Prospitalia h-trak Limited

h-trak Scan4Safety

The h-trak Scan4Safety system delivers comprehensive track and trace functionality on implants to patient level; procedure and patient level costing via barcode scanning; inventory management for theatres, wards and clinics with automated stock replenishment and consumables price checking. The solution enhances patient safety, delivers cost savings and enables process efficiencies.


  • Patient Safety
  • Procedure costing
  • Track and Trace functionality
  • Patient level costing
  • GS1 Certified solution inventory management
  • Stock, Materials and Inventory Management
  • Private Patient Billing
  • Expired Stock Identification
  • Quick and efficient product recall process
  • Address clinical variance


  • Effective traceablity to support and improve patient safety
  • Reduce levels of obsolete, expired or wasted stock
  • Reduction of clinical admin time to redirect toward patient care
  • Facilitates procedure and consumable cost analysis
  • Streamlines ordering and stock replenishment
  • Improves theatre efficiency and staff workflow
  • Addresses clinical variation
  • Engenders collaborative working between procurement, finance and clinical teams
  • Enables benchmarking of all elements of surgical procedure by specialisms


£114 to £432 per licence per month

Service documents


G-Cloud 11

Service ID

4 9 3 1 9 3 1 1 9 1 2 8 6 1 2


Prospitalia h-trak Limited

0330 127 6240

Service scope

Software add-on or extension
Cloud deployment model
Private cloud
Service constraints
The system requires WiFi connectivity and Internet connectivity to operate.
System requirements
  • Back up connectivity requires Microsoft Active Sync
  • WiFi must be available and enabled
  • Internet Connectivity or N3 Connectivity

User support

Email or online ticketing support
Email or online ticketing
Support response times
Severity level 1: Respond 1 hour | (1.5 hours outside Standard Business Hours) | resolve within 4 hours for Software & Web Services
/2 Business Days for hardware.

Severity level 2: Respond 2 hours | (2.5 hours outside Standard Business Hours) | resolve within 8 hours.

Severity level 3: Respond 1.5 days | resolve the date of next New Release (no earlier than 2.5 days)

Severity 4:Respond 2 days | resolve the date of the next New Release (no earlier than 4.5 days)

Severity 5:Respond 5 days | resolve 3 weeks
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
Onsite support
Onsite support
Support levels
Ongoing support from the Customer Services team is offered by telephone, email and through an online Freshdesk ticketing system.

Availability: Monday to Friday during 08.30 – 17.00 hours excluding nationally observed holidays.
Support available to third parties

Onboarding and offboarding

Getting started
Due to the transformational nature of the Prospitalia h-trak cloud service a tailored onboarding service is included, developed in conjunction with the customer.

Customers advise us of their requirements when the system is set up, which are then configured, and changes can be requested on the same basis through the life of the contract.

In summary the onboarding service typically follow a proven six-staged quality process leading to deployment:

• Pre-implementation planning which defines the critical success factors required and develops a project plan.
• Business Process Review which establishing the current process and maps the process following implementation.
• Data Profiling and Setup ensures each product has a price, supplier and where appropriate a contract.
• Interface Development and Testing and System Installation ensures that the h-trak software can output data to feed into Financial systems, PLICS and other systems as required.
• Training – Front line clinical training is undertaken on the handhelds and back office training for nominated administrators of the system
• User Acceptance Testing (UAT) will verify that the software functions to the satisfaction of the hospital customer.
Service documentation
Documentation formats
End-of-contract data extraction
The buyer contacts Prospitalia h-trak to request the data by secure file transfer.
Exports will be produced in industry standard formats of CSV for simple extracts such as product profile data and XML where data is more complex e.g. procedure cost reports. All data can be exported by the customer as required.
End-of-contract process
At the end of the contract customer Prospitalia h-trak will contact the buyer to offer to send a file of data in a format that suits the buyer.

At this stage they will be informed that the data will be deleted within 3 months (unless mutually agreed by both parties to be a longer period).

