Designed to make healthcare professionals lives better

  • ESR Integration

    HealthRota’s seamless integration with Electronic Staff Records (ESR) boosts efficiency and ensures the sharing of accurate, up-to-date information

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    Connecting digital systems and promoting interoperability is crucial for collaboration between systems and organisations, resulting in efficient processes and ensuring data consistency.

    HealthRota is dedicated to open integration, as demonstrated by our seamless integration with Electronic Staff Records (ESR). Streamlining processes and eliminating duplicate entries enhances overall efficiency and ensures the sharing of accurate, up-to-date information.

    Integrate ESR directly with the HealthRota platform to minimise administrative time by:

    Secure and automated information transfer
    This eliminates the need for manual file transfers, ensuring a seamless and automated process in a secure application environment.
    Two-way data sharing
    HealthRota provides integration with ESR for both inbound and outbound interfaces.
    Configurable data
    Departments can define the frequency and scope of the data shared by ESR. ESR static files can be imported directly into HealthRota to create records, ensuring accurate data mapping and transfer.
    Customise payroll files
    Define and create separate payroll feeds to meet your staffing group requirements such as weekly for Locum doctors and monthly for Agenda for Change Staff. Leverage the The HealthRota integration with ESR to reflect the roles and responsibilities within your organisation.
    Attendance files
    HealthRota’s integration with ESR ensures absences and attendances are reported accurately.
    Manage your bank system
    The HealthRota platform has the functionality to send ESR attendance files directly to ESR from the respective platforms to ensure Locum shifts, pay breakdowns, and overtime shifts are correctly paid.

    To sum up, ESR integration will simplify your processes, ensures accurate data capture and transfer, and reduces duplication of effort, saving time.

  • e-Rostering

    Create responsive rotas to manage changing needs and clearly see where essential shifts need to be filled.

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    e-Rostering offers so much more than traditional spreadsheets and rotas. Create happier working environments with greater job satisfaction, higher staff utilisation and greater flexibility in workforce management.

    Whether you want to roster entire departments, or empower staff to swap, fill absences or manage their own working patterns in real-time, HealthRota simplifies and manages every part of the process – giving you one less thing to worry about.

    Complete Transparency
    Empower staff with transparency and the ability to view their working requirements and any work completed in real-time.
    Manage Absence
    Easily record and manage all types of absence in a customisable platform to ensure your staff are managed your way.
    Auto Rostering
    Simplify administrative tasks by generating rosters in seconds from job plans or existing templates and rolling rota patterns.
    Compliant with Regulations
    Ensure rosters are compliant with Working Time Regulations or any NHS contract with compliance checks integrated across the platform.
    Enable Self Rostering
    Create a happy workforce, better staff retention, less rota gaps and less absence. Share the workload of rota planning with staff and reduce the complexities of workforce management.
    Manage Annual Hours
    HealthRota calculates the total number of hours or programmed activities (PAs) required to be worked (annualisation) offering professionals the flexibility to complete hours around their own commitments.
    Swaps
    Taking time off has never been easier. Empower staff with the flexibility to swap their shifts while keeping the roster complaint and reducing the administrative burden for managers and coordinators.
    Increase Visibility
    Customise and view rotas and data in the way that works for you. Permanently view rotas in real-time and reduce the need to print various rotas for the pin board.
  • e-Job Planning

    Meet the growing needs of your organisation quickly and efficiently by creating highly customisable e-Job Plans​ wherever you are.

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    e-Job Planning allows NHS organisations to deploy the workforce in a way that maximises patient outcomes and staff satisfaction by ensuring that the right staff with the right skills, are in the right place at the right time.

    From fixed to flexible variables, record, manage and sign-off every aspect of a healthcare professionals’ working requirements including their travel needs. NHS trusts can also link all variables to shifts and reach the levels of attainment as set by NHS England.

    Integrated features
    Access e-Job Plan data in one place, or view and manage job plans alongside e-Rosters.
    Automated Calculations & Reporting
    Link data to rotas and feedback working totals, helping to compare employee data in a single platform.
    Auto Rostering
    Create Job Plans that link to either shifts or activities in individual and shared rotas. Reducing double-entry and removing human error.
  • Activity Management

    Whether you need to auto-roster activities in advance or manage on-the-day allocations, HealthRota’s fully integrated Activity Management module has you covered.

