Messaging in CLWRota and Medirota

Introduction

The CLWRota and Medirota messaging system reduces the overhead of coordinating complicated rotas by automatically notifying people of updates that affect them.

Messages are queued to be sent at set times of the day, so that rota change alerts affecting the same person can be consolidated into one message. The default times for sending messages are 07:30, 08:30, 12:30, 16:30 and 20:30 for Medirota, and 07:00, 08:00, 12:00, 16:00 and 20:00 for CLWRota. The sender of the message can also choose to send messages immediately.

Messages are grouped into two categories, according to their urgency. Clinicians can choose between different methods of receiving messages for each category.

Message types

Messages in CLWRota and Medirota come in two types, automatic and manual.

Automatic messages are generated and sent by the system in the background to let people know about important events that affect them. They are sent to let people know about events such as leave approval or late rota changes affecting personal activity.

Manual messages are custom messages written and sent between different users.

'Urgent' and 'Non-urgent' message categories

Messages are categorised as being either 'urgent' or 'non-urgent', so that clinicians can choose how they would prefer to receive messages in different circumstances.

Urgent messages include:

  • Rota updates for activity due to take place within 24 hours
  • Messages from other users marked as urgent

Non-urgent messages include:

  • Rota updates for activity due to take place within 2 weeks on Medirota, or after the rota is published on CLWRota
  • Leave request updates
  • Bid updates
  • Messages from other users

Message channels

Messages will be sent via different channels according to how urgent they are. Clinicians can choose between the following channels:

Each messages will only be sent through one channel to avoid sending the same information to the same person multiple times.

Changing your messaging settings

You can change your choice of urgent and non-urgent message channels by navigating to the "My Profile" page on either the mobile app or your department's CLWRota or Medirota web app.

Primer screens for iOS The CLWRota Android make annotation form

Managing your personal settings on the iOS app

The link at the bottom of the 'My Profile' page allows you to change your phone's settings for CLWRota or Medirota, which include choosing how a push notification appears or the alert sound made.

Message channel differences

Push Notifications

Push notifications are available to those who have downloaded version 4.0 or higher of our iOS and Android apps. They allow for updates about the rota to come straight to the home screen on your phone. Tapping the message will then automatically open the app to show you the full message content.

Setting up Push Notifications

When logging into the mobile app for the first time, or for the first time after upgrading to version 4.0 or higher, you be asked to enable push notifications for your device.

If you want to enable push notifications, select 'Yes', then for iOS you need to give the app permission to receive notifications by pressing 'Allow' on the second pop-up. The app will then be set up to receive both urgent and non-urgent messages via this channel. You can subsequently change these choices by visiting the 'My Profile' page.

iOS Primer screen iOS Push notification permission pop-up

Enabling push notifications on iOS

SMS messages

SMS is only available as a choice for the Urgent message channel.

SMS messages include the subject line of the message, and short piece of summarised contextual information. Following the link included in the message will open CLWRota or Medirota to show you the full message content.

Email messages

Email messages will contain the full message content. They also contain a link to bring you back into the Medirota or CLWRota application so that you can respond to the message or perform other relevant actions.

Disabling messages

If you select 'None' as the message channel for either message category, then you will not receive alerts about that type of message. The messages will still be visible in the CLWRota or Medirota app by visiting the 'Messages' page.

Help and support

If you have any questions or feedback about the messaging or any other aspect of CLWRota or Medirota, please contact the Rotamap support team at support@rotamap.net or on +44 (0)20 7631 1555.