Setup your hub – part 1 of 2

Please use this form to pass us the data and information we need to create and configure your hub for you. Later all data in the hub can be verified and managed.

Step 1 of 6 - Hub setup and configuration

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Name of your organisation

Registered patient population

For the whole organisation that forms the hub

Hub structure

Hubs are structured using a combination of Modules, Rotas, Sites & Rooms. Each hub is created with its own custom structure to suit its service design. Hub structure can be modified, adding or merging elements

Show me an example hub structure

Screenshot 2023 01 21 at 12.46.33 - Tempo

Modules are logical service based groups of output. Modules have many configuration options that relate to the rota behaviour within them.

Rotas are logical sub-groupings of module output and usually match the preferred approach of a rota team

Sites are places where work can happen. They can also be virtual but they tell a person where they are working. Sites can be a part of more than one rota

Rooms are fixed places at sites. They have a capability and a capacity

How many sites does your whole organisation have

You can also have a remote site for remote work

We need a remote site for remote work

Name of remote site

Site1

How many rooms does site1 have

Once rooms are added to sites, they can be further managed within the account. For now the name of the room is enough.

Rooms can have a capacity applied to them later on - so a room could, for example, have 10-12 desks or spaces within it.

Rooms for site 1

Room name

Room use

Room capacity

Site2

How many rooms does site2 have

Rooms for site 2

Room name

Room use

Room capacity

Site3

How many rooms does site3 have

Rooms for site 3

Room name

Room use

Room capacity

Modules

Modules are containers for service output which contain rotas. They segment rota design into initial logical groups. A common use of a module design is for a patient group.

Some hubs have a single patient group and so only need 1 module. Other examples of modules are Virtual work and PCN services.

A module can have more than 1 rota within it but the key is that module output can be designed as a single template - so can span 1 or any number of rotas within the module.

Our Foundry module, shown in the example given, contains all 4 Foundry practice sites - so it has 4 rotas within it, each separated into its own rota calendar view but rota design and templates can span any number of the sites.

Show me some examples of module structure

How many modules do you wish to have

Module1

Which of your sites do you want to include in this module?

By including a site, you will be able to select it for shifts in the module rotas

Available sites

Site 1:
Site 2:
Site 3:

Do you want site 1 in module 1?

Site 1

Do you want site 2 in module 1?

Site 2

Do you want site 3 in module 1?

Site 3

Module2

Do you want site 1 in module 2

Site 1

Do you want site 2 in module 2

Site 2

Do you want site 3 in module 2

Site 3

Module3

Day structure & leave

The GP day

For proper configuration of the rotas, we need to capture the whole GP day, from start to finish, with number of sessions and lunch break. The day setup forms the basis of intelligent rostering that can not only capture all work but can calculate time-off, overtime and TOIL

Show day illustration

Show illustration of day breakdowns

Your GP day format

Default: 08:30 – 18:30. 2 session day. 30 min break

Default: 08:30 – 18:30. 2 session day. No break

2x3 sessions: 08:30 – 18:30. 6 session day. 30 min break

60-40: 08:30 – 18:30. 60:40 day split. 5 sessions. 25min break

Number of full days in a GP week

Sessions in your GP week

GP leave entitlement

In days, what is the standard GP annual entitlement for WTE?

GP study leave entitlement

In days, what is the standard GP annual study leave entitlement for WTE?

Others with GP leave entitlements

Please tick any other staff types that receive the same leave entitlement as GPs

Pharmacist

ANP

Other

The non-GP day

For non GPs, the day takes a standard format, usually 7.5 hours and 37.5 hr full-time week. Days also dont need to translate into sessions.

Length of a standard non-GP day

In hours/mins, what is the standard day for full time staff?

Standard leave entitlement

In days, what is the standard annual leave entitlement for WTE staff ?

Workforce

Bulk upload staff information

We would like to import your staff data into your hub, building your workforce and creating accounts for each user at the same time. There are some choices about where this data comes from in your current setup.

• Exported from Clinical system
• Exported from Clarity
• Held in a spreadsheet

Whatever formats you use, we provide an example excel file to complete and send back below. This will create the proper format that we need

Consent

I confirm I have read and understood the Data Sharing agreement and DPIA provided by GPnetworks

File(s)

Format to use: Download example format
You can supply a single file for all staff types or multiple files, one for each staff type

Drop files here or

Accepted file types: csv, xls, xlsx, txt, Max. file size: 300 MB, Max. files: 10.

Great job. You've reached the end of the first part of the setup process!

What happens now?

We will receive this information and use it to build your new hub on the system.

If we encounter any issues we will be in touch to discuss options. Otherwise, we will be in touch when your Hub is ready to start using.

The last thing to do is read your summary and submit the information to us!

Name

This field is for validation purposes and should be left unchanged.

Your hub setup

Setup your hub – part 1 of 2

Hub structure

Modules

Which of your sites do you want to include in this module?

Available sites

Day structure & leave

The GP day

The non-GP day

Workforce

Bulk upload staff information

Great job. You've reached the end of the first part of the setup process!

Summary