Oxleas NHS Foundation Trust

Online Patient Held Record

Incomplete applications

Incomplete applications
10 SME, 2 large

Completed applications

Completed applications
10 SME, 1 large
Important dates
Opportunity attribute name Opportunity attribute value
Published Friday 3 May 2019
Deadline for asking questions Friday 10 May 2019 at 11:59pm GMT
Closing date for applications Friday 17 May 2019 at 11:59pm GMT


Opportunity attribute name Opportunity attribute value
Summary of the work To provide a health web-based Patient Held Record. The form will be co-developed and produced with Oxleas Online Health Record project board; comprising of patient/ service users and clinical staff who will offer expert input. User- centred design will be of particular focus.
Latest start date Thursday 1 August 2019
Expected contract length 2 Years
Location London
Organisation the work is for Oxleas NHS Foundation Trust
Budget range £250,000

About the work

About the work
Opportunity attribute name Opportunity attribute value
Why the work is being done The Trust provides Community, Specialist Mental Health, Forensic Mental Health and adult Learning Disability services across Bexley, Bromley, Greenwich, South East London and Kent Prisons. We are seeking a customised, co developed PHR solution to roll out across our IT infrastructure. There have been a number of approaches to developing Patient Held Care Records (PHCR), following the Wachter review. The GDE/Transformation programme board will support the requirement. We aim to empower and enhance patient access to their clinical care record; providing a platform to facilitate greater engagement between clinicians and patients/service users, allowing them to contribute to their care pathway.
Problem to be solved objectives include: accessible using any device (uses platform agnostic solutions), owned and contributed to by patients, enabling the patient to share contextual information about their record and current symptoms or clinical information where that information is missing from the existing clinical record, enhance patient control over their access to care and patient involvement, ability to share information electronically, support patients to control their confidential information and provide or withhold consent to share records, allow patients to see records using different electronic systems and clinical care coding sets.Respond to user-design requirements as the digital environment of their care providers evolves.
Who the users are and what they need to do Users fall into three groups:
•Trust–requires a solution that enables patient contribution to their care and write-back to clinical and social care systems contributing to patient records
•Wider NHS–the ability to work collaboratively across the NHS and social care is critical. It must adopt the principles and mechanisms of NHS open data and interoperability standards.
•End users–clinical staff and patients are the end users. They will need to work with the supplier to facilitate their definition of requirements for the solution. As a minimum standard, a platform will be available to all end users and integrated with existing Oxleas’ websites.
Early market engagement
Any work that’s already been done
Existing team The supplier will work with clinical staff and patients/service users from Mental Health, Community Health and Children and Young People’s services along with a project manager, project support, IT and Information Governance representatives. The project will be overseen by Oxleas project board, reportable to the GDE/ Transformation Programme Board. The project team will work closely with the appointed provider to develop and implement a technical web-based solution that is sustainable and meets the project requirements.
Current phase Discovery

Work setup

Work setup
Opportunity attribute name Opportunity attribute value
Address where the work will take place The work can take place remotely however any co-production will need to take at head office Oxleas NHS, Pinewood House, Dartford, DA2 7WG and possible other Trust sites within South London.
Working arrangements The provider will be required to attend meetings held by the project board either in person or via video conferencing. Dates of the meetings will be sent on contract award.
Security clearance DBS Clearance.

Additional information

Additional information
Opportunity attribute name Opportunity attribute value
Additional terms and conditions

Skills and experience

Buyers will use the essential and nice-to-have skills and experience to help them evaluate suppliers’ technical competence.

Skills and experience
Opportunity attribute name Opportunity attribute value
Essential skills and experience
  • How will your solution be accessible by solution users using the internet connected devices that they use?
  • How will your solution validate the patient’s identity to enable access?
  • How does your solution integrate with the patient’s existing electronic care record? (including pathology and prescribing systems)
  • How does your solution present clinical correspondence?
  • How does your solution graphically represent health information over time? (i.e. weight, blood pressure or lipids)
  • How will you integrate user input into the solution? (e.g. comments on careplans, patient diaries, mood monitoring and self-diagnostic recording such as weight tracking)
  • How does your solution present the patient diary and how does it integrate with appointments generated in the electronic patient record system?
  • How will your solution enable users to “write back” to Oxleas clinical systems when the interoperable systems become available?
  • How does the solution support assistive access to information? (i.e. easy read, translation, assistive text to speech and voice recognition)
  • How are the solution’s API’s managed and are they subject to additional financial charges for each connection?
  • What restrictions or controls does your solution offer to enable patients to choose who and what to share clinical records?
  • What are the solution’s security standards?
  • How does your solution ensure compliance with GDPR standards?
Nice-to-have skills and experience
  • How does your solution present medical imaging results? (i.e. x-ray)
  • How does your solution address pathway management?
  • How does your solution integrate with social media?
  • How will your solution enable offline access and input?
  • What existing commercial arrangements are in place with third party care system suppliers?
  • What solution development and configuration is available using your solution?
  • What experience of co-production does your organisation have?

How suppliers will be evaluated

How suppliers will be evaluated
Opportunity attribute name Opportunity attribute value
How many suppliers to evaluate 4
Proposal criteria
  • Technical solution
  • Approach and methodology
  • How the approach or solution meets end user needs
  • How the approach or solution meets organisational vaules
  • Estimated timeframes for the work
  • How risks and dependencies on offered approaches are mananged
  • Value for money
Cultural fit criteria
  • Transparent and collaborative when making decisions
  • Work as a team in a collaborative manner with the Trust and other suppliers
  • Provide a defined product specification to ensure appropriate knowledge transfer within the GDE programme to support the potential to Blueprint the solution
  • Focus on a co-produced solution, defining the solution specification through the views of experts with lived experience
Payment approach Fixed price
Assessment methods
  • Written proposal
  • Case study
  • Work history
  • Reference
  • Presentation
Evaluation weighting

Technical competence


Cultural fit




Questions asked by suppliers

Questions asked by suppliers
Supplier question Buyer answer
1. Is the budget indicated to cover the entire 2 year lifecycle, or just for discovery? the discovery is the work that been underway. Therefore the budget is for the 2 year lifecycle for the project.
2. The opportunity alludes to the Trust wishing to purchase a pre-built 'solution' rather than taking an iterative development approach to achieve a blueprint service in-line with the GDE program. Are we correct in assuming you are ideally looking for an 'off-the-shelf' product The Trust would like to work with the supplier to co-develop an interactive form that is user end focused and meets the objectives listed in the problems to be solved section. Therefore a bespoke, customised product is required and not an off-the shelf product.
3. DBS clearance is required, is this something that can be achieved retrospectively or will it need to be in place for August 1st? DBS clearance doesn't have to be in place at award, the successful supplier must be willing and committed to undertake DBS clearance for the project team. DBS should be in place for 1 August 2019
4. Do you expect the supplier to have or to build a solution that integrates existing clinical systems?

The budget seems to match the problems to be solved section, but the essential skills seems to describing something akin to a One London scale interoperability project.
We require the solution to integrate with our local clinical system(s), not pan London.