Lantum Retrospective Edits

The problem

Rota managers can't make retrospective edits to past shifts without contacting Lantum's customer support team.

The challenge

Within healthcare staffing, things often don’t go according to planned. Acuity increases, so more staff are needed, especially in uncertain times.  Last minute changes are common. Staff often get moved around wards and locations with their hours being extended or reduced retrospectively.

What we knew

• Rota managers need flexibility to manage current and past shifts easily
• There was no self-serve functionality to support this product
• Managers want one source of truth to refer to
• Payroll can be incorrect if workers hours are not updated
• Lantum's account team spend time dealing with payments issues
• Customer support also spend time dealing with changes which managers are happy to do themselves
• Edits weren't logged in Lantum's Shift History timeline as it only tracked future interactions

Design principles

• Allow past and inflight shifts to be editable
• Let managers create past shifts and automatically publish them
• Reflect changes accurately in workers timesheets
• Show all interactions in Lantum Shift History timeline
• Invoiced or paid shifts are not editable
• Notify clinicians of changes giving reasons why they are impacted
• Inform managers when locums edit timesheets for approval
• Evolve Lantum as a single source of truth for organisations
• Develop the Lantum DNA pattern library

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Discovery

Together with a senior product manager we engaged with our internal teams, customer support, customer success and externally with  primary and secondary care organisations to discovery the main frustrations and intentions they had so that we could make sure that we solved their main pains issues.

Release plan

We want to release things that provide value to our customers throughout the entire project. We're allowing a window of 6 weeks or 3 sprint cycles. This has helped us to focus on what we can do and what we can't.

Sequencing

• V1 – functionality to add and remove shifts in the past
• V2 – allow managers to edit shifts in the past
• V3 – showing any past edits in the shift history timeline