
- Automated patient details look up
- Automated route planning using mobile app
- Optimised route planning based on proximity and patient location
- Built-in secure phone and video triage capability
- Secure management of patient information accessed via secure access
- Seamless matching of non-clinical patient needs and staff skills
Benefits
- Improved productivity and reduction in cost per contact
- Detailed reporting via Power BI or alternative data visitation app
- Lone worker safety and improved staff allocation
- Improvements to staff and patient safety
- Reduce data entry burden and improves data quality
- Reduced admin time and increases staff visit capacity
- Supports drive to net zero with reduction in travel miles
- Simple click-to-call/video from with the app
- Improved organisation IG and supports move to paper-lite
- Improved patient experience through language and skills matching
Pricing
£47,250 a licence a year
Service documents
Request an accessible format
Framework
G-Cloud 14
Service ID
9 7 1 2 5 8 3 5 4 2 5 5 9 7 3
Contact
DOC ABODE LTD.
Taz Aldawoud
Telephone: 0300 033 1800
Email: taz@docabode.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
-
EPR SystmOne
Cloud Telephony Babble Cloud - Cloud deployment model
- Private cloud
- Service constraints
-
We shall use commercially reasonable endeavours to make the Services available during the hours of operation, except for all planned maintenance which will be communicated to the Customer no later than 2 weeks prior to the maintenance.
Planned maintenance will be scheduled to minimise disruption to the Service and aligned to the Customer’s business continuity plan for the Services; and unscheduled maintenance performed outside Normal Business Hours. - System requirements
-
- IOS version 11 and higher
- Android version 10 and higher
- Google Chrome or Microsoft Edge
- Internet connection
User support
- Email or online ticketing support
- Email or online ticketing
- Support response times
-
Depending on priority of the support required and purchased:
PO: 60 minutes (Service is down;Services system, application or critical feature/function is down)
P1: 4 hours (Local emergency [single user, non-critical but still urgent functionality])
P2: 8 hours (Service impaired; a major feature or function is not working correctly and is blocking partial use of the system, whilst other functionality is working correctly)
P3: 12 Hours (Minor issue; is impacting usability of the system but a workaround is available and major features/functions are working correctly) - 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
- 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
-
We use industry leading Web Chat technology (Intercom) which has been tested and is accessible and compliant with the Web Content Accessibility Guidelines 2.0 Level AA.
We create a test workspace for all prospective Customer assistive technology users to ensure this meets their requirements and make necessary adjustments if not. - Onsite support
- Onsite support
- Support levels
-
Support is available at two levels:
-In-hours - 9am to 5pm Mon to Fri - 5% of Total Month Recurring Service Fees
-Extended Hours 8am to 8pm 7 days a week - 10% of Total Month Recurring Service Fees
Cloud support engineers are available as required. - Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
-
Clients have a range of materials to support the on-boarding and adoption of Doc Abode eScheduling service.
Onsite and remote training - Training for both administrators and field based users can be conducted either onsite or via a remote training session.
Training materials are available online via a secure area in PDF and video format. These are accessible by all team members and made available for the training of any new staff members.
The library of materials are maintained and updated on an ongoing basis. - Service documentation
- Yes
- Documentation formats
- End-of-contract data extraction
- Whilst some operational data can be extracted via the user interface, a full extract would be provided by Doc Abode as part of the off-boarding process
- End-of-contract process
-
At the end of a contract the client will go through a structured off -boarding process.
The off-boarding process will have particular focus on the Information Governance compliance for NHS Providers.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Microsoft Edge
- Chrome
- Application to install
- Yes
- Compatible operating systems
-
- Android
- IOS
- MacOS
- Windows
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
-
The Desktop service is designed for administrator use.
The Mobile service is designed for front-line field based service use. - Service interface
- Yes
- User support accessibility
- None or don’t know
- Description of service interface
- Web and mobile interfaces are available for users to interact with the service, for example to manage jobs and users
- Accessibility standards
- None or don’t know
- Description of accessibility
-
Perceivable: Users are be able to perceive the content in some way, using one or more of their senses. Images that convey meaningful information have alternative text provided.
