Personal information | Comments |
|---|
1 | Ability for nurse bank to add new / amend existing staff details | |
2 | Surname | |
3 | Forename(s) | |
4 | Preferred name | |
5 | Sex | |
6 | Address | |
7 | Postcode | |
8 | Home telephone number | |
9 | Work telephone number | |
10 | Mobile telephone number | |
11 | Substantive post contract details - location / hours | |
12 | E-mail address | |
13 | Date of birth | |
14 | National Insurance number | |
15 | Check for NI number on existing database | |
16 | Payroll number | |
17 | Prevents duplicate pay number | |
18 | Bank Account Details - Address, Sort code and Account Number | |
19 | Pension Detail (opt in / out) | |
20 | NMC Pin Number and expiry date for qualified staff | |
21 | Report of staff requiring NMCPIN confirmation - providing details required for use of NMC confirmation service | |
22 | Next of kin and the ability to locate the nurse's location from her staff record | |
23 | Base location or staff category | |
24 | Record of date of termination of employment | ? data protection issues- holding information of ex employees. Limit access or time limit retention of information |
25 | Ability to review terminated staff information and work record |
26 | Reason for termination | |
27 | Work permit details including expiry date | |
28 | Security details including photo | |
29 | Security details including password, secret question and previous names etc for web access | |
30 | Ability of the nurse bank system to link with HR system | |
31 | Ability of the nurse bank system to link to Finance system | Desirable, with adequate controls and security in place |
32 | Ability of the nurse bank system to link to payroll system |
Staff Record |
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33 | Individual Staff Identifier / number | |
34 | Date employment commenced on the bank | |
35 | Ability to make inactive for specified period and reason for inactivity | |
36 | Details of grade including hourly rate | |
37 | Detail of pay scale, incremental point and pay group / point | |
38 | Professional training record and renewal dates | |
39 | Mandatory training and renewal dates | |
40 | Appraisal & PDP | |
41 | Qualifications - multiple entries possible | |
42 | Skills | |
43 | Locations that the nurse likes to work/doesn't like to work | |
44 | Locations nurse permitted to work in | |
45 | Specialties nurse permitted to work in | |
46 | Grade(s) at which nurse permitted to work | |
47 | Ability to record comments specific to individual nurse | |
48 | Disclosure Scotland Check Date | |
49 | Level of Disclosure Scotland Check | |
50 | Disability Discrimination Act applicable | |
51 | Car details including - MOT and insurance
- Registration
- Engine cc
| |
52 | Incremental date - application of 488 hours rule | |
53 | Annual Leave monitor showing annual leave balance and leave | Legislation around taken with payment details WTR needs to be clarified |
54 | Record of absences - sickness / other | |
55 | Record of leave - maternity / parental etc | |
56 | Ability to track changes in employment status | |
57 | Work History of nurse bank employment, detailing all shifts worked and their locations etc | |
58 | Occupational Health Basic Clearance | |
59 | Occupational Health EPP clearance | |
60 | Occupational Health Exclusions / Restrictions | |
61 | Occupational Health Referrals / Review period dates | |
62 | Ability to edit all details in this section | |
63 | Ability to track any changes made in this section | |
64 | Ability to flag up "problematic" staff moving from area to area | |
65 | Date of last shift worked | |
Nurse availability - allows the following: |
|---|
66 | Easy input of a nurse's availability including date available, start time, end time and shift | |
67 | Allow logging of non-availability for specific times/ shift or date | |
68 | Set the maximum number of shifts that the nurse wants to work in any given week | |
69 | Delete / cancel and availability | |
70 | Repeat either the same daily work pattern over a number of days or a daily work pattern over a number of weeks. | |
71 | Log availability whilst viewing the allocation 'screen' | |
72 | Availability Template includes recording preferences | |
73 | Detail to enable "Intelligent Calling" | |
74 | Authority from nurse to make "Intelligent calls" | Changes in legislation to be investigated |
75 | Produce a list of nurses available to work if cover needed outside bank office hours | |
76 | Ability to record decline shift and remove availability | |
77 | Ability to record decline shift but retain availability | |
78 | Number of days work wanted out of total availability | |
Bookings: Logging Requests |
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79 | Log single and / or multiple shift requests | |
80 | Log request for group of shifts i.e. block bookings | |
81 | Log request for repeated pattern of shifts | |
