Using a blend of communication technologies, ERS Connect delivers cost-effective methods of interacting with trust patients, staff and ad-hoc cohorts, delivering Patient Appointment Reminders; Pre-Admission screening services and appointment reminders; Appointment Scheduling; Patient Surveys; Friends & Family Testing etc, against Accessible Information Standards and digitisation of patient communications.
- Digital Hybridisation of Patient Communications to lower print and post
- Patient Communications, Partial Booking, Pre-Admissions, Secure Patient Portal
- Friends & Family; Ad-Hoc Surveys; Staff Surveys; SMS surveys
- Broadcast and 2-directional SMS patient and staff communications
- Call centre; real people; real voice automated calls
- ISO 14001/9001/27001 and IG Toolkit level 3 100% certified
- Realtime reporting; DNA's; ROI;
- Intelligent cost-effective data led/fed routing
- Influencing transformation and change management for=efficiency & cost savings
- Cloud based, secure, agnostic, open API'd communication channels
- Immediate impact reducing DNA rates & increasing slot utilisation
- Improved FFT response rates and lowered re-admissions
- Digital hybridisation savings with escalation paths in-built
- Secure access, rules-based, online portal full suite EPR/PAS integration, HL7
- Full realtime reporting suite
- Partial Booking, choose and book innovative support
- Secure End-User Portal - Accessibility Standards, Translation, Audible-reading
- GDPR; ISO9001/14001/27001; Data Protection Act; & more
- Referral to treatment pathway communications
- Paperless 2020 Agenda met; reduce print and post
£0.018 per unit
- Free trial available
|Software add-on or extension||Yes, but can also be used as a standalone service|
|What software services is the service an extension to||
Digital Hybridised Letters - sending letters via digital services prior to using costly postal services.
Ad-hoc surveys and intelligent answer-based response mapping.
Patient pathway communications on same platform, patient monitoring, self-management of conditions, results collation and wider support.
Partial-booking and overflow management.
Contingency/Urgent Alerting system (major incident)
|Cloud deployment model||Private cloud|
|Service constraints||There are no constraints on using the Chronos portal - it fully supports all web browsers (incl. IE8 and above). Maintenance windows are outside of core hours and the service runs in active:active mode.|
|Email or online ticketing support||Email or online ticketing|
|Support response times||All tickets are responded to in accordance to SLA's agreed with our Customers, otherwise default SLA's apply with a 4 hour reponse rate.|
|User can manage status and priority of support tickets||No|
|Phone support availability||24 hours, 7 days a week|
|Web chat support||No|
24X7X363 Support is available.
Support hours are Monday - Friday 8am-6pm (Core); 6pm-8am (On Call)
Evenings and Weekends - On Call Support
Support requests are captued by our Customer Services Team, your dedicated Account Manager, or directly into our IT Support Team.
These come into our enterprise class ticketing portal and each given a unique reference number and an assigned, named techncial engineer.
We endeavour to respond to all Customer queries within 1 hour of receipt, however 4 hours is our standard response KPI.
|Support available to third parties||No|
Onboarding and offboarding
As part of customer onboarding, we deliver onsite training with trust teams. We can also support webinars; 1-2-1 training; group/classroom training.
We supply support video guides and documentated 'User Guides'
Additonally, we have a team of Client Services specialist and technical specialist a phone call away to support any request a user may have.
|Other documentation formats||
|End-of-contract data extraction||
Data deletion is in force at the end of a contract term.
Upon written request by an authorised client, we can provide any extract of data up to data deletion as agreed with the Client - typicially between 90-180 days.
All data received will be in an anonymised format to ensure that no Patient Identifiable Data is visible.
A full version of our Business Management Policies and whitepapers are available upon request.
At contract end, written consent is received by the Client to either continue the service, or to switch off the service.
At the agreed date, the service is cancelled and all user permissions are revoked at the appointed time.
There are no additional costs at the end of the contract term, except a final bill for any appointment reminders that have been sent in batch data that are still being delivered as part of the cycle of attempts to contact patients.
At this point, no further data can be uploaded onto the Chronos portal.
All data in anonymised and retained as per the agreed contract term. After which point it is deleted from all systems.
Using the service
|Web browser interface||Yes|
|Application to install||No|
|Designed for use on mobile devices||Yes|
|Differences between the mobile and desktop service||
There is no difference between either a mobile or desktop service. Both are screen rendered for delivery to both devices to support both end users and/or staff users.
Mobile has additional features including SMS with hyperlinks; integration with on-board calendar.