Operable: Users are be able to control UI elements. For example, all functionality like buttons and form elements can be accessible using keyboard controls.
Understandable: The content is understandable to its users. That means things like the language of the page is detectable in the code.
Robust: Content is developed using well-known and adopted web standards. Code is easily parsed and interpreted by different browsers/user agents like screen readers. - Accessibility testing
-
We use industry leading technology which has been tested and is accessible and are working towards Web Content Accessibility Guidelines (WCAG) 2.1 level AA.
We create a test workspace for all prospective Customer assistive technology users to ensure this meets their requirements and make necessary adjustments if not. - API
- No
- Customisation available
- Yes
- Description of customisation
-
Following an initial requirements gathering exercise the service can be customised to the unique requirements of a provider's needs. These are typically the rules applied by the provider to deliver a commissioned services e.g. time to respond, clinical safety requirements.
The service can be customised at service launch or through a change request process "in-life".
Requirements for customisation are led by the engagement of a Doc Abode Business Analyst with the provider's service operational lead.
In-life changes can be made by nominated "super-users" via an agreed change management process.
Scaling
- Independence of resources
- Doc Abode's provisioned cloud infrastructure is designed to automatically scale up and down according to demand, meaning that any issues related to high demand can be mitigated
Analytics
- Service usage metrics
- Yes
- Metrics types
-
Doc Abode provides a standard reporting Dashboard for the eScheduling service using Microsoft Power BI.
Metrics are categorised under Patient, Clinician, Event and Geography. Under these categories clients can drill into specific service usage categories.
Direct access to the reporting database can be provided allowing Customers to visualise in their preferred BI tools such as Tableau. - Reporting types
-
- API access
- 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
- 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 SSAE-16 / ISAE 3402
- Encryption of all physical media
- Scale, obfuscating techniques, or data storage sharding
- 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
- Users can export a summary of operational data from the user interface in CSV format.
- Data export formats
- CSV
- Data import formats
- CSV
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
-
Services shall be available 99.95% during Normal Business Hours and 99.93% outside of Normal Business Hours.
Users are refunded pro-rata for service non-availability outside these SLAs. - Approach to resilience
-
Our databases have 35 day point-in-time recovery, plus periodic backups, which can restore data in the case of rectifying inaccurate data. Access controls are managed through the AWS platform via restricted administrator access privileges.
AWS is a highly resilient NHS Digital approved secure cloud platform (https://aws.amazon.com/compliance/data-center/controls) providing best in class Business Continuity Planning and disaster recovery planning to take steps before, during and responding rapidly after any critical event. - Outage reporting
- Service outages are reported via email alerts.
Identity and authentication
- User authentication needed
- Yes
- User authentication
-
- 2-factor authentication
- Username or password
- Access restrictions in management interfaces and support channels
- Client defines a list of "Super-Users" that act as authorised contacts for Doc Abode to engage with to manage changes and support channels.
- 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 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
- No
- 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 Tool Kit
Security governance
- Named board-level person responsible for service security
- Yes
- Security governance certified
- No
- Security governance approach
- Working towards ISO 27001
- Information security policies and processes
-
The Doc Abode solution architecture is hosted on the NHS Digital approved secure AWS cloud platform. Alignment with ISO 27018 demonstrates that AWS has a system of controls in place that specifically addresses the privacy protection of AWS customers’ content.
Alignment with the ISO 27018 code of practice provides assurance that:
• Customers control their content.
• Customers’ content will not be used for any unauthorised purposes.
• Physical media is destroyed prior to leaving AWS data centres.
• AWS provides customers the means to delete their content.
• AWS doesn’t disclose customers’ content unless required to do so in order to comply with a legally valid and binding order.