82 | Record date request submitted | |
83 | Record the booking method | |
84 | Record who requested the cover | |
85 | Record day and date cover needed - automatic date entry (calendar or single button entry) | |
86 | Record shift times | |
87 | Ability to amend standard shift times | |
88 | Record grade of nurse required | |
89 | Record alternative acceptable grade(s) | |
90 | Record any skills necessary for the booking | |
91 | Record reason cover needed | |
92 | Ability to enter sex required to cover request (if applicable) | |
93 | Record any comments made against the booking and copy those comments if the booking is long term or repeated | |
94 | Obvious / visible mechanism to alert users to an important comment | |
95 | Identify shifts booked at ward / department level | |
Bookings: Altering Requests |
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96 | Modify an existing request or change request details (to negate the need to cancel a booking for reasons of input error or requestor error) | |
97 | Record cancellation of requests or bookings | |
98 | Record reason for cancellation | |
Distinguish between nurses cancellation, ward cancellation and bank cancellation |
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99 | Record who cancelled booking | |
100 | Record date booking cancelled | |
101 | Record who was informed of the cancellation | |
102 | Automatic re entry of request for cancelled booking (if appropriate) | |
103 | Record shift as unable to fill | |
Bookings: Matching and Filling Shifts |
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104 | Show previous and subsequent bookings to request being considered | |
105 | Provide information about last contact with nurse, date, time and outcome | |
106 | Provide ad hoc information about nurse to call handler prior to contact / booking | |
107 | Search for nurses who match the requirements and have made themselves available | |
108 | Search for nurses who match the requirements but who have not made themselves available taking account of working shift/day preferences or taking account of location / specialty / grade permissions and linking to "intelligent calling" permissions | |
109 | Facility to find nurses with no declared availability to fill requests | |
110 | Identify lists of nurses by means of either skill, grade etc | |
111 | Ability to book a named nurse into a request directly booked by the ward / dept | |
112 | Ability to repeat a nurse booking into multiple requests in one step action | |
113 | Record name of call handler making booking | |
114 | Prevent booking a nurse where the NMC registration has expired or null field (needs to take account of grade of nurse) | |
115 | Prevent booking a nurse where the work permit has expired | |
116 | Warn of potential breach the Regulations before a shift is booked | |
117 | Record when, how and by whom ward / department informed of booking | |
118 | Record any changes to arrival time etc without affecting the original request | |
119 | Identify supply grade if different from request grade | |
120 | Ability to search for other shifts that match a particular nurses location / specialty / grade permissions | |
121 | Allocation - Matching shifts to staff, skill mix | |
Bookings: Features to assist the Call Handlers |
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122 | Full details of shifts visible i.e. ward, times and grade, filled status, associated notes, awaiting agency response, name of nurse booked, source, ward advised | |
123 | Ability to filter bookings on screen by range of options including - unfilled / filled
- from this day forward only
- specific date range
- location
- speciality
- booking number / range of numbers
- individual nurse bank or agency
- etc
| |
124 | Facility to remind users of necessary actions outstanding such as notifying a nurse her shift has been cancelled | |
125 | The ability to post messages to other call handlers or other defined groups using the programme remotely | |
126 | Ability to group bookings via either booking number or time of booking in allocation screen | |
127 | Facility to configure different groups of ward / location for individual call handlers | |
128 | View bookings filled against those not yet filled | |
129 | Ability to move around the software from each element to each other without exiting and entering different functions i.e. ability to view/amend the nurses personal record from the main allocation screen Log shift requirements whilst viewing the allocation 'screen' | |
130 | View an audit trail and activity log associated with the booking and the user that carried out that activity | |
131 | Display the proportion of bookings filled/unfilled/cancelled/out to agency | |
132 | Monitors the time periods between two bookings | |
Agency nurse bookings |
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133 | Log shifts 'put out' to agency, by whom, when, and why | |
