IT

Dear Gloucestershire Health and Care NHS Foundation Trust,

Please can you provide the following information for the last 3 years.

In the IT Project Team (including contractors).

Number of
8c
8b
8a
7
6 and below

number of contractors

Number of projects delivered in that year.

Yours faithfully,

Dear Gloucestershire Health and Care NHS FT,

Under the Freedom of Information Act 2000, please provide the following about your printing/multifunction-device (MFD) provision. Please answer for each category: a) Photocopiers/MFDs, b) Desktop printers, c) Print room / reprographics.

Contract & supplier
1. Are you in contract for a managed print service? Is it fully outsourced?
2. Who is the incumbent supplier for each category above?
3. What is the manufacturer/brand of the devices (if different to Q2)?
4. What is the contract start date and end date for each, and what extension options remain?
5. How was it procured — direct award or mini-competition? If via a framework, which one (e.g. CCS RM6174, KCS, ESPO, YPO, NHS Supply Chain, NOE CPC, LPP)?

Scale & spend
6. How many MFDs and how many printers do you have?
7. What is the annual spend on the managed print service (lease, cost-per-click, consumables, service)?
8. What are your annual print volumes (mono and colour)?
9. How many sites/locations does the contract cover?

Software & capability
10. What print-management software do you use (e.g. PaperCut, Equitrac, uniFLOW, YSoft SafeQ)?
11. Do you have secure/follow-me print and mobile print capability?
12. What device/fleet remote-monitoring software do you use?

Renewal & ownership
13. Any planned procurement to replace or re-tender print/MFDs in the next 24 months? If so, when and via which framework?
14. What is the job title/role of the person responsible for the print estate, and the generic team contact for print procurement?

Please provide the information electronically. If any part is exempt, please answer the remainder and cite the exemption.

Yours faithfully,

Dear FOI Team,

I am writing to request information under the Freedom of Information Act 2000.

Please provide the following information:

1. Is the Trust’s IT service desk/helpdesk managed by the Trust’s internal team/s or outsourced in whole or part?

2. What, if any, elements of the IT service desk/helpdesk and clinical system management are provided through an external managed service provider or external resource?

3. Please provide details of any current organisational charts, governance documents, operating models, or role descriptions relating to the Trust’s IT service desk/helpdesk, including the use of internal staff, contractors, temporary resource augmentation, or managed service providers

4. Please provide details of any third-party suppliers, frameworks, or managed service providers currently supporting the Trust’s service desk and/or helpdesk management and clinical system support functions, including:

• supplier name;
• service provided;
• contract start/end dates;
• procurement framework used (if applicable); and
• annual contract value where held.
5. Please provide details of any current or planned digital transformation programmes, improvement initiatives or projects related to the delivery of IT service management, IT service desk/helpdesk and end user computing services

6. Please provide details of any planned or anticipated procurement exercises, contract renewals, workforce expansion programmes, or technology investments relating to IT service management and IT service desk/helpdesk services that are currently approved or in procurement planning documentation.

For clarity, I would prefer to receive the information electronically by email where possible.

If any part of this request is unclear, please let me know as soon as possible so that I may refine or clarify the request.

If you consider that any exemptions apply to the information requested, please provide:
• details of the exemption(s) relied upon; and
• an explanation of why the exemption applies.

If the information requested is already publicly available, please direct me to the relevant publication or webpage.

I understand that under the Act you are required to respond within 20 working days.

Thank you for your assistance.

Yours faithfully,

Dear Freedom of Information Officer,

I am writing to make a request under the Freedom of Information Act 2000 (or, where applicable, the Freedom of Information (Scotland) Act 2002) for information relating to your organisation’s telephony infrastructure, contact centre or patient access operations, associated support contracts, and staffing arrangements.

Please provide responses to the questions below. Where exact figures are not held centrally, reasonable estimates or approximations are acceptable. Where information is not held or is exempt, please state which exemption applies.

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SECTION 1 — TELEPHONY INFRASTRUCTURE
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1.1 What telephony system(s) does Gloucestershire Health and Care NHS FT currently use for inbound and outbound calls?
Please provide:
(a) Vendor / manufacturer name
(b) Product / platform name (e.g. Cisco Unified Communications Manager, Avaya Aura, Mitel MiVoice, Microsoft Teams Direct Routing, 8×8, RingCentral, Gamma, BT Cloud Voice)
(c) Version or generation currently in use

1.2 Is your telephony system:
(a) On-premise (hosted within your own data centre or server rooms)
(b) Cloud-based / hosted (vendor or third-party managed)
(c) Hybrid (combination of on-premise and cloud)

1.3 Approximately how many telephone lines and/or DDI (Direct Dial-In) numbers does Gloucestershire Health and Care NHS FT currently operate?

