Staff Shift Management Solutions

Focus more on residents spare headaches, maintain smooth operations and control staff routines and rota management.

Rota Scheduling for Staff

Through our understanding of the challenges of running a care service, we know that important and intelligent decisions need to be made regarding allocation of the team and rota management. Making sure your service users are sufficiently and safely supported and that this is extended to the team members feeling like they have enough rest and the right balance in between tiring shifts. We also need to make sure our people are paid in accordance with hours worked, contractual obligations and government guidelines.

We need to also monitor and record attendance, absence, sickness, maternity, paternity and annual leave. In a fast paced, ever-changing environment, team members might not come to this shift and arranging cover for their impacts on time management. Employees also need to make requests and plan for holidays, but you don't want this to impact on working time. Our care home staff shift management includes Staff App where your staff can track their rota and make important requests, also providing access to important information about the workplace and wages.

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Care home staff management with rota software

A care home’s staff is its most valuable asset. Managing their time properly and ensuring they feel supported must therefore be a top priority. Care Vision offers a comprehensive care home management system that covers key staffing operations like shift management and rota organisation. Effective shift management makes all the difference to how a care home operates.

There needs to be enough people on shift to support each other and protect the residents, while ensuring staff get enough breaks to replenish their energy. Care Vision ensures all of that happens with easy to learn staff rota and shift planning software.

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Smart and data driven rota planning

The huge advantage of using a digital shift management and rota planning programme is that you can incorporate real-time data to inform your planning and smart technology to automate much of the process. For instance, if you know that more of your residents will require help with getting up, medication rounds or bedtime, you can plan more staff to be on site at those times.

You may need to bring in extra staff to help with a day trip, for example. There may be special in-house events needing changes to the rota to enable all residents to access them safely.

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Staff rota software with easy interface

Using Care Vision’s staff rota and shift management software is easy and quick to do. There are no complicated processes that take up valuable time. The interface is intuitive and interactive, enabling changes to be made easily and rotas created with no ambiguities or hard-to-read formats.

Staff can check their scheduled hours in advance to help them plan ahead and to work out what their pay should be. This, in turn, helps to cut down unexplained absences or ‘no-shoes’ and reduce lateness as a result of unclear rotas. Having the information in one place also makes it easier to access.

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Advanced rota planning with customised pay rates

Care Vision also offers advanced functionality that links staff rotas to payroll and accounting. This enables users to match allocate hours to expected remuneration according to the set pay rates and generate the correct records and pay slips. Once again, this automation cuts down on admin time for the payroll department, as well as streamlining processes for staff involved in planning shifts and rota management.

The integrated nature of Care Vision’s care home management software ensures that all staff-related functions are connected, meaning that there is only the need to enter data once for it to populate all relevant areas.

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How It Works

Arrange ROTA in departments or floors. Create custom shifts with ease, using colors to highlight departments with other formatting options.

Frequently Asked Questions

We know that many homes are still working effectively from paper systems. We recognise it is the home and the team that make the difference and any system is only as good as those people entering the evidence. There are many paper homes that have outstanding ratings and have systems of working safely and effectively. You don’t have to worry about the system going down or lack of training. However, the disadvantages include the time spent on updating paper which can be enormous and this takes you away from the people you are looking after. Handwriting can also be eligible and care staff have the tendency not to capture accurate detail and can write similar, generic information for each person. The same can also be said for many care management systems on the market, but with the experience of running and commissioning services we have built in the simplicity and intelligence to make live up to our tag line less admin more caring.

Please get in touch to arrange a demo or call and we can talk through some of the available options for getting started. We are so confident that you will like the system, if for any reason you are not satisfied with the system you can get a full refund within four weeks of signing up.

The Care Vision solution suite is entirely modular. You can add and remove as you go. This helps with implementation as things can be broken down into digestible sections. Focussing on the care elements is great way to start. Visitor Book and Clocking In modules are also really easy to get started on and can transform the way in which you carry out your evidence capturing.

The Care Vision solution suite is entirely modular. You can add and remove as you go. This helps with implementation as things can be broken down into digestible sections. Focussing on the care elements is great way to start. Visitor Book and Clocking In modules are also really easy to get started on and can transform the way in which you carry out your evidence capturing.

We offer a data migration service, where our team uploads all your important data into your care vision cloud. This way when we carry out your onboarding you are looking at your own data and service users. We save you all the time and hassle of this data entry and you can get started.

