Tempo transforms what you already do into demand and capacity management
Tempo is about taking what you already to the next level.
The digital transformation of Tempo transforms what you do into demand and capacity management
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85% of practice costs can be staff costs. Ensuring you have the right staff mix and that they are working to the best of their abilities is key to making your practice run smoothly and cost effectively.
Practice management has become more complicated as practice size has grown. The number of staff and different staff types makes the job of HR planning and management increasingly difficult. When you then start to add the complexity of working together as a PCN to maximize the benefits of additional roles then it can feel overwhelming.
As practices are now being asked to create a plan to improve access then there is a need to bring together financial, HR and clinical systems so all of these interdependent factors can be understood together.
This new complexity means we need to change the way we see staff management and rostering. What was once a simple exercise in a small practice that could be done on a word document changed to be a complicated process on multiple spread sheets in a larger practice. This has now changed to a complex process that is reliant on experienced admin staff trying their best to manage increasingly complicated scenarios.
Complex system management requires the capability to bring multiple factors together in a place where the interdependencies can be managed with feedback that can be viewed by all those involved in the system.
Practice and PCN management needs a combination of clinical financial and HR processes unified to achieve useful insights and plan for the future.
Looking after our staff is key for a happy workplace and staff recruitment and retention. Enabling all staff to work to the top of their capabilities improves cost efficiency and staff satisfaction. Flexible leave rules that enable staff to take time off when they most want it and empowering staff to solve clashing requests together can improve staff satisfaction.
Tempo has been designed by GPs and Practice Managers who understand the challenges of modern primary care and needed a system to help. There were no existing rostering platforms that managed all of the operational dimensions together. Practices currently use a variety of HR, finance Rotering, clinical and locum booking platforms and still need a collection of spreadsheets to create any sense of control. The complexity forces practices to stick to rigid patterns of working as the only way and even then struggle to manage.
Tempo is the first e-rostering solution that brings everything together in a way that actually works in primary care.
Simple job plans with hours worked per day can be used for staff not needing a detailed rostering such a management staff and some admin staff. Their costs can still be captured with salaries and special pay rate rules and overtime & TOIL can be managed with a simple request and approval process. Their leave can be managed against agreed leave allowances and Sickness can be recorded and reported on with an automatic Bradford calculator. Management Teams mean that only approved managers can view and authorise. Staff can be grouped into any team design for leave rules line, management or simply budgeting.
Staff such as receptionists may also need to be rostered in a more detailed way that ensures there are enough of any staff available to respond to demand such as phone answering or reception at any time. Using an organisational template helps design the target number for any day of the week. This can also be adjusted in a year planner to allow variations across different weeks of the year such as holiday periods when demand may change. Team leave rules are intrinsically connected to your planned year weeks.
Clinical staff capacity also needs to consider different appointment types. Appointment types ensure that staff will have the right clinical capability to deal with different patient needs and also consider availability of types of urgent, routine or proactive care. Session design in practices have evolved with the organisation with a system design that is unique to that practice mix of staff patients and physical space. All of these factors need to be included in the organisational and staff user session and week designs.
Staff roles and capabilities are part of user profiles along with documentation to ensure compliance. Any Practice can use any combination of pre-set roles, capabilities and bespoke roles that can ensure the right patient sees the right clinician. Teams design means different staff members can be brought together to consider mixed roles for service design such as ANP and GPs both providing on the day capacity.
Appointment counting can be grouped to show any type of demand and capacity planning. This enables staff leave and locum use to be planned as soon as a design is created. Using the experience of the current year can give ideas to plan for next year enabling time for staff recruitment or training and budget planning to improve cost efficiencies.
Room planning means room use can be maximised and ensure that the right equipment is available and the room is the right size or desk spaces when more than one person can use a room at the same time.
Automated logical rules can be set to ensure equity when staff are assigned. Using a combination of detailed work plans and organisational design means that everyone is treated fairly but with ability to retain flexibility as the system continually calculates an individuals work that has been assigned.
Integration with GPnetworks and the ability to create a flexible staff bank gives the ability to advertise additional shifts to the staff of your choice. Staff can be selected with support to show who is may be preferable based on criteria you can set such as staff pools or location.
Overtime, TOIL or locum payments can all be captured automatically with Rotering. Pay rates can be set by shift, staff rate or special rates to fit any circumstances. Overtime reports generated each month to inform payroll. Locum invoices are created automatically along with pension forms A and B simplifying locum payments
Service design can be constructed with dependencies that ensure the right skill mix or supervision is always highlighted to ensure a safe service. Complicated service design can easily be copied and adjusted with templates. The modular approach to rotering allows Practices, PCN's and federations to evolve and work together.
Linking with data from clinical, telephone and online consultation systems can give insights into effectiveness of your rota design and help support improvement.
Reporting creates transparency to demonstrate equity in staff rota and give an evidence base to practice development.
