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Business Case: Implementing RotaPal for Rota and Workforce Management

Communications Team

Communications Team

July 1, 2025

Implementing RotaPal for Rota and Workforce Management

1. Introducion

RotaPal is a digital rota and workforce management platform built for the complexity of modern healthcare. Designed by clinicians for clinicians, it streamlines core scheduling tasks including shift swaps, leave management, on-call communication, and locum coordination while maintaining safety, compliance, and team morale.

This business case sets out the rationale for adopting RotaPal, outlines the expected benefits, and provides a clear return on investment through improved operational efficiency, staff satisfaction, and patient care continuity.

2. Current Challenges

Healthcare rota systems today are often built around legacy tools: spreadsheets, outdated portals, or informal messaging platforms. This creates a range of systemic issues:

  • ❌ Poor visibility of rota changes for staff and management
  • ❌ Inefficient shift swaps and leave approval processes
  • ❌ Delays in covering unplanned absences or urgent gaps
  • ❌ Staff burnout due to unpredictability and lack of autonomy
  • ❌ Risk to safe staffing levels and patient safety
  • ❌ Administrative burden on rota coordinators and clinical leads

3. Solution: RotaPal

RotaPal provides a secure, cloud-based platform that connects rota planning with real-time team communication. It empowers departments to manage workforce scheduling dynamically, transparently, and fairly.

Key Modules & Features:

  • Live, synchronised rotas accessible to all staff
  • 🔄 Shift swap functionality with built-in approval workflows
  • 🗓️ Leave management that integrates into the rota view
  • 📲 On-Call Connect: mobilise cover quickly in emergencies
  • 👨‍⚕️ Locum shift claiming via trusted internal bank
  • 🔒 Full audit trail and role-based permissions
  • 📈 Reporting & analytics on usage, cover, and compliance

4. Usage Highlights & Evidence

In 2024, on average Rotapal delivered tangible improvements across clinical settings:

  • 🔄 87% of swap requests accepted through the app
  • 🗓️ 85% of leave requests approved without escalation
  • 📞 9000+ On-Call Connect triggers used to fill urgent gaps
  • 👨‍⚕️ 1000+ locum shifts claimed through the platform
  • ⏱️ Significant time savings for rota admins and managers

5. Benefits to [Your Organisation]

Operational Efficiency:

  • Eliminate version control issues with live rotas
  • Reduce rota-related queries and confusion
  • Accelerate cover arrangements for sick leave and shortfalls

Workforce Wellbeing:

  • Increase transparency and autonomy for staff
  • Support fair and flexible working
  • Reduce burnout and rota-related stress

Governance & Safety:

  • Maintain accurate, auditable staffing records
  • Ensure compliance with safe staffing policies
  • Provide evidence of fair rota practices for HR & CQC reviews

Cost Savings & ROI:

  • Reduce dependency on agency staff via better internal cover
  • Free up managerial time from manual scheduling tasks
  • Support retention through improved morale and flexibility

6. Implementation & Support

RotaPal offers tailored onboarding, including:

  • Data migration and template setup
  • Hands-on training for managers and staff
  • Ongoing support and product updates
  • Integration options (if required)

Implementation is typically completed within 2-4 weeks, with minimal disruption.

7. Financial Consideration

[Note: This section would depend on actual pricing from Rotapal contract for details.]

  • Annual licence fee based on user numbers / department size
  • Transparent pricing, no hidden costs
  • Potential savings from reduced locum reliance and time freed for clinical duties

8. Recommendations

Based on current operational challenges and the proven benefits of Rotapal, we recommend:

  • A pilot implementation in [Department / Specialty Name] over 6 months
  • Evaluation against KPIs such as shift continuiuity, swap response time, staff satisfaction
  • Potential Trust-wide rollout based on pilot outcomes

9. Next Steps

  • Internal approval for pilot (Clinical Lead / Ops Manager)
  • Engage Rotapal for demo & setup (IT / Clinical Admin)
  • Training and go-live (Rotapal & Local Teams)
  • Monitor & review outcomes (RotaPal lead & HR)

10. Contact / More Info

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