PORTFOLIO

Aviteus Global, a UK-based staffing solution provider specializing in healthcare divisions, required a dedicated system to manage their complex booking operations in a highly regulated industry. They connect healthcare professionals—nurses, doctors, care assistants, and allied health professionals—with healthcare facilities across the UK. The healthcare staffing industry demands strict compliance, rapid response times, and meticulous record-keeping, which their existing manual processes couldn't support.

We built a tailored CRM that streamlines the entire process of managing healthcare staff bookings, from resource allocation to placement tracking and compliance management. The platform provides comprehensive oversight of healthcare professionals' credentials, certifications, booking schedules, shift management, and client requirements. This enables Aviteus Global to deliver reliable staffing solutions to the UK healthcare sector with precision, efficiency, and full regulatory compliance.

⚠️ PROJECT STATUS: Live, Please contact us for a demo or more information about this project.

Aviteus Global's primary challenges stemmed from the highly regulated nature of healthcare staffing in the UK. They needed to track multiple certifications and credentials for each healthcare professional, with automated expiry alerts to ensure compliance. Matching the right professional to the right position required considering not just availability, but also specific qualifications, specializations, experience levels, and location preferences.

The booking process needed to be rapid—healthcare facilities often need staff on short notice. Manual processing of urgent requests was too slow and error-prone. Timesheet management across multiple facilities and shift patterns was complex, especially with varying pay rates based on specialization, time of day, and urgency. Invoicing healthcare facilities required detailed breakdown of services provided, compliance with NHS and private sector billing requirements, and integration with payroll for staff payments. Additionally, they needed comprehensive audit trails for regulatory compliance and reporting to satisfy CQC (Care Quality Commission) requirements.

We developed a specialized healthcare staffing CRM with robust compliance features at its core. The healthcare professional management module includes comprehensive profile management with photo, qualifications, certifications (DBS, NMC, HCPC, etc.), work history and specializations, credential tracking with automated expiry alerts, document storage and verification, availability calendar management, and performance ratings and feedback tracking.

The intelligent booking engine features skill-based matching algorithms that consider qualifications, experience, specializations, and proximity to facility. It provides real-time availability checking, automated shift notifications via SMS and email, urgent booking fast-track process, and client preference tracking. The compliance management system includes automated certificate expiry monitoring with escalating alerts, mandatory training tracking, right to work verification, DBS check management, professional indemnity insurance tracking, and comprehensive audit trails for all placements.

The timesheet and billing module offers mobile timesheet submission with geolocation verification, facility manager approval workflows, automated rate calculation based on role and shift type, complex billing rules for NHS vs. private facilities, split-billing support for framework contracts, and integration with payroll systems. A client portal enables healthcare facilities to request staff, approve timesheets, view invoices, and manage preferences. Healthcare professionals access a mobile app to view and accept shifts, submit timesheets, upload documents, and update availability. The platform provides extensive reporting including compliance dashboards, utilization rates, fill rates and response times, financial performance by client and professional, and regulatory reports for CQC audits, ensuring Aviteus Global operates at the highest standards of efficiency and compliance.