Care Sector Case Study

“By making rostering information more visible and accessible to managers and service leaders we can help them make more effective decisions. Information is
provided by RITEQ in real
time, therefore it is the most
up-to-date available.”

Woojdan Raza
Project Manager, RHN

Benefits

  • Staff clock in and out via biometric scanners, creating automatic, digital timesheets
  •  Increased visibility and control to enable roster optimisation and eliminate clashes
  •  Effective, automated integration with payroll, finance, ward manager, bank
    coordinator and HR ensuring accuracy and timeliness
  •  Reduction in time spent on administration and data collection for rostering
  •  User-friendly interface and navigation
  •  Increased Employee engagement with interface and functionality

Background

The Royal Hospital for Neuro-disability is a not-for-profit organisation and a respected authority on neuro-disability care in the UK. It is independent from the NHS but works closely with it, providing the best possible care for people living with neuro-disability. The RHN works to enhance the dignity, independence and quality of life for each of their patients and residents who rely on the rehabilitation and care it provides. With 600 members of staff, the RHN management team identified a need to increase the efficiency of their rostering systems and update their paper based administration procedures.

Challenges

“The primary reason for introducing RITEQ at the RHN was to migrate away from our paper-based procedures that were prone to inaccuracy to a more up-to-date, technology based solution that would integrate with our other systems,” says Woojdan Raza, (Woosh) Project Manager at the RHN. “This fitted into the RHN’s wider strategy, to update and roll out new technological solutions across the organisation. Implementation of RITEQ’s Workforce Management solution was launched first because of the outdated way in which we were managing rosters. We needed governance over how the rosters were being generated and also to be able to utilise every member of our workforce in the best possible way.”

Woosh joined the RHN 12 months’ previously just after the decision to purchase RITEQ’s Workforce Management system had been made but prior to its implementation. RITEQ were selected from a shortlist of 4 suppliers after a tendering process and demonstrations on site. Before then, the RHN used Excel spreadsheets for rostering. Employees filled out paper based timesheets, handed them to their managers who then inputted the details onto the spreadsheet each week. “We calculated that managers were spending around 5-6 hours per week on this task alone,” says Woosh. The RHN manages 18 rosters, 14 of which are 4 weekly the other 4 being weekly. They manage different 4 different pay groups during the pay period. “We have a very flexible working environment here, with 13 different wards clinical teams needing to be rostered effectively on different days and weeks,” he continues. “To provide the best possible care to patients it was imperative that we improved the efficiency of the rosters, so that we could use our permanent staff in the best possible ways, providing continuity of care.” By reducing the time creating and processing and timesheets, RITEQ can give managers more time back to concentrate on other management tasks therefore making the organisation more efficient and cost effective.

“Our primary objective from the beginning was to improve customer experience at the RHN. We needed to streamline our rostering systems incorporating data from payroll, our ward managers, the Finance and HR department and the bank and agency cocoordinator. We also needed a tool to allow us to monitor our agency spend.” “By making rostering information more visible and accessible to managers and service leaders we can help them make more effective decisions,” Woosh continues. Information is provided by RITEQ in real time, therefore it is the most up-to-date available.

“We wanted to really engage our staff and give them both accessibility and visibility of the rostering system, so the biometric time capture methods using their mobile phones is a good choice.”

“Implementing RITEQ has shed light on the massive complexity of our current rostering services… We were able to look at the process from A to Z to ensure we had the right mechanisms in place with RITEQ to be as effective as possible. We have had a great opportunity to highlight ineffective practice, address these difficulties and make the whole process less complex.”

Woojdan Raza
Project Manager, RHN

Rolling out the Solution

Woosh headed up the Project Implementation Team from the beginning. “The implementation process went well,” he says. “It was scoped out by the key stakeholders in the RHN who recognised that it was a large-scale project and

needed a sponsor at executive level. This was taken on jointly by the Director of Nursing and the Director of Corporate Services.” A stakeholder group was set up to discuss key objectives and who did what, regular meetings were held during the whole implementation period which included the RHN’s account manager at RITEQ, who Woosh spoke to nearly every day.

“The biggest challenge we faced was the level of change that the process demanded from our staff and the light it has shed on the outdated methods of rostering we were using,” explains Woosh. “Since implementation we have been able to tighten up our processes and ensure we comply. The Discovery Phase of the implementation was particularly useful, as members of staff at RITEQ were fully engaged, came on site and spent lots of time discussing our particular needs. The process was not rushed and therefore they had a lot of in depth information to take away. RITEQ listened to what we needed and the information we gave them was acted upon in good time. They did a great job in configuring the system and we came away with a solution that really is ideal for our organisation.“

“The challenges regarding instituting change are on the way to being resolved now. Staff rostering is much more regulated than it has ever been. Never has it been more important than now to manage our teams effectively.”

“Implementing RITEQ has shed light on the massive complexity of our current rostering services. RITEQ has opened our eyes with regards to looking at how our managers roster staff. We were able to look at the process from A to Z to ensure we had the right mechanisms in place with RITEQ to be as effective as possible. We have had a great opportunity to highlight ineffective practice, address these difficulties and make the whole process less complex.”

“Whilst there has been the usual resistance to change from some quarters, feedback from members of staff has been very positive. They have access to real time information at their fingertips (checking their annual leave and looking at shifts, etc), it is easy and quick to use and it really helps support managers to take the right decisions about who, when and where to roster their people. This is still ongoing and with help and support from RITEQ we can tackle these challenges.“

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