{"id":10943,"date":"2026-05-22T10:14:17","date_gmt":"2026-05-22T09:14:17","guid":{"rendered":"https:\/\/www.rldatix.com\/en-uki\/?p=10943"},"modified":"2026-06-04T11:26:09","modified_gmt":"2026-06-04T10:26:09","slug":"digitising-non-clinical-rostering-how-nhs-golden-jubilee-transformed-hospital-housekeeping-with-rldatixs-optima-loop","status":"publish","type":"post","link":"https:\/\/www.rldatix.com\/en-uki\/resources\/digitising-non-clinical-rostering-how-nhs-golden-jubilee-transformed-hospital-housekeeping-with-rldatixs-optima-loop\/","title":{"rendered":"Digitising Non-Clinical Rostering: How NHS Golden Jubilee Transformed Hospital\u00a0Housekeeping with RLDatix\u2019s Optima &amp; Loop"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Summary&nbsp;<\/h2>\n\n\n\n<p>NHS Golden Jubilee has transformed its approach to non-clinical rostering with the implementation of&nbsp;RLDatix\u2019s&nbsp;<a href=\"https:\/\/www.rldatix.com\/en-uki\/solution\/optima\/\">Optima<\/a> and <a href=\"https:\/\/www.rldatix.com\/en-uki\/solution\/loop\/\">Loop<\/a> for its&nbsp;Hospital&nbsp;Housekeeping&nbsp;team. Replacing paper-based processes, the&nbsp;Health Board&nbsp;has introduced mobile-enabled scheduling, leave management, and real-time communication, improving visibility, reducing admin burden, and boosting staff satisfaction.&nbsp;Building on this success, the Health Board has since completed rollouts to its&nbsp;porters&nbsp;team and&nbsp;Conference&nbsp;Hotel&nbsp;staff and&nbsp;is now extending adoption into clinical areas as part of its journey towards a fully integrated workforce platform.&nbsp;&nbsp;<\/p>\n\n\n\n<div style=\"height:25px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">The challenge&nbsp;<\/h2>\n\n\n\n<p>Prior to its deployment, NHS Golden Jubilee housekeeping staff&nbsp;did not have a central visibility for&nbsp;staff&nbsp;to&nbsp;view their shifts, request annual leave, or note absences. Staff would&nbsp;frequently&nbsp;visit team leaders in person, requesting information or changes, creating unnecessary admin, interruptions, and delays.&nbsp;<\/p>\n\n\n\n<p>There was a&nbsp;separate&nbsp;annual leave planner, the main&nbsp;rota&nbsp;for shifts, attendance cards to record&nbsp;absences,&nbsp;and a sickness planner.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>\u201cWe didn\u2019t really have a solid platform for housekeeping staff to view their shifts. They didn\u2019t have anything to show where annual leave is going. It was all spreadsheet-based and it was just like a paper copy of a rota.\u201d<\/p>\n<cite>Shaun O&#8217;Neill<br>Housekeeping Assistant Manager<\/cite><\/blockquote>\n\n\n\n<p>In addition, the team lacked&nbsp;accurate&nbsp;data on staffing levels,&nbsp;or sickness absence,&nbsp;limiting their ability to forecast resources in advance or contribute to workforce wellness. With housekeeping staff rotating across multiple wards, the lack of real-time rostering visibility created operational inefficiencies alongside a poor user experience.<\/p>\n\n\n\n<p>The added complication&nbsp;was that&nbsp;not many&nbsp;of the staff were technology savvy, and with over&nbsp;80 in the team, any&nbsp;tech-based solution would need to be user&nbsp;friendly, easy to use, and sensitive to user levels of competence.<\/p>\n\n\n\n<div style=\"height:25px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">The solution and benefits&nbsp;<\/h2>\n\n\n\n<p>NHS Golden Jubilee chose&nbsp;to&nbsp;roll&nbsp;out&nbsp;RLDatix\u2019s&nbsp;Optima as the rostering system and Loop as the communication interface.&nbsp;With&nbsp;the Hospital&nbsp;housekeeping&nbsp;team&nbsp;as an early adopter service,&nbsp;this made&nbsp;a significant digital step forward for a traditionally paper-based, non-clinical function.&nbsp;<\/p>\n\n\n\n<p>Most of&nbsp;the housekeepers did not use computers or mobile apps.&nbsp;A &#8220;train the trainer&#8221; method&nbsp;assisted&nbsp;localising learning and ownership&nbsp;which helped to overcome&nbsp;concerns around&nbsp;staff&nbsp;digital literacy.&nbsp;The implementation went well with positive feedback and staff&nbsp;now&nbsp;find&nbsp;Optima and Loop&nbsp;easy to navigate on mobile devices.&nbsp;<\/p>\n\n\n\n<div style=\"height:25px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Key Benefits:&nbsp;<\/h2>\n\n\n\n<p><strong>For Staff:<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Mobile access to shifts and annual leave&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Self-service absence requests via Loop&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Better work-life balance through forward planning\u00a0<\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<p><strong>For Managers:<\/strong>\u00a0<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Real-time visibility into sickness and absence trends&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Digital audit trails and reduced risk of manual errors&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Shared platform reduces paper use and streamlines approvals&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>Over 900&nbsp;staff&nbsp;can&nbsp;access&nbsp;their&nbsp;shifts&nbsp;easily&nbsp;and request leave at any time using Loop on their smartphones&nbsp;and&nbsp;there are over 300 logins to Loop per week and growing.&nbsp;\u201cStaff&nbsp;can&nbsp;plan ahead&nbsp;when it comes&nbsp;to&nbsp;annual leave usage&nbsp;which&nbsp;also&nbsp;helps set the rosters up in advance,\u201d&nbsp;says Amy&nbsp;McIntyre,&nbsp;eRostering&nbsp;Lead at NHS Golden Jubilee.&nbsp;<\/p>\n\n\n\n<p>In terms of&nbsp;improving staff&nbsp;working practices,<strong>&nbsp;<\/strong>the system has helped to reduce unplanned or ad hoc rota changes&nbsp;and for staff there is a better work-life balance for those able to&nbsp;plan ahead.&nbsp;<\/p>\n\n\n\n<p>The adoption of Optima and Loop has also laid the&nbsp;foundations&nbsp;for full integration with payroll systems&nbsp;and has helped to&nbsp;remove&nbsp;duplication.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>\u201cWhen we&nbsp;move away from&nbsp;the&nbsp;Scottish Standard Time System&nbsp;(SSTS)&nbsp;from March 2028,&nbsp;we will&nbsp;then&nbsp;automatically&nbsp;be able to&nbsp;integrate into Optima for payroll,\u201d says&nbsp;Amy. \u201cThis means we will have&nbsp;one system doing everything.\u201d<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\">Progress Beyond Housekeeping&nbsp;<\/h2>\n\n\n\n<p>Following the success with housekeeping, NHS Golden Jubilee has now completed the rollout of Optima to its&nbsp;porters&nbsp;team. This is another&nbsp;service&nbsp;that is highly inter-dependent. Building on lessons learned during the housekeeping implementation, the&nbsp;porters&nbsp;deployment was delivered smoothly and at pace.&nbsp;<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>\u201cImplementing porters was a natural next step for us, and it proved to be straightforward because of the experience we\u2019d already gained with housekeeping.\u201d&nbsp;<\/p>\n<\/blockquote>\n\n\n\n<p>Optima and <a href=\"https:\/\/www.rldatix.com\/en-uki\/solution\/loop\/\">Loop<\/a>&nbsp;have also been successfully&nbsp;rolled out to staff at the Golden Jubilee&nbsp;Conference&nbsp;Hotel,&nbsp;extending adoption beyond core hospital services. As Scotland\u2019s only NHS-owned hotel, it plays an integral role in supporting patients, staff, and the wider community,&nbsp;offering accommodation, on-call rooms, and serving as a dedicated events venue for the NHS, public sector, and commercial partners. The hotel is also Scotland\u2019s only member of the International Association of Conference Centres and is accredited by Venues of Excellence and the Meetings Industry Association.&nbsp;<\/p>\n\n\n\n<div style=\"height:25px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Next Steps&nbsp;<\/h2>\n\n\n\n<p>NHS Golden Jubilee&nbsp;is now deploying&nbsp;<a href=\"https:\/\/www.rldatix.com\/en-uki\/solution\/optima\/\">Optima<\/a> and&nbsp;<a href=\"https:\/\/www.rldatix.com\/en-uki\/solution\/safecare\/\">SafeCare<\/a>&nbsp;to&nbsp;clinical&nbsp;areas from&nbsp;May, beginning with the nursing wards, as well as preparing&nbsp;for&nbsp;payroll&nbsp;integration, later to replace the legacy SSTS system,&nbsp;by&nbsp;moving all rostering and pay processing into a single integrated platform.&nbsp;&nbsp;This marks the&nbsp;Health Board\u2019s&nbsp;move toward a single digital platform across all staff groups.&nbsp;<\/p>\n\n\n\n<div style=\"height:25px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">About the&nbsp;Health Board<\/h2>\n\n\n\n<p><strong>NHS Golden Jubilee University National Hospital<\/strong>&nbsp;is a national centre for heart and lung services, orthopaedics, and elective surgery. It also includes the Golden Jubilee Conference Hotel,&nbsp;Scotland\u2019s only NHS-owned hospitality venue.<\/p>\n\n\n\n<div style=\"height:25px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">About RLDatix&nbsp;<\/h2>\n\n\n\n<p>RLDatix is the leading provider of workforce and governance solutions to the NHS and the health and care sector. Its workforce solutions support Health Boards and Trusts in improving visibility, reducing administrative burden, and creating more connected and efficient ways of working across clinical and non-clinical teams.&nbsp;<\/p>\n\n\n\n<div style=\"height:15px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/www.rldatix.com\/en-uki\/wp-content\/uploads\/sites\/6\/2026\/05\/DigitisingNon-ClinicalRostering_NHSGoldenJubilee_OptimaLoopSafeCare_RLDatix26_CaseStudy_Digital.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Download<\/a><\/div>\n\n\n\n<div class=\"wp-block-button has-custom-width wp-block-button__width-25 is-style-link\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/www.rldatix.com\/en-uki\/solution\/optima\/\">Discover Optima<\/a><\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Summary&nbsp; NHS Golden Jubilee has transformed its approach to non-clinical rostering with the implementation of&nbsp;RLDatix\u2019s&nbsp;Optima&#8230;<\/p>\n","protected":false},"author":10,"featured_media":9901,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[67],"tags":[361,360,332,331,95],"class_list":["post-10943","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-case-studies","tag-nhs-golden-jubilee","tag-rldatix-optima","tag-optima","tag-loop","tag-safecare","primary-category-case-studies"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.5 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Digitising Non-Clinical Rostering: How NHS Golden Jubilee Transformed Hospital\u00a0Housekeeping with RLDatix\u2019s Optima &amp; Loop | RLDatix<\/title>\n<meta name=\"description\" content=\"Health &amp; care resources from RLDatix: Digitising Non-Clinical Rostering: How NHS Golden Jubilee Transformed Hospital\u00a0Housekeeping with RLDatix\u2019s Optima &amp; Loop. 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