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



Dr Kit Latham



Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints No
System requirements Modern web browser

User support

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 No
Phone support Yes
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 Yes

Onboarding and offboarding

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 Yes
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

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices Yes
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 No
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 Yes
API documentation formats
  • Open API (also known as Swagger)
  • PDF
API sandbox or test environment Yes
Customisation available Yes
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 Yes
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
Staff security clearance Staff screening not performed
Government security clearance Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations European Economic Area (EEA)
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 ‘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 Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach In-house destruction process

Data importing and exporting

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-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

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

Identity and authentication
User authentication needed Yes
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

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 User-defined

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified No
Security governance approach Certification pending
Information security policies and processes See security policy document

Operational security

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

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

Public sector networks

Public sector networks
Connection to public sector networks No


Price £0 to £200000 per unit per year
Discount for educational organisations No
Free trial available Yes
Description of free trial Full version of the software. One to three month depending on the contract length.

Service documents

pdf document: Pricing document pdf document: Service definition document pdf document: Terms and conditions
Service documents
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