Epro

Electronic Document Management (Epro EDM)

Epro EDM offers full interoperability as part of the Epro family removing the cost of interface-development for a solution that facilitates a paperless/light NHS, enabling hospitals to: scan, index, and archive existing paper records. Epro's interface is secure, browser-based and can be used on any mobile-device.

Features

  • Go Paperless / Paperlight is enabled via Epro EDM
  • Support multiple file types
  • Role based access control
  • Supports content lifecycle management
  • No need for third party software
  • PACS viewer
  • ICE Viewer
  • Patient Banner with Alerts and ADRs

Benefits

  • Saves cost on storage physical records
  • High rates of user adoption
  • Low cost of ownership
  • In year ROI
  • Fully audit able
  • Reduces the risk of clinical errors
  • Easy to use / intuitive interface
  • Saves clinical time

Pricing

£1 to £68 per user per month

Service documents

G-Cloud 10

605704076306256

Epro

Keli Shipley

0117 379 0066

Sales@Epro.com

Service scope

Service scope
Software add-on or extension Yes, but can also be used as a standalone service
What software services is the service an extension to Moving towards a full EPR, adopting a best of breed modular approach.

Epro Scrik - Digital Dictation / Speech Recognition.

Epro Clinik - Clinical Workflow inc lab results, drawing, noting.

Epro Tablik - Patient Journey inc Bed Management, Discharge
Summaries, Handover etc.
Cloud deployment model Private cloud
Service constraints Dependent on deployment.
System requirements Glass Client

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Response Times
Priority Response times
Show-stopper (P1) 30 mins during core hours
Major 3 working hours
Routine Within one working day
Minor 5 working days
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
Phone support Yes
Phone support availability 24 hours, 7 days a week
Web chat support No
Onsite support Onsite support
Support levels Epro will provide support services via the customer portal, email or telephone for: Routine operational maintenance and outage/change notifications; Enhancement requests, Non-critical technical/functional enquiries; Support contract enquiries and Third Line Support.

Epro provides a technical account manager for each implementation and two comprehensive support packages are offered: (1) 8am - 5.30pm Monday to Friday support or (2) 24/7 support.

Support is costed at 20% of licence fee.
Optional 24/7 support is priced at £200 per hour plus a 20% uplift on standard support costs.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Online and on-site training and documentation is provided.
Epro provide full project management presence in form of a Prince II-qualified project manager, product specialist and project team throughout the implementation to the point of Pilot close. We recommend the Trust provide at least one FTE project management / change management resource.
We provide a wide variety of training which includes: on-site training, web training, eLearning, train the trainer as well as continuous refresher courses, walkthrough documents, video help and online material, which is accessible on epro.com.

In our training sessions, we aim to focus on: the transfer of skills, knowledge and capabilities that enable the Trust to perform as much in-house training as possible. Our regular training approach is therefore centred on internal Trust trainers and super users with regular staff being trained during the pilot and rollout period by in house trainers. It is expected that the Trust will deliver all training to new standard users via its own IT Trainers, who will have been trained by the supplier. Supplier training staff may observe training sessions at the start to support the Trust’s IT trainers and enhance supplier awareness of issues which users find difficult.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction This all dependent on the integrations required and requesting throughout the project. In some cases the TIE (Trust Integration Engine) or Trust Portal may receive copies of the documentation from day one.
All data stored within Epro is retained in perpetuity with the exception of:
1. Copies of inbound HL7 messages – culled after 1 year.
2. PowerSearch access audit data – culled after 6 months.
3. Dictation voice files – culled after 1 year only if transcribed.

The reason for culling these two has been to maintain reasonable database size and performance. To date this has been the only data it has been necessary to cull.

The data can be moved to a separate archive database if this is the preference of the trust.

We have had discussions with trusts in the past regarding destruction / archiving of data, but none has been able to reach agreement as to how to interpret the guidelines on health record destruction. This guidance offers a range of periods ranging from 7 – 20+ years depending on circumstances.

We are happy to re-open discussions at implement this functionality should consensus on guideline implementation emerge (from within one or multiple trusts).
End-of-contract process Subject to further discussion, we can deliver a service credit regime agreement with regular review meetings to assess performance against SLAs as agreed above.

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 Yes
Compatible operating systems
  • Android
  • IOS
  • Linux or Unix
  • MacOS
  • Windows
Designed for use on mobile devices Yes
Differences between the mobile and desktop service The mobile working enables a better user interface that adapts to the screen size and position and layout to enable a better view, scrolling down list view to the desktop version.
Accessibility standards WCAG 2.0 A
Accessibility testing The interface is tested using keyboard-only interaction and with foot pedal support for interaction with timed media.
API Yes
What users can and can't do using the API As part of the Epro deployment, an API user will usually be created, with a windows username like ‘eproapiuser’ or a custom NT login name provided by the Trust. This user will have access to call Epro’s API services, but the user will not be able to log into the Epro application interactively.

