Introduction to Webroster “Staff Portal”

Guidelines, Policy and Procedures

Contents

  1. Introduction to Webroster Staff PortalPage 2
  1. Why is “Staff Portal” being implemented?Page3
  1. How to use itPage3
  1. The Roster ProcessPage4
  1. System Access and SupportPage 5
  1. System Guidance NotesPage6
  2. Your Details
  1. Your Daily Roster
  1. Your Weekly Roster
  1. Your Timesheets
  1. Wage Query ProceduresPage8
  1. Your Contractual ObligationsPage9

Introduction to Webroster Staff Portal

Webroster is the system that we have now been using for a number of years to rota our staff and produce timesheets. There has been a great deal of progress made in recent years to use technology in our industry to support the flow of information, general communication and to give greater control to care staff who are working out in the community.

Many care organisations have either implemented systems similar to ‘Staff Portal’ or are in the process of doing so.

As our organisation has grown it has become increasingly difficult to ‘keep in touch’ with all our staff and provide the time and support that is necessary to equip you with all the information you need to do your jobs. Giving you access to this information

will not only reduce the number of times we need to phone you (or you phone us); but it will also reduce mistakes being made because information is being given at the last minute or inaccurately because of the pressures of time.

In this way we hope that when you do need to talk to us or meet with us; we will have time to spend with you.

Webroster is an excellent system that not only produces our rotas, but also drives payroll calculations and generates client invoices.

The “Staff Portal” enables Care Staff to access their own relevant information on the Webroster system remotely from their home PC.

As a Webroster “Staff Portal” user you will be able access the following areas of information:-

  • Your Details
  • Your Daily Roster
  • Your Weekly Roster
  • Your Timesheets

When accessing this information you are also provided with the related client information.

A detailed review of each of these sections is in the main body of this document.

This information is refreshed every time you log-on and it is available in read-only. (you are unable to make changes to the data yourself)

Why is “Staff Portal” being implemented?

Staff Portal is being implemented to enable quicker and easier access to rosterinformation and client information directly to Care Staff. This system is a supplement to the current process and it not a replacement.

It will enable Care Staff to keep up to date with changes to their roster and also access basic client information.

In addition it will allow Care Staff to review visits that have been approved for payroll processing and therefore check that their wages are correct.

How to use it

As a user of Staff Portal you are expected to use the system for the following: -

  • To review any changes in your roster for the current week (you will no longer be contacted by phone to inform you of any changes).
  • To access basic client information for your planned visits. You will be expected to access the information yourself and are no longer to contact the office or the on-call for it. The client information available is: -
  • Client Address
  • Contact Numbers
  • Client Features (Health Conditions etc)
  • Client Feature Requirements (Care Staff Gender etc)
  • To identify those service users who have a Key Safe number and to contact the office between 9am and 5pm to access that number. You will be able to identify this in the “Client Features” area.
  • To identify if the Service required includes the use of an Electronic Home Care Monitoring system (EHCM) like Voiptrac. This is available in the two Roster sections and is identifiable in each visit as the Product. This is often seen as “Adult Care”.
  • If you are a salaried member of staff; based on the delivery of an average number of hours per week you are to use the system to monitor the hours you are working. If you are delivering under your contracted hours you are expected to flag this with the office staff to seek additional visits to make up the hours.
  • To use the “Your Timesheets” section to investigate any payment issues you have with your wages prior to phoning the Payroll Department for assistance.
  • You will also have access to the following sections of information, however they are not configured for use and therefore should be ignored: -
  • Payroll Details (this is not an accurate reflection).
  • Notes
  • Reports

The Roster Process

Below is the process for how Rosters will be administered and how Staff Portal is to be used to support that process: -

