Shift / Call Scheduling

In-Touch communications

Events Recording & Reminders

Employee Database Management

Compliance Records Keeping

Roles and Skills Settings

Client Care Assessment

Client Care Management

Medication Management & eMAR

Care Observations Recording

Back-End Functions

Reporting & Analytics

Access to third party

Devices

Access Security

System & server Security

Configuration Management

Technologies

Why do Home Care Businesses prefer ISTAFFROTA
Care App Care App

Our Home Care Software Features

iStaffRota has a unique User Interface that facilitates adoption by staff and managers. We provide the exact functionality you require for your business to grow while remaining compliant.

To get more detail about services, click on any services or scroll down.

Home Care Visit Scheduling Software

Create shifts with different rate types: Hourly, Daily or Weekly. Your team at the agency can work remotely and manage schedules using a laptop, mobile phone or iPad.

  • Edit shift time, edit rates, reassign, mark shifts done when staff is unable to clock in/out
  • Manage cancellations from staff or clients. Possibility to approve late cancellations for payments
  • Receive alerts for clock in/out, late arrivals or missed shifts or other events related to care giving
  • Use the exception and skills functionality to book staff only with the required skills

Home Care Real-Time Communication

Keep all work communications within a secured environment, and avoid spending additional charges with different providers.

  • Send a secured internal email to all your staff.
  • Send a secure message through an internal chat service. No need to spend on SMS charges
  • Push notification of shift notes to staff
  • Push/pull notification for messaging service

Home Care Events Recording & Reminders

iStaffRota has the facility to remind managers of key events from their care operations, to enable them to provide an uninterrupted service.

  • Receive reminders for automated events such as compliance due or medication cycle ending soon
  • Add manual events /tasks and get reminded when it is nearly due or due
  • Receive notification for staff or client birth day
  • View event on different time frames.

Home Care HR Employee Management

You may be used to your manual filing process, but iStaffRota automates it all for you. Create employee, mark them inactive or archive for later when they become available, add notes on their files.

  • Manage time off and availability. Record management notes on each staff
  • For security and safeguarding iStaffRota access is role based with each user having their personal login id.
  • Perform staff appraisal, an demonstrate compliance with back end reports accessible by inspectors
  • Maintain compliance documents, status and receive alerts when renewal is due or nearly due

Home Care Compliance Software

The magnitude of handling compliance documentation has been made simple on iStaffRota. Organise all compliance documents and get an insight on compliance status while booking shifts.

  • Set reminder due dates for compliance documentation
  • When a document expires – option to deactivate staff to avoid selection for scheduling
  • Possibility for staff to upload their own documentation using their password.
  • Compliance reports can be reviewed by authorised third party such as CQC inspectors

Home Care Roles and Skills Settings

Integrated Roles and skills module that will save you time while booking shifts by automatically filtering out anyone not suitable for a role at a service user location

  • Maintain staff roles, with the ability to link to specific skills
  • Link shift rates to roles before creating shifts, with the possibility to create individual staff rates
  • Use the skills function to speed up the shift creation process by linking it to roles or client exception process
  • Additional access rights settings for staff with administrator roles

Home Care Client Care Plan Software

The configurability of the system enables you to adapt risk assessments or customer discovery questionnaire to service users’ individual needs

  • Maintain client personal information such as background or NHS surgery info, or other.
  • Maintain the list of Next of Kin or other parties involved in care decisions and give them selective access.
  • Perform a selection of assessments through a preselected and configurable questionnaire
  • Adaptable care risk assessments
  • Strength based assessment form to enhance Health & Social Worker or Health Coordinator assessment

Client Care Management

Adaptability is important when dealing with processes in this sector. The configurability of the system enables it to adapt your care & support plan in the recording of individual care. One size does not fit all.

  • Weekly Plan to set instructions of client’s daily routine to be executed and reported by carers
  • Medication scheduling for carer execution enabling reporting through eMAR
  • End to End management of incidents from reporting by carer to be reviewed by the manager
  • Flexible care management module adaptable to most care plan formats
  • Allow your clients or family to sign consents remotely
  • Manage care observations and follow through

Medication Management & eMAR

With iStaffRota, you can avoid errors by visibly ensuring that the right medication has been scheduled and receiving alerts on execution. An automated eMAR is updated in Realtime for additional checks

  • Daily medication routine scheduling and reporting
  • eMAR with traffic light signals for each execution and missed tasks, updated in real-time
  • Medication audit report to support the eMAR with the details. Access to the report can be given access to an authorised third party.
  • Take stock of medication at start of cycle – count down when taken and get a reminder to re-order

Care Observation Recording

A configurable care Observations module enhances your accuracy of care reporting especially, if you are involved in complex care. For example, report observations of bowel movement or any other.

