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

      To use time off in lieu on a worker's profile, this can be requested from the trust side or the worker side.

      Please follow these steps when entering time off in lieu on behalf of the worker:

      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. 


      The worker is able to see request time off in lieu from the Patchwork clinician web app. This is to encourage workers feeling more empowered of their time and entitlements. 

      When a worker requests to use time off in lieu, this will prompt a review process that is automated through the Patchwork Rota portal by: 

      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

      💡 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 an used time off in lieu entitlement expires, if the trust's ESR integration is enabled the remaining balance will be converted to pay through the system. If the ESR integration is not yet enabled, the data is accessible from the Insights dashboard. These records will show in the 'Converted to pay' section for a trust and 'Expired' for the worker. 

       
       

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