134 | Record who authorised agency bookings | |
135 | Record when agency bookings made | |
136 | Automatically e-mail blocks of bookings to multiple agencies via e-mail including cancellations negating the need to phone through multiple bookings to multiple agencies | |
137 | On screen agency telephone numbers | |
138 | Monitor and store agency rates and the amount of bookings placed with any given agency | |
139 | Check the name of the agency nurse against Trust excluded staff and the trusts own bank staff ensuring the trust staff registered with agencies only work in the trust via the bank | |
140 | Record the agreed agency rate with the name, date and time of the agreement/authorisation | |
141 | Record names of agency nurses used | |
142 | Verify agency invoices and provide reports for finance on both predicted agency spend actual agency spend | |
143 | Uniquely identify each agency nurse to prevent any nurses working in the trust using any other name or alias | |
144 | Monitoring of agency bookings, agency costs, unique identifiers and cost comparisons | |
145 | Store all agency rates including bank holiday/weekend/night rates etc. | |
146 | Store historic list of pay rates | |
147 | Capacity to calculate agency nurse costs accurately | |
Working Time Directive - the system has the ability to: |
|---|
148 | Change parameters as the regulations change | |
149 | Log details of any waiver signed by the nurse | |
150 | Check for compliance of night working i.e. one 8 hour shift in 24 hours | |
151 | Log assessment details for nurses working night duty | |
152 | Facility to set qualifying period for annual leave | Changes in legislation need to be clarified |
153 | Facility to auto calculate the qualifying period for annual leave | |
154 | Facility to auto calculate annual leave | |
155 | Facility to record annual leave taken/balance and payment | |
156 | Allow the user to set the minimum period of time allowed between shifts | |
157 | Enable the user to set the length of rest periods | |
158 | If allocation of the shift breaches a part of the Regulation record who authorised the shift and why | |
159 | Log details of contracted hours in substantive post e.g. ward/directorate name, hours and grade | |
160 | Allow the user to disable the auto calculation of annual leave if the nurse also holds substantive post within the Trust | |
161 | Record whether the nurse works for another Trust or organisation | |
162 | Checking of shifts before it is allocated, calculation of annual leave in line with the WTR | |
Intranet / Internet Web Access facility |
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163 | Provides and on line booking facility to allow authorised ward personnel to place/review/cancel or modify bookings at any time of the day | |
164 | Provides the facility for a ward to book a nurse into a shift directly, prevented if nurse is already booked to another area | |
165 | Provides the facility to advise a ward of a nurse booked showing the booking details and a picture of the nurse | |
166 | Provides a confirmation process that refreshes the main bank system to show ward acceptance and acknowledgement | |
167 | Allows bank nurse access to input/modify/cancel her availability's and view her bookings on line | |
168 | Allows the regular management reports to be posted to the web access module and to be allocated under a user log in | |
169 | Ability to e-mail nurse confirmation of bookings | Desirable |
170 | Ability to authorise work completed at ward level ( i.e. eliminate need for timesheet) | This was considered a desirable future development subject to an appropriate audit trail, transfer of responsibility, robust system |
171 | Password access for remote users of the system | |
172 | Timescale restrictions on remote users of the system ( e.g. restricted from entering or cancelling shifts at <12 hours notice) | |
Standard Reports |
|---|
173 | Number of cancellations by ward / department | |
174 | Number of cancellations by staff booked | |
175 | Cancellations by staff member | |
176 | Comparison of grade requested to grade provided | |
177 | PIN number expiry reports | |
178 | System in place to identify one month in advance that registration is due for renewal | |
179 | PIN number expiry reminder letters | |
180 | Monitor expenditure, usage and performance indicators | |
181 | How many hours particular nurse has worked over a selected period | |
182 | Highlight staff who have not worked or submitted availability for any given period of time | |
183 | Reports to monitor training requirements | |
184 | Produce user defined reports that can be incorporated into standard reports listing | |
185 | Produce notification letters that training certificate(s) has expired | |
186 | Produce letters addressed to staff who haven't worked for X number of weeks | |
187 | Produce reports based on budget codes/locations | |