  • Allow your staff to record observations using our modern app.
  • Receive instant notifications when executed by staff
  • Care observation reports are also updated in Real-Time
  • Provide access to authorised third party such as the community nurse

Back-End Functions

Manager can approve Done shifts at the end of the working week, iStaffRota provides an excel-like table to perform a visual and thorough review and late corrections before approving

  • Timesheets are created on approval. Integration enables staff to view their gross pay without the need to print.
  • Produce summary or detail payment list to process payment
  • Computes mileage based on shift pattern, as an optional inclusion to payment
  • Issue invoice to client or third party, send bulk or individual pdf invoice by email
  • Generate automated self-billing invoices for self-employed staff

Reporting & Analytics

Several reports have been designed to provide overview, control and due diligence, as a means to ensure the organisation remains compliant and portrays their achievements in order to improve customer service

  • Reports organised per category and access driven from staff function.
  • Access to some reports can be given to third party on a need basis only
  • Report print with company name and logo
Shift Reports
Audit Checks
Payment Reports
Statistical
Accounting Reports
Financial Health
Care Analysis
Resource Analysis

Access to third party

Giving access to family members and other authorised third party organisations, not only improves customer service, but enhances transparency that could lead to favourable inspection outcomes.

  • Secured and password controlled access to relevant third party such as NoK or social worker
  • Prepare inspections with KLOE style analytics, and give access to third party if required
  • All access to report is on Read-Only basis
Safe
Caring
Responsive
Effective
Well Led

Home Care Carer App

The user interface for IOS & Android version has been designed to maximise simplicity and efficiency of care reporting. Access is always password controlled.

  • Main administration is best done on laptop or PC at 90% resolution to fit most scheduling screens
  • Android App to execute care (or any Android enabled tablet)
  • IOS App to execute care (or any iPad)
  • Both IOS & Android apps are endowed with management overview functionality to enable control on the move

Access Security

Security is a priority on iStaffRota. Whether you are a small organisation with less than 5 staff or a much larger organisation, systemic separation of duties is enabled to allow controlled access to functionalities

  • Information is provided to each participant on a need to know basis only
  • Access rights settings enable to separate access per staff function
  • You can select only desired views when providing access to third party
  • Possibility to hide client details if using staff personal emails for notifications.

System & server Security

System security is of paramount importance. Data on our system is fully encrypted and hosted with Microsoft Azur Services, a market leader, in this field.

  • Secured Server Layers & Encrypted data (Bank level encryption)
  • Hosted through secured cloud with Microsoft as a supplier
  • Daily backup programme in place
  • No group access is allowed. An individual password is required

Configuration Management

One size does not fit all. Many settings have been designed to match individual organisation's needs and identity.

  • Naming and colour convention adaptable to individual company choices
  • Clock-in distance range setting for geo-localisation based clock-in system
  • Maintain holiday periods for your country / Region And set notification preferences for your staff
  • Amend default automated system messages

Technologies

Cloud based technologies have been with us for while and are an integral part of our social or business fabric. By using the Cloud service you are ensuring that your data remains within the security of Cloud servers.

  • Speech-To-Text Artificial Intelligence enables end-2-end service providers to record notes and save time
  • Microsoft Technologies for back-end and Windows scheduling services
  • Apple IOS & Google Android
  • Firebase Real-Time service with end 2 end encrypted two way chat

Why do Home Care Businesses prefer ISTAFFROTA

As a Home Care business, you would like a system that works, that is simple to use and easily adopted by your carers and staff and that has the exact functions required by a Home care business. In addition you would like a system strong in compliance that will help you towards CQC inspections. This is what ISTAFFROTA provides to your business.

  • Simple UI (User Interface) easily adopted by admin and staff
  • End 2 End integrated solution for home care management. Why the need for 2 or 3 systems?
  • Best for start-ups and growing companies, but with a fitting service for large organisation too with regional functionality
  • Enhanced controls to protect your business
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Istaffrota also caters for Hospitality and Retail industry rota.
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