T-Pro Dictate - Digital Dictation & Speech Recognition Workflow Documentation Solution
T-Pro Dictate is a hosted platform that delivers Digital Dictation and Speech Recognition technology to boost productivity, reduce costs and drive innovation. Get users up and running immediately across workflows, settings, devices, and apps for a seamless, consistent, and personalised voice experience.
- Full digital dictation and transcription solution
- Supports optional speech recognition or outsourced transcription services
- Enables system scalability and growth
- User-friendly interface, enables fast and accurate document creation
- Available across all workflows, settings, devices, and apps
- Ability to work anywhere, anytime
- Secure and robust system with highly available, redundant infrastructure
- T-Pro host, maintain, upgrade and support the system
- Real-time monitoring, reporting and analytics
- Future proof your technology
- Deliver immediate ROI and cost savings
- Increase staff productivity and improve documentation
- Remove burden of IT management
- Easily work between desktops and mobile devices
- Automatically stay up-to-date on the latest software version
- Pay-as-you-grow with predictable annual fee
- Easily identify bottleneck and improve document turnaround
- Safe and secure data transmission and handling
- Track, measure and improve efficiency, productivity and workflows
- Automate repetitive tasks and streamline dictation and documentation processes
|Software add-on or extension||No|
|Cloud deployment model||
|Service constraints||Buyers should be aware that additional configuration may be required for some thin client/virtual desktop environments.|
|System requirements||Supported web browsers include Chrome, Firefox and Internet Explorer|
|Email or online ticketing support||Email or online ticketing|
|Support response times||Our Helpdesk operates 08:00 - 20:00 Monday - Friday and 09:00 - 17:30 at weekends and bank holidays. Initial response times during these hours are typically around 16mins. Response times out of hours when we offer emergency support and a skeleton helpdesk may vary.|
|User can manage status and priority of support tickets||No|
|Phone support availability||9 to 5 (UK time), 7 days a week|
|Web chat support||Web chat|
|Web chat support availability||9 to 5 (UK time), 7 days a week|
|Web chat support accessibility standard||None or don’t know|
|How the web chat support is accessible||Our web chat feature is used to support our end-users. Our 7-day a week in-app web chat provides end users on demand support and training, ensuring they get the most out of the software.T-Pro’s average response time for in-app support queries is 16 minutes. We are also available via phone, email, and help centre.|
|Web chat accessibility testing||N/A|
|Onsite support||Yes, at extra cost|
Our centralised, robust user support services is available via phone, email, as well as our in-app web chat channel (with integrated knowledge base) to ensure all end users receive adequate assistance to enable the achievement of potential benefits.
T-Pro provides a completely managed service, offering 365 day a year live in-app support. Our support team can see the context of the query and information regarding the end-user, application, device, OS, app version etc. Further available help includes context-sensitive online help, tool tips, onboarding elements using visual clues, and the creation of bespoke templates. T-Pro’s average response time for in-app support queries is 16 minutes. In addition, we are available via telephone and email.
For buyers with 30+ users, T-Pro will provide a dedicated account manager and on-site implementation support (1 day onsite on-boarding for every 10 users). This will be provided by one of our PRINCE2 qualified project managers.
In addition, buyers with 30+ users will be given a separate technical project lead who will be available to liaise with the buyers IT staff directly outside of the normal support channels.
All buyers can purchase additional on-site support days at a rate £600.
|Support available to third parties||No|
Onboarding and offboarding
When buyers start using the service, T-Pro will assist them in creating accounts, setting up workflows and templates, and on-boarding users.
T-Pro provides full user documentation, end user help centre resources, 7 day a week helpdesk and remote set-up and implementation, which includes online training.
In addition, for buyers with 30+ users T-Pro will provide on-site training (1 day for every 10 users)
Our T-Pro Dictate Help centre contains, articles, tutorials, and product videos. This can be accessed by logging your account and clicking on your user profile.
|End-of-contract data extraction||Once user terminates the subscription services, each user has 7 days to export their data before the account is deleted.|
Should the Customer terminate the contract before the subscription period ends, there is no refund of existing subscription payment.
There is no additional termination charge on top of this should the Customer wish to terminate the service during the subscription term.
