Workforce & Rostering — Roster Optimisation

Fairer radiography rosters — generated in days, not weeks

Replacing a weeks-long spreadsheet process with repeatable optimisation for approximately 90 radiographers across multiple modalities and more than 450 constraints.

radiographers across multiple modalities: 90
rostering constraints modelled: 450+
to generate each three-month roster: Weeks → days

The challenge

Tallaght University Hospital needed to produce complex three-month radiography rosters for approximately 90 staff working across multiple modalities, including General X-ray, MRI, CT and the Cath Lab.

The existing process relied on multiple spreadsheets to manage daily and on-call rosters and could take weeks to complete each roster cycle.

Producing a fair and workable roster meant balancing hundreds of competing factors. On-call duties had to be distributed fairly by WTE, with appropriate spacing of calls and minimal consecutive weekends. Fair allocation of nights, weekends, bank holidays and other holiday periods was essential. So was accounting for leave, maternity leave, Scheduled Time Back and time-in-lieu arrangements, plus training levels and suitability across modalities. On-call exemptions and anticipated changes in staff skills and availability also had to be reflected.

Our approach

MedModus worked with the Radiography management team to understand the existing rostering process, staffing model, skill mix and the rules used to build each roster.

We configured our Roster Optimisation software around these requirements, modelling more than 450 rostering constraints together with fairness objectives and preferences. Staffing, WTE, availability and skill-mix requirements were incorporated alongside fairness rules, leave and exemptions.

Previous roster allocations were also taken into account so fairness could be managed across consecutive roster periods. Draft optimised rosters were reviewed with the Radiography management team, supported by analytical confirmation of fairness, before a repeatable managed-service process was established for subsequent cycles.

The solution

MedModus Roster Optimisation now gives TUH a repeatable way to generate complex radiography rosters for approximately 90 staff while accounting for more than 450 availability, skill-mix, fairness and other rostering constraints.

The optimisation software is supported by a managed service from MedModus analysts. Changes can be incorporated quickly without requiring the hospital team to rebuild complex spreadsheets or manually rework the roster, releasing significant Radiography Services Manager time during every cycle.

“MedModus Roster Optimisation handles the many complexities involved in producing our rosters and has freed up significant Radiography Services Manager time that we can redirect to running the department. We also have a dependable managed service that can respond quickly when changes arise.”

Radiography Services, Tallaght University Hospital

Outcomes

What changed for the organisation once the platform was live.

90 radiographers
rostered across General X-ray, MRI, CT and the Cath Lab
450+ constraints
covering availability, skill mix, WTE, leave, exemptions and fairness
Weeks → days
to generate each three-month roster
Fairer allocation
of on-call, night, weekend and holiday duties
Management time
released during every roster cycle
More responsive
handling of late roster changes

Facing a similar challenge?

We will walk you through how this engagement was delivered and what the equivalent first phase would look like for your organisation.

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