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    Locations
    Build dashboards of the key locations that are relevant to you and your team. Theatres, Outpatients, Scanning or any other rooms or mobile assets
    Safe Staffing Levels
    Auto-generate staffing levels for the type of Activity; accounting for Job Grades as well as Skill Mixes and Competencies
    All Staff Grades
    Organise staffing groups into teams in locations. Whether Consultants, Doctors in Training, Nurses or any members of staff, schedule any member of staff into an Activity.
    Single Source of Truth
    Create a place where Workforce Managers, Theatre Managers, Staffing Coordinators can access and build Dashboards relevant to the staff and locations they manage
    Absence
    Linking directly into HealthRota’s e-Rostering, instantly see where sickness, planned or unplanned absence impacts on the scheduled Activities
    Fully Integrated
    Leverage all the tools of HealthRota’s e-Rostering suite. See Availability from Self Rostering, Resident Doctor schedules, Nursing rotas or any other rota in the HealthRota system
    Auto Rostering
    Build Activity Plans for Teams and Individuals and allow the system to populate Activities with Job Plans
    Multi-Disciplinary Teams
    Schedule any mixture of Specialties and any mixture of Job Grades to built the right team
    Clear Scheduling
    Let staff members accurately see where they are working, who they are working with and in what location, online or direct to their mobile
  • Locum Bank Module

    Create and send locum job offers in 3 simple clicks from one integrated platform. Then accept, view and manage confirmed posts as needed.

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    Streamlining and helping you manage Locum staff easier with our integrated Locum Bank Module. Engage the workforce by supporting flexible working and maintain a safely staffed rota.

    This module makes managing locum professionals efficient and effective, ensuring the right candidates are matched with the right jobs and simplifying the administrative process.

    Automate your staff bank by:

    Creating Locum Offers directly from the Rota
    Eliminates the need for multiple spreadsheets and cumbersome paper processes
    Targeting Jobs to Skills
    Add an unlimited number of users to your staff bank, ensuring that individuals with the appropriate experience and skills receive the job offer.
    Empowering Your Staff
    They have full visibility of the available locum shifts alongside their regular scheduled working commitments. With the simple push of a button staff can select the shifts that suit their busy lifestyles
    An Intuitive Mobile App
    Users can view, apply and manage their locum shifts within the HealthRota app
    Providing Transparency
    Administrators can see exactly who as applied alongside the relevant information about the shift in real time. With access to a pool of people with the right skills, choose the candidate that is right for you.
    Access to Compliant, Appropriate staff
    HealthRota’s live integration with professional bodies such as the GMC ensures you are choosing candidates with their relevant registration and suitability to work.
    ESR Integrated Digital Timesheets
    Reduce the reliance on paper timesheets by sending data directly to ESR or create digital timesheets ready for payment.
    Report on locum usage in a data warehouse
    Leverage our reporting API to gain valuable insights into temporary staffing data.

    Enhance and supercharge your staff bank and minimise the need for last-minute calls for shift cover and rotas with unfilled gaps. The HealthRota solution ensures a flexible, empowered, and autonomous workforce.

    HealthRota is live with direct integrations with leading temporary staffing solutions and with our commitment to open integration we can support your team to connect to your external supplier of choice.

  • Self-Rostering

    Our powerful self-rostering tool gives healthcare professionals more ownership of their work schedules while ensuring seamless service delivery.

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    HealthRota’s Self-Rostering system is a flexible approach to NHS workforce scheduling that enables healthcare professionals to take an active role in coordinating their work patterns.

    Staff members are given the autonomy to choose their shifts in a way that aligns with their own circumstances, preferences and wellbeing, while still ensuring clinical service needs are safely met.

    HealthRota supports a structured approach to self-rostering enabling both flexibility for staff and operational oversight for managers.

    How self-rostering works in HealthRota

    1. Set the Framework: The rota coordinator begins by setting how many of each shift you are required to work, any staffing rules that must be followed and a deadline for when preferences need to be submitted
    2. Submit Preferences: Team members log into the HealthRota app to indicate which shifts they would prefer to work and to request leave.
    3. Manager Review: Rota coordinators have the option to make necessary adjustments to the selected shifts to ensure safe staffing levels, fair working patterns and adherence to team members contracts
    4. Collaborate and Adjust: Once published, staff can swap shifts (with manager approval) directly through the platform.
    5. Track PAs Worked: The system tracks how many Programmed Activities (PAs) you’ve worked. This helps both staff and managers make sure contractual hours (like DCC or SPA time) are being met

    With HealthRota, self-rostering is easy, efficient and safe – enabling you to:

    • Improve Work-Life Balance: Choose shifts that align with your personal commitments.
    • Enhance Team Collaboration: Easily coordinate with colleagues to ensure fair and equitable scheduling.
    • Maintain Compliance: Automate rules for safe staffing levels and working hours.