Please see https://aws.amazon.com/s3/faqs/
And
https://aws.amazon.com/blogs/security/aws-obtains-iso-27018-privacy-certification/
All application data, whether identifiable information or not, is encrypted in transit through the use of technology such as HTTPS (TLS) and OAuth 2.0.
Also working towards ISO 27001
Operational security
- Configuration and change management standard
- Supplier-defined controls
- Configuration and change management approach
-
Gitlab is used to store the service code base. All changes to the code based are logged and can be tracked using Gitlab.
All staff that have access to code change requests. A sub-set of staff are authorised to deploy any changes into the live code base following relevant code review process.
During the that code review process potential security impacts are assessed. - Vulnerability management type
- Supplier-defined controls
- Vulnerability management approach
-
Server side OS is managed by suppliers through defined SLAs.
Deployment of patches to the Doc Abode service will depend on the identified threat and they are resolved in line with our support prioritisation hierarchy. Dependency vulnerabilities are monitored using Snyk and high risk vulnerabilities are patched at the earliest opportunity
Potential threats are assessed using out regular pen testing process and through regular monitoring of the https://owasp.org/www-project-top-ten/ log of threats. - Protective monitoring type
- Supplier-defined controls
- Protective monitoring approach
-
Doc Abode use combination of AWS Cloud Watch and Sentry to monitor the application.
Potential threats are assessed using out regular pen testing process and through regular monitoring of the https://owasp.org/www-project-top-ten/ log of threats.
Doc Abode carries out regular automated penetration testing. - Incident management type
- Supplier-defined controls
- Incident management approach
-
Incident management, data security and protection breach reporting system is in place through:
List routes available for staff to report data security and protection breaches and near misses.
List of all data security breach reports in the last twelve months with action plans.
The Board or equivalent is notified of the action plan for all data security breaches.
Individuals affected by a breach are appropriately informed.
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
- Fighting climate change
- Covid-19 recovery
- Tackling economic inequality
- Wellbeing
Fighting climate change
The implementation of Doc Abode's eScheduling system aligns with NHS sustainability goals, fostering effective stewardship of the environment. By adhering to the NHS's net zero greenhouse gas emissions targets, the system delivers additional environmental benefits in healthcare service provision.
Optimised Travel Routes: Doc Abode's dynamic scheduling optimises travel routes for healthcare professionals, reducing unnecessary mileage and carbon emissions associated with staff travel.
Reduced Paper Usage: The system's digital nature eliminates paper-based scheduling, aligning with the NHS 'PaperLite' sustainability objectives and reducing resource consumption and carbon footprint linked to paper production and disposal.
Optimised Resource Allocation: Dynamic scheduling minimises travel time and mileage, curbing carbon emissions associated with staff travel.
Reduced Missed Appointments: Real-time visibility and automated notifications diminish missed appointments, reducing carbon emissions from wasted trips.
Efficient Resource Utilisation: Doc Abode's automated scheduling enhances staff time utilisation, reducing energy consumption and emissions associated with underutilised resources.
Lower Carbon Impact of Hospital Stays: Facilitating early discharge and home-based care reduces hospital bed occupancy, resulting in lower energy consumption and emissions.
Improved Overall System Efficiency: Streamlined healthcare operations lead to reduced energy consumption and emissions across the healthcare network.
In conclusion, Doc Abode's eScheduling system supports environmental protection and improvement by optimising resource allocation, reducing missed appointments, and enhancing overall system efficiency. This adoption underscores a commitment to sustainable healthcare practices, contributing to the fight against climate change.Covid-19 recovery
During the COVID-19 pandemic, Central and North West London (CNWL) NHS Foundation Trust faced significant challenges in vaccinating housebound and care home patients. The programme’s complexity grew due to increased volume, speed, and sequencing of visits, compounded by workforce shortages.
In response, CNWL's Integrated-Adult-Services collaborated with Doc Abode to co-design a solution. Doc Abode swiftly adapted its software, resulting in a 96% increase in productivity and saving 234 days of frontline clinical time annually.