1.4 When was your current telephony system first installed or last substantially upgraded?

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SECTION 2 — CONTACT CENTRE / PATIENT ACCESS
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2.1 Does Gloucestershire Health and Care NHS FT operate a dedicated contact centre, patient access centre, or centralised switchboard function?
If yes, please provide:
(a) Name or primary function of the contact centre / access centre
(b) Communication channels currently supported (e.g. voice/telephone, email, webchat, SMS, social media, video)
(c) Contact centre platform or software used to manage queuing, routing, and agent interactions (e.g. Cisco UCCE / UCCX, Avaya Contact Centre, Genesys Cloud, NICE CXone / inContact, Amazon Connect, Salesforce Service Cloud, Freshdesk, Puzzel, Content Guru)

2.2 How many contact centre agent seats or licences does Gloucestershire Health and Care NHS FT currently hold?

2.3 What is the approximate annual inbound call volume handled by your contact centre or switchboard?

2.4 Does your organisation use an Interactive Voice Response (IVR) or automated call routing system? If yes, please provide the vendor and product name.

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SECTION 3 — SUPPORT AND MAINTENANCE CONTRACTS
──────────────────────────────────────────

3.1 Who provides support and maintenance for your telephony and/or contact centre system(s)?
Please provide (for each system if more than one):
(a) Name of the support provider (vendor direct support or third-party maintenance organisation)
(b) Type of coverage (vendor support, third-party maintenance, or both)
(c) Approximate annual value of the support / maintenance contract
(d) Contract start date and expiry / renewal date

3.2 Are any significant telephony or contact centre contracts (including licences, maintenance, or managed service agreements) due for renewal within the next 24 months? If yes, please provide the contract category and approximate renewal date (full commercial detail is not required).

3.3 What procurement framework(s) did Gloucestershire Health and Care NHS FT use to procure its current telephony or contact centre solution(s)? (e.g. Crown Commercial Service (CCS) RM6116, NHS Shared Business Services, G-Cloud, Tech Products 4, direct award, competitive tender)

──────────────────────────────────────────
SECTION 4 — STAFFING
──────────────────────────────────────────

4.1 How many whole-time equivalent (WTE) staff are directly employed by Gloucestershire Health and Care NHS FT in contact centre, patient access centre, or switchboard roles?

4.2 Please provide a breakdown of contact centre / switchboard staff by job role or Agenda for Change (AfC) band (or equivalent). Specific names of individuals are not required; job title or band is sufficient.

4.3 Does Gloucestershire Health and Care NHS FT use any outsourced or third-party contact centre agents or managed service operators?
If yes, please provide:
(a) Approximate number of outsourced agent seats or FTEs
(b) Name of the outsourced provider
(c) Approximate annual cost of the outsourced arrangement

4.4 Does Gloucestershire Health and Care NHS FT have a named senior role responsible for contact centre or patient access operations? (e.g. Head of Contact Centre, Head of Patient Access, Director of Operations — name of individual not required, role title only)

──────────────────────────────────────────
SECTION 5 — FUTURE PLANS
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5.1 Is Gloucestershire Health and Care NHS FT currently planning, evaluating, or actively procuring a replacement or substantial upgrade to its telephony or contact centre system within the next 24 months? If yes, please state the anticipated timeline and scope (e.g. full platform replacement, cloud migration, additional channel capability).

5.2 Has Gloucestershire Health and Care NHS FT completed or commissioned any review, business case, or digital roadmap covering telephony or contact centre transformation in the last two years?

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I would be grateful if you could provide the requested information within the statutory 20 working days. If any part of this request is refused under an exemption, please specify which exemption applies and whether the public interest test has been considered.

If you require any clarification regarding this request, please do not hesitate to contact me.

Yours faithfully,

Dear FOI Team,

I am writing to make a request under the Freedom of Information Act 2000.

Please could you provide the product name and supplier name for the following software systems currently used by the Trust:

• EPR – Electronic Patient Record
• PAS – Patient Administration System
• TIE – Trust Integration Engine
• ePMA – Electronic Prescribing and Medicines Administration
• MIS – Maternity Information System
• LIMS – Laboratory Information Management System
• RIS – Radiology Information System
• PACS – Picture Archiving and Communication System
• Emergency Department / Urgent Care System
• Patient Portal
• Data Warehouse / BI / Analytics Platform
• IAM / SSO – Identity, Access Management and Single Sign-On
• EDMS – Electronic Document Management System
• AVT – Ambient Voice Technology
• Virtual Ward / Remote Patient Monitoring Platform

Please note:
• If any of the above categories are delivered as a module within another system, please provide the parent system name with the label “parent” appended
• If the Trust does not have a system for any category currently, please state “not used”
• If the trust has more than one product for a single category please list each supplier name and product name for the category

I would be grateful if the response could be provided in a table with the following columns:
• Category
• Supplier name(s)
• Product name(s)
• Notes, if applicable

Under the Freedom of Information Act 2000, I understand that public authorities should respond promptly and in any event within 20 working days of receipt of the request.

Thank you for your help.

Kind regards,

Dear FOI Team,

I am writing under the Freedom of Information Act 2000 to request information about several systems and services in use at the Trust.

