Managing leave
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      3. Managing leave

      How do I manage time off in lieu?

      Viewing time off in lieu

      When a worker has accrued time off in lieu as a result of approved exception reports, the leave details will display on the worker's profile under leave (entitlements).

      To navigate to this area, please follow the following steps: 

      1. Log in to Patchwork superhub or Patchwork Rota portal
      2. Navigate to the worker’s profile
      3. Click ‘Leave’ from the left hand panel
      4. Select the ‘Time off in lieu’ tab 

      Both Patchwork Rota portal and Patchwork superhub will display any available, used or converted to pay records.

      Using time off in lieu

      All organisations have the ability to book time off in lieu on behalf of the worker using the following process:

      1. Log in to Patchwork superhub or Patchwork Rota portal
      2. Navigate to the worker’s profile
      3. Click ‘Leave’ from the left hand panel
      4. Select the ‘Time off in lieu’ tab
      5. Click 'Leave record' button to add
      6. Select 'Time off in lieu' in the leave category dropdown 
      7. Enter the remaining details
      8. Click save

      This record will now reduce the remaining available time off in lieu for a worker to use by the amount of the leave record. 


       

      Time off in lieu can also be booked by the worker if enabled at the organisation level. The worker will request time off in lieu from the Patchwork clinician web app. This is to encourage workers feeling more empowered of their time and entitlements while still providing the trust with governance and a review process. 

      To review a time off in lieu request: 

      1. Log in to Patchwork Rota portal
      2. Navigate to the Rota portal landing page
      3. Navigate to the 'Pending leave requests'
      4. Click ‘Open leave management’ 
      5. Navigate to a pending worker’s request
      6. Review the request
      7. Decide if approving or rejecting

      Review process

      Once the request is actioned, an automated email will notify the worker of the decision and update the appropriate entitlements taken in the system. 

      Expiration process and ESR

      💡 An approved time off in lieu should be taken within 28 days of the exception report being approved. This is to ensure using the time appropriately in a timely fashion. 

      When a time off in lieu entitlement expires, these records will show in the 'Converted to pay' section for a trust and 'Expired' for the worker.

      • If the trust's ESR integration is enabled, the remaining balance of the expired record will be converted to pay through the system. 
      • If the ESR integration is not yet enabled, the data is accessible from the Insights dashboard. 
        

      If you're interested in having this functionality turned on, please reach out to the Customer Care team on help@patchwork.health for assistance.