Submittals: Full overview

Submittals introduces a method for processing leave and extra data in CLWRota and Medirota for the purpose of transposing records onto external systems, such as the NHS Electronic Staff Record (ESR), and replacing paper extra claim forms. This guide explains how to activate the feature and process submittals.

Extra submittals quickstart guide Leave submittals quickstart guide

The feature will be expanded in the future to incorporate a centralised view of the submittals process across multiple departments in the Central Reporting application, and automated uploads to ESR. This guide will be updated when releases are made.

A guide to processing extra submittals aimed at clinicians is available here.

If you would like further assistance in using the feature or advise in its future development, please contact the Rotamap support team at support@rotamap.net or on 020 7631 1555.

Submittals in CLWRota

Index

Configuration

The Submittals feature can be enabled for either extra or leave functionality in the super user area, under Settings > Submittals. On the Settings subtab you can configure which type of submittals are enabled and whether the enrichment and validation settings, described in the guide below, are required. We recommend requiring both enrichment and validation for extra submittals and enrichment only for leave submittals.

Submittals settings

The Validation groups subtab allows you to define whose approval will be needed at the validation stage wherever it is enabled. A group can contain multiple people and you can set up as many groups as required. For a submittal to be considered validated, at least one person from each validation group, plus the clinician who the submittal pertains to, must view and validate. This is designed to replicate review processes for extra payment claims.

Validation groups

Once the feature has been enabled, rota masters and clinicians will have access to a new Submittals tab with sections for Extras and Leave.

New Submittals tab

Extra submittals

View pending submittals

Upon logging into the rota, Rota Masters and clinicians can go to Submittals > Extras to view a list of pending extra submittals. Rota Masters and clinicians who are part of a validation group will have a view of everything; other clinicians will only be able to see those pertaining to work they have delivered themselves. Each of these submittals represents a session where a person has been assigned to the rota as an extra. Only extra assignments that were made after the Submittals feature was enabled will appear here. You can use the 'State' field (which by default shows only submittals requiring action) and the search box to filter the results.

_ Extra submittals queue

Enrich

A clinician can enrich their own extra submittals. This is designed to be the equivalent of filling out a paper leave form. Rota Masters can also enrich on clinicians' behalf if necessary. Click the 'Enrich' button to the right of the submittal. This will open a popup where you can fill out a form, providing information about the work delivered and the proposed payment rate. This will automatically generate a total payment value for the work. You can change this if necessary, but a reason must always be provided if it differs from the payment rate that has been selected.

Extra submittal enrichment popup

When you have entered all the relevant information and you are happy with the payment totals, tick the 'Enrichment complete' box and click 'Save'. Alternatively, you can leave 'Enrichment complete' unticked to save your progress and come back to the form later.

Once you have enriched a submittal, its status in the queue will change to enriched, assuming that the 'Requires validation' setting mentioned in the earlier configuration section is turned on.

Enriched extra submittal

Validate

Before a submittal is processed further it must be checked and validated by other users. The number and identity of the people who need to carry out the checks is determined at the configuration stage. Anyone who is part of a validation group can click the 'Enrichment data' button next to a submittal to view the details and amounts that were entered, then click the 'Validate' button to indicate that they think the work went ahead and the details supplied are all in order. The person who worked the extra session will also need to carry out this step.

Validated extra submittal

The 'Awaiting validation' and 'Validated' columns in the submittals table indicate which groups still need to validate. Once someone from every group has done this, then the status of the submittal will change to validated.

Submit

The next step is to submit a group of validated submittals. This can be done with the 'Submit validated' button at the bottom of the page, which will process any validated submittals visible on the page together as a submittal bundle. You have the option of attaching a descriptive note to the bundle.

Extra submittal bundle note

The processed submittals will disappear from the pending queue, unless you change the 'State' filter to include 'Submitted'.

Extra submittals queue with entries removed

Review and process

All submittal bundles can be reviewed on the Submittal bundles subtab.

Extra submittal bundles

Clicking into one will list all the extra submittals it contains, and you can click the 'Enriched data' button on each of these to view all of the attached information. Click the 'Download bundle CSV' button to download a spreadsheet containing all of the submittal information to send on for further processing.

Extra submittal bundle

Leave submittals

View pending submittals

After logging in with rota master access, go to Submittals > Leave. Here you will see a list of pending leave submittals, representing approved leave requests that require further processing. Only leave approved after the Submittals feature was enabled will appear here. You can use the 'State' field (which by default shows only submittals requiring action) and the search box to filter the results.

Leave submittals queue

Enrich

To enrich a submittal and add the ESR-specific information that was previously missing from CLWRota, click the 'Enrich' button to the right of it. This will open a popup where you can fill out a form. Click 'Show sickness information' to reveal fields that pertain only to sick leave.

When you have entered all the relevant information, tick the 'Enrichment complete' box and click 'Save'. Alternatively, you can leave 'Enrichment complete' unticked to save your progress and come back to the form later.

Leave enrichment popup

Once you have enriched a submittal, its status in the queue will change to validated, assuming that the 'Requires validation' setting mentioned in the earlier configuration section is turned off.

Validated leave submittal

Submit

The next step is to submit a group of validated submittals. This can be done with the 'Submit validated' button at the bottom of the page, which will process any validated submittals visible on the page together as a submittal bundle. You have the option of attaching a descriptive note to the bundle.

Submittal bundle note

The processed submittals will disappear from the pending queue, unless you change the 'State' filter to include 'Submitted'.

Submitted items removed from list

Review and process

All submittal bundles can be reviewed on the Submittal bundles subtab.

Leave submittal bundles

Clicking into one will list all the leave submittals it contains, and you can click the 'Enriched data' button on each of these to view all of the attached information. Click the 'Download bundle CSV' button to download a spreadsheet containing all of the submittal information to send on for further processing.

Submittals within a bundle

Submittals in Medirota

The Submittals feature has not yet been released for Medirota.