My inquiries are as follows:

Technology Group Supplier Product Updated Contract Ending Date Contract Ending Date
Cyber security services Bytes ? ? ?
Cloud provider Bytes Azure ? ?
Electronic document management system Civica Cito ? ?
Electronic patient record Idox Lilie ? ?
Staff rostering system RLDATIX HealthRoster Optima ? ?
Financial management system Capita Integra ? ?
Electronic patient record Software of Excellence SOEL Health ? ?
Blood tracking ? ? ? ?
Critical care systems ? ? ? ?
Diagnostic reporting ? ? ? ?
Mental Health Talking Therapy digital tools ? ? ? ?
Patient communication system ? ? ? ?
Pathology systems ? ? ? ?
Pathology PACs ? ? ? ?
Picture Archiving and Communication Systems ? ? ? ?
Radiology Information Systems ? ? ? ?
AI workflow assistants ? ? ? ?
Business Intelligence tools ? ? ? ?
Call handling automation systems ? ? ? ?
Patient care scheduling tools ? ? ? ?

Please note: In relation to cyber security we are asking for the name of your main cyber security provider. We do not need to know the software or sub-contractors used.

Clarification on ‘N/A’ Responses:

• Please enter ‘No System Installed’ if your trust does not have such system.
• Please enter ‘No system needed’ if your trust does not have a department or service which requires such a system.

Clarification on Contract expiry date:

• If the contract is expiring in the next 6 months, please state if the trust plans to renew, re-procure or take any other action.
• If the contact is on a rolling basis, Please enter ‘Rolling’.

Additionally, could you please fill in the missing product names and revised contract expiry dates?

Regards,

Dear Gloucestershire Health and Care NHS Foundation Trust,

This is a request for information under the Freedom of Information Act 2000 regarding the local rollout and implementation of the Federated Data Platform (FDP). We appreciate that a small part of the information requested may have already been published as a result of previous FOI requests, but as the FDP rollout is an ongoing and evolving piece of work, we are seeking information that is up to date and accurate at the time of response. Please can you provide full answers to the following two questions:

1. Is the federated data platform currently live at your trust (where live means having the platform available for the trust to use, known as a local instance)?

a) If the FDP is live, please can you list:

i) The names of all the FDP apps that you are currently using.
ii) The date each FDP app you are currently using went live/became available to practitioners.
iii) The names of all FDP apps you intend to trial or roll out in the future
iv) The proposed roll out dates for each FDP app you intend to roll out.

b) If the FDP is not live:

I) Do you intend to roll out the FDP in the future, and if so, what is the proposed time frame for roll out.
ii) If yes to the above, which apps are you looking to roll out.

iii) Which factors have prevented the trust from already rolling out the FDP?

2. Are there any FDP apps that your trust has trialled or considered implementing but decided not to adopt or rolled back/are no longer using.
For any such apps please can you list:

i)The name of the app.
ii)The period for which it was trialled.
iii) The reason the app was not adopted or rolled back or is no longer in use.
iv) Please could you also describe the process by which each App was trialled, evaluated and a decision was made to not adopt it or roll it back. Please include:
– Copies of any assessment documents including, but not limited to, data impact assessments, that were completed during the period the app was being considered/developed/trialled/evaluated.
– Any emails or meeting minutes, agendas or briefings where the evaluation of the app(s) and the decision not to adopt/roll back where discussed.
– Any alternative apps/systems or approaches which were ultimately adopted used by the trust to cover the functionality the app(s) was meant to provide.

Please can you supply the above information in PDF format.

Yours faithfully,

Dear FOI Team,

I am writing to make an open government request for all the information to which I am entitled under the FOI Act 2000.

Can you please provide an update on your Trust’s Infrastructure, including aspects of Hardware and Printing?

Thank you in advance for your time.

Kind regards,

Dear FOI Team,

This is a request under the Freedom of Information Act 2000 regarding cybersecurity, cyber resilience and EHR/EPR supplier compliance. Please answer the questions below; where information is not held, please confirm this.

1. Certifications and DSPT status (please tick / fill)

Item Trust EHR/EPR Supplier
ISO 27001 — valid certification held? (Y/N)
ISO 22301 — valid certification held? (Y/N)
Cyber Essentials Plus — valid certificate held? (Y/N)
DSPT — submission completed for most recent assessment year? (Y/N)
DSPT — published status (Exceeded / Met / Approaching / Not Met)
DSPT — independent audit of submission undertaken? (Y/N) [supplier only] N/A

2. DSPT — narrative follow-up
If any DSPT requirements were recorded as ‘Not Met’ or ‘Approaching Standards’ in your most recent submission (Trust or supplier), please briefly describe the areas affected and confirm whether an improvement plan was submitted to NHS England.

3. Clinical safety
a. Has the Trust produced a DCB0160-compliant Deployment Safety Case and Hazard Log for its primary EHR/EPR system?
b. Has the EHR/EPR supplier produced a DCB0129-compliant Clinical Safety Case Report and Hazard Log?
c. Please name the Clinical Safety Officer (CSO) for (i) the Trust and (ii) the EHR/EPR supplier.
d. Has the Trust conducted simulation exercises or downtime training with clinical staff to prepare for a ransomware attack?

4. Cybersecurity leadership and staffing
a. Does the Trust have dedicated cybersecurity staff (separate from general IT)? If yes, please give the FTE count.
b. Does the EHR/EPR supplier have a Chief Information Security Officer (CISO), and is this role UK-based?
c. Does the supplier have UK-based cybersecurity staff responsible for NHS-deployed systems? If yes, please give the FTE count.

