In Genius

How does In-Genius know what shifts are needed in the rotation?

The initial part of the rota building process focuses on understanding what the ideal rota will look like.

In-Genius builds the rota based on the information provided by the rota manager, with tailored parameters according to the requirements of each individual rota. For example, if certain shifts can only be worked by certain staff based on their skillset, grade, or any other grouping, In-Genius will make sure that the required skills and team members are allocated as required. We’ll also plug in the timings for shifts, rules to manage the number of long and night shifts assigned, define which shifts require continuity of care and the relative importance of covering each type of shift.

Can In-Genius rotas factor in requirements like patient continuity?

Yes. At the start of the rota building process we work closely with rota managers to understand what the key elements of the rota need to be. If it is important for the same member of staff to work a certain shift for the whole week (or the days of the week they work for LTFT staff), we’ll increase the importance of that in the rota generation.

What if members of the team are on different contracts?

In-Genius has the varying clinician contracts programmed into the platform, meaning that the rotas remain in line with individual compliance requirements. All rotas generated will ensure clinicians are able to take their full allocation of leave.

We also ensure that time required for individual training is factored in. For example, a rota manager can specify a minimum number of ‘training shifts’ that each clinician must have (scaled for LTFT staff) in addition to their annual leave entitlement.

Once the rota manager has approved the In-Genius rota in line with their criteria, the rota will be shared with the Workforce team to formally confirm that it meets the compliance regulations of both the individuals working, as well as the department. This also means that the Workforce team will review and process the pay for individual rotas worked as usual.

How does In-Genius factor in leave requests?

In-Genius turns the rostering process on its head. Rather than trying to fit your life around your rota, it builds your rota around your needs.

You will have the opportunity to submit your annual and study leave requests before the rota is built and the algorithm will aim to accommodate as many of these as possible when assigning shifts. Your leave requests aren’t guaranteed (unless previously agreed with the rota manager), but our early pilots have resulted in >95% of leave being approved at the point where clinicians first receive their rota. Any leave that could not be accommodated could still be achieved through swaps once the rota is shared.

If you don’t know all of your leave requests - the generated rota will still ensure you have enough ‘standard days’ to take your full leave allocation.

How does In-Genius help you find work-life balance?

In-Genius offers a new approach to rostering that gives flexibility whilst reducing gaps. The creation of the rota starts with understanding each team members’ preferences for working patterns and what leave they would like to have for the upcoming rota. Whether that’s needing as many Tuesday evenings off as possible for piano lessons, or to take children to extracurricular activities, or having a set non-working day.

The AI rota build will work to factor in these preferences alongside the rota requirements (provided by the rota manager) to allocate leave requests as fairly as possible. The results speak for themselves, with In-Genius rotas averaging over 95% of leave requests being fulfilled, with minimal number of swifts swapped.

What happens after my rota has been built by the In-Genius algorithm?

Each rota is reviewed with one of our dedicated team members, and tailored to the individual rota requirements. The rota manager will be interacting with the Lantum team on an iterative basis throughout the rota building process, working collaboratively to make sure that the rota meets all the departmental needs.

Once the In-Genius built rota has been accepted by the rota manager, they will then share this with the clinicians ahead of the rotation start date and continue to lead the day-to-day management of the rota as usual. So as a clinician, you will continue to receive your rota as normal!

Most departments with In-Genius rotas are also using Lantum’s rota management tool, In-Flight. This provides an easy-access, real-time rota through the app, keeping you connected to your team. In the case that In-Flight isn’t used for rota management, it will be that the rota is managed in the usual format (Excel, Google Sheets, etc.), If you’d like to find out more about In-Flight, see our FAQs here.