Introduction

Bids provides a way of offering out uncovered sessions to individuals or people groups.

Rota master users are able to offer out any uncovered sessions via the Bids tab. Clinicians who are not already working can request to cover activity offered to them as a session type of their choosing (either standard or extra type) via their web login or mobile app.

Cover can then be chosen from the responses received and the clinician selected will receive a message letting them know their request was successful. All other clinicians will receive a message letting them know their request was unsuccessful.

Cover selected via the Bids tab will update the main rota. Alternatively selecting cover from the Rota tab will automatically close the bid offer and all clinicians who responded to that offer will receive a message letting them know their request was unsuccessful.

This page provides a step by step guide of how to send out uncovered sessions to clinicians, what clinicians will see, as well as how to select and assign the chosen response.

Bids in CLWRota

Creating bid offers

The following graphic gives an example of how to create a bid offer

Creating a bid offer

A list of all the uncovered sessions for that week will appear under the Bids tab. Rota Masters can then select the specific session(s) in the list to offer out to individuals or groups of clinicians who are not already working. To select and offer out all uncovered sessions, you will need to check the box to the right of the session(s) in question.

After selection, you can use the Response types box in the bottom left to choose which types of bid response are allowed. The Recipients box located on the right can be used to define who should receive the session offer(s). You'll have the option to send the sessions out to the entire department, groups of clinicians or individuals.

Once recipients and bid response types have been defined, hit the 'Offer selected sessions' button to send.

Clincians will only receive uncovered session notifications if:

  • They are not scheduled to be working at the time of the offered session
  • They are not on leave (other than annual leave where extras over leave is enabled)
  • The session has been offered to them
  • They are working in a location that has been marked as 'Bidding Allowed'

Clinician responses

This image shows what clinicians will see when responding to uncovered sessions.

Clinician responses

When logged in via either the web or mobile applications, clinicians can check the sessions currently available for them to bid on and the status of any pending responses they have outstanding.

Once a clinician has chosen the session they'd like to offer to work, they can select what they'd like to work the session as, for example as a Standard, Extra or WLI. A guide for clinicians using a mobile device is available.

Reviewing responses

This image shows the status of a bid that has been responded to.

Reviewing responses

Rota Masters will be able to check responses by clicking on the review button from the Bids tab. The review pop up provides a list of respondees as well as the session type the clinician has offered to work.

From this pop up Rota Masters can add additional allowed response types for each individual bid. For example, you might send a bid out with less expensive allowed response types initially, and make more expensive response types available to clinicians if the session still needs covering at a later date. This is done by clicking into the Update response types field.

The review pop up also shows recipient information. For sessions sent to groups of clinians, the list is broken down by those clinicians who were eligible to respond and those otherwise unavailable as detailed above.

To confirm clinician cover, click the select button and then hit the choose button. The selected clinician will receive a message informing them their bid was successful and they will automatically be assigned to the session. All other clinicians will receive a message letting them know their request was unsuccessful.

You also have the option to cancel the bid offer, by clicking the cancel offer button. Those who had submitted responses will receive a message letting them know their request was unsuccessful.

Sessions for which there is an active bid offer will be reflected in the main rota tab by a red dashed border.

Covering a session from the main Rota tab will automatically cancel a bid offer where applicable and those clinicians who had responded will receive a message letting them know their request was unsuccessful.

Bids settings

To view or change your site's Bids settings, log in as a Super user and navigate to the Settings > Bids page.

Bids in Medirota

Creating bid offers

The following graphic gives an example of how to create a bid offer

Creating a bid offer

Once a rota week has been setup, a list of all the uncovered sessions for that week will appear under the Bids tab. Rota Masters can then select the specific session(s) in the list to offer out to clinicians who are not already working.

After selection, you can use the Response types box in the bottom left to choose which types of bid response are allowed. The Recipients box located on the right can be used to define who should receive the session offer(s). You'll have the option to send the sessions out to the entire department, groups of clinicians or individuals.

Once recipients and bid response types have been defined, hit the 'Offer selected sessions' button to send.

Clincians will only receive uncovered session notifications if:

  • They are not scheduled to be working at the time of the offered session
  • They are not on leave
  • The session has been offered to them
  • They have permission to work in the activity
  • They are working in an activity that has been marked as 'Bidding Allowed'

Clinician responses

This image shows what clinicians will see when responding to uncovered sessions.

Clinician responses

When logged in via either the web or mobile applications, clinicians can check the sessions currently available for them to bid on and the status of any pending responses they have outstanding.

Once a clinician has chosen the session they'd like to offer to work, they can select what they'd like to work the session as, for example as a Normal, Extra or TOIL. A guide for clinicians using a mobile device is available.

Reviewing responses

This image shows the status of a bid that has been responded to.

Reviewing responses

Rota Masters will be able to check responses by clicking on the review button from the Bids tab. The review pop up provides a list of respondees as well as the session type the clinician has offered to work.

From this pop up Rota Masters can add additional allowed response types for each individual bid. For example, you might send a bid out with less expensive allowed response types initially, and add more expensive response types at a later date if there remains no bid responses. This is done by clicking unto the Update response types field.

The review pop up also shows recipient information. The list is broken down by those clinicians who were eligible to respond and those otherwise unavailable as detailed above.

To confirm clinician cover, click the select button and then hit the choose button. The selected clinician will receive a message informing them their bid was successful and they will automatically be assigned to the session. All other clinicians will receive a message letting them know their request was unsuccessful.

You also have the option to cancel the bid offer, by clicking the cancel offer button. Those who had submitted responses will receive a message letting them know their request was unsuccessful.

Sessions for which there is an active bid offer will be reflected in the main rota tab by a circular demand icon.

Covering a session from the main Rota tab will automatically cancel a bid offer where applicable and those clinicians who had responded will receive a message letting them know their request was unsuccessful.

Bids settings

To view or change your site's Bids settings, log in as a Super user and navigate to the Other > Bids.

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