Please identify your primary EHR/EPR supplier when answering the supplier-related items above.

Thank you for your assistance.

Kind regards,

Dear FOI Team,

I am writing to make a request under the Freedom of Information Act 2000 for the following information relating to your Trust’s IT infrastructure:

1. A list of server hardware currently in use, including manufacturer, model, and year of installation or purchase.
2. A list of storage hardware (SAN/NAS) currently in use, including manufacturer, model, and year of installation or purchase.
3. A list of networking equipment (switches, routers, firewalls, load balancers) currently in use, including manufacturer, model, and year of installation or purchase.
4. For each item above, whether the equipment is currently covered by the original manufacturer’s support/warranty, a third-party maintenance provider, or is unsupported.
5. The annual spend on hardware maintenance and support contracts for the categories listed above, for the most recent financial year.
6. The date(s) on which current hardware maintenance contracts are due for renewal.
7. The name, job title, and contact email address of the person(s) responsible for IT infrastructure procurement and/or hardware maintenance contracts.

If it is not possible to provide all of the above, I would welcome any partial response covering the information that is readily available. I am happy to narrow the scope of this request if needed please contact me to discuss.

I would prefer the information in electronic format (spreadsheet or PDF).

Thank you for your assistance.

Yours faithfully,

, would you be able to answer the following questions please:
1. Please can you provide cost information on outsourced letter transcription for the last 3 years?
2. Please can you provide the number of letters by month not meeting a turnaround time of 7 days for the last 3 years?
3. Please can you provide the annual number of documents in backlog for the last 3 years?

Kind regards,

Dear FOI Team,

I am writing to make an open government request for all the information to which I am entitled under the FOI Act 2000.

Please provide information regarding the following system contracts:
1. Ambient Voice Technology (scribing)
2. EPR
3. Health Information Exchange (HIE)
4. Live operational dashboard system
5. Outcomes/performance benchmarking
6. Scheduling
7. Shared Care Record
8. Simple Business Intelligence
9. Transfers of care system
10. Voice recognition

Please enter ‘No System Installed’ or ‘No Department’ under supplier name if your trust does not use the system or have the department:
a) System type –
b) Supplier name –
c) System name –
d) Date installed –
e) Contract expiration –
f) Is this contract annually renewed? – Yes/No
g) Do you currently have plans to replace this system? – Yes/No
h) Procurement framework –
i) Other systems it integrates with? –
j) Total value of contract (£) –
k) Notes (e.g. we are currently out to tender) –

Please provide your answer in the above format for each system.

System definitions:
Ambient Voice Technology (scribing): Ambient Voice Technology (AI Scribe) – Technology that automatically captures and transcribes clinician–patient conversations in real time and uses artificial intelligence to generate structured clinical notes or documentation. This differs from standard speech recognition or dictation tools because the system works in the background during consultations and produces draft notes for clinician review rather than requiring manual dictation.

EPR: An electronic patient/health record is an electronic record of periodic health care of a single individual, provided mainly by one institution. A digital version of a patient’s paper chart.

Health Information Exchange (HIE): Is the electronic transmission of healthcare-related data among medical facilities, health information organizations, and government agencies according to national standards. HIE enables care professionals to view shared records and make more informed decisions for patients.

Live operational dashboard system: Live operational dashboard system-this is a toolset developed to provide clinicians with the relevant and timely information they need to support daily decision making that improve quality of patient care

Outcomes/performance benchmarking: These systems enable a trust to compare their key clinical outcomes indicators, such as mortality, length of stay and readmission rates, with other NHS trusts

Scheduling: Enterprise level systems that are designed to effectively and efficiently allocate resources (staff, equipment, treatment and even data) to patients at the necessary time and place. Systems in this area range from appointment booking, typically for clinic slots, through to far more sophisticated SAP-style resource allocation and scheduling systems.

Shared Care Record: is a digital system that allows different health and care organisations to securely access and share a patient’s health and care information.

Simple Business Intelligence: Simple Business Intelligence- tools that transform raw data into actionable information

Transfers of care system: System used to manage and collect data on patient moving from one care provider to another.

Voice recognition: Identifies and translates spoken words into text. Used to complete tasks or transcribe documents.

Dear team,
Under the Freedom of Information Act, I would like to request the following information for each calendar year from 2020 to 2026 inclusive:
1. The number of cyber security breaches that have being identified that were found to be a result of a malicious threat actor (i.e. not accidental data breach)
2. The breakdown in high-level causes of these breaches as identified by cyber security incident response teams (CSIRTs), for example (but not limited to) unpatched software/hardware, lack of multi-factor authentication (MFA), leaked user credentials, lack of in-transit encryption, etc
3. The number of breaches that occurred that were attributed to a previously known vulnerability to the organisations hardware, software, policies, or processes, for example where system was known to be at risk due to being unpatched or out of support, or security controls were recommended but not enforced, and was defined within the resulting incident response report.
4. The estimated combined costs incurred as a result of cyber security breaches defined in request number one in each year.
No specific details are requested in relation to software/hardware utilisation, but rather high-level causes of breaches. I believe the high-level nature of this request does not allow for the use of s.31(1)(a) of the FOIA as this would not be likely to prejudice the security of your systems or data, as these are historical incidents which have since been dealt with. The public interest in understanding breach causes across public sector organisations outweighs the public interest in the exemption.
I would like you to provide the information in Word, Excel, or CSV format.
Please contact me if you need me to clarify my request.

