{"id":6671,"date":"2023-06-23T18:50:00","date_gmt":"2023-06-23T17:50:00","guid":{"rendered":"https:\/\/www.rldatix.com\/en-apac\/?p=6671"},"modified":"2026-04-07T14:16:50","modified_gmt":"2026-04-07T13:16:50","slug":"healthcare-rostering-at-grampians-health-horsham","status":"publish","type":"post","link":"https:\/\/www.rldatix.com\/en-apac\/resources\/healthcare-rostering-at-grampians-health-horsham\/","title":{"rendered":"Optima at Grampians Health \u2013 Horsham"},"content":{"rendered":"\n

Making the Shift in Healthcare Rostering<\/p>\n\n\n\n

In November 2021, Wimmera Health Care Group became a part of Grampians Health<\/a>. The subsequent partnership with Ballarat Health<\/a> (also part of Grampians Health) provided motivation for Wimmera Health Care Group to align technologies and shift towards a consistent approach in healthcare rostering. In the Wimmera Health Care Group and Ballarat Health Services Strengthening Partnerships Project \u2013 Communications and Engagement Report one of the challenges identified by staff was \u201cthe different reporting structures and processes that need[ed] to come together\u2026 we wouldn\u2019t run two finance systems, two clinical systems etc. They need to be better than what we both have today.\u201d<\/p>\n\n\n\n

We recently sat down with Mark Knights, the previous Director of Finance & Corporate Services of Wimmera Health Care Group, Josie Stephens, the Payroll Officer and Project Role, and Amy Everard, the Systems Manager of Remuneration Services of Grampians Health \u2013 Ballarat campus to discuss their organisation\u2019s transition from their legacy eRostering solution, to\u00a0Optima<\/a>.<\/p>\n\n\n\n

Initially, when their previous solution was implemented, the Horsham campus had visions of moving from a simple time and attendance to a clinically driven roster, that took account of clinical skills, care need as well as reduced roster admin with auto-fill tools Unfortunately, the system fell short and \u201cwhat we ended up with was really just time and attendance,\u201d Mark Knights explained.<\/p>\n\n\n\n

Prior to the establishment of Grampians Health, a larger health service had been managing payroll for Grampians Health \u2013 Horsham. Mark explained that while their provider\u2019s \u201crelationship with this health service was good, they had trouble moving beyond basic scheduling towards clinical skill based rostering and had for a couple of years, so I think it was time for us to reconsider software technology we were using.\u201d<\/p>\n\n\n\n

\u201cOne of the clearest benefits with\u00a0Optima<\/a>\u00a0was the proven ability to go to the next level, with a care demand driven skills-based roster. We\u2019ve seen demonstrations in New South Wales of what they\u2019ve managed to achieve.\u201d Mark explained when asked about factors contributing to moving solutions.<\/strong><\/p>\n\n\n\n

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A smooth transition<\/h2>\n\n\n\n

Change management is an important part of an organisation accepting a new solution and realising its full potential. The transition from the Horsham campus\u2019s previous solution to Allocate Optima<\/a> was smooth. Due to staff being already familiar with an eRostering solution, the Horsham campus were able to transfer processes across to a system that better suited their needs, rather than needing to start the process from the beginning. Josie explained: \u201cWe were lucky our managers were used to a system based approach. So, it was really just a transfer over on to another more health user centred solution. So, the changes for the staff probably weren\u2019t all that great.\u201d Josie added that \u201cthe change was actually pretty smooth: we had the training, but they already had that mindset of adding shifts.\u201d<\/p>\n\n\n\n

Mark further explained that Allocate Optima<\/a> helped them overcome user adoption challenges that had been experienced with other technology; \u201cWhen people saw a new software technology and saw that it was less clunky, and the screens looked nicer that was quite positive. So, we didn\u2019t get the resistance to adoption.\u201d<\/p>\n\n\n\n

The importance of training<\/h2>\n\n\n\n

Grampians Health \u2013 Horsham also reevaluated their implementation approach from the previous system, when it came to Allocate Optima<\/a>, learning and evolving. \u201cWith with Allocate Optima<\/a> I think it was beneficial that we could do it group-by-group; so, we did it over four groups of staff,\u201d said Mark. Grampians Health \u2013 Horsham found that splitting up the training into functional areas; nurses with nurses and finance with finance, created an opportunity for the training to be tailored to that specific group. This approach made it much easier and more accessible to users.<\/strong><\/p>\n\n\n\n

