time and attendance

Six steps to CQC-proofing your staff rota

 

smiling female carer with a resident

Setting the rota can be one of the most stressful and time-consuming managerial tasks, not least because ensuring a care home has adequate carers in place at all times is something that CQC inspectors will be looking at closely.

Suitable staff scheduling software can take a lot of the strain when it comes to creating a rota. Here are some of the many ways specialist solutions can help.

1. Ensuring cover is always available

One of the time-saving features of our scheduling software that customers depend on most is the ability to store employees’ regular hours on a rolling rota. There is no need to keep re-inputting data, the rota can be prepared as many weeks in advance as required and managers can see at a glance where shifts need to be filled. At the same time, staff can be confident of getting the shifts they want. When absences inevitably occur, the software can be used to find suitable cover quickly and easily, even at short notice. Employees can be filtered via criteria that determine their rate of pay, such as training, qualifications and seniority, so you can be sure of always having staffing levels that meet regulatory requirements without burning your budget.

When it comes to managing leave, easylog rota software can automatically check that the required cover is still available for a proposed period of absence.

2. Giving staff plenty of warning about their shifts

A reliable and timely method of informing staff about their shifts is essential for smooth continuity of care. By using our employee smartphone apps,  shift details can be sent from the main rota software direct to carers’ phones at the touch of a button as soon as the rota is set. Your carers can confirm the shift immediately, saving time and reducing the possibility of errors as shifts will always be available to view on the phone. Staff can also use the app for other routine tasks, such as managing leave and expenses and checking clockings against shifts, making associated admin faster and more efficient.

3. Comparing clockings with shifts

An integrated clocking system makes calculating pay simpler and more accurate and, more importantly from the CQC’s point of view, allows managers to show that no periods have been left uncovered. Our software can be used with any of our attendance options, from mobile phones and iPads to biometric handscanners, fingerprint readers and facial recognition devices.  We even have specialist electronic devices for monitoring night checks so you have a reliable record that routine but essential care tasks have been recorded.  To find the best match for your care home, just contact one of our team.

4. Providing adequate records

A further benefit of using specialist scheduling software is that a full record of the rota is available for CQC to inspect and can be retained for the statutory period without keeping multiple paper files. As well as saving space, this means records can be searched quickly and easily and electronic reports  generated as required.

5. Being able to show clients are receiving the right staff allocation

Supported living providers can prove care has been provided by allocating staff on the rota to individual or multiple service users. They can also show the local authority that the care it is paying for has been delivered through easily-generated reports and invoice clients directly from the software.

6. Using reports to improve service provision

The opportunity to produce reports is one of the key management benefits of a software-based rota. For example, shift and absence records can be used as an accurate input to staff supervisions and any problems can be pinpointed and acted upon – something that CQC inspectors like to see as evidence that fit and proper management is in place.

To find out more about our rota software and clocking options, or any other products, please request a call-back or contact us.

Posted by administrator in care home management, CQC Inspections, domiciliary care and supported living, employee attendance, nursing home management, rota software, scheduling software, time and attendance, timesheets, 2 comments

Soft landing for smaller businesses on the cloud

It is often said that the internet is a great equaliser and, for smaller companies, we are finding that very much to be the case. Thanks to the web high tech solutions are no longer the preserve of big companies with generous investment budgets – nowadays even micro companies operating on a shoestring can take advantage of sophisticated time and cost-saving technology.

One of the fastest growing options for our smaller customers is cloud-based services. The opportunity to run software via the internet, rather than on expensive real-world hardware, has made our staff scheduling and attendance management systems available to a whole new raft of customers who until fairly recently would not have considered it.

Replacing traditional hardware with smartphones

In particular, we are finding that cloud-based systems are proving popular with smaller companies that want to dispense with traditional hardware and connect to easyLog services from the outside world using smartphones instead.

The benefits are threefold:

  • There is no need to invest in infrastructure other than smartphones, which employers and staff usually already own
  • There is no software “footprint” – it does not have to be loaded onto a central desktop or laptop computer, although it can be if required
  • Browser-based services can be accessed anywhere, at any time – ideal for busy bosses who are constantly on the move

If you would like to find out more about our cloud-based services and how they can make your staff management more efficient, contact us or request a call back.

Posted by administrator in employee attendance, flexible working, invoicing staff time, mobile worker tracking, rota software, scheduling software, smart phone App, time and attendance, timesheets, 0 comments

New Staff Portal app lets employees manage their shifts straight from their phones

sitting woman using a smartphone to check her rota shifts

If you already use our rota software, you will know how much easier it makes juggling the hours that your staff want with the shifts you need to fill. You may even be relying on an easyLog smartphone or tablet app to make rapid last minute adjustments to the rota when people call in sick or there is some other unexpected staffing issue.