Yours faithfully,

Dear Gloucestershire Health & Care NHS Foundation Trust

Please answer the following questions regarding your print equipment set up under Freedom of Information Act 2000 (FOIA)

1. Number of Multi-functional devices / photocopiers at the Trust?

2. Name of current supplier (the incumbent)?

3. When did the contract start?

4. When is it due to end?

5. Details of any extension options beyond above date (Q4)?

6. If contract has ended, when do you intend to re-tender this arrangement?

7. Route to market used – open tender of framework. If framework, which one?

8. Number of single function printers – in addition to above MFD count?

9. Is there a services agreement that covers above (Q8)?

10. Does the Trust have a Print Room?

11. If yes, please advise (a) name of supplier (b) number of devices (c) contract end date (d) details of any extension options?

12. Who at the Trust looks after this contract?

I would be grateful if you would acknowledge receipt of this request and I look forward to receiving your full response within 20 working days.

With kind regards.

Dear Gloucestershire Health and Care NHS Foundation Trust,

Under the Freedom of Information Act 2000, please provide the following recorded information held by your organisation regarding assurance processes for software based data erasure of end of life IT equipment.

For clarity, this request relates specifically to the erasure of storage media associated with end of life hardware such as laptops, desktops, servers, storage arrays, or other data bearing IT equipment. It does not relate to operational deletion of data within live systems, routine account management, or DSP Toolkit self assessment processes.

Physical destruction methods such as shredding, crushing, degaussing, or disintegration are outside the scope of this request. This request concerns software based erasure only.

This request seeks to distinguish between confirmation that an erasure process was carried out and recorded evidence demonstrating that the final data state of a specific storage device is irrecoverable. I am not seeking technical configuration detail or security sensitive information, only the recorded assurance basis relied upon when concluding that personal data has been rendered irrecoverable.

Please confirm:

1) Whether your organisation’s policies, contractual terms, or internal procedures require an explicit outcome based warranty or guarantee that personal data on a specific storage device has been rendered irrecoverable as a final data state following software based erasure.

2) Where software based erasure of storage media is undertaken internally, what recorded evidential assurance is relied upon to conclude that the final data state of the specific storage device is irrecoverable, as distinct from confirmation that an erasure process was executed.

3) Where software based erasure is undertaken by a third party provider:

a. Do the certificates or contractual documents held constitute an explicit outcome based warranty or guarantee of irrecoverability for each specific storage device processed?

b. Beyond reliance on supplier accreditation or recognised standards including but not limited to ADISA certification, ISO accreditation, NIST alignment, HMG IA standards, NHS Digital guidance, or Data Security and Protection Toolkit assertions, and beyond confirmation that a wiping process was completed, does the organisation hold any recorded, device specific documentation evidencing independent verification, testing, or validation that the data on the storage media has been rendered irrecoverable in practice?

4) If no explicit outcome based warranty or device specific outcome evidence is held beyond certification, accreditation, or confirmation of process completion, please confirm what recorded form of evidential assurance is relied upon when concluding that personal data has been rendered irrecoverable.

Yours faithfully,

To Whom It May Concern,

Please find below FOI request.

Could I please request that when responding, if the name of your organisation is not in your email signature that additionally this is provided.

1. What is the name of your organisation

2. Within which Nation do you report (England, Scotland, Wales, Northern Ireland)

3. To which ICS / ICB (or alternative) do you report / belong? (if this is in the process of changing please give the name of the new organisation as you will be of 1 May 2026)

4. Does your senior leadership team have live access to updates regarding the Trust corporate plan?

5. Are you able to provide live reporting regarding shared projects / risks to your local ICB / ICS / appropriate alternative body?

6. What is your latest NHS Digital Maturity Score?

7. What software do you use for the management of Projects?

8. Who is responsible for the overall management / reporting of projects?

9. What software do you use for the management of corporate risks?

10. Who is responsible for overall management management / reporting of corporate risks to the board?

11.Is any part of the organisation currently using Microsoft project Online?

12. If yes to the previous questions, which teams / departments?

13. What is your organisations policy in regards to AI & AI Solutions

If you would prefer to answer using a Microsoft Form, that can be done so using this link.

Kind Regards

Dear FOI Officer

I am writing to request information under the Freedom of Information Act 2000.

I would be grateful if you could complete the attached spreadsheet which has all of the information I am requesting. If you can complete the attachment with your organisation name at the top I would be very grateful. You may need to expand the columns in excel to see all of the questions.