  • Each week a paper timesheet will be sent out to you for the following weeks work (covering Monday to Sunday).
  • You are to monitor Staff Portal regularly for any changes to the paper Roster that has been sent out as you will not be notified of changes for the following day.
  • Any client information you need should be accessed via Staff Portal.
  • If the client is new you are to contact the Office during opening hours (8am to 5pm) to check for Key Safe numbers and essential Care Plan information.
  • Changes to your roster can be actioned without a phone call to you up to 5pm the previous day. (Salaried Staff)
  • If any changes are made to your schedule after 5pm for the following day; you will receive a phone call to notify you. You will still be expected to access client details by using Staff Portal.
  • Any changes for today’s roster will be done via a phone call in which you will also be provided the relevant client details over the phone.
  • By Friday the same week the timesheets will be verified to ensure payroll and invoicing is correct.

System Access and Support

To be able to use this system you will need the following: -

  • Internet Access at home.
  • User Name
  • Password (this will be fixed)
  • Member ID

System access details will be provided at the system training session or induction for new starters.

Your sign-on will be activated on your employment start date and will be de-activated if you are to leave employment. Your access will also be de-activated if you are ever suspended from work for any reason or on long term sick leave.

Additional Office Support that you can access is as follows: -

  • If you require additional client information or wish to query your own roster then you are to contact the Service Support Team.
  • If you have forgotten your sign-on details or have a general question around how to use the system then please contact Denise Kelly for assistance.
  • If you want to re-set or re-activate your password due to a security breach then Denise Kelly will be able to assist you.
  • If Denise Kelly is not available then your query will be picked up and passed on to someone to call you back for assistance.

System Guidance Notes

When you have successfully logged onto Staff Portal you will get a welcome screen with 7 options at the top to click on: -

  1. Your Details
  1. Daily Roster
  1. Weekly Roster
  1. Your Timesheets
  1. Payroll Details (please ignore this one)
  1. Notes (please ignore this one)
  1. Report (please ignore this one)

Your Details

This section provides the information we currently hold about you. The main screen is the basic information which includes Name, Address, E-mail address. Mobile number etc.

There is also a section called “Show Features/Extras/Areas” which if you click on will provide you with the following additional information about you: -

  • Additional Staff Details
  • Employment Checks
  • Training courses completed (including completion date).

Daily Roster

This section provides details of your basic roster for each day. Key points to note with this section are: -

  • It defaults to today but you roll the days forward using the arrows next to the “Your Appointments for” section in the top right.
  • Top left tells you how may hours you have been rostered for on that day.
  • The yellow areas is the time we have logged as your availability for work on that day.
  • The green sections are bookings you have for that day.
  • If you click on the client name (4th column) you can get the basic client information. A Key Safe requirement is flagged here.
  • The final column is the Product Code and identifies if it is an Infocare sit etc.

Weekly Roster

This section is the same as the “Daily Roster” but provides a weeks view and it defaults to the current week.

If you require client information you need to click on the little face with a magnifying glass over it in the bottom left of each visit.A Key Safe requirement is flagged here.

The Product Code is also provided here so you can identify if the service is an Infocare one.

You can also use this section to scroll through future weeks to see what is currently planned for you. This section will also help you monitor your hours being worked to ensure they are in-line with your salaried contract (where applicable).

Your Timesheets

The Timesheet section allows you to review what visits you havedone and that they have been passed for verification.

Verified visits means they have been approved for payroll and invoicing and can be identified as having the box on the right ticked.

Key points to note with this section are: -

  • You can scroll back into previous weeks by using the arrow boxes next to the week ending date.
  • If the visit is not ticked it has not been approved for invoicing or payroll. This process can take up-to a week following the completion of a full weeks roster.

Wage Query Process

It is appreciated that you may have queries about your wages. If you have attempted to find an answer to your question by looking at Staff Portal, but still need to talk to someone, you may contact the payroll department with the following queries: -

  • If you have not been paid for a visit you did. Please have the details of the visit in question available so it can be given to the Payroll Officer to investigate – (as per the timesheet section on page 7)
  • Mileage query.
  • Travel Time query (where applicable).
  • Sick pay query.
  • Holiday pay query.

