Practices do of course already have various administrative systems in place, but almost always these systems are quite independent of each other and thus involve significant duplication of effort - bringing the risk of inconsistencies between systems as well as making the tasks involved far more time-consuming. With PriDoc there is no duplication whatsoever, and the need for transferring information between systems, or performing manual calculations, is completely avoided. This brings huge advantages in terms of time-saving, and accuracy.

The best example of this is in relation to rotas, overtime, holidays/sickness etc., and pay. Many Practices will have one or more 'year planners' on the wall, or diaries, for managing this information – often in combination with timesheets, holiday forms etc. Other Practices will use spreadsheets, and/or specific computer programs - e.g. one of a number of commercial Payroll or Rota packages. The Scheduler module within PriDoc, being fully integrated with the system’s Personnel and Communications modules, is a completely unique – and exceptionally powerful – tool which provides a combination of features and benefits that is simply not available from other systems:

• a single, electronic data source is maintained that can, subject to access permissions, be viewed and edited across the Practice network

• graphical daily 'attendance' views of staff and Partners’ normal shift/session patterns are provided

• shift/session patterns can repeat over any number of weeks

• employees with more than one job can have separate shift patterns that will be validated against each other (so they are never scheduled to be in two places at once or the same place twice!)

• details of any overtime, or any absence (e.g. holiday, sickness, maternity/paternity/adoption, training/sabbatical, unauthorised, etc.) are added directly onto the daily 'attendance' views - which then provide the 'complete picture' of the day - so for example overtime can be seen alongside any absence that may have caused the overtime to be required

• GP and Nurse Locum sessions can also be added directly onto the daily 'attendance' views, and these can be assigned to specific, named locums. The Locums module, scheduled to become available later this year, will also provide the ability to define session types (e.g. short session, half day, full day, etc., each with a default price), and session categories (e.g. “Cover for Dr Smith’s sabbatical”), and also to generate Payment reports, remittance advices, Pension forms, and Locum Session Analysis reports.

• individual shifts/overtime/sessions can have an assigned 'hourly rate multiplier' (e.g. double time on Saturdays), and/or an assigned budget, and/or an assigned Site (for multi-Site Practices), and/or an assigned Practice (for multi-Practice employers)

• TOIL (time off in lieu) balances are automatically monitored

• monthly and yearly views – along with the daily views – can be filtered for user-defined groups of staff and/or Partners and/or Locums

• comprehensive 'totals' analysis for normal work, overtime, and each type of absence, for any given data range, in terms of hours or sessions, is automatically provided

• following changes to an employee’s weekly hours, the system will automatically re-calculate (pro rata) their annual holiday entitlement

• integration with Payroll: the Payroll Report will provide all the required information for input to the Practice's Payroll system/provider. As well as basic pay, overtime hours etc., where any sickness/maternity etc. absence has been entered this will include calculations of SSP, SMP etc., and also Practice sick/maternity pay according to the employee's sickness/maternity entitlements as defined in their record in the Personnel module (e.g. 2 months full pay followed by 2 months half pay). When PriDoc's Payroll module becomes available, the integration of the modules will provide further, massive time savings as well as a seamless (and guaranteed error-free) interface.

PriDoc will dramatically reduce the time spent on these – and numerous other – administrative processes, while at the same time providing the Practice Manager with a quality of management information that really is exceptional.

 

 

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