Month: October 2019

Reconciling the risk and reward of cleaners’ flexible hours

male cleaner working in an office corridor

If you offer your cleaners the option of choosing when they work at client sites you will know that this involves both risk and reward. Employees who have greater freedom to fit their work commitments around their personal lives are likely to reward you by being more reliable, loyal and motivated. On the other hand, you run a bigger risk of work not being delivered within the hours specified in your client contract – which means spending more of your time monitoring when and where work has been delivered. There is a way to reconcile these two apparently conflicting aspects of flexible working, however: easyLog’s +Sb staff scheduling software.

At easyLog we have a growing group of cleaning company customers using our staff scheduling systems. Listening to them, we have added functionality that delivers ease of use with the detailed monitoring and reporting efficiencies they require – and at a sensible price that they have been unable to find elsewhere. Starting from £60 plus VAT per month for up to 25 cleaners, our +Sb scheduling solution provides a phone-based attendance recording app for each cleaner, scheduling functionality, pay analysis and reporting software on a managed cloud platform with daily backup, on-line training and telephone support – a complete solution, all developed and provided within the UK.

So, how does this all work?

Cleaners download an app from the Play or Apple stores and enter a code that automatically sets up their phones to link with the scheduling and reporting software that you use. They then go to a site, open the app and scan a QR code that you have printed and placed at each location to uniquely identify it. QR codes are generated for free on the internet. The employee does the same again when they leave the client’s site. These attendance records are automatically transferred into the software and compared in real time against the schedule of work on the staff rota. You can define if you require on-screen alerts or emails generated if a cleaner has not arrived. Similarly, the cleaner has a panic button on the app to create an alert if they have a problem.

Greater efficiency and control

If the cleaner has worked for the agreed period within the defined time bands then there is no further action to take – those hours will be passed into the Pay Report and analysed to the correct pay rate. An Authorisation routine highlights per cleaner any hours where the required cleaning period has not been met. Settings in the software allow the user to define any permitted leeway if attendance is shorter than the period defined, for example no tolerance or up to five minutes. The parameters can also draw attention to where extra time has been spent at the site thereby flagging the possibility of additional client charges and payment for the employee.

Analysed pay reports can then be produced across any period with hours broken down by the different pay bands that may apply for working during weekdays, weekends, bank holidays and so on. There is then the option to export the finished report into a third party payroll product, such as Sage, creating yet more efficiency in the process of producing employee payslips.

Explore further

If you would like to know more about what the easyLog+Sb solution could do for your cleaning business, please call us on 01892 834406, send us an email or visit the cleaning section of our website. You can also watch a video about managing flexishifts with our software.

Posted by administrator in Business support, Cleaning management, Flexible working, Latest news, Mobile worker tracking, Payroll analysis, Rota software, Scheduling software, Smartphone app, Time and attendance, Timesheets, 0 comments

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, Nursing home management, Rota software, Scheduling software, Time and attendance, Timesheets, 2 comments