Rishi grew up in the family’s first care home. Having this type of connection and experience cannot be underestimated and we have used this to build the system on strong foundations. Using some of the other systems on the market or so called ‘big names’ we have found out firsthand that many CMS do not deliver on the promises of quality or service. Our experience gives us unique insight into the direction of compliance and evidence and achieving outstanding rating with CQC. Our entire support team have a care background, working across care settings in different roles. This enables us to give you a relevant, personal service where you can build up strong relationships with our support team members and making them a natural extension of your team. We cover the whole spectrum of care from Rota, Accounts, Chef, Family EMAR, Housekeeping and many more. This avoids the unnecessary duplication of working across multiple systems saving time and errors. You can then have full integration of all systems under one roof, making it easy from a management, training and support perspective as well.

We have many users joining us from using paper systems and finding that our system is the most simple, user friendly and offering the most value. However we have even more who have joined us from other systems. The feedback received from such clients is that with the other systems they have tried the service and the quality system was not what they expected or promised. This is something that we pride ourselves in; our level of customer service and support and that we will always do everything we can to deliver and keep our promises. Please listen to views of our clients in testimonials to see what they say about the customer experience.

We do not claim to be the authority on care and no one knows their residents better than the carers and managers themselves. We love to hear suggestions and feedback and are constantly incorporating new elements into the system. We have updates of new modules on a weekly basis. You can also make direct suggestions through our support ticketing system so we can get this feedback and interaction directly. The look and design of the system has been carefully  thought through to offer an icon driven, colourful and interactive system. The system does not stand still and is constantly evolving with new features added all the time

The amazing advantage Care Vision offers is complete integration across all systems. This makes it easier to learn, train and manage as you are not checking across multiple systems. We have studied and researched other systems and have taken feedback from users. The overall feeling coming from the feedback of other systems is that EMAR is too complex for staff to manage. Other comments include: ‘Our current EMAR does not offer the flexibility of paper mar if you make a mistake… adding medication at the weekends can be difficult and we have to revert to paper…The pharmacy complains that it takes them a long time to add medication to MAR and generate barcodes for complex dosing. The system cannot handle dosage for warfarin and Parkinson medication.’

 

We have managed to reduce medication errors to virtually zero. We have a simple easy to use interface, which makes administration of medication effective and stress-free. The EMAR on Care Vision is seamlessly updated and reflects more information than any other EMAR on the market. We also offer information on side effects as well as important information at the point of administering and throughout so this becomes a great training tool. The ordering of medication could not be easier working with any pharmacy and including specialist pharmacy providers we have a range of options to suit your needs.

At Care Vision we take security of data as critical. We use AWS servers and have a back-up server in the event AWS goes down, which is highly unlikely. Our GDPR policy is displayed on our website and the system has been scrutinised by GDPR legal team to ensure compliance. We are the processors of the data and the home is the controller. We keep data up to 7 years and operate an internal archive which the client can access. We can also work on bespoke data set-ups using VPNS and other methods for those organisations that want a further tier of security. Please contact us for more options on this.

We understand integrity, transparency and trust a key to delivering outstanding care. On important elements within the system, we have followed the established care process of controlled medication of dual signature and authorisation. This has been recognised by CQC and CIW as good practice ensuring safety. This helps put another tier of safety on important aspects relating to your care evidence. We have also pioneered a QR code system across Care Vision, which gives additional assurance of presence for certain things like night checks or care at the bedside. This can also assist from a level of input and need with residents when looking to increase fee level of funding.

We understand that mistakes happen so we do give opportunity to amend certain aspects, but these changes are fully tracked with accountability. You can also delete certain elements from the system but a full delete log is kept to ensure things can be audited and followed up on when required.

We have a dedicated family app available through play store for android and apple for IOS. This provides controlled access to care records and stats also the ability to use E Consent. This can save significant time in keeping loved ones informed on important updates or events. It’s a CQC requirement to inform of important events such as falls or hospital admissions yet this can take up time. There may also be occasions when the home have actively tried to get hold of someone to update them but were unsuccessful. The the app gives evidence of what message has been read and sent through family app which gives reassurance to families and inspectors that people are being kept informed. Our family app has become even more relevant during the Covid pandemic, when lack of contact has been prevalent, we also offer video calling via the system to keep people in touch. Care homes and inspectors alike are waking up to the reality of embracing technology even more so after recent events relating to COVID and visiting restrictions.