To make your life even easier, we have now added a new weapon to your rota armoury – a smartphone app specifically for employees. Staff members download the easylog Staff Portal app directly from the Apple App Store, Google Play or Microsoft Store and, once logged in, can manage their shifts quickly and easily at any time, wherever they happen to be.

Employees can use the app to:

  • See their allocated shifts on a rota in advance
  • Confirm that they are happy with the shifts by accepting them
  • Look back at past shifts and clockings to check their hours
  • Submit expenses and upload photographs of receipts from their phone
  • Send messages to managers and request holiday

For managers, there is no need to send rotas out by e-mail or print off a paper version, saving valuable time. Managers also get a reliable record of an employee’s shift acceptance, which goes directly into the main rota software, along with related clockings.

The easylog Staff Portal app is suitable for a wide range of employers and working situations. To find out more about how it can make your rota management more efficient, please contact us. Read more about our rota and timesheet software here.

Posted by administrator in Apple iPhone, business support, employee attendance, flexible working, invoicing staff time, latest news, rota software, smart phone App, time and attendance, timesheets, 0 comments

Can employees fool an app to falsify their attendance records?

In the second of our series of blogs about asking employees to record their attendance using an app on their smartphone, we consider what security features to look for to prevent the possibility of staff dishonestly covering up lateness.

It’s an interesting observation that employers implement time and attendance systems principally to deliver two results: first, administrative time savings through automated calculation of timesheets and pay analysis and second, to improve the accuracy of recording their employee’s attendance.

On that latter point, the ultimate guarantee to prevent an employee fraudulently falsifying their hours is to use a biometric reader that recognises an individual by a unique part of their body, such as fingerprint, face or hand. However, many of our clients have small numbers of staff working irregularly at a number of sites where it would be uneconomic to justify the capital cost of such equipment at each location. In these situations, the low-cost alternative is to ask the employees to use their own or company-issued smartphone to record their attendance at each site. But without biometric safeguards, how can you be certain that the time clocking was generated by the registered user of the phone? That’s where easyLog has consulted with its growing number of users and delivered a solution that gives the employer confidence that any attendance record has been generated by the identified person.

So how does our app prevent clocking fraud?

Firstly, the app is used with QR codes, the latest generation of barcode representation. Generated from free-to-use websites, they can be printed and assigned to each location to uniquely identify the specific site. When the app is used it accesses the camera of the smartphone and the employee simply moves their phone over the code until an image is captured to record the date, time and location. The app also records the GPS reference at the point the attendance record was made. This is significant if an employee should have thoughts that they could photocopy the QR code – and then record their attendance from the comfort of their bed for example – as it will automatically be brought to the attention of their employer!

Within the easyLog software, each location is defined with a unique reference (used by the QR code) and also has their GPS latitude and longitude coordinates entered against it. So if the QR code is scanned from somewhere different to its defined location, the easyLog software will know and flag accordingly with a link to Google Maps to identify the actual location of the errant clocking.

Software that can’t be fooled

Secondly, the app records the date and time that the attendance record is sent to the back-office timesheet management software application. This may not seem immediately significant but if the employee has changed the time on their smartphone – moving it backwards to avoid being flagged as late or forwards to falsely claim overtime – then this will be detected by the easyLog software.

Thirdly, when downloaded the app automatically creates a unique ID reference for the individual smartphone. Again, in an online world familiar with website cookies, this may seem like normal practice. However, it provides another preventive measure against the dishonest employee who may be tempted to help a colleague who is running late.

As mentioned earlier, each employee is given a unique number to identify that it is them using the app each time – and they enter this in the app when they first use it. So what if they change that number to use their smartphone to clock in on behalf of a colleague? The software automatically identifies the phone used for each attendance record from the unique ID reference so if it finds clockings from two different employees but with the same ID then it will be raised with their manager to take appropriate action.

Peace of mind for employers

We hope the anti-fraud measures that we’ve included in the app won’t actually require use but unfortunately rogue staff do exist. Most importantly perhaps, easyLog can give the employer the peace of mind that their workforce is recording their attendance accurately, easily and with certainty – and at a price that is economic for any size of organisation.

If you would like to know more about these features, other apps in our range and the time and attendance and staff scheduling modules with which they integrate, please call on 01892 834406 or email us on info@easylog.co.uk

Posted by administrator in Apple iPhone, business support, cleaning management, domiciliary care and supported living, employee attendance, flexible working, invoicing staff time, mobile worker tracking, payroll analysis, rota software, scheduling software, smart phone App, time and attendance, timesheets, 0 comments