T-Pro Dictate

T-Pro dictate is our hosted platform that delivers Digital Dictation, Speech Recognition and Document Creation Productivity tools in a completely secure environment - without expensive upfront costs or the need to provision internal infrastructure or support.

T-Pro Dictate offers a full browser based, mobility enabled solution without any IT requirements.


  • Digital Dictation
  • Speech Recognition
  • Mobile Dictation
  • Smartphone Dictation
  • Dictation Workflow
  • Voice-to-text
  • Voice Recognition
  • Dictation Software
  • Transcription Service
  • Clinic Documentation


  • Access enterprise level technology with subscription based pricing
  • Dictate, create, edit and approve documents from anywhere
  • Minimal installation and training requirement for quick onboarding
  • Save costs by eliminating on-site hardware and support
  • Generate reports and metrics to help drive improvements
  • Utilise speech recognition to support and improve transcription productivity
  • Work from anywhere via browser or powerful mobility apps
  • Normalise templates and pre-populate to support transcription
  • Generate further efficiency with electronic signoff and automatic export
  • Highest level of security and back-up/redundancy features


£140 to £489 per user per year

Service documents

G-Cloud 10



Mark Gilmartin


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 T-Pro Dictate can be used to voice enable Electronic Medical Records and as an add on to case management systems.
Cloud deployment model Private cloud
Service constraints Buyers should be aware that additional configuration may be required for some thin client/virtual desktop environments.
System requirements Modern Browser - Chrome, Firefox, IE9+

User support

User support
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 20mins. 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 Yes
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 chat function is provided by Zendesk who are the market leaders in helpdesk service provision. This can be accessed via our website and also our help centre (also provided by zendesk)
Web chat accessibility testing N/A
Onsite support Yes, at extra cost
Support levels T-Pro provides all buyers with remote set-up and on-boarding. As well as access to phone, email and online support throughout the duration of thier contract.

Support is available to end users as well as stakeholders within a buyers organisation.

For buyers with 30+ users T-Pro will provide a dedicated account manager and some 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 seperate 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 Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started 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)
Service documentation Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction T-Pro dictate users can extract data manually from the platform by exporting audio and documents from the user interface.

If users want to bulk extract data, T-Pro provide an off-boarding service to clients which includes a full structured data export.

Buyers will request this from T-Pro at which point the scope of off-boarding will be agreed. Buyers will electronically sign contracts to that effect at which point T-Pro will action the request.
End-of-contract process T-Pro Dictate contracts include the provision, support and maintenance of the platform including all infrastructure. Helpdesk services for end users and key stakeholders within the buyers organisation. The provision of online training resources and user manuals which are kept up-to-date and relevent with any changes made to the platform.

Changes to the system come in the way of bug fixes and upgrades. Bug fixes are deployed as hot fixes on an as needed basis with upgrades released periodically. Upgrades are included in the price of the contract, available to all users and accompanied by release notes.

Implementation and training for all users is included in the price of the contracts, but is limited depending on number of users.

Buyers will be able to leverage T-Pro's existing API and previous integrations as required and included as part of the contract. However bespoke development is not included as part of the contract. Any bespoke development work will be priced separately.

Additional on-site days, for what ever requirement and beyond the standard implementation allowance will not be included in the contract and will be priced separately.

Additional hardware is not included in the price of the contract.

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
  • Windows Phone
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Mobile applications 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.

The whilst the mobile applications allow authors access to all functionality of the webapp, 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.

Limitations include:
Edit and approval access to documents.
Audio Playback
Subject naming
Accessibility standards None or don’t know
Description of accessibility Accessibility functions of the service include
text resizing (Large text options)
page resizing
descriptive ALT text for all images/buttons etc.
Compatible with all browser accessibility options
Accessibility testing N/A
What users can and can't do using the API Users can leverage our API for a number of purposes.
Create task
Post Audio file
Retrieve transcription
Retrieve document
Retrieve Audio
Create, update, delete user
Assign speech recognition speciality
Get list of available speech recognition specialities
Approve a transcription
API documentation Yes
API documentation formats HTML
API sandbox or test environment Yes
Customisation available Yes
Description of customisation Management users can customise the look and feel of the web interface by applying organisational logo's etc.

Management users can add and customise 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 users can customise task 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 interoperable within their wider ecosystem.


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
Metrics types 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.
Reporting types
  • Real-time dashboards
  • Reports on request


Supplier type Not a reseller

Staff security

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

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
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
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 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
  • CSV
  • Other
Other data export formats
  • Word (.docx)
  • Pdf
  • Mp3
  • Original audio format (as uploaded to the platform)
  • Xml
  • Txt
  • HL7 (v2.x, FHIR)
Data import formats CSV

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)
  • Other
Other protection within supplier network All data is SSL encrypted in transit within our own network

Availability and resilience

Availability and resilience
Guaranteed availability 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 seperate 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

Identity and authentication
User authentication needed Yes
User authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication Single Sign-on technologies such as:
active directory
Access restrictions in management interfaces and support channels Management interfaces are restricted to users with management permissions. Within this group management users can also have different levels of permission which further limit access.

Support channels are divided into end-user (Helpdesk) and management support. Key stakeholders within the buyers organisation are given access to enhanced support via direct dial and mail with dedicated contacts in T-Pro
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor 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 User-defined
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for User-defined
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 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.

Operational security

Operational security
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.

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)


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

Service documents

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