Epro supports sending and receiving Discharge Summaries and letters in this fashion. The standard for the CDA messages which Epro supports and is fully compliant with ITK 2.0.1, and you can access all the documentation for ITK via. TRUD. We offer a SOAP web service implementation for two of the ITK correspondence bundles (Non-Coded CDA and Discharge).

Generally, Epro’s API services must be called by an authenticated user. Integrated Windows authentication is the preferred method, although basic/anonymous authentication may also be possible in some circumstances.
API documentation Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Epro is a modular system which can be customised per installation with a range of functionality. Various features and core data sets can be customised to local standards and processes and maintained by local administrators. In addition, custom functionality can be developed on a bespoke basis, but there would be additional costs for this.

Scaling

Scaling
Independence of resources Epro has increased it's user base in the last 12 months by over 10,000 users. We have a customer guarantee and SLA that protects existing and new accounts which enables scaling at pace.

Performance is reported on and balanced to ensure system performance is at its best.

Analytics

Analytics
Service usage metrics Yes
Metrics types We provide a variety of reports dependent on the solution, usually around: performance, user activity, tasks etc.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Conforms to BS7858:2012
Government security clearance None

Asset protection

Asset protection
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 Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency At least every 6 months
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process Yes
Data sanitisation type
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach Epro does not have any front-end accessible export tools, but we can provide customised data export facilities on request. Data is held in SQL format and this is accessible directly by customer IT teams where that is held on their own servers, although we do not recommend this.
Data export formats
  • CSV
  • Other
Other data export formats SQL
Data import formats
  • CSV
  • Other
Other data import formats SQL views (preferred)

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)

Availability and resilience

Availability and resilience
Guaranteed availability Epro doesn't have a standard SLA governing uptime but we are happy to come to a separate arrangement with buyers on this where required.
Approach to resilience The service provider commits to a Service Level Agreement (SLA)
Contractual commitments or Service Level Agreements (SLAs) are used by the service provider to make commitments about the level of service availability.
(Full system architecture is commercially sensitive but documentation is available on request)
Outage reporting Any unplanned outages are communicated via Email and Support Portal alerts to nominated contacts.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication Username or password
Access restrictions in management interfaces and support channels Some interfaces are restricted to mangers or other agreed personnel with the right permissions for example the JIRA system. The support channel is usually restricted to users / stakeholders who are given access. Direct number and emails are also available.
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 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

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 Yes
Security governance standards
  • CSA CCM version 3.0
  • ISO/IEC 27001
Information security policies and processes Rights
All patient information may be exported for Subject Access Requests. Patient information may be corrected if inaccurate.

Security
We believe Epro’s security design to form an appropriate balance between restriction of information and appropriate information availability. We continue to advise trusts against such practices as the sharing of passwords, setting up of shared logins and not using ‘Go to’ accounts for locums etc.

International
No Epro data is housed or processed outside the EU.

IG Toolkit
Epro is compliant with the HSCIC IGT. We have completed and published the NHS IGT ( Assessment Ref ASS/232116) assessment 14.1 (2017-2018) with a final score of 91% and level three on 12 out of 16 requirements and level 2 in the remaining 4 requirements.

Epro maintains an active safety culture fully compliant with ISB 0129 and publishes a formal Safety Case document.

Further information is available on our customer portal at safety.epro.com, including online access to hazard logs and incident logs.

In the interests of transparency, incident reports are shared between all customers. An illustration of a partial extract of the incident log is attached in the supporting documents section

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Epro maintains a number of testing and staging environments which code is stringently tested before being deployed.

New deployments are accompanied by release notes which are distributed to clients registered at the levels appropriate to the individual trust.
Vulnerability management type Supplier-defined controls
Vulnerability management approach Epro undertakes regular Pen Testing, if threats are identified patches are deployed immediately once a fix is found and tested.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Epro is able to identity compromises with ease. The system is logged and can be analysed.
Epro responds by taking a clone of the machine and then isolates to minimise impact in the service.
Response times are defined as ASAP
Incident management type Supplier-defined controls
Incident management approach Users can report incidents by submitting: emails, JIRA tickets and calls.
We have a full technical support help desk which tickets are created and manged on severity in line with our SLAs.

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 Yes
Connected networks
  • New NHS Network (N3)
  • Other

Pricing

Pricing
Price £1 to £68 per user per month
Discount for educational organisations No
Free trial available No

Documents

Documents
Pricing document View uploaded document
Terms and conditions document View uploaded document
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