If you are participating in a selection-based self-rostering process, your hospital and HosPortal's automated messaging will usually send you an overview of the structure of the roster and your obligations.
For all self-rostering processes you will have a ‘window’ of time (normally 1-2 weeks) to pick your shifts for the coming roster. These types of rosters give shifts to the first person who selects it, so there is often an advantage in being available to select your shifts as soon as the window opens.
There may be multiple windows with different rules. For instance, sometimes the first window has limits on the number of shifts you can select to allow everyone to have fair access to the roster.
Roster quotas
You may be allocated a minimum and maximum number of shifts you are required to do in any roster. These rules are determined by the hospital. You can get further details of how this is determined from your hospital administrators.
If you do not select enough shifts to fill your quota, and if your facility decides to, you may be:
allocated shifts automatically once the selection window closes, or
called upon to fill vacant shifts later in the year (e.g. in the case that a doctor resigns from the hospital), or
both
Quota types
Your facility may calculate and assign quotas in a variety of ways. Some examples of the more common quota mechanisms include:
you need to select a number of shifts, but all shifts are treated the same.
some shifts, such as weekends, are worth more points than others, such as weekdays. You must select a certain number of points but can spend them on any combination of shifts.
you need to select a certain number of weekday shifts and a separate number of weekends and holiday shifts.
Your roster administrator decides these structures and the quota to allocate to each individual. If there are points allocated to each shift the selection panel will show the point values.
When to select your shifts
Regardless of the roster(s) you are participating in, you will receive SMS and/or email notifications to let you know when the window for self-rostering opens and closes, and when any restrictions on picking extra shifts ends. These will remind you of your quotas/limits, and (while the window is open) show your progress to selecting your shifts.
When you log into HosPortal, if any of your hospitals has an open self-roster period, you can see the details on the left of your dashboard, showing the details (A), including the name of the facility and that it is a 'selection based' rostering process.
If it is not yet open, there is a countdown timer (B) showing how long until it opens. If it is open, the timer will show how long until it closes.
There are sometimes multiple windows, each with different rules. It is not uncommon for the first selection window to limit the number of shifts you can pick, then a second window where you can pick more shifts or an unlimited number of shifts.
Click on the panel (C) to start self-rostering.
Selecting your shifts
Once the selection window is open, you will see a screen like the one below. Available shifts that you can select are in green, and shifts turn yellow as you take them. Shifts turn grey if other users have selected them first. Shifts at your other HosPortal hospitals will appear in red to help you avoid roster clashes. As you take your shifts your progress to your quota or limit will be updated on the left-hand summary panel.
Note that the roster changes in real time: you will see the available shifts reduce as other users make their selections.
If the shifts have different point values the points are shown in the selection box. In the example below the Obstetric PM shift (F) is worth 2 points and the Obstetric Friday Night shift (G) is worth 4 points.
Block-outs
If your roster allows you to select 'block-out' shifts (notifications to the roster administrator of shifts you cannot do) you will see the number of block-outs you are allowed to pick on the left hand panel (D) or unlimited block-out days.
You can toggle between selecting/deselecting block-outs and selecting/deselecting actual shifts using the 'Manage block-outs' toggle (E). Block-outs are shown in navy blue. Note that you can select block-outs even on days that other people have selected.
Changing your selections
If you make a mistake or change your mind, you can click on one of your yellow shifts to ‘release’ it and choose another shift. You can also put any chosen shift on the market immediately for someone else to take from you.
For as long as the window is open you can:
choose any available shifts to be applied to your quota
make changes to your selection
put shifts on the market, if the market is active at your facility.
de-select shifts.
You can change your selection as many times as you like during the selection period. Nothing is confirmed until the window closes.
Confirmation of your selections
When the self-roster window closes you will receive an email describing all the shifts you chose for this period.
If your facility has set a quota and you did not meet it, you will be notified of any shifts you were automatically assigned. You may be asked to confirm your acknowledgement of any shifts you were automatically assigned.
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