Where a customer elects not to have the data deleted, a formal written and signed request by an authorised individual within the buyer’s organisation to keep the data will need to be provided. When removable media or devices that may have contained sensitive data are no longer required, Prospitalia h-trak will contact the cloud provider, Carelink, a Piksel company, who will ensure secure certified destruction on-site before removal.

There is no additional cost for the buyer.

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • 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
The mobile devices are used for data collection and for accessing functionality on the move where the users are actively moving about locations. This works well for Operating theatre and ward environment. The administrative functions are undertaken from a PC interface as they require more detailed information.
Service interface
Description of service interface
Many interfaces (~50) have been build to interface with specific systems. There is no generic interface.
Accessibility standards
None or don’t know
Description of accessibility
The service is based on scanning barcodes. People who are visually impaired will either be able to see the barcodes or not. If they are unable to see the barcodes, they could, in theory know that a barcode had been successfully scanned because the scanner beeps but in practice they could be scanning for a while before they are successful. People who are deaf or hard of hearing will be able to see if a barcode has been successfully scanned by reference to the scanner screen.
Accessibility testing
No testing has been done with users of assistive technology.
Customisation available
Description of customisation
The h-trak Scan4Safety system has many options that customers can choose from to meet their individual needs. These include the types of products captured and stock types, timing points used and procedure details. Handhelds can be customised to capture specific data for example OPCS codes, timing points, reason for delay etc


Independence of resources
Periodically capacity testing is undertaken. The service uses virtual servers to handle the demands of multiple concurrent users. As the number of users and the demands on the system increase over time, the resources of the UK virtual servers can be expanded to suit. The database is enterprise quality and can handle a large number of users and very large datasets.


Service usage metrics
Metrics types
Full reporting is available on the time users spend accessing the system.
Many standard reports are available from the h-trak service, covering procedures, purchasing and stock management. These reports give provide precise measurement of how much the service is being used, as well as measuring costs, the time taken for procedures, staff present, tracking of implantable devices and managing stock replenishment. This data can be compared to that extracted from the theatre management system or indeed integrated with that system.
Reporting types
  • Real-time dashboards
  • Reports on request


Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Security Clearance (SC)

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
United Kingdom
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 Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Other
Other data at rest protection approach
User access to our application is controlled by user name and password (stored in encrypted form), plus a number of access levels and other permissions to ensure users can only access data for which they have permissions. Backup data is encrypted.
Data sanitisation process
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
Users can export all their data using several standard reports which are then emailed to the user. If the dataset is too large for email, assistance can be provided to produce an export dataset via secure file transfer.
Data export formats
  • CSV
  • Other
Other data export formats
  • XML
  • TSV
Data import formats

Data-in-transit protection

Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
Other protection between networks
The buyer's network and h-trak's network are completely separated with firewalls for both parties. Communication between parties is via interface programs at both ends so there is no direct link between databases or servers.
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Other
Other protection within supplier network
Strict firewall rules, anti-intrusion software and anti-virus software protect the network.

Availability and resilience

Guaranteed availability
Our servers are available 24 hours a day/7 days a week subject to scheduled downtime for system upgrades or maintenance, which are communicated to buyers with 72 hours notice and usually take place outside normal business hours unless there is an urgent need for it to take place during business hours.
Typically maintenance and upgrades take place once or twice a month and will result in the system being unavailable for one to two hours at a time.
Telephone support is provided from 08:30 to 17:00 hours. Monday – Friday. Calls received out of office hours will be forwarded to an answer phone service and a response provided the next working day.

