OmniRota
Creating
a rota the easy way
Fast… Fair… Flexible…
Contact Omni
Consider the following GP Practice rota;
Sessions
| 7:30-08:30 Early AM Session |
| 8:30-13:00 AM Session |
| 13:00-18:00 PM Session |
| 18:00-20:00 Extended PM Session |
Staff
| Dr Able 8 Sessions per week Wednesday Off |
| Dr Browne 7 Session per week Thursday and one other PM session Off |
| Dr Campese 8 Sessions per week Monday Off |
| Dr Duke 6 Sessions per week Tuesday and two other PM sessions Off |
| Dr Everage 7 Sessions per week Tuesday, Wednesday PM and Friday PM Off |
| Dr Foobles 8 Sessions per week Two PM sessions Off |
Duty
| Can be filled by all staff |
| One doctor per day to fill both AM and PM sessions |
| Duty to be allocated among staff in following proportion Partners (Able, Browne, Campese, Duke) 2 to Other Staff (Everage, Foobles) 1 |
| Dr Able can not fill shift on Friday |
| Dr Duke should do Wednesday duty |
| If possible, no doctor to do more than 2 Fridays in 6 week rota |
| Duty not to be allocated on first day back from leave |
Early
AM Session
| Mondays only |
| Can be filled by all staff except Dr Foobles |
| To be distributed evenly amongst all other docs |
| Can't do Duty and Early session on same day |
| Early AM session not to be allocated on first day back from leave |
Extended
PM Session
| Tuesday and Thursdays only |
| Can be filled by all staff except Dr Foobles |
| To be rotated among staff. |
| Dr Browne can't do Wednesdays and Dr Campese can't do Thursdays |
| Can't do Duty and Extended Session on same day |
Visits
| Can be filled by all staff except Dr Foobles |
| AM session only, 1 staff member each other day |
| Visits to be allocated according to sessions worked with no staff member to do more than 2 in week. |
| If possible, no Doctor to do more than 3 Monday AM visits in 6 week rota |
| Dr Campese can't do Thursdays and Dr Everage can't do Fridays |
Surgery
| All staff can fill surgery sessions |
| As many staff as possible to fill AM and PM surgery sessions |
| Dr Browne must do surgery on 5 May, starting at 9.30 as needs to do school run that day |
Tutorials
| Wednesday AM Session |
| Tutorials are held by either Dr Browne or Campese with Dr Foobles. |
| Tutorials to be shared equally |
Staff
meeting
| Every second Thursday PM, surgery closed |
| To be filled by Dr Able; Dr Campese to fill if Dr Able unavailable |
| Every second Thursday AM session |
Admin
| Every staff member to get one PM session per 6 week rota for administration purposes |
| To be filled on days where there are staff available to cover all other sessions |
| To be filled any day but Monday |
Other
Meetings
| Dr Browne has a meeting every second Wednesday PM |
| Dr Able has assorted Clinical Meetings on Tuesday mornings |
First we need to establish the types of Shifts that need to be filled
You can change how the session will be displayed on the week view rota, for example Leave can be shown as a coloured block.
You can also set the default session that will be allocated after all other sessions have been distributed. Typically this will be Surgery or Blank.
Determine the number of shift place holders required each day. This can be as simple as having an AM and PM shift. In this demonstration our practice has 4 sessions per day.
NB. You can modify these session times when the rota is created.
Add a record for each staff member included in the rota – if you are using the Leave accrual function add the current leave information as well. Set the accrual date to the next leave accrual. The maximum sessions are used as a default when apportioning sessions for staff according to session worked each week, these can be changed for each specific session however.
Enter any Fixed sessions that apply only to specific staff members. These are allocated after leave, but before variable sessions and are used when only the specified person fills the session. Typically this will be for when staff are rotaed off.
Allocating rules follows the same format throughout the OmniRota system, with a number of standard rules built in, however any additional rules can be added as required.
This can also include other types of sessions. In our example Arthur Able has occasional AM meetings and Bryan Browne has a Wednesday PM meeting every second week.
Create the Session place holders for all other shift types. For example our practice requires 1 staff member each day for AM Visits.
The session needs to be apportioned according to the number of sessions each person works. In our example no person can do Visits more than twice in any week.
We need to then allocate the staff members who can fill the session.
Dr Campese can’t do Visits on Thursday and Dr Everage can’t do Visits on Fridays.
Additionally
we need to ensure that
if possible no staff member does more than 3 Monday Sessions in a 6
week
rota.
We select
Exceptions from the
And then create the rule for the system to check after the rota is created that the rule has been met. If it hasn’t the system will automatically recreate the rota (up to a specified number of times) until the rule has been satisfied.
Complete for all sessions that need to be filled. Once completed we need to ensure that the rules are applied in the correct order, (e.g. in our example we need to ensure that Duty is not allocated to a staff member on the same day as Extended or Early AM sessions, so it is important that we allocate the Duty session first)
Note that these session place holders are only required for sessions that are allocated variably. Fixed sessions (for example Meetings, Fixed days off, Sessions that are filled by one staff member only and are not covered by other staff) do not require place holders to be created.
You can also add any other changes, such as changing session times if they don’t match the default sessions or adding notes to staff for individual sessions.
In this case Bryan Browne will be starting surgery at 9.30 on 5 May as he is doing the school run
Enter staff leave
Enter any Public Holidays (or days when closed)
Check the rota rules in plain English
...and create the rota
The system will then display any exceptions and allow printing, saving or recalculating.
The rota can then be edited and last minute changes can be added. You can also add any notes that relate to the day or to the person for the individual session.
The rota can be printed by Week
Or by
Day
You can also print the rota for each individual
The OmniRota system also automatically produces a number of other reports
Including reports you can design yourself
"Before buying Omni I used to spend hours doing the rota. It now takes a few minutes."
Contact Omni