Questions Answers
Organisation Name Gloucestershire Health and Care NHS Foundation Trust
Do all of your users primarily use a LOCAL Trust owned O365 tenant for email/Teams or are you on the central national tenant (nhs.net) Local/Central
Do you use the central tenant InTune MDM yes/no
Do you use your own InTune MDM yes/no
If not using InTune as MDM, which product do you use Name of product here
Do you have PowerBI/Fabric in central tenant yes/no
Do you have a Microsoft Enterprise Agreement yes/no
Microsft end user license costs 22/23 (ex VAT) Costs as a figure here
Microsft end user license costs 23/24 (ex VAT) Costs as a figure here
Microsft end user license costs 24/25 (ex VAT) Costs as a figure here
Microsft end user license costs 25/26 (ex VAT) – to date Costs as a figure here
Do you have plans to move to the central tenant if you have not already yes/no
Microsoft License renewal date Date here

End User Licenses most recently purchased below
Microsoft License Name Total Number of Licenses purchased
Enterprise Mobility + Security E3
Enterprise Mobility + Security E5
Exchange Online (Plan 2)
Microsoft 365 Apps for enterprise
Microsoft 365 Copilot
Microsoft 365 E3
Microsoft 365 E5
Microsoft 365 F3
Microsoft Entra ID P1
Microsoft Entra ID P2
Microsoft Intune Plan 1 Device
Microsoft Intune Plan 1 User
Microsoft Teams Domestic Calling Plan
Microsoft Teams Phone Standard
Microsoft Teams Premium
Microsoft Teams Rooms Pro
Office 365 E1
Office 365 E3
Office 365 E5
Planner and Project Plan 3
Planner and Project Plan 5
Planner Plan 1
Power Automate Premium
Power BI Pro
Project Online Essentials
Visio Plan 1
Visio Plan 2
Any other end user Microsoft Licenses below

If this information is already publicly available, please direct me to where I can find it.

I would prefer to receive the information in CSV or excel spreadsheet format please

Please just reply to this email with the relevant attachment completed.

Yours faithfully,

Dear Gloucestershire Health and Care NHS Foundation Trust,

Please can you answer the following questions regarding the Trust’s print and document management set up under the Freedom of Information Act:

1. During 2025, approximately how many paper documents created in clinical or administrative settings were later scanned or uploaded into the Trust’s electronic patient record system?
2. During 2025, what was the total number of pages printed by the Trust?
3. How many printers or multifunction devices (MFDs) were in active use across the Trust during 2025?
4. How many print- or scanning-related faults or failures were logged during 2025?
5. Does the Trust maintain physical storage for legacy medical records, and if so, are those records primarily stored on Trust premises, or off-site with a third-party provider?
6. During 2025, approximately how many outpatient or patient appointment communications were issued by post or hybrid mail?
7. During the same period, how many missed or unattended appointments (“no-shows”) were recorded? And how many of those no-shows were attributed to appointment communications not being received or acknowledged by the patient?

I’ve tried to align these questions with what I assumed to be easily accessible data that can be gathered within FOI time and budget limits. If for any reasons these questions can’t be answered, please I would be very grateful if can you instead advise on any similar metrics reported that could be shared instead?

I would be grateful if you would acknowledge receipt of this request and I look forward to receiving your full response in 20 working days.

With kind regards,

Dear, Gloucestershire Health and Care NHS Trust
Under the Freedom of Information Act, I would like to request the following information.

1. Telephone System

What make is your telephone system?
How old is the telephone system you operate?
How many users do you have?
Is your telephone system cloud based or on premise?
Can your switchboard operators transfer external incoming calls to all users across your estate?
How many extensions does your telephone system have?

2. Telecoms Estate

How much do you spend annually on telecoms?
Do you know how this is split into Voice Telecoms / Data Networking / Mobile Communications / Maintenance?
Which suppliers do you use for Voice / Data / Mobile / Maintenance?
How many analogue lines do you have?
How many ISDN2 Services do you have?
How many ISDN30 Services do you have?
How many mobiles do you have?
Have you done anything about the Analogue Switch Off / Digital Switch On? If so, what have you done?
What are the contact details for the person who looks after telecoms and the costs associated with these?

3. Microsoft

How much do you spend annually with Microsoft?
How often do you review licensing costs?

Many Thanks & Best Regards

Dear Gloucestershire Health and Care NHS Foundation Trust,
Please can you answer the following questions regarding the Trust’s IT set up under the Freedom of Information Act:

1. What was the typical average login time for staff devices, measured from power-on to a usable desktop session, during the 2025 calendar year?
2. How many endpoint or device-related incidents (for example PCs, laptops or tablets) were logged with the IT service desk between 1 January and 31 December 2025?
3. What was the average time taken to resolve endpoint or access-related incidents (mean time to restore, in hours) during the same period?
4. How many IT-related service interruptions affecting clinical or administrative workflows were recorded between 1 January and 31 December 2025?
5. How many clinically significant IT outages were recorded during 2025, and what was the cumulative total duration of these outages (in hours)?
6. As of 31 December 2025, how many desktops and laptops were in active use within the Trust, and how many of these devices were more than five years old?
7. How many staff did not have a designated digital workstation as part of their role during 2025? And what percentage is this compared to the Trust’s total staff number?
8. During 2025, did the Trust use any tools or platforms to proactively monitor staff’s device health or digital workplace experience (for example endpoint management, device health monitoring or digital experience management)?
If yes, please indicate which of the following best applies:
o basic device management only (reactive / break-fix)
o proactive device health monitoring
o proactive digital experience or workforce experience monitoring

I’ve tried to align these questions with what I assumed to be easily accessible routinely reported IT data that can be gathered within FOI time and budget limits. If for any reasons these questions can’t be answered, please I would be very grateful if can you instead advise on any similar metrics reported that could be shared instead?
I would be grateful if you would acknowledge receipt of this request and I look forward to receiving your full response in 20 working days.