If the customer's network or our servers go down there will be no interruption to data capture at point of care so there is no requirement for compensation. Information can be collected on the handheld device and then synchronised up to the system when it is reinstated. Monitored Email support is provided 24/7. Support requests are triaged depending on urgency and nature of problem and addressed Monday – Friday between the hours of 08:30 to 17:00 hours.
Approach to resilience
Prospitalia h-trak servers are hosted by Carelink – A Piksel company. Their infrastructure is located in the UK’s premier hosting facilities, with the highest levels of security and resilience and supported 24x7x365 from their York based operations centre, providing a foundation for their SLA of 99.95% uptimes and availability.
Outage reporting
The h-trak Scan4Safety system uses hand-held mobile devices which periodically synchronise with the host server. The handheld devices are able to continue functioning even when there is an outage at the host server, so the service is not interrupted. A failure with a particular handheld device is mitigated by remote access of the device for diagnosis and repair by our support desk, the provision of additional devices can be used as replacements. Users accessing non-critical features of the service, such as reporting are notified of outages by email from the Customer Services team.

Identity and authentication

User authentication needed
User authentication
Username or password
Access restrictions in management interfaces and support channels
Access to the h-trak system is tiered, based on role and authority. Registered users are issued with a valid user name and password. Passwords are encrypted within the database by Salted MD5. The h-trak system can also be configured so that Trust Staff users enter a 4-digit pin onto the handheld device, adding an extra level of security. Access is secured over a VPN connection.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • Username or password
  • Other
Description of management access authentication
Users are only added after approval by Buyer's management. Management access to the application is authenticated by user name and password, and is linked to a special access level. Access to the server is heavily restricted and is via VPN. It is authenticated by user name and 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 have access to real-time audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Who accredited the ISO/IEC 27001
SGS United Kingdom Limited
ISO/IEC 27001 accreditation date
What the ISO/IEC 27001 doesn’t cover
All customer data gathered is held within our data centre which has an ISO27001 certification.
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Other security certifications
Any other security certifications
Cyber Essentials

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards
Cyber Essentials
NHS Data Security and Protection Toolkit
Information security policies and processes
Prospitalia h-trak has an Information Security policy in line with GDPR that;
1. Ensures the protection of all information systems and the mitigation of risks associated with the misuse or abuse of these systems.
2. Systems are protected by ensuring only authorised users who have been provided with a username and password can access the system. User passwords are encrypted by Salted MD5, a hashing algorithm which is extremely secure, particularly from automated attacks. 
3.Provides a safe and secure information systems working environment for all authorised users. 
4.Makes certain that users are aware of and comply with the information security policy and are aware of their own responsibilities for protecting the confidentiality and integrity of the data they handle.
If an employee or user of the h-trak service becomes aware of an information security incident then they must report it to the IT/Operations Director by sending an email marked c/o IT/Operations Director to or
The company Data Protection Officer may be involved at this stage to oversee the escalation and resolution process.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
The configuration of the components making up the service are visible only to authorised users. Versions of components are saved in the source control system TFS, which allows all changes to be tracked to the person who made the change.
Whenever changes are made to the components that form part of the service the Development team conduct a security impact analysis to identify any additional security requirements. New versions of components are thoroughly tested prior to deployment.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Windows Defender and Bitdefender Endpoint Security Tools Antimalware are installed on all computers used by Prospitalia h-trak. On-access scanning is enabled on all the computers to minimise vulnerable periods and Bitdefender is configured to automatically clean up items that contain a virus or spyware. Bitdefender update manager is configured to check for updates on a regular basis.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Access logs for the service are reviewed to identify any potential compromises and or any sustained attempts by unauthorised users to access the service. Any firewall intrusion for the server will send an alert to the Piksel Data centre.

Potential compromises from external sources are reviewed internally by the Development department and IP addresses or ranges of IP addresses are blocked as appropriate.
Incident management type
Supplier-defined controls
Incident management approach
Incidents can be reported using phone, email or direct contact with the project management team if they are on-site. Incidents are resolved by a combination of the project team, customer service team and/or the development team depending on the nature of the incident. The Project team and Customer Service team maintain issue logs and software incidents are tracked using Freshdesk.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks


£114 to £432 per licence per month
Discount for educational organisations
Free trial available

Service documents

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