We offer various forms of training whether this be in person, via video call or through our video tutorials and webinars. This is delivered by skilled individuals with care experience providing relevant easy to understand information and guidance. All support is free and is offered in various forms, you can call us or use our ticketing system which enables a quick and direct response with the tech team. We arrange reviews with clients to go through progress and identify potential training areas. It is also great getting feedback and suggestions, our clients are our best developers.

We offer the staff app on android and IOS. This has no link or access to care records and is to be used on staff members personal devices. This is for viewing their rota, making day off and holiday requests, seeing predicted pay and annual leave. This ties in with the Care Vision ROTA module making things even easier from a payroll perspective. A housekeeping and maintenance app are also available, this gives the specific team access to essential facility and maintenance information but not access to confidential care records. This updates the maintenance log and prompts and reminds staff of outstanding issues.

We never stand still at Care Vision and are constantly developing, we had already developed and released COVID tracker a couple of weeks into the pandemic. Having our finger on the pulse, we link up with the university of Greenwich and the University of Worcester in terms of research to find the best new solutions. We have some centres and partners of excellence that are using the system in its entirety and constantly feeding back improvements and suggestions for future developments. Running services ourselves we react to any changes in government guidance or legislation as it happens. We can also work on bespoke projects and developing specific elements that are important to you. We can link with APIs of other systems when required, this can help tie in with your existing systems.

We like to offer flexibility and options to our users at Care Vision. We can help by providing devices which are robust and fast enough to cope with the rigours of working in a care environment. We have various options for payment on this as well which can be discussed. We also give the flexibility to source your own devices, this could be any android device. We have our own Care Vision protection which we offer to our clients for free, no additional charge for a third party licence. This enables devices to be protected and tracked. No images are saved on the device gallery to again prevent the potential  risk of abuse. We have also created an Offline mode for when internet connection goes down or has been temporarily lost. Perhaps you may have black spots in your wi-fi infrastructure. Offline mode can help with all of this and still give direct access and ability to add notes.

A rota management system schedules dates and times when staff are working and when they have time off. This ensures that a care home always has enough staff to meet its needs. It also provided spaced out breaks to allow staff to sleep or spend time with family etc., ready for their next shift. While rota management has traditionally been done on paper, digital systems has made the process far easier, with automated functionality to allocate people to different days and times according to need or preference. Changes are easily made and updates shared so that everyone knows what’s happening.

Rota software links a person’s allocated hours to the payroll function, automatically working out the correct amount wages that need to be paid according to how long they are working and when. In that way, rota software cuts down on the amount of time it takes for an employee to plan people’s shifts and work out the resultant wages earned. This reduces admin costs as the time that is freed up would otherwise have been spent on calculations and can now be spent doing something else for the care home. It can also help eliminate costly wage errors and miscalculations.
 
Rota management software can be set to calculate overtime for special occasions, bank holidays or unsociable hours, according to your individual needs. All you need to do is input the figures and the system will do all the calculations for you, produce wage skips and arrange payments for your staff. This can save a huge amount of admin time at periods of the year that are already busy, such as Christmas, bank holidays and when sorting out staffing for day trips, open days or other special events. Overtime can also be managed, in conjunction with clocking-in and attendance recording software.
Care Vision’s shift planning functionality works in conjunction with the system’s attendance recording and clocking-in modules to give a complete picture of staff movements during the working day, week and year. The system records all arrivals breaktimes and departures using facial recognition to not only monitor attendance and spot issues but also to calculate wages and pay any overtime owed to staff. Effective shift planning provides staff with adequate breaks and rest days to help them relax and prepare for their next period of work. This can help enormously with maintaining staff morale and reducing sickness through overwork or fatigue.
A rota management system can account for staff leave and unavailability for other reasons, such as sickness or personal circumstances. It can identify gaps in staffing to allow alternative arrangements to be made, such as recruiting temporary agency staff. Once the data is inputted around people’s availability (or otherwise) the rota is prepared and can be shared round. Any swaps or last-minute changes can also be made digitally and the rotas updated on the system accordingly. The automated aspect of this process eliminates the need for time-consuming manual updates and keeps all rota information in one place for easy access.

Choose Care Vision

Reduce your admin time and focus more on growing your care home