Introduction

Flexi in Year (FIY) and Flexi in Week (FIW) allow departments to accommodate flexible job plans and working patterns. This guide aims to introduce and explain the ways of capturing what an individual is contracted to deliver.

Flexi Quickstart Guide

Please note, the concept of availability in FIY And FIW should not be confused with the pre-existing ‘Available’, as outlined below:

  • ‘Available’: 'Available Consultants' is an existing location on CLWRota, and 'Available' is an activity on Medirota, to which clinicians can be templated. This is availability which remains fixed in time, e.g. clinicians are on-site and prepared to work. The location where they are assigned to work may vary, but the specific session and day of the week is fixed.
  • FIY Availability: FIY can be used to reflect annualised job plans. A clinician could be contracted to deliver 150 PAs over the course of a year. They may deliver more PAs one week and fewer another, depending on when they are available, but by the end of the year they should have delivered the contracted number of PAs.
  • FIW Availability: FIW sets out the number of sessions* a clinician should aim to achieve in a week, and when they are available to do so. For example, a clinician is required to work two PAs a week, which they may be available to deliver on a Wednesday and Thursday afternoon or Friday morning.

*Both FIW and FIY targets can be accounted for in hours, PAs or sessions.

Flexi in CLWRota

Flexi in CLWRota is available for consultants only.

Index

Flexi in Year (FIY)

Expectation

For FIY, expectations are separate to patterns of availability. An expectation contains:

  • Start date: when an individual is expected to start delivering work.
  • Repeating period: how often this should be reached, and then refreshed.
  • Expectation: the target quantity that an individual should deliver within the repeating period.
  • Accounting Basis: the accounting unit of the expectation: PAs; sessions; days or hours.

The screenshot below shows an expectation set which will be created for a consultant to deliver 200 hours. This will repeat on a yearly basis, on the anniversary of its start date.

FIY Expectation in CLWRota

If there is a change in the consultants' contract, then this can be accommodated by creating a new set.

Availability

Patterns of availability need to be set which designate when a consultant can contribute towards their FIY expectation. This pattern of availability can vary between weeks.

Availability patterns

Adjustments

Adjustments can be made to expectation sets to accommodate a change in what that consultant is expected to deliver. This might be the case if a consultant delivers more than initially expected, and so requires a reduced expectation in their next set. This can either be done in the Flexi in Year settings page, or from the FIY location pop up in the main rota view.

From the settings page, simply click in to the desired expectation set to make an adjustment. The ability to add a reason alongside the adjustment amount ensures a clear log is kept of any changes made.

Making adjustments in FIY

Adjustments can also be made from the main rota page for current and future set up or published weeks via the "Adjust Flexi" popup from the FIY location as seen below.

Making FIY adjustments from the pop up

Flexi in Week (FIW)

FIW allows you to create an expectation set for what an individual should deliver each week. Alongside each expectation, Rota Masters can designate when that consultant will be available to potentially deliver work, as shown below. Both expectation and availability patterns can vary week to week.

FIW expectation set

Rota Masters can assign consultants to activity via FIW only, or can use this to supplement their templated job plans and fixed activity.

Adjustments

Similar to FIY, adjustments can be made to reflect the fact that the expected flexi delivery for a consultant has changed for that particular week.

On the settings page, FIW has a dedicated adjustment tab. Adjustments can be made here, including space for a reason to log why this has been changed.

Making adjustments in FIW

Adjustments can also be made from the main rota page for current and future set up or published weeks via the "Adjust Flexi" popup from the FIW location as seen below.

Making adjustments in FIW

Using Flexi on the rota

Visibility on the Rota

FIW or FIY will appear as distinct locations on the main rota view. Rota Masters can then see how many consultants are potentially flexi-available across the week.

Flexi on the rota

Assigning consultants as Flexi

On the assignment pop-up, there are dedicated sections for FIW and FIY. Next to the consultant’s name, it will show their active expectation target, as well as how much they’ve currently delivered against that target.

