Building a Connected and Digitally Enabled Workforce
Summary
Priory rolled out Optima and Loop across its Healthcare and Adult Care divisions to create a more connected, digitally enabled workforce experience. Replacing outdated paper-based systems, the platform introduced flexible self-rostering, mobile access, and real-time communication to support safer staffing and improved colleague engagement. Now live across 250 sites, the system enables colleagues to manage shifts, access updates, and plan work-life balance more effectively.
The initiative directly supports Priory’s 2026–30 strategic goals to enhance belonging, become an employer of choice, and lead in digital innovation within mental health and adult social care.
The Challenge
Priory recognised the need to modernise its rostering and workforce communication systems to better support colleagues, improve workforce planning, and reduce reliance on agency staffing.
The previous Civica system suffered from poor usability and inconsistent adoption across services, while many sites continued to rely on paper-based rosters, leading to inefficiencies, errors, and staff dissatisfaction.
Bank colleagues were particularly affected, lacking a consistent digital platform to manage shifts or feel connected to the wider organisation. This fragmented approach impacted colleague wellbeing, limited workforce visibility, and made safe staffing more difficult to manage effectively.
Through the implementation of Optima and Loop, Priory aimed to create a more connected and inclusive workforce experience by giving colleagues greater control over their schedules, improving planning processes, enabling accessible digital communication for all staff, and fostering a stronger sense of belonging.
The initiative also supported Priory’s ambition to position itself as a forward-thinking, people-centred employer.
The Solution
Priory implemented Optima and Loop across its Healthcare and Adult Care divisions through a phased rollout programme, with 250 sites live by April 2026 and further sites planned. The programme was collaboratively led by HR, IT, Operations, and Clinical teams, with strong engagement from site managers, area support managers, and colleagues across the organisation to ensure successful adoption and continuous feedback.
RLDatix was selected following a rigorous procurement process involving more than 20 suppliers, chosen for its ability to support Priory’s ambition to become a digitally enabled, people-centred employer. Optima introduced digital rostering, real-time staffing visibility, safer care planning through SafeCare, and improved forward workforce planning. The Loop app enabled colleagues to manage shifts, request leave, and access important updates through mobile-friendly communications and push notifications.
To maximise impact, Priory also invested in infrastructure improvements and integrations with systems including Wagestream and Aspire. Ongoing colleague feedback informed continuous platform refinements, including simplified sign-up processes, improved functionality, and enhanced user experience to ensure the system remained accessible, practical, and responsive to operational needs.
Results & Next Steps
Over the last three years, the implementation of Optima and Loop has transformed workforce management across Priory, giving colleagues greater flexibility, visibility, and control over their working lives. Staff can now manage shifts, book leave, and access updates more easily, improving work-life balance, morale, and engagement, particularly for bank colleagues who previously had limited access to shift information and organisational communications.
The programme has delivered measurable operational improvements, including reduced agency reliance, fewer payroll errors, and significant time savings through automation. In 2025 alone, automated rostering processes saved more than 49,000 administrative hours across Healthcare sites and over 25,000 hours within Adult Care services. Managers now benefit from real-time staffing visibility, safer workforce planning through SafeCare, and improved governance reporting.
At Nelson House, roster management time reduced by 75%, payroll processing dropped from five hours to 30 minutes per month, and the digital system supported a successful ‘Good’ CQC rating in the Effective and Well-Led domains. The programme continues to expand, with enhanced workforce analytics and wider communication and workforce planning initiatives now being explored across Priory.