Your Responsibilities

Your responsibilities for the use of this system are as follows: -

  • To keep up-to date with changes to your current weeks roster and ensure you deliver the visits at the time booked.
  • Access the client information you need before setting off for your days work.
  • If the client is new to you, or you have not visited for several weeks and the care plan may have changed, then you are required to contact the office between the hours of 9am and 5pm to establish Key Safe numbers and any essential Care Plan information prior to the sit (the on-call mustnot be contacted for this type of information as that is for emergencies only).
  • To identify the visits that require the use of ‘Electronic Homecare Monitoring’ (like Voiptrac) and ensure you have the right equipment to use it correctly.
  • To monitor your average weekly hours to ensure you are delivering to your contracted levels (only required for salaried staff members).
  • To use the “Your Timesheets” area to establish your own answers to your payroll queries prior to calling the Payroll Department for a resolution.
  • You MUST NEVER allow anyone else to access the system for you or let anyone else view the information. You are to keep your sign-on details secret. If you are concerned someone else has got access to that informationYOU MUST contact the office straight away and your password will be changed. It is crucial that you adhere to this rule in order that you do not breach Confidentiality or Data Protection Regulations.
  • If you do not have internet access or a PC at home you must let us know as soon as possible.

Any breach, without valid reason, of the above responsibilities will result in disciplinary action.

It is understood that it will take time to get used to this new way of working. However, we will provide as much support as we can.

Our Responsibilities

  • We will maintain the system and ensure data accuracy
  • We will ensure that time is allowed to pass on information about new or unfamiliar clients, addresses and up to date key safe numbers.
  • We will provide adequate training to use Staff Portal and an on-going support function.
  • We will ensure that access to Staff Portal is de-activated when staff leave, are on long term sick leave or are suspended from duty.
  • When you have specific queries regarding your wages, these will be reviewed by the Payroll Department.
  • For last minute changes to your rota, we will contact you will details. (salaried staff must be contactable)
  • We will not assume that salaried staff will work outside of their set availability. If we require additional help outside of set hours we will always contact you by phone.

FAQS

  1. What do I do if my internet connection fails?

Phone the office for support or the on-call phone if it is out of hours

  1. What should I do if someone else sees my log in details and password?

Refer to the section on Page 5 which tells you who to phone to get your login and password changed

  1. What if I do not have internet access at home?

Let the Notts and Derbys Operations Manager know as soon as possible

  1. What should I do if I am uncertain about the accuracy of my rota (e.g. a sit looks as if it at the wrong time) ; or if the client details look wrong (e.g. you have visited that client before but at a different address)?

Phone the office or the on-call for clarification. It may be that the client has moved since you last went; or that the times of sits have been changed for specific reasons.

  1. What happened if I breach one of my responsibilities listed on page 9?

If you do not follow this policy accurately but there are genuine reasons why an error has occurred, you will be asked to talk to one of the Managers about what went wrong and why. In this way we can try to avoid mistakes happening again.

If you breach this policy without good reasons, or through negligence you will face disciplinary procedures as you would with all the policies of the organisation. This is stipulated in your Code of Conduct.

  1. Can I change the times of any of my visits so they are different to the times on my rota on Staff Portal?

If you think the time is wrong, you must phone for clarification. Otherwise you MUST NEVER change the time of your visits without prior permission from the office. Your visits must coincide with what it says on the system in order for you to be insured

  1. Can I liaise directly with the client to arrange my own rota?

Under no circumstances should you arrange your rota directly with the client unless for specific reasons you have been asked to do so by the office.

  1. What if I do not feel confident to use the system after I have received my training?

If you do not feel confident at any point with the use of the system; either initially; or even after you have been using it for a while; we will always be willing to undertake a refresher course with you. Just let Linzi Adams (Notts and Derbys Operations Manager) know and this will be arranged for you.

Jan 2015

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