MAPS HealthRoster Requesting / Approving Bank Shifts E Rostering Contact Details: Jo Brown Joanna.brown2@wales.nhs.uk Ext 1815 2265 Central Support Team Katie Brocklehurst Katie.brocklehurst@wales.nhs.uk Ext 1815 2266 Kelly Davies Kelly.davies4@wales.nhs.uk Ext 1815 2267 East Support Team Kevin Higgins Kevin.higgins@wales.nhs.uk Ext 1814 5250 Val Boothroyd Val.boothroyd@wales.nhs.uk Ext 1814 6644 Amanda Edwards Amanda.edwards2@wales.nhs.uk Ext 1814 6644 West Support Team Liam Humphreys Liam.humphreys@wales.nhs.uk Ext 1742 2649 Denise Walters Denise.Walters@wales.nhs.uk Ext 17422648 1
Contents Page: Pages 3 10: Pages 11 12: Pages 13 14: Pages 15 16: Pages 17 20: Page 21: Requesting bank This section contains details on how to request a bank shift, how to adjust duty start / end / break times, how to add a bank note, how to assign a bank shift to a bank staff member, how to cancel a bank shift prior to it being worked and how to create additional duties for bank. Maintaining bank shifts This section contains details on how to adjust duty start / end / break times and what to do if a bank staff member does not work a shift as planned. Finalising bank shifts for payroll This section contains details on how to finalise bank shifts that have been worked and the deadlines for completing this. Obtaining a list of all bank booking reference numbers This section contains details on how to obtain a list of booking reference numbers and a key to the symbols displayed. Matron / Lead Nurse / Senior Managers additional responsibilities This section contains details on how to view bank requests, view bank notes and approve / reject bank requests. Formal process for payment of bank staff This section contains the formal process for the payment of bank staff as issued by the Nurse Bank Office. 2
Requesting Bank: Select the ward you wish to cover by clicking once on the blue roster bar so it is highlighted in dark blue. The Show Vacant Duties button will then be accessible at the bottom of the screen Clicking this will bring up a new window. Check that the correct grade type is selected from the panel on the left, vacant shifts will be displayed in red: Shifts displaying a question mark in a blue circle have already been requested to be covered by Bank but have not yet been approved by a Matron / Lead Nurse / Senior Manager. Shifts displaying a nurse dressed in green icon, have already been requested and approved by a Matron / Lead Nurse/ Senior Manager but have not as yet been covered by Bank. Adjusting Shift Times: If you need to adjust the shift time prior to sending a shift to bank then select the shift in the vacant duty window, right click on this and select the Adjust Duty Start and End times option. 3
In the window that appears, amend the start or end times as desired and click Ok to update the changes. Please ensure that break times (Non-Work Time field) are also included for shifts >6 hours. A shift with an adjusted time will display the following icon: Hovering over the shift will display the shift details and allow you to check the changes have been made. Requesting Bank: To request a shift to be covered by Bank right click on the shift, scroll down to the yellow folder called Bank and Agency and scroll across to Request for Bank, left click on this option. You will then see the box below: 4
Check the shift you have asked to be covered is correct in the left hand pane. If there are multiple shifts to be covered on one day the system will allocate all of these to Bank so you may need to remove a shift. To remove a shift left click on it to highlight it in blue then click on the Remove Shift button. Next fill in the reason you are requesting the shift be filled by Bank in the light blue box Reason for these Requests selecting from the drop down list. Once completed, click OK. This shift will then return to the vacant duties window displayed with a question mark to await approval. Adding a Bank Note: If you know the name of the person who will be working the shift as Bank you can add a note to the shift to inform Bank of this. Please include as many details about this person as known i.e. full name, staff number, usual place of work etc. You can only add a note for the bank office once you have completed the bank request stage above. To do this right click on the relevant shift and select Duty Notes. 5
Ensure you click on the tab that says Bank Notes before you write a note. If you put a note in the Duty Notes tab this will not be seen by the Bank Office. Write a note as required then click on the Add button. Then click on OK. This function can also be used to make a suggestion of a member of staff who may cover the shift, to provide a list of people already tried or to inform your Matron / Lead Nurse / Senior Manager or the Bank Office of any relevant information. Once a note has been added to the shift you will see a notepad displayed on the shift. By hovering the tip of the mouse key over this shift you will be able to see the note you have added. Assigning a bank shift to a Bank Staff Member: If you know the name of the person working the bank shift for you, you can now allocate them directly into that shift once the shift has been approved by your Matron / Lead Nurse / Senior Manager and has a nurse dressed in green icon, displayed on the shift. To allocate a bank staff member to the shift right click on it on select the Search for Person option. On the screen that appears fill out as many details of the bank staff member as known, ideally search for the person using their staff number if known. If you do not know the staff number then you can search using the Surname or Forename or both. Ensure the Grade displayed in the Grade Type section is correct. If you are searching for someone of a grade different to that displayed then delete out the grade displayed and leave this blank. In the drop down menu for Organisation select the relevant bank organisation: (C) Bank is for Central Nursing bank staff 6