Dear FOI Team,

I am writing to make a request under the Freedom of Information Act 2000 for the following information relating to your Trust’s Electronic Patient Record (EPR) system:

1. The name of your current EPR system and the supplier/vendor

2. The contract start date and total contract duration (including any extension options)

3. The contract end date (or earliest date at which the contract could expire)

4. Whether any extension options have already been exercised

5. The total annual contract value (or total contract value if annual is not available)

6. Whether the Trust is currently undertaking, or planning to undertake, a procurement exercise for a new or replacement EPR system

7. If a procurement is planned, the anticipated timeline for issuing a tender or Prior Information Notice

If any of the above information is commercially sensitive and exempt under Section 43, I would be grateful if you could provide as much of the remaining information as possible and confirm which elements have been withheld.

I would prefer to receive the response electronically by email.

Thank you for your assistance.

Yours sincerely,

Dear FOI Team,

I am submitting the following request under the Freedom of Information Act 2000.

1. Does the Trust use TTP SystmOne as Electronic Patient Record?
(if no, no further questions required)

2. Does the Trust use signature pads (e.g.Topaz or any other signature pad provider) in any service areas?

3. If yes, please list the make, models in use and the departments or services where they are deployed.
4. Are these devices integrated with TPP SystmOne for capturing patient or staff signatures?
5. If integrated, please briefly describe the type of workflow (e.g., consent forms, care plans, community documentation).

No personal or clinical data is requested.
Please respond to this email address as I work remotely.
Thank you for your assistance.

Dear, Gloucestershire Health and Care NHS Trust
Under the Freedom of Information Act, I would like to request the following information.
Telephone System
What make is your telephone system?
How old is the telephone system you operate?
How many users do you have?
Is your telephone system cloud based or on premise?

Can your switchboard operators transfer external incoming calls to all users across your estate?

How many extensions does your telephone system have?

Telecoms Estate

How much do you spend annually on telecoms?
Do you know how this is split into Voice Telecoms / Data Networking / Mobile Communications / Maintenance?
Which suppliers do you use for Voice / Data / Mobile / Maintenance?

How many analogue lines do you have?
How many ISDN2 Services do you have?
How many ISDN30 Services do you have?
How many mobiles do you have?
Have you done anything about the Analogue Switch Off / Digital Switch On? If so, what have you done?
What are the contact details for the person who looks after telecoms and the costs associated with these?
Microsoft
How much do you spend annually with Microsoft?
How often do you review licensing costs?

Many Thanks & Best Regards

Dear Gloucestershire Health and Care NHS Foundation Trust,

Under the Freedom of Information Act 2000, I would like to request information regarding your use of ambient or AI-assisted systems to support clinical documentation during patient consultations.

For the purposes of this request, “ambient AI” refers to systems that passively listen to, record, transcribe, summarise, or otherwise process clinician–patient conversations in order to generate clinical notes, letters, or structured records, either in real time or after the consultation.

Please confirm:

Whether the Trust currently uses, is piloting, or has contracted for any ambient AI or AI-assisted clinical documentation system (for example systems provided by suppliers such as Heidi, Lexacom, Tortoise, or similar).

If yes, for each system in use or under contract, please provide:

– The name of the software/system and the supplier.
– The clinical setting(s) in which it is used (for example outpatient clinics, community services, mental health services).
– Whether the system records live audio, processes audio locally, or transmits audio to a third party or cloud service.
– The total contract value or annual spend.
– The contract start date and end date, including any extension options.

Whether the system was procured via a formal procurement framework, and if so the name of the framework used (for example NHS SBS, Crown Commercial Service, Health Systems Support Framework, or similar).

The department and job title responsible for oversight of the system (for example Medical Director, Chief Clinical Information Officer, or equivalent).

If the Trust does not currently use an ambient AI system, please confirm whether procurement, evaluation, or pilot activity has taken place within the last 24 months.

If any part of this request is unclear, please contact me for clarification.

Yours faithfully,

AI Use in Operations

1. Does your organisation currently use any form of Artificial Intelligence (AI) or automated systems in its operations?

o If yes, please list the tools or systems in use and provide a brief description of their purpose (e.g., administrative support, triage, analytics, chatbot services, etc.).

o If not, please state whether your organisation has explored or piloted any AI-based technologies in the past 3 years.

AI for Decision-Making

2. Does your organisation use AI or algorithmic systems to support or inform decision-making in any area (e.g., resource allocation, risk assessments, case prioritisation)?

o If yes, please describe the type of decision-making supported and the nature of the AI’s role (e.g., advisory, automated assessment, automated decision).

o Please also confirm whether human oversight is applied.

