Recording absence on eRoster

Following the latest guidance from NHS Employers in relation to how COVID-19 related absence and self-isolation affects pay, the following has been agreed by the Trust:
  • As currently set out in the Department of Health and Social Care’s COVID-19 workforce guidance, the intention is that staff receive full pay for the entirety of any COVID related sickness absence.
  • Any new COVID-19 sickness entries should be recorded against the new emergency sickness reporting mechanism ensuring that ‘Coronavirus (COVID-19)’ is entered under the related reason.
The updates to the unavailability applications on Healthroster are as follows:
  • The Shielding unavailability should not be used for staff that live with someone from a vulnerable group.
  • The Isolation unavailabilities should only be used those staff who are symptomatic or living with someone who is symptomatic
  • The Working From Home unavailability should be used for staff that are working from home but are not isolating do to being symptomatic or living with someone who is symptomatic.

Please can you double check the use of these unavailabilities for your staff on Healthroster to ensure that these are recorded correctly. This will enable timely and accurate identification of staff that may require testing and assist HR to offer the correct support to staff.

Below is some procedural guidance on how the various types of leave should be added to the roster and an overview of when and how these should be applied. If you have any question regarding specific circumstances please contact hradvice.lypft@nhs.net for clarification.

New Test and Trace Reason
Group Reason Application
Other Leave Isolate – Test & Trace – Not Working (IsolT&TNW) For staff who are not at work and are not working due to being contacted by NHS T&T and asked to Isolate for 14 days
Other Leave Isolate – Test & Trace – Working From Home (IsolT&TWFH) For staff who are not at work but continue to do their work from home due to being contacted by NHS T&T and asked to Isolate for 14 days
New Sickness Reason

We have created a new sickness reason: ‘1 COVID 19’ and ALL existing sicknesses entered in March for either S13 Cold and Flu, S15 Chest and Respiratory and S27 Infectious Diseases has been updated to the 1 COVID 19 sickness reason. This has been done for two reasons. Firstly we need to be able to identify on ESR any absence related to COVID for our national reporting requirements – we needed to have a new sickness reason in order to be able to do this. Secondly it has been agreed that staff who are off sick due to COVID symptoms should not lose out on pay. Through the creation of a new sickness reason we are able to pay staff the enhancements that they would have received had they been at work. Applying this to all related sicknesses in March enables us to be fair and ensure parity across all services. If changes have been made to sicknesses and you feel that this is not appropriate please let us know.

Unavailability Group Reason Application Impact
Sickness 1 COVID 19 – Symptomatic To be used when staff are off sick with COVID 19 related Symptoms The Trust will be able to report nationally on COVID related sickness via ESR as required.

Duties cancelled due to Sickness reason 1 COVID 19 – Symptomatic will still attract enhancements and will be paid as normal.

New Unavailability Reason – Shielding

We have created a new unavailability reason for those staff that are Shielding at home due to underlying health conditions. Any long term isolation reasons previously entered on to the roster have been changed to Shielding. This will allow us to have a clear picture of those staff that are shielding and separate them from our daily ‘Isolation’ figures. In order to ensure parity and fairness, staff that are shielding will be paid their basic wage plus an average of the enhancements that they have earned over the previous three months (December, January, February). This will be calculated manually – if a staff member is shielding and would like to know the enhancements that they will be receiving please ask them to contact us directly and we can let them know – We will have these figures available from Thursday lunchtime this week. If the changes to unavailabilities that we have been made are not correct or appropriate please let us know as soon as possible – also, if someone should be listed as shielding but has not yet been entered as such on the roster please let us know so that we can ensure they are paid correctly and they do not lose out.

Unavailability Group Reason Application Impact
Other Leave Shielding – ShieldC19 For Staff who are:

a member of a vulnerable group that has been advised to shield

All staff that are shielding must be showing as such on the roster. Staff that are shielding will be paid an average of their enhancements based on payments over the last three months.
Payment of Cancelled Duties

The e-Rostering System has been re-configured to pay enhancements on duties that have been cancelled due to the specific reasons listed below. If the shift is cancelled for a different reason the enhancements will not be paid.

  • 1 COVID 19
  • Isolate – Not Working COVID
  • Isolate – Working from Home COVID
  • Working From Home Childcare COVID
What does this mean when rostering?

You will need to pay particular attention to cancelled (purple shifts) duties on your roster. If shifts are already rostered all you need to do is add the unavailability as usual – this will cancel the duties automatically for the specific reason related to the unavailability entered and the enhancements will extract with the pay file.

If shifts have not been rostered you will need to assign the shifts first and then add the unavailability.

If you change the unavailability reason AFTER the duties have been cancelled the cancellation reason WILL NOT UPDATE and therefore WILL NOT PAY. Similarly, if you enter a payable unavailability and then amend this to one that should not pay the cancelled duties will still pay so these will need to be updated too. You can update the duty cancellation reason by right clicking the shift, selecting ‘update duty cancel reason’ and selecting the specific cancellation reason as listed above – the system will not let you change a cancelled duty reason if it does not match the unavailability reason.

If you reduce the length of a payable unavailability and then re-roster the shifts the cancelled duties sitting beneath the active duties WILL STILL PAY – you will need to update the cancelled duty reason to ‘cancelled’ or delete these shifts or staff will be paid twice.

You can check the cancellation reason on a shift by hovering over the duty and checking the tool tip cancellation reason:

We have updated the cancellation reasons on shifts where the unavailability was entered before the system was changed this weekend. There were some gaps where there were no cancelled duties and we cannot pay for something we do not know about. Please can you check your roster for any gaps in cancelled duties. You will need to let us know the shifts that the staff member would have worked so that we can amend the roster for you. This will particularly apply where the shift was re-assigned before the unavailability was entered or for those areas that complete the roster retrospectively.

In line with new guidance, please use the following instructions for recording any cases of self-isolation.  The recording of self-isolation must be done in real time to support the Trust in managing our strategic response.

Please be aware that the codes have changed to support the Trust in accurately recording the self-isolation categories as the national guidance on isolation becomes clearer.  All isolation should be recorded as “non-availability” on the roster as follows:

Group Reason Application Impact
Other Leave

 

WFH – Working from Home

 

For staff who are working from home but have NOT been advised to self-isolate for medical reasons and they do not have caring responsibilities for children. It is highly unlikely that staff work from home during unsociable hours unless they are isolating for the reasons given above. No enhancements will be paid for duties cancelled for this reason. Please contact e-rosteirng.lypft@nhs.net if you have any questions about this.
Other Leave WFH Child – Working from Home Childcare For staff who are working from home because they have to care for children due to school closures. Enhancements paid on duties cancelled due to the Working From Home Childcare COVID cancellation reason.
Other Leave IsolateNW For staff who are not at work and are not working due to:

  • Being symptomatic
  • Living with someone who is symptomatic
  • Being a member of a vulnerable group that has been advised to self-isolate
Enhancements paid on duties cancelled due to the Isolate – Not Working COVID cancellation reason
Other Leave IsolateWFH – Isolate – Working from Home For staff who are not at work but continue to do their work from home due to:

  • Being symptomatic
  • Living with someone who is symptomatic
  • Being a member of a vulnerable group that has been advised to self-isolate
Enhancements paid on duties cancelled due to the Isolate – Working from Home COVID cancellation reason