(E) Bank is for East Nursing bank staff Bank is for West Nursing bank staff Once you have completed all the relevant details click Go This will bring up a list of any staff that match your search criteria. Click on and highlight the person you wish to allocate the bank shift to and then click Assign Confirmed. Please note you need to be certain the person you are allocating the bank shift to is the correct bank staff member if you are uncertain then do not assign leave this for the Bank Office to do. If you can not find the bank staff member you are looking for try searching on different options or change the Organisation you are looking in. Ensure you have the correct spelling for names and the correct staff number, also check to ensure that the bank staff member does not go by a different name. When you click on Assign Confirmed you may get a warning screen appearing (see below example). Read through the warnings and if you are happy with this place a tick in the box and select Create Selected Assignments. If you are not happy with the warnings click Cancel. 7
Once the shift has been allocated to the bank staff member they will appear at the bottom of your roster (you may need to refresh your screen to be able to see this). Viewing a bank request: Hover over the shift to view details about this shift, including the reference number which will be displayed in brackets in the top left hand corner. Please note the booking reference number will only be displayed correctly once the shift has been approved by your Matron / Lead Nurse / Senior Manager. Do not note the booking reference number down if the shift has not been approved as this will not be correct. Viewing a bank shift that has been covered: Once a shift has been covered by Yourself or the Bank Office you can view this at the very bottom of a roster under the Bank and Agency bar. This will display any Bank Staff who are covering shifts on your ward. Again hovering over these shifts will provide details of the shift and the reference number. The Reference number once a shift has been allocated will be correct. Bank Shift no longer required prior to allocation: If a shift is no longer needed to be covered by Bank after being sent, but prior to being allocated to an individual, you must recall the shift back to your Ward. 8
This can be done by right clicking on the shift, scrolling down to Bank and Agency and selecting Reset Bank Duty for Ward Fulfilment. The green nurse icon or the blue question mark icon will be removed from the shift and it can be assigned to a member of your substantive staff in the normal way. Bank Shift no longer required after allocation: If a shift has been allocated to a member of bank staff and they are no longer required please inform the bank office of this. If you have spoken to the member of bank staff and they are aware that you no longer need them then you can cancel the shift from the roster. To do this right click on the shift which has been assigned to the member of bank staff that is no longer required (this will be at the bottom of your roster). Select the Cancel Duty option. Select the appropriate cancel reason from the drop down menu and click OK The shift will then turn purple on that member of staff s roster and will return to your vacant duties window, where if necessary it is available to be re-assigned to another member of bank staff. Remember to add another bank note if needed. If you do not need it to be allocated to another member of bank staff you will need to Reset bank duty for ward fulfilment as above. Creating extra shifts: It may be necessary to create an extra duty due to increased acuity or patients requiring one to one attention. To add an additional shift, it is easiest to base it on a current shift of the same type. 9
For example, adding a Night shift for a HCA, right click on a current Night shift for a HCA and select Add Duty from the menu In the screen that appears you need to fill out the following fields: Occupational Group select the appropriate staffing group. Please note registered general nurses and HCA s are both located in the Nursing Occupational Group. For other registered nurses i.e. mental health, childrens, midwifery etc select the specified group. Required Grade select the appropriate grade of staff i.e. Band 2 HCA, Band 5 RN etc Select the reason for the request then click Finish. The shift will appear in the Vacant Duties Window. Then request for Bank as above. 10
Maintaining Bank Shifts for Payment: As the bank shifts are worked you will need to maintain these in the same way you would for any other member of staff on your roster. Please refer to the Process for payment of bank shifts on pages 20 of this guide. Adjusting duty start / end / break times: If the bank staff member works a different shift time to what has been requested (i.e. stays late, goes early, starts late, doesn t have a break etc) right click on the shift and select the Adjust Duty Start and End times option and change as appropriate. Cancelling a bank shift: If the bank staff member does not attend for a shift for any reason right click on the shift and select the Cancel Duty option, In the pop up box choose the appropriate cancel duty reason from the drop down menu, click ok and this will then cancel the duty. 11
Once the duty is cancelled it will be displayed in purple next to the bank staff members name, this is to show they should have worked the shift but did not for the reason stated. Cancelled duties will return to your vacant duties window, where if necessary they are available to be re-assigned to another member of bank staff. It is important that you cancel duties and do not just drag them off the roster in order for the Nurse Bank office to monitor staff. If the bank staff member does not attend due to sickness inform the Bank Office and Cancel the duty as above with the reason Sickness do not use a Non Effective for this. Once a shift is cancelled and displayed in purple on the roster you can hover on this to check details if required as below. If the bank staff member is re-deployed for the full shift from you to another ward / area again cancel the duty but use the Redeployed to another ward reason. The ward / area that the bank staff member has been re-deployed too will need to ensure that they allocate the bank staff member a shift from their roster as above and issue them with the new booking reference number. If a bank shift has been worked by a bank member of staff but the shift has not been allocated to them then follow the steps detailed above on page 6 of this guide Assigning a bank shift to a Bank Staff Member. If the bank shift has been worked but not approved by the Matron / Lead Nurse / Senior Manager contact them to arrange approval as soon as possible as any delay may result in non-payment for the bank staff member. 12
Manager / Deputy Managers responsibility to finalise bank shifts for payroll: If your ward / department / area is live to payroll via the E-Rostering system it is the Ward / Deputy Ward Managers responsibility to finalise any bank shifts worked on your roster as your bank staff will also be paid directly via the E- Rostering system. Please refer to the Process for payment of bank shifts on page 20 of this guide. Each bank shift worked can be locked individually after any required maintenance has been completed by right clicking on the shift and selecting the Finalise Duty option. In the pop up box when prompted click OK if you are sure you want to finalise the selected duty otherwise click CANCEL. It is important that all bank shifts worked in your ward / department / area are maintained and finalised as soon as possible to ensure that bank staff are paid correctly. If a bank shift has been worked by a bank member of staff but the shift has not been allocated to them then follow the steps detailed above on page 6 of this guide Assigning a bank shift to a Bank Staff Member. If the bank shift has been worked but not approved by the Matron / Lead Nurse / Senior Manager contact them to arrange approval as soon as possible as any delay may result in non-payment for the bank staff member. If all maintenance has been carried out on the bank shifts and you are confident those displayed on your roster are all correct then you can finalise the bank shifts in bulk at the same time you are finalising shifts for your substantive staff. Please note that this option should only be undertaken if you are certain all bank shifts on your roster have been correctly maintained as bank staff will be paid based on the information on your roster. To finalise all bank and substantive shifts left click once on the blue roster bar of the ward you wish to finalise so it is highlighted in dark blue. The Finalize Unit button will then be accessible at the bottom of the screen 13
Clicking this will bring up a new window. Check that the start and end dates that you wish to finalise are correct then select the option to finalise Duties for all staff (substantive, bank and agency) as below then click Finalise. All bank shifts worked should be maintained and finalised on a regular basis and by no later than the 7 th day of the month following the month in which the shifts were worked as failure to do so will result in non-payment. For example all shifts worked in July should be finalised by 7 th August. 14
Obtaining all booking reference numbers: When your in the E-Rostering system click on the dark blue Bank tab then on the All Bank Requests option If needed change your view date as the information displayed here will be from the date displayed for the next 4 weeks. The view date is located in the top right hand corner of the screen. This will produce a list as below. The symbols displayed mean the following: This symbol indicates an unapproved bank shift (awaiting authorisation from your Matron). The note pad indicates that there is also a note assigned to this shift. 15
