Empowering a More Connected Workforce
Summary
Ramsay Health Care UK delivered a national workforce transformation through the implementation of Loop, a mobile-first rostering and workforce management platform designed to improve workforce visibility, flexibility, and staff experience.
The programme introduced Single Sign-On, real-time workforce visibility, and self-service functionality for more than 6,500 colleagues within eight weeks. Delivered collaboratively across Digital, Payroll, Workday, RLDatix, and site teams, the initiative standardised workforce processes, reduced administrative burden, and improved colleague access to workforce information and services.
The approach enabled faster, more informed staffing decisions while giving colleagues greater visibility, flexibility, and control over workforce processes, improving workforce responsiveness, payroll accuracy, and overall operational consistency across the organisation.
The Challenge
Ramsay Health Care UK recognised the need to modernise workforce experience and accessibility across its 34 hospitals as colleague expectations around flexibility, mobile access, and real-time workforce information continued to evolve. Existing workforce processes relied on a combination of legacy tools and localised approaches, creating variation in how colleagues accessed rosters, managed availability, and interacted with workforce systems across sites.
This made it more difficult for colleagues to access timely workforce information, manage shifts flexibly, and engage consistently with rostering and payroll processes. Managers also faced challenges maintaining visibility and consistency across a highly decentralised workforce model, limiting opportunities to streamline workforce management and improve operational responsiveness.
The organisation also wanted to strengthen digital resilience and cybersecurity through improved authentication and more integrated workforce systems, while reducing administrative burden associated with duplicate data entry and disconnected processes. The challenge was therefore to create a more connected, mobile-first workforce experience that improved accessibility, flexibility, visibility, and workforce engagement while supporting safer and more efficient workforce management across the organisation.
The Solution
Ramsay Health Care UK introduced Loop through a phased implementation approach designed to create a more connected, accessible, and user-friendly workforce experience across its hospitals. Pilot sites were used to test and refine functionality before wider rollout, supported by close collaboration between Digital, Payroll, Workday, RLDatix, and local site teams to ensure adoption could be achieved alongside day-to-day operational delivery.
A strong focus was placed on colleague experience and digital accessibility throughout the programme. Self-service functionality enabled colleagues to view rosters, manage availability, request leave, and access workforce information more easily through a mobile-first platform, improving visibility, flexibility, and engagement with workforce processes. Single Sign-On was introduced across Loop and Optima to simplify access while strengthening cybersecurity and digital resilience.
The programme also introduced more connected workforce processes through integration between Workday and Optima, reducing duplicate administration and improving the accuracy and consistency of workforce information. Weekly bank pay and centralised payroll processes improved responsiveness and colleague experience, while clocking functionality was refined through staff feedback and inclusive desktop-based options developed in partnership with RLDatix.
A comprehensive change and support approach, including targeted communications, local configuration, and hypercare support, helped build confidence and encourage rapid adoption across the organisation.
Results & Next Steps
The programme delivered rapid adoption and measurable improvements in workforce experience, visibility, and operational responsiveness across Ramsay Health Care UK. Loop was successfully deployed across all 34 hospitals within eight weeks, with more than 6,500 colleagues onboarded to the new platform and workforce processes.
Colleagues now have greater visibility and control over rosters, availability, leave, and workforce information through a mobile-first, self-service experience. This has improved flexibility, accessibility, and engagement with workforce processes while reducing reliance on manual administration and disconnected local approaches.
Operational teams benefit from real-time workforce visibility and more responsive staffing processes, enabling faster decision-making and improved deployment of existing workforce capacity across sites. The introduction of weekly bank pay also improved colleague experience and workforce competitiveness, helping address previous frustrations around payment delays and strengthening retention and engagement.
Payroll and workforce processes are now more connected, accurate, and consistent across the organisation, reducing duplication and improving confidence in workforce data. Financial governance has also strengthened through reductions in payroll overpayments and improved recovery rates.
The programme has demonstrated how mobile-first workforce technology, strong adoption support, and collaborative implementation can create a more connected and empowered workforce experience at scale, while supporting safer, more responsive service delivery across a complex healthcare organisation.