Using the service
|Web browser interface||Yes|
|Application to install||Yes|
|Compatible operating systems||
|Designed for use on mobile devices||Yes|
|Differences between the mobile and desktop service||
Mobile apps within the T-Pro Dictate platform are solely for the use of dictating authors. Clerical or management users are unable to access functionality of the system via a mobile application.
Whilst the mobile apps allow authors access to all functionality of the web app, the device interface can be configured via the main settings page of the buyers account to limit access to certain functionality at facility, dept, group or individual user level.
Edit and approval access to documents.
|Description of service interface||
T-Pro Dictate is designed with usability in mind. All interfaces are intuitive with ease of use at the forefront of our design.
Using front-end speech recognition technology, authors can dictate in real time, edit, and sign documents. When creating a document, authors can choose from multiple templates designed for each speciality, which is automatically populated with different dynamic data types, improving documentation efficiency, quality, and turnaround.
With back-end speech recognition, T-Pro quickly and accurately transforms speech to text server-side. The speech recognised text can be automatically sent to a secretary for review, editing and formatting (if needed).
|Accessibility standards||None or don’t know|
|Description of accessibility||
Accessibility functions of the service include:
Text resizing (Large text options)
Descriptive ALT text for all images/buttons etc.
Compatible with all browser accessibility options
|Description of customisation||
Bespoke dictation apps can be created, by applying organisational logo's etc.
Management can add/remove customises templates across the organisation. This can be used to enforce styles, merge data (in a static or editable way) or provide guidance to users.
Management can customise dictation/transcription routes to alter the workflows and processes that govern document creation within the platform. For example managers can enforce electronic signature by the creator of the task before requiring the task to be countersigned by a second user.
Administrative users can leverage T-Pro's API's to build custom interfaces and make the platform integrate within their wider ecosystem.
Users can be managed (deleted/added; their roles can be modified)
|Independence of resources||
T-Pro can guarantee that users affected by the demand others are placing on the service.
T-Pro employs an auto-scaling infrastructure that increases the availability of space and computing power in line with demand.
Servers sit behind load balancer's within T-Pro's Amazon Web Services private cloud environment. This allows the platform to monitor the availability of resources and use machine images to replicate servers on an on-demand basis. The load balancer then distributes the traffic evenly across all servers ensuring that user experience and system performance are not affected.
|Service usage metrics||Yes|
The T-Pro dictate platform has a live dashboard that allows users to visualise activity and trends for usage across the organisation. In addition, on demand reports can provide reports and statistics on historical usage, user performance and cost.
Reports can be configured to output data for a defined date range and are available at various levels of granularity.
Buyer organisations can input their own data points and KPI's to apply to T-Pro metrics allowing them to maximise the usability of T-Pro Dictate's reporting capabilities.
|Supplier type||Not a reseller|
|Staff security clearance||Staff screening not performed|
|Government security clearance||Up to Security Clearance (SC)|
|Knowledge of data storage and processing locations||Yes|
|Data storage and processing locations||
|User control over data storage and processing locations||Yes|
|Datacentre security standards||Managed by a third party|
|Penetration testing frequency||At least every 6 months|
|Penetration testing approach||Another external penetration testing organisation|
|Protecting data at rest||
|Other data at rest protection approach||All data is encrypted at rest within amazon's S3 environment. Each object is encrypted with a unique key employing strong multi-factor encryption. As an additional safeguard, it encrypts the key itself with a master key that it regularly rotates. Amazon S3 server-side encryption uses one of the strongest block ciphers available, 256-bit Advanced Encryption Standard (AES-256), to encrypt data.|
|Data sanitisation process||No|
|Equipment disposal approach||A third-party destruction service|
Data importing and exporting
|Data export approach||
The T-Pro Dictate platform has a number of built in UI elements that allow users to export data in a number of different formats.
Automated export routes to export data to third party systems or external storage, can be configured as part of the implementation process.
T-Pro then also offer and off-boarding service whereby data can be bulk exported from the platform in a format agreed with the buyers.
|Data export formats||
|Other data export formats||
|Data import formats||
|Other data import formats||
|Data protection between buyer and supplier networks||
|Data protection within supplier network||
|Other protection within supplier network||AES 256-bit|
Availability and resilience
The T-Pro Dictate platform is hosted within Amazon Web Services (AWS) environment. AWS are the number one provider of infastructure as a service with demonstrable up-times of 99.989% in EU West, 99.997% in APAC and 100% in US East and West regions.