AI Chatbots and Customer Interaction

3. Does your organisation currently use chatbots or virtual assistants—AI-driven or rules-based—to support public enquiries or internal staff functions?

o If yes, please specify their purpose, whether they are AI-based, and when they were implemented.

Policies and Governance

4. Does your organisation have any formal policy, strategy, or guidance relating to the use of Artificial Intelligence or automated decision-making?

o If yes, please supply a copy or provide a link.

o If not, please indicate whether such a policy is in development.

Data Protection and Ethics

5. If AI systems are used, what measures or frameworks does your organisation have in place to ensure:

o Compliance with data protection and privacy obligations
o Transparency for service users
o Ethical or responsible use

(For example, DPIAs, algorithmic impact assessments, ethical guidelines—if applicable.)

Trials, Pilots, or Future Plans

6. Has your organisation run any pilots, trials, or exploratory projects involving AI in the last 3 years, or does it plan to do so in the next 12–24 months?

o If yes, please provide brief details of the purpose, timeline, and status of these initiatives.

Staff Training and Awareness

7. Does your organisation provide any training, guidance, or internal communications to staff relating to AI, its use, or its implications?

o If yes, please describe the type of training or include documents if available.

If any of the above information is already publicly accessible, please feel free to provide links instead of attachments.

Thank you for your time and assistance.

Kind regards,

1. Digital Dictation

Name of supplier & product
Number of user licences
Procurement method (e.g., framework)
Contract start date
Contract expiry date (please specify fixed end date vs option to extend/rolling contract)
Total contract value (if available)
Integration with PAS/EPR (please specify if outbound only – e.g., patient demographics, clinic work list – or outbound and inbound, e.g., document return)
Key internal stakeholder role/title
Desired features not currently delivered (optional)

2. Outsourced Transcription

Name of supplier & product
Procurement method (e.g., framework)
Contract start date
Average monthly volume of letters (if available)
Average monthly volume of lines (if available)
Total contract value (if available)
Key internal stakeholder role/title
Desired features not currently delivered (optional)

3. Speech Recognition

Name of supplier & product
Number of user licences
Procurement method (e.g., framework)
Contract start date
Contract expiry date (please specify fixed end date vs option to extend/rolling contract)
Total contract value (if available)
Integration with PAS/EPR (please specify if outbound only – e.g., patient demographics, clinic work list – or outbound and inbound, e.g., document return)
Key internal stakeholder role/title
Desired features not currently delivered (optional)

4. Ambient AI Scribe

Name of supplier & product
Number of user licences
Procurement method (e.g., framework)
Contract start date
Contract expiry date (please specify fixed end date vs option to extend/rolling contract)
Total contract value (if available)
Integration with PAS/EPR (please specify if outbound only – e.g., patient demographics, clinic work list – or outbound and inbound, e.g., document return)
Pilot stage (if applicable, please specify supplier, pilot duration, and scope)
Key internal stakeholder role/title
Desired features not currently delivered (optional)

5. Video Consultation

Name of supplier & product
Number of user licences
Procurement method (e.g., framework)
Contract start date
Contract expiry date (please specify fixed end date vs option to extend/rolling contract)
Total contract value (if available)
Integration with PAS/EPR (please specify if outbound only – e.g., patient demographics, clinic work list – or outbound and inbound, e.g., document return)
Key internal stakeholder role/title
Desired features not currently delivered (optional)
Average number of video appointments per month/year
% of virtual/remote consultations conducted using video vs telephone

6. Health Information Systems

Name of supplier & product of the following HIS:
PAS (Patient Administration System)
EPR (Electronic Patient Record)
eDMS (Electronic Document Management System)
RIS (Radiology Information System)
LIMS (Laboratory Information Management System)
e-Correspondence (e.g. Docman)
Hybrid Mail (e.g. Synertec, Healthcare Communications)
Patient Portal (e.g. Patient Knows Best)

Dear FOI Team,

Under the Freedom of Information Act 2000, please provide the information held by the Trust for the following questions relating to digital transformation:

1. Core Digital Systems
Please provide a list of the Trust’s core clinical and operational systems (e.g., EPR, PAS, ED, theatres, e-rostering, diagnostics), including the system name, supplier and contract end dates.

2. System Infrastructure Model (IaaS, PaaS, SaaS)
Please confirm, for each of the Trust’s core clinical and operational systems listed in Question 1, the type of infrastructure model used:
• Infrastructure as a Service (IaaS)
• Platform as a Service (PaaS)
• Software as a Service (SaaS)
• On-premise / locally hosted
If only partially held, please provide whatever information is available
3. Digital Priorities & Transformation Initiatives
Please provide details of the Trust’s current digital transformation priorities and any major programmes underway (e.g., EPR optimisation, cloud migration, AI, automation, data platform development).

4. Use of Emerging Technology
Please provide information on any current or planned use of artificial intelligence (AI), automation, machine learning, or advanced analytics tools within the Trust.

5. Digital Transformation Contact
Please provide the name, job title, and email address of the person (or team) responsