How Rostrata seamlessly integrates your care company into one effective, efficient operating system.

An administrator, team manager or one of our onboarding experts (additional fee for this service) imports the support plan details; how many hours the client has support for and what the charge rate, competency levels and staffing resource is required for that specific support.

Together with a Team Manager, the Administrator can then generate a blank roster with the competency levels required, ready to be populated by the relevant staff members who have been input on the system. Alocura can assist with the onboarding and set-up of this system.

Rostrata allows your care business to see immediately if there is going to be an issue with additional resources or competency levels for a package - or if there are efficiencies that can be made. Gain complete control of what is happening during any week of care provision with Rostrata.

After the care and support plan has been input, we build a team profile around the client and their weekly roster, viewed in the Rostrata dashboard.

Consisting of their core team, their supply team, and bank staff, a team manager can see at a glance what the support plan hours are for the client, and the total contracted hours for the staff members. Leave and training can be preloaded onto staff profiles for full oversight of available resource.

Simply drag and drop staff onto the individual shifts, linking shifts if they are overnights. Shifts are colour coded to match the level of competence required; if a member of staff is dropped into a shift who doesn’t have the required training or skill, Rostrata alerts the team manager on the Team Leader Dashboard

This efficient use of staff deployment and competency levels is another benefit of our smart rostering system., both for the provider and the commissioner.

Once the roster for a week is complete, it can be templated for future weeks, with staff automatically receiving a notification asking them to confirm shifts.

This clear, cloud-based system leads to fewer missed shifts, and less overtime. Team Managers are also far more in control of what's actually happening on the “shop floor”. If you've got a member of staff contracted to 37.5 hours, see at the touch of a button whether they’ve actually been used for those hours.

The Rostrata app informs staff of forthcoming shift patterns and training sessions for their approval, with a notes facility if a shift has to be rejected. At any time, a PA can go into the app to check their rostered hours for that month. They can also see who they will be working with on a shift and crucially where they will be working, if they work with several clients.

Once it’s time for a shift to start, the PA will open the app and “clock in” at the location they have been rostered to be at. The GPS function allows Team Managers to check in real time that everyone is where they are supposed to be. It’s also a useful tool for PAs themselves when it comes to claiming overtime.

At the end of a shift, the PA will clock out in the same way. If there has been some overlap onto another shift - for example a medical issue which needs extra support - then the app logs the amount of overtime spent, and the PA can also leave a note of explanation in the app. This ensures 100% accuracy of their pay and less risk of operational and financial adminstration errors.

All of this takes a matter of seconds, where in a pen and paper timesheet system it can take over 30 minutes in any given week. In practice, the Rostrata app has led to far less absences and confusion too, given a PA knows and has approved the shifts they will work.

With Rostrata, all this information is instantly accessible at the click of a button.

Every time a staff member clocks in and out on the app, their data is collated into an automatically generated timesheet with an overtime-ready function for a Team Manager to understand, approve and send to finance at the end of the week.

This process also allows a Team Manager to monitor the hours worked by their staff against their contracted hours and guard against staff being over-worked.

Rostrata works in this way as an instant evidence tool. Over delivering against the budget because of additional need? Timesheet data can immediately report that to funders and commissioners rather than having to rely on a paper trail of anecdotal evidence.

Using the wealth of financial data gathered via Rostrata, full real-time Profit and Loss figures on individual client package level available on at-a-glance Rostrata dashboard, plus user generated weekly, monthly and yearly reports available for download

Monitor the level and quality of care being provided compared to contracted care plans.