This symbol indicates a fully approved bank shift that has not been assigned to a bank member of staff yet. This symbol indicates a fully approved unfilled bank shift that has a note assigned to it. This symbol indicates a fully approved filled bank shift i.e. this shift has been assigned to a member of bank staff. This symbol indicates a bank shift that has been worked and finalised in the system in preparation for payroll. To print the list of shifts to get the booking reference numbers click on the Export to Excel icon at the top of the screen. This will open up a new Excel spreadsheet (look for a tab along the bottom of the screen). You can then print the information directly from this spreadsheet. Remember if you wish to change the information you are looking at you can click on the change visible columns icon along the top of your screen which gives you option to change the data you are viewing and the order in which it is displayed. 16
Matrons / Lead Nurse / Senior Managers Additional Responsibilities PLEASE NOTE IT IS THE MATRONS / LEAD NURSE / SENIOR MANAGERS RESPONSIBILITY TO ENSURE THAT ALL BANK SHIFTS WORKED BY BANK STAFF ARE APPROVED. FAILURE TO APPROVE SHIFTS WILL RESULT IN NON-PAYMENT. 17
Approving Bank Requests: Select the Bank option on the left hand side of the screen and click on Unapproved Bank Requests. If needed change your view date as the information displayed here will be from the date displayed for the next 4 weeks. The view date is located in the top right hand corner of the screen. In the top half of your screen you will see all the names of the wards / areas you manage. You can either view bank requests on a ward by ward basis or to view all requests left click and highlight any ward name, on the toolbar at the top of the screen select View then the option Select All. All unapproved bank shift requests will appear in the bottom half of your screen. 18
Any duty displayed with a notepad has a note from the ward regarding the shift that you may wish to view. To view notes click and highlight the shift then click on the Details tab on the right hand side of the screen: This will then open a side pane and you will be able to view all details regarding that shift including any notes. If you wish to add a note to a duty you can do this by selecting the shift and clicking on the Duty Notes button at the bottom of the screen and following the instructions above regarding how to add a note. To approve a Bank Shift select the shift you wish to approve by left clicking on it to highlight it in blue. You can multiple select by clicking on one, holding down your control key and selecting the others. 19
Then select the Approve Bank Request bottom of the screen. button at the If you do not wish to approve a Bank request then highlight the request and select the Reset Bank Duty shift to the ward requirement. option which will return the Once you have approved / declined a shift it will no longer be displayed in this section. If you have any further questions please do not hesitate to contact a member of the E-rostering team, contact details can be found on the first page of this guide. 20
PROCESS FOR PAYMENT OF BANK SHIFTS FOR ALL NURSING WARDS / DEPARTMENTS Wards / Departments live to pay on e-rostering: Ward / department identifies & request s shifts for bank cover Matrons review and approve appropriate shifts for bank cover Bank office / Ward / Department assign shifts to bank staff Bank staff complete time sheet after working the shift Timesheet checked & authorised by nurse in charge Timesheet left on ward / department in nominated area Nurse in charge to review shift on E-Rostering and amend shift start & end / break times if required in preparation for payment Manager to finalise all bank shifts for payroll this can be completed at the same time as substantive staff finalisation *Time sheets to be retained securely on ward/ department for internal audit purposes for a minimum of 3 years* Wards / Departments not live to pay and / or not on e-rostering. Ward / department identifies & request shifts for bank cover Matrons review and approve appropriate shifts for bank cover Bank office / Ward / Department assign shifts to bank staff Bank staff complete time sheet after working the shift Timesheet checked & authorised by nurse in charge. Where applicable the E-Rostering system should be updated with this information in order for the Nurse Bank Office to audit timesheets. Timesheet to be left on ward / department and then forwarded to the Nurse Bank Office by the manager every week promptly Bank office process shifts for payment Once ward / department is live to pay on e-rostering the manager will follow the process for Wards / Departments live to pay on e-rostering as above. IT IS THE MATRONS RESPONSIBILITY TO ENSURE THAT ALL BANK SHIFTS WORKED BY BANK STAFF ARE APPROVED. FAILURE TO APPROVE SHIFTS WILL RESULT IN NON-PAYMENT. FOR THOSE AREAS LIVE TO PAY IN E-ROSTERING IT IS THE MANAGER S RESPONSIBILITY TO ENSURE THAT ALL BANK SHIFTS WORKED ARE ALLOCATED AND FINALISED IN PREPARATION FOR PAYROLL. FAILURE TO DO THIS WILL RESULT IN NON-PAYMENT. 21