For full information, please contact us.
|Accessibility standards||WCAG 2.0 AA or EN 301 549|
Please ask for further information - as our testing information is sensitive.
At a top level we confirm, audio versions, translation on the fly across 42 languages and other services as required to meet the Accessible Information Standards.
|What users can and can't do using the API||
The API is used for data uploads; role based security; managing data transfer via N3/HSCN
There are no requirements to make changes by users.
|API documentation formats||
|API sandbox or test environment||Yes|
|Description of customisation||
Service can be customised by:
Service offerings - from templates and existing examples to customised, bespoke requirements. Coupled with support from our Client Services team who can showcase experience based on demographics; service reach; media methods etc.
Messages to be sent - how to capture a greater response
Proven delivery methods
Scripts used by agents/IVR calls
Templates for hybrid mail; Appointment reminders based on Age; Contact methods; Cost efficiency; escalation paths and so much more.
Other areas can be customised via Service Requests and are fully controlled with governance, sign-off and delivered by out technical implementation engineers.
|Independence of resources||
The ERS Connect Chronos portal is fully scalable and works on a fully active:active resilient platform.
We monitor our services with threshold alarms in the event of usage being reached, to ensure we can spin up to meet demand with no limitations.
For more information, you are welcome to review our Business Management System overviews upon request.
|Service usage metrics||Yes|
The ERS Connect service can provide both a portal dashboard view of key usage metrics by services used; return of investment; escalation paths and a wide range of other metrics.
Additionally, more comprehensive reports are available for analysis, permissions based access.
Finally, more bespoke reports with service usage metrics are available to authorised requestors.
|Supplier type||Not a reseller|
|Staff security clearance||Other security clearance|
|Government security clearance||Up to Developed Vetting (DV)|
|Knowledge of data storage and processing locations||Yes|
|Data storage and processing locations||United Kingdom|
|User control over data storage and processing locations||No|
|Datacentre security standards||Managed by a third party|
|Penetration testing frequency||At least once a year|
|Penetration testing approach||Another external penetration testing organisation|
|Protecting data at rest||Other|
|Other data at rest protection approach||
All backup data is encrypted. Physical access control to all SQL databases. Physical role and access levels and authorisation for access to the data. Layered access controls in place based on role; permissions and responsibilities.
Sensitive fields, ie..passwords are hashed, to non-readable format in the database (no plain text storage).
Full joiner and leaver process in place as part of our Business Management System and ISO certifications.
|Data sanitisation process||Yes|
|Data sanitisation type||Deleted data can’t be directly accessed|
|Equipment disposal approach||A third-party destruction service|
Data importing and exporting
|Data export approach||
Data can be uploaded onto the Chronos service, irrespective of which service(s) are being used - all use the same methodology for client ease:
1) HL7 integation - either 1-way or bi-directional, via an upload script (given to you by our IT team);
2) Manual upload - either by uploading a .vbs file into the web application, or;
3) Manual upload - directly onto the portal itself.
Full training is provided
|Data export formats||
|Other data export formats||
|Data import formats||
|Data protection between buyer and supplier networks||
|Other protection between networks||
Behind a dedicated firewalls in a secure leading manufacturer Tier 3 Data Centre with active:active load balancing and redundancy.
Private VPN's over N3/HSCN connection used, for data uploads and we use TLS on HTTPS for web access over the N3/HSCN network
Authorised users only with Connect permissions have access utilising roles based authentication.
|Data protection within supplier network||
|Other protection within supplier network||
Data is protected behind leading firewalls along with anti-virus and malware protection. Role based security access and physical access security. VPN access for remote access. All servers are privately addressed. Data backups are stored behind secure location and are encrypted within leading T3 Data Centres running as Active:Active. SQL Cluster, with active:passive configuration for 99.99% uptime.
More information is available upon request and detailed within our Business Management System under an NDA
Availability and resilience
ERS Connect offers a 99.99% uptime.
There are no refunds for any service not meeting levels of availability - this is due to our service being ultra resilient and we have UK data centres, on separate networks in the event of any not being unavailable.
|Approach to resilience||We operate using the leading Data Centre providers, running in active:active sync. More information is available upon request.|
Outage's are classified as follows:
> ERS Connect generated outage - this is only in exceptional circumstances (as yet never used), whereby notice would be given to all Clients 5 days ahead with timely reminders at intervals.
> Non ERS Connect outages are communicated using either Email and/or SMS messages to all Clients notifying them of an outage and regular updates. Users can also see any notifications on our website.