T-Pro doesn't have a standard SLA governing up-time but is happy to come to a separate agreement with buyers on this.
|Approach to resilience||
T-Pro utilises Amazon Web Services built in back-up, redundancy and fall over utilities which are widely documented and are considered industry leading.
As our own system architecture is commercially sensitive we would prefer not to publish this. However, documentation is available on request.
|Outage reporting||Any unplanned service outages are communicated via email to nominated contacts within the buyers organisation.|
Identity and authentication
|User authentication needed||Yes|
|User authentication||Username or password|
|Access restrictions in management interfaces and support channels||N/A|
|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 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||No|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||No|
|Named board-level person responsible for service security||Yes|
|Security governance certified||No|
|Security governance approach||
Security governance is of the utmost priority to us. Whilst the system has not been accredited it has been designed in compliance with a number of standards in both the healthcare wider market setting.
The system is compliant to ISO/IEC 27001 standards and designed in consultation with a third party HIPAA consultant to ensure the safety of patient data is protected.
In addition, the T-Pro dictate system has been deemed to have the sufficient security levels and cleared for use in various public healthcare settings including the NHS (England, Scotland and Wales), HSE (Republic of Ireland) and HSCNI (Northern Ireland).
|Information security policies and processes||
User management within the T-Pro dictate system governs access to sensitive information. Initially all user access will be set up by T-Pro. However nominated users within the buyer organisation will have ability to create, update, deactivate and delete users. T-Pro and management users can enforce password complexity and expiry for users. They can reset passwords, enforce MFA and IP locking where it is deemed necessary.
Developer access is controlled by the T-Pro CTO. Passwords expire regularly (once a month currently), require MFA and are set to a high level of complexity.
T-Pro employs a strict de-hiring process where all user access is revoked and passwords changes etc.
|Configuration and change management standard||Supplier-defined controls|
|Configuration and change management approach||
The T-Pro dictate platform is upgraded periodically. T-Pro maintains a number of testing and staging environments where any new code is stringently tested before being deployed.
Initially developers test in their own dev environments. Third party companies are used to help develop automated tests and provide manual testing resources. Regression testing forms a large part of any testing cycle.
Any new changes to the system are assessed against pre-defined criteria for impact to user experience, user/data security, interface and interoperability.
New deployments are accompanied by release notes which are distributed to clients either management level or to end-users as applicable.
|Vulnerability management type||Supplier-defined controls|
|Vulnerability management approach||
Potential threats to the system are identified in a number of ways. Primarily T-Pro undertakes bi-annual pen testing. Following identification of any threats patches are deployed immediately once fix if found, confirmed and tested.
Info on prospective threats is found via security notices and journals as well as on advisement from third party pen testing company.
|Protective monitoring type||Supplier-defined controls|
|Protective monitoring approach||
T-Pro is able to identify compromises with ease. As the system is logged, behaviour is known so can be analysed.
T-Pro responds to any compromises by first taking a clone of the compromised machine for forensic analysis. Then isolate the affected service to minimise impact.
Response time is defined as ASAP
|Incident management type||Supplier-defined controls|
|Incident management approach||
T-Pro define and incident as any unexpected event.
Users can report incidents by submitting emails, chat, phoning or otherwise contacting support.
When reported a ticket is created on our helpdesk. Depending on the severity of the incident and the agents ability to resolve it, the ticket can be escalated all the way to director level.
Where a user is significantly affected, security is compromised or the system experiences a failure/downtime a further incident report will be produced. This is created by the agent countersigned by the director. The incident report is attached to the ticket and shared with the client.
|Approach to secure software development best practice||Conforms to a recognised standard, but self-assessed|
Public sector networks
|Connection to public sector networks||Yes|
|Connected networks||NHS Network (N3)|
|Price||£140 to £489 per user per year|
|Discount for educational organisations||No|
|Free trial available||Yes|
|Description of free trial||T-Pro offer a 30 day free trial for up to 10 users. Once a trial contract is signed T-Pro set up accounts and configure system for up to 10 users within 48 hours. Users/technical contact receive access instructions for software. T-Pro provides remote training to users if needed.|
|Link to free trial||https://tpro.io/#landing-form|