This partnership not only facilitated the efficient deployment of staff but also played a crucial role in supporting people and communities affected by COVID-19, particularly those who were most vulnerable or shielding.
By streamlining the vaccination process, Doc Abode's solution alleviated the burden on patients and caregivers, ensuring timely access to vital healthcare services. This support was instrumental in helping individuals manage and recover from the impacts of the pandemic, reducing the strain on health and care services.
Moreover, the collaboration between CNWL and Doc Abode contributed to supporting the physical and mental health of individuals affected by COVID-19. By enabling swift and efficient vaccination, the solution helped mitigate the spread of the virus, thereby reducing the demand on healthcare services and preventing further illness.
Additionally, the improved coordination of resources and streamlined scheduling enhanced patient safety and well-being, promoting a faster recovery and minimising the risk of adverse health outcomes.
Doc Abode's eScheduling application continues to be utilised for COVID-19 vaccinations, in addition to administering flu, pneumococcal, and shingles vaccines. This comprehensive approach ensures that individuals receive necessary vaccinations promptly, further contributing to the management and recovery from the impacts of COVID-19.
Overall, the innovative partnership between CNWL and Doc Abode demonstrates the importance of technology in addressing healthcare challenges and supporting community well-being during times of crisis.Tackling economic inequality
Doc Abode's eScheduling system tackles economic inequality by revolutionising healthcare delivery. By optimising workflows and resource allocation, it modernises delivery methods, fostering efficiency and reducing reliance on costly agency staff.
Moreover, Doc Abode's scalable technology ensures future-proof methods, supporting the evolving needs of healthcare delivery. Through dynamic scheduling and data-driven decision-making, it enhances productivity and reduces unwarranted variations in care provision, aligning with NHS priorities for efficiency and effectiveness.
The system's impact extends beyond financial savings. It enables enhanced workforce capacity by releasing frontline clinical time and promotes equitable access to care by leveraging a geographically dispersed workforce. By matching clinicians with patients based on individual preferences, it ensures tailored care delivery and improves patient satisfaction.
Doc Abode's comprehensive approach also enhances patient safety features, such as real-time alert systems and personalised care assignments. These innovations not only improve clinical outcomes but also contribute to keeping patients safer at home for longer, reducing pressures on emergency services and promoting a more resilient healthcare system.
In summary, Doc Abode's eScheduling system exemplifies a transformative solution, driving economic equality, scalability, and future-proofing in healthcare delivery.Wellbeing
The implementation of Doc Abode's eScheduling system not only enhances healthcare delivery but also promotes health and well-being while fostering community integration by:
Supporting Health and Well-being: Doc Abode's system takes action to support the health and well-being of the workforce by streamlining scheduling processes, reducing administrative burdens, and ensuring safer working conditions for healthcare professionals. This contributes to staff morale and job satisfaction, ultimately enhancing the overall well-being of the workforce.
Influencing Staff, Suppliers, Customers, and Communities: Through the delivery of the contract, Doc Abode influences various stakeholders to support health and well-being. By promoting efficient scheduling and timely access to care, it positively impacts patient health outcomes and fosters community engagement. Patients and their families become more involved in their care, leading to a sense of empowerment and ownership over their health.
Improving Community Integration: Doc Abode's real-time scheduling and increased availability of healthcare services strengthen engagement between healthcare providers and the community. By delivering care within the community and reducing hospital admissions through initiatives like early supported discharge and virtual wards, Doc Abode enhances community resilience and integration.
In conclusion, the implementation of Doc Abode's eScheduling system not only delivers social value by enhancing healthcare delivery but also promotes well-being and community integration. Its impact on staff well-being, patient engagement, and community resilience reflects the NHS's commitment to delivering holistic and inclusive healthcare services.
Pricing
- Price
- £47,250 a licence a year
- Discount for educational organisations
- No
- Free trial available
- No