Identity and authentication
|User authentication needed||Yes|
|Other user authentication||Customers have options for inclusion of Staff and/or Patient/End User 2-factor authentication, offered via a unique pin code (Patient Portal Access), along with a further option for additional authentication around a last know digit sequence.|
|Access restrictions in management interfaces and support channels||
All users are restricted by permissions as follows:
Internal ERS Connect staff members are limited based on role/function permissions.
General Client users are restricted by role/function with a cut down service
Administrators/Managers have more functionality and access to services on the Chronos portal.
Additionally ERS Connect has a hierarchical department structure which is used for permissions access for sensitive and non-sensitive information and data.
|Access restriction testing frequency||At least every 6 months|
|Management access authentication||Username or password|
Audit information for users
|Access to user activity audit information||Users contact the support team to get audit information|
|How long user audit data is stored for||User-defined|
|Access to supplier activity audit information||Users contact the support team to get audit information|
|How long supplier audit data is stored for||User-defined|
|How long system logs are stored for||User-defined|
Standards and certifications
|ISO/IEC 27001 certification||Yes|
|Who accredited the ISO/IEC 27001||BSI Group|
|ISO/IEC 27001 accreditation date||02/11/2017|
|What the ISO/IEC 27001 doesn’t cover||N/A|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||Yes|
|Any other security certifications||
|Named board-level person responsible for service security||Yes|
|Security governance certified||Yes|
|Security governance standards||ISO/IEC 27001|
|Information security policies and processes||
ERS Connect is certified against ISO9001/ISO14001/ISO27001:2015; IG Toolkit 14.2 Level 3 Partner (100%).
We have a dedicated Compliance team headed up at senior management level as part of the company leadership team.
All ERS Connect employees undertake security and governance training and must pass, IG Toolkit certification along with internal security measures.
A full 'Security Policy and Processes' is available for review (upon request) and sits within our Business Management System. This is reviewed at least twice per annum, or sooner as required and forms part of our Senior Leadership Team annual meeting.
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||
All documented within our BMS under ISO standards
Service request, work item generated (unique detail); code checked-in against code item; code reviewed; tested; merged into code base; released.
Testing is broken down into Unit; Integration and System testing.
Documented system testing compiled - for end to end processes alongside test plans for completedness.
A full Change Management and Configuration process and supporting guides are available upon request.
|Vulnerability management type||Undisclosed|
|Vulnerability management approach||
This is sensitive information and therefore only the highest level information is provided here - more detail can be provided on request.
We test daily for vulnerabilities and further deeper monthly testing and tests run against all releases of new software. Any changes to our vulnerability scans is addressed in line with our BMS ISO and Security processes - available upon request.
Against all public IP's and applications. Automated and manual patching.
Technical team across alerts from leading manufacturers and orgainisations such as Microsoft, Rackspace, NHS Digital etc.
|Protective monitoring type||Undisclosed|
|Protective monitoring approach||
This information is not for public domain, however it can be supplied upon request.
Identificaiton of potential compromises are managed via leading manufacturers and organisations. These are managed within a risk register available on our BMS.
Any virus, open port, vulnerability will be handled immediately as a P1 instance
Bulletins and communications are given to customers should a breach be identified with our actions.
During WannaCry we patched immediately and kept the NHS working - this is a case reference we are happy to share with you
Speed of response to incidents is severity pending and SLA available on request
|Incident management type||Undisclosed|
|Incident management approach||
Below offered top level view - details provided upon request documented within ISO certified Business Management System (BMS)
Pre-defined processes in-place; within BMS
Breaches notified immediately at the point breach; Raised on the approved system by any team member. This auto escalates to the Director of Compliance & Manager.
Management review the breach - mobilisation as set out in our BMS,
Manager signs off incident at point of completion
Director of Compliance presents in monthly senior leadership team, review of incidents/ear misses. full report.
Full system and reports available upon request.
|Approach to secure software development best practice||Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)|
Public sector networks
|Connection to public sector networks||Yes|
|Connected networks||New NHS Network (N3)|
|Price||£0.018 per unit|
|Discount for educational organisations||No|
|Free trial available||Yes|
|Description of free trial||
Included - set up; scoping; trial criteria plans; measurement; reporting outcomes and delivery against agreed KPI's. Dedicated Manager; Unlimited access to support/client teams.
4-6 weeks trial from commencement
3rd party costs incurred not-included
|Pricing document||View uploaded document|
|Terms and conditions document||View uploaded document|