E-rostering is the process of using software to automate the productivity and scheduling of employees. The software will keep track of employee availability, skills, qualifications, type of work, location and other information.

This saves staff, like coordinators and registered managers, in offices time by automating this long and tedious process. It also helps companies save money by reducing operational costs associated with human scheduling of remote staff.

E-rostering can also help to improve communication between all staff members as well as reduce communication errors that are possible if everything was done manually. It also improves workforce compliance by being able to ensure that all tasks are being completed in a timely manner while maintaining a comprehensive audit trail.

Why does my company need E-rostering?

E-rostering is able to help your company save time and money by automating the tedious process of staffing. This includes everything from searching for qualified care professionals to scheduling them, to ensuring that all planned tasks are completed in real-time.

Additionally, e-rostering can help improve compliance and reduce the number of mistakes made during communication between staff members. For instance, it will not double-book a care professional which in turn creates a missed visit. E-rostering will also improve your company’s workforce by making sure that everyone is working productively and in the right geographical areas.

While it may seem like a daunting task, getting started on e-rostering is not complicated. Set time aside to log in to the system and complete profiles for your staff and for your clients. A good system will ensure that is all you have to do to get started and benefit immediately from automated and intelligent scheduling.

What are the benefits of E-rostering?

E-rostering saves time, money and increases productivity by automating the process of scheduling and keeping track of staff. It also helps to improve communication between all staff members as well as reduce communication errors that are possible with manual documentation of tasks.

E-rostering brings together data sources (that used to be captured on paper, on systems like spreadsheets, or in people’s memory) such as appointment scheduling, tracking, time sheet, payroll, and invoicing data, and removes the need to manually copy this from one system to another and match the data (such as timesheets or visit times) to individuals.  Centralising data in this way improves accuracy and processing times.

Advanced e-rostering systems go beyond simple data gathering and automate data processing and reporting requirements.  Consequently, it’s possible to produce accurate invoices and payroll (taking travel time, mileage and exact call time into account), and schedule hundreds of hours of complex visits in minutes at the touch of a button.

Intelligent rostering systems like MyHelpa have in-system artificial intelligence that ensures care teams’ time is fully utilised, increasing their productivity and take-home pay, and identifies gaps in runs to enable providers to take on new care packages to drive growth.

E-rostering can also support quality and compliance

The Care Quality Commission (England’s regulatory body) recommend that the use of technology promotes high-quality, person-centred care and they believe that the benefits of using effective technology can be huge.

CQC provide guidance on how the innovative use of technology can help answer their five key questions, and support good and outstanding person-centred care:

Safe

Helping ensure key information is accurate and easy to share with caring professionals in real time.

Effective

Supporting effective communication and more efficient use of resources, including finances.

Caring

Supporting person-centred care and helping staff to spend more time on the things that really matter.

Responsive to people’s needs

Supporting providers to be more proactive and responsive to changing needs by helping to identify developing risks or needs more quickly.

Well-led

Supporting more effective quality assurance through more effective communication, information sharing and improved data analysis.

How can E-rostering help your company?

E-rostering can reduce operational costs while helping you achieve your business’s objectives. It also improves communication between all staff members and reduces communication errors that are possible if everything is done manually.

Additionally, it helps workforce compliance by ensuring that all tasks are being completed in a timely manner.

To calculate the pay-back period for any electronic rostering system, one approach is to consider the total cost of current systems such as:

• Licensing costs
• Hardware that you use to run your software
• Implementation of the software
• Training staff on how to use the software
• Support for future needs such as systems issues or business growth

A good e-rostering system will deliver benefits that almost immediately impact positively on your P&L by improving:

• Business growth opportunities
• Staff retention
• Rota scheduling time
• Payroll accuracy and reduced queries
• Invoice generation time, cashflow and reduced queries
• Cost of providing care
• Reporting time
• Audit preparation time
• Quality of actionable data and data insights
• Number of human errors and level of compliance risk

Conclusion

E-rostering is the process of automating your company’s visits to ensure accuracy, growth and compliance.

We understand that e-rostering will have a significant impact on your business, so we’re offering a free, no obligation consultation to explore how we can help you drive growth and meet your business needs. Please email us at hello@myhelpa.com when you are ready to transform your rostering.