188 | Produce labels for groups of staff as determined by the Nurse Bank Manager | |
189 | Produce a list of nurses booked to cover shifts outside bank office hours | |
190 | Produce standard letters - appointment/induction
- termination
- others specified and defined by Nurse Bank Manager
| |
191 | Letters - the ability to produce and customise letters automatically merging with information in programme | |
192 | Record all communications with bank nurse | |
193 | Means to identify, monitor and control cancelled bookings and availability by staff | |
194 | Training - Mechanism to flag up when mandatory training is required | |
195 | Ability to add ad hoc reports to regular reporting function | |
Payroll - the system has the following functionality: |
|---|
196 | Store and set the bank nurse rates of pay based on local and General Whitley Council agreements | |
197 | Store historic list of bank pay rates | |
198 | Capacity to calculate bank nurse costs accurately | |
199 | Store multiple pay schemes for other staff groups e.g.AHPs, medical staff, clerical and ancillary | |
200 | Store weekly/monthly pay periods and timesheet deadlines and payment dates | |
201 | Notification when increments due for bank nurses in line with Whitley terms and conditions, uplift when the nurse has worked 488 hours | |
202 | Adjust increase pay rates in line with annual % uplift using a pay wizard | |
203 | Can provide files for import into payroll/personnel systems | |
204 | Ability to check timesheet to original request details | |
205 | Where original request not available check for duplicate processed timesheet | |
206 | Easy identification of shifts still to be paid, processed for payment and paid | |
207 | Ability to generate recharge information that matches actual payroll costs (down to cost code level) | |
208 | Ability to generate recharge information for travel expenses back to cost code level | |
209 | Produce reports detailing outstanding timesheets | |
210 | Produce invoices and associated reports | |
211 | Produce reports to cover cross charging across multiple sites | |
212 | The ability to export files into personnel/payroll systems | |
213 | Monitor overtime and adjust payroll output accordingly | |
General IT Requirements and System Security |
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214 | Needs to be easy to use - WYSIWYG! | |
215 | The system can be operational 24 hours a day / 7 days a week (staff permitting!) | |
216 | The system runs efficiently in an open systems environment | |
217 | The programme adheres to the Data Protection Act 1998 | |
218 | The system is capable of remote access in a secure manner by authorised persons | |
219 | Security level access for data are be configurable to suit local needs | |
220 | The system complies with NHS data standards | |
221 | The programme adheres to all NHS security standards and for support purposes access via NHS net | |
222 | System backup is be capable of being performed in the background with the system still accessible | |
223 | Back up procedure is capable of being performed automatically | |
224 | The system allows for different levels of user access determined by level of authorisation | |
225 | The systems allows for specific users only to access specific parts of the system - i.e. only authorised staff to access Disclosure Scotland / pay records etc | |
226 | The system provides unalterable audit trails | |
227 | The system has the ability to construct user security profiles with different levels of access applicable to the whole system | |
228 | Each authorised user is be allocated a unique name (user-id) and be able to define their own password in accordance with Trust IM&T security policy | |
229 | User password is time limited | |
230 | Data held within the programme can be protected | |
231 | The system has an automatic logout facility | |
232 | Access to the system requires user name and password | |
233 | Facility to create, maintain and delete users (or groups of users) and associated privileges. | |
234 | Every ward has identifier and specific information attached including - cost code for recharging bank
- telephone number
- ward information e.g. uniform area, entry to locked facilities
| |
235 | User Defined - standard shifts
- ward / departments
- etc
| |
236 | Various search functions in each aspect of the system | |
237 | Ability to record and differentiate all sites / wards within the Trust | |
238 | All filters reset to default on opening programme | |
239 | Ability to re set any filters | |
240 | Regular daily housekeeping within the system Checking for ends of inactive periods, sick periods, NMC expiry etc and flagging up | |
241 | Undo facility across system | |
242 | Ability to customize the system ( i.e. opt in or out of various elements) | |
243 | Capacity to text individual or groups of mobile numbers | |
244 | Auto dial system | |