    When self-rostering has been introduced the results speak for themselves time and time again: improved staff satisfaction, reduced costs on locums and admin, and improved recruitment and retention. Check out these HealthRota specific case studies for more details.

    Brighton self-rostering case study
    Hillingdon ‘Could Self-Rostering be the solution to preventing burnout?’

    The BMA, NHS Employers and NHS England have all endorsed self-rostering as the “aspirational best practice for outstanding employers.” This endorsement reflects the broader shift within the NHS to self-rostering as a more inclusive and responsive employment practice.

    Several leading healthcare bodies have acknowledged the importance of self-rostering in recent publications and policy discussions including:

    The benefits of self-rostering with HealthRota

    Recommended by BMA & NHS Employers
    Self-rostering is recommended by the BMA and NHS Employers as the “aspirational best practice for outstanding employers”
    Fair and Transparent
    Ensure equality across your team with automated conflict resolution and visibility into the rostering process.
    Improved Retention
    Ensure equality across your team with automated conflict resolution and visibility into the rostering process.
    Enhanced Productivity
    Empowered staff are more motivated and engaged.
    Seamless Integration
    HealthRota integrates with your existing systems to streamline payroll, leave management, and compliance.
    Reduced Absenteeism
    Aligning work schedules with personal preferences leads to fewer conflicts and less burnout.
    Optimised Staffing
    Meet patient demand effectively without overloading your team
    Cuts Admin Costs
    Reduce administrative overhead with automated scheduling and fewer rota disputes
    User-Friendly Interface
    Our clean, intuitive design makes rostering simple for everyone
    Safe Rostering
    Healthrota crosschecks all shifts inputted against the contract compliance rules to ensure safe working hours and staffing levels
    PA Calculation
    Track the number of PAs worked to check whether contractual obligations are being completed
  • Mobile Features

    View all activities and shifts worked for each organisation by week or month in one easy-to-read schedule.

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    Leave and Contracts
    View all requested and confirmed leave, including the working and contractual totals.
    Self-Rostering
    Manage time and resources more effectively by enabling teams to select their shifts wherever they are.
    Locum Jobs
    Apply for locum shifts easily using a simple booking system. See vacancies and review the schedule before confirming shifts.
    Exception Reporting
    HealthRota makes it easy for Resident Doctors to report issues in relation to rostering and training.
    Time Reporting
    Worked overtime? No problem. Reduce emails and the chances of human error by submitting updates directly to a supervisor via the app.
    Calendar subscription
    Calendar subscription feature allows a schedule to be synced with any other iOS or android calendar application.
  • Integration

    HealthRota is committed to Open Integration and strives to comply with the NHS Open API for e-Rostering, e-Job Planning and Collaborative Banks when published. In the interim, we support partnership integrations with secure 3rd party software providers where there is a client benefit.

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    ESR data exchange
    Simplify payroll by importing ESR data to HealthRota or exporting absence and attendance data directly to the ESR software. Read more about ESR integration.
    Excel support
    Import and export data to Excel for analysis – report KPIs, manage resources more effectively, or review specific data points.
    Reporting API
    Reporting API access is available for all data within the Healthrota system. For further details or implementation support, please contact our support team.
    Power BI
    Visualise and Model data in Power BI using our custom connector, enabling you to identify trends and analyse data.

  • Security

    Offering best in class security with access, recovery and convenience using a world leading provider in the UK.

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    ISO27001 Compliant
    Protecting and securing data with full certification and compliance with ISO27001 standards for Security Management Systems.
    (ICO) Data Protection Registration 
    Registered with the Information Commissioner’s Office (ICO) to ensure compliance with data protection laws and to demonstrate commitment to safeguarding personal information.
    NHS Data Security Protection Toolkit 
    Certified in protecting and securing data to ensure full compliance with the latest DSP Toolkit standard.
    IASME Cyber Essentials
    IASME certified to protect against internet-based cyber threats,  ensuring that essential cyber security measures are in place to safeguard data and systems.
    Single-Sign On
    Using one login and the same verified staff credentials, HealthRota makes access easy with single sign-on.
    Access Control
    Configure settings to provide the desired level of access for each user with a granular access model.