Medic Passport

Medic Passport is software to make employing healthcare workers faster, simpler and cheaper. Medic Passport automates on-boarding, document verification and compliance for healthcare workers, using natural language processing and OCR to process and verify employee documents, and ensuring all employees stay compliant throughout the year.


  • Applicant tracking system (ATS)
  • Primary source verification of employee documents
  • Electronic Document Signing
  • Batch Disclosure and Barring Update Service Verification
  • Batch General Medical Council integration
  • GP Performers list integration
  • Automated compliance assistance
  • Reference management
  • Automated employee HR profile generation
  • Automatic follow up for failed employee signups


  • Save time and effort spent on onboarding new employees
  • Effectively manage stuff compliance
  • Save money on HR processes


£0 to £200000 per unit per year

  • Free trial available

Service documents


G-Cloud 11

Service ID

3 7 0 4 7 8 9 2 9 4 9 8 1 5 5



Dr Kit Latham



Service scope

Software add-on or extension
Cloud deployment model
Public cloud
Service constraints
System requirements
Modern web browser

User support

Email or online ticketing support
Email or online ticketing
Support response times
We usually answer customer questions within a few minutes. On weekends, the response time may increase to half an hour.
User can manage status and priority of support tickets
Phone support
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), 7 days a week
Web chat support accessibility standard
WCAG 2.1 AA or EN 301 549
Web chat accessibility testing
It was tested using modern screenreading tool VoiceOver.
Onsite support
Yes, at extra cost
Support levels
All customers are receive onboarding support from our customer success team who agree on appropriate support arrangements based on client requirements.

For premium support customers, phone support is available within UK business hours, and during any agreed acute implementation phase subject to mutually agreed arrangement.

All urgent requests for assistance received via our email support system and web chat are triaged and attended to according to the timelines outlined in our user support agreement.

Non-urgent enquiries and requests will usually be dealt with within two hours within UK business hours and any agreed upon implementation phase or hours extension.
Support available to third parties

Onboarding and offboarding

Getting started
On-boarding steps:
1. Agreements - (DPA, Terms of Service, Terms of Use, Privacy and Security policy)
2. Data on-boarding (remote or in person)
3. Training (onsite or online)
4. Testing and implmentation
Service documentation
Documentation formats
  • HTML
  • ODF
  • PDF
  • Other
Other documentation formats
Online (Intercom)
End-of-contract data extraction
Data download
End-of-contract process
Customers are provided with a data file containing their records on request. User data is off-boarded from our system subject to our Data Processing Agreement with the client.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
Application is mobile first. It is supporting all modern mobile browsers. However, some management and configuration administrator functions are available only in the desktop version.
Service interface
What users can and can't do using the API
Users have to do initial account setup without an API, and then they are free to make make the full configuration through an API.
Users can make any change through the API.
All CRUD (Create, Read, Update, Delete) operations are available through RESTful JSON API with Oauth2 authentication.
API documentation
API documentation formats
  • Open API (also known as Swagger)
  • PDF
API sandbox or test environment
Customisation available
Description of customisation
Our clients (health and care organisations) can customise branding, HR requirements, onboarding flow with the user interface. They can also take part in the product development asking to add new features to Medic Passport.


Independence of resources
Scalable web hosting and server deployment with AWS.


Service usage metrics
Metrics types
User (employee) onboarding progress and percentage completion
On-boarding 'friction' (i.e. how many employees fail to complete on-boarding)
HR Compliance Management tools to measure employee engagement
Reporting types
  • Real-time dashboards
  • Regular reports


Supplier type
Not a reseller

Staff security

Staff security clearance
Staff screening not performed
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
European Economic Area (EEA)
User control over data storage and processing locations
Datacentre security standards
Managed by a third party
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
Users can export their data via csv and structured index file on request.
Data export formats
  • CSV
  • Other
Data import formats
  • CSV
  • Other

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
  • TLS (version 1.2 or above)
  • Other
Other protection within supplier network
All the data is circulated in VPC (Virtual Private Cloud) and is only accessible through a secure gateway.

Availability and resilience

Guaranteed availability
We provide 99.9% availability. If we do not meet the guaranteed levels of availablility. We can offer a refund or discuss the other options.
Approach to resilience
Information available on request
Outage reporting
Email alerts

Identity and authentication

User authentication needed
User authentication
Username or password
Access restrictions in management interfaces and support channels
Oauth 2 scope based authentication,
fine tuned scopes
Access restriction testing frequency
At least once a year
Management access authentication
Username or password

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for

Standards and certifications

ISO/IEC 27001 certification
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Other security certifications

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance approach
Certification pending
Information security policies and processes
See security policy document

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
We track project code changes using Git code version control system.

Server Infrastructure changes are tracked using CloudFormation scripts versioning and audit.

Data structure changes follow a rigid, tracked and sequential process. This process is enforced programmatically using checksum checks.

Key data changes are tracked either via checksum checks OR using database audit functionality.

Code changes are monitored using continuous delivery process.
Any changes to the system trigger automated unit and integration tests.

Additional security assesment procedures are in place. These are performed regularly between the releases.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
We assess common threats and vulnerabilities using an internal vulnerability policy. This is based on trusted standards of OWASP PRO Top 10 Proactive Controls V3, OWASP Cloud 10, NCSC Cloud Security Principles.

We perform assessments on each potential threat on two main criteria - urgency and severity. And prioritise them accordingly.
Potential threat information is coming from established standards, third-party assessors, service users and the team.

Minimal patch deploy time is under 10 minutes. We deploy as soon as the fix is ready.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Compromises are identified using proactive system monitoring and regular checks.

If a compromise is found we address - how can we eliminate the threat as soon as possible, how can eliminate or recover the damage from the compromise.
We perform the analysis, train our team and adapt our policies to make sure the compromise does not happen in the future.

We respond to incidents within one hour.
Incident management type
Supplier-defined controls
Incident management approach
We have a process for common incident mitigation. This common process can be adapted for more specific events if needed.

Users can report the incidents via email or phone.
We provide detailed incident reports that include technical information, description of the incident, its effect on the systems and users, its consequences on our services and users.
Incident reports will be provided to all those who are affected via email.

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks


£0 to £200000 per unit per year
Discount for educational organisations
Free trial available
Description of free trial
Full version of the software. One to three month depending on the contract length.

Service documents

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