Amy Everard, the Systems Manager of Remuneration Services, explained \u201cI think where a lot of systems fall down is they get implemented, it\u2019s a train the trainer and one person passes on to the next person and every time it passes on, at that bottom level, a little bit of information drops off,\u201d described Amy.<\/p>\n\n\n\n

Grampians Health \u2013 Horsham kindly act as an unofficial guide on Allocate Optima<\/a> for the region, with other organisations using Allocate Optima<\/a> seeking their advice on how best to unlock benefits in their own systems.<\/p>\n\n\n\n

A solution working for them<\/h2>\n\n\n\n

Now that Allocate Optima<\/a> has been implemented at Grampian Health \u2013 Horsham, the feedback from users has been very positive at both of their campuses; \u201cbroadly speaking, it\u2019s received very well across the Horsham & Dimboola Campuses\u201d. Mark commented that from a broad perspective \u201cAs a user, I find [Allocate Optima<\/a>] more intuitive and easier to use [than previous systems].\u201d Josie Stephens went on to say \u201c<\/strong>that payroll sign off is a lot more efficient. We\u2019ve got a lot more flexibility with Allocate Optima on where people sit in rosters, whereas previously you could be in one department and one department only. Being able to have staff sit under multiple positions is fantastic. That\u2019s been probably one of the best things I\u2019ve found with Allocate Optima<\/a> \u2013 it\u2019s just a lot more flexible with what the managers can view.\u201d<\/strong><\/p>\n\n\n\n

Aspirations for the future<\/h2>\n\n\n\n

As Grampians Health matures, the partnership will work towards a \u201cwhole of Grampians Health view of the world\u201d and a shift to shared services. Allocate Optima<\/a> will help to support a single payroll cycle and rostering system, with the intention to streamline processes with skills-based rostering to care demand. The impact could be profound: \u201cIf the managers are building the roster and can actually build to their budget, to understand why they are under or over because of the mix of staff that they\u2019ve got on and to see the patient safety and staff wellbeing implications of that \u2013 the benefit that would provide would be huge, in terms of control. You\u2019ve got to remember about 75% of our cost, I think it\u2019s gone to nearly 80% in COVID, is wages.\u201d<\/strong><\/p>\n\n\n\n

The visibility within Allocate Optima<\/a> has the potential to help make sure Grampians Health \u2013 Horsham have the right staff in the right place, so their reliance on temporary staff is controlled allowing them to make savings across the campus.<\/p>\n\n\n\n

Relationship, over functionality<\/h2>\n\n\n\n

One of the key insights from the discussion that we at RLDatix gleaned was the value our customers placed on the positive relationship and committed partnership we have with them, more so than just product functionality. Mark described what is important for him in a successful partnership with a software vendor \u201c<\/strong>If you\u2019ve got a software product and you don\u2019t have a good relationship with the vendor, no matter how good the product is, chances are you\u2019ll fail, or you definitely won\u2019t get the most out of the product.\u201d<\/strong><\/p>\n\n\n\n

Amy talked about our Support Desk; \u201cI know if I ring and I get Jivesh or Virginia or some of those people that we\u2019ve built relationships with, [knowing] that it\u2019s in their hands \u2026 I\u2019m confident that they can see the urgency of it, they\u2019ll get back to you straight away and they actually listen.\u201d<\/p>\n\n\n\n

RLDatix<\/a> would like to thank Mark Knights, Josie Stephens and Amy Everard for taking the time to sit down and talk to us about their experience with Allocate Optima. Their insights and experience are invaluable learnings for us as an organisation, and we look forward to continuing the partnership with them into the future.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

Making the Shift in Healthcare Rostering In November 2021, Wimmera Health Care Group became a…<\/p>\n","protected":false},"author":38,"featured_media":6673,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[61],"tags":[],"class_list":["post-6671","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","primary-category-blog"],"acf":[],"yoast_head":"\nHealthcare rostering at Grampians Health \u2013 Horsham<\/title>\n<meta name=\"description\" content=\"Grampians Health making the Shift in Healthcare Rostering. 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