Once a consultant has delivered the target number of sessions that week for FIW, or that period for FIY, their name will no longer appear as an option for assignment as FIW or FIY.

Flexi on the rota

Reporting

Departmental reports

Department-wide reports for FIY and FIW can be found under Management reports.

The report for FIY will show information for the FIY expectation period pertaining to the date selected for the report. Each consultant will appear on a new row.

FIY Management Report

The report for FIW allows a time period to be selected, and will then detail consultants’ FIW information.

FIW Management Report

Individual reports

Individual reports can be found under the Consultant reports page, and can be pulled for both FIW and FIY.

FIY

FIY Consultant report

FIW

FIW Consultant Report

Flexi in Medirota

Index

Flexi in Year (FIY)

Expectation

For FIY, expectations are separate to patterns of availability. An expectation contains:

  • Start date: When an individual is expected to start delivering work.
  • Repeating period: How often this should be reached and then refreshed.
  • Expectation: The target quantity that an individual should deliver over the repeating period.
  • Accounting unit: The accounting unit of the expectation, e.g PAs; sessions; days or hours.

The screenshot below shows an expectation set has been created for a clinician to deliver 200 sessions. This will repeat on a yearly basis, on the anniversary of its start date.

Expectation set

If the expectation accounting unit or yearly start date changes this can be accommodated by creating a new set.

Availability

Patterns of availability need to be set which designate when a clinician can contribute towards their FIY expectation. This pattern of availability can vary between weeks.

FIY Availability

Adjustments

From the settings page, simply click in to the desired expectation set to make an adjustment. The ability to add a reason alongside the adjustment amount ensures a clear log is kept of any changes made.

Making an adjustment

Adjustments can also be made from the main rota page for current and future set up or published weeks via the "Adjust Flexi" popup from the FIY activity as seen below.

Making an adjustment from the pop up

Flexi in Week (FIW)

FIW allows you to set an expectation which equates to a target for what an individual should deliver each week. Alongside each expectation, Rota Masters can designate when that clinician will be available to potentially deliver work, as shown below. Both expectation and availability patterns can vary week to week.

FIW expectation set

Rota Masters can assign clinicians via FIW only, or can use this to supplement templates and fixed activity.

Adjustments

Similar to FIY, adjustments can be made to reflect the fact that the expected flexi-delivery for a clinician has changed for that particular week.

On the settings page, FIW has a dedicated adjustment tab. Adjustments can be made here, including a reason for why this has been changed.

Making an adjustment

Adjustments can also be made from the main rota page for current and future set up or published weeks via the "Adjust Flexi" popup from the FIW activity as seen below.

Making adjustments in FIW

Using Flexi on the rota

Visibility on the Rota

FIW or FIY will appear as activities on the main rota view. Rota Masters can then see how many clinicians are potentially available across the week.

Flexi on the rota

Assigning clinicians as Flexi

On the assignment pop-up, there will be dedicated sections for FIW and FIY. Next to the clinician’s name, it will show their active expectation target, as well as how much they’ve currently delivered against that target.

Assigning clinicians

Once a clinician has delivered the target number of sessions that week for FIW, or that period for FIY, their name will no longer appear as an option for assignment as FIW or FIY.

Reporting

Departmental reports

Department-wide reports for FIY and FIW can be found under Management reports.

The report for FIY will show information for the FIY expectation period pertaining to the date selected for the report. Each clinician will appear on a new row.

FIY departmental report

The report for FIW enables a time period to be selected, and will then detail clinicians’ FIW information.

FIW departmental report

Individual reports

Individual reports can be found under the Person reports page, and can be pulled for both FIW and FIY.

FIY

FIY Clinician Report

FIW

FIW Clinician Report

Contact us

If you have any questions about Flexi or would like to discuss the feature, please contact the Rotamap support team on 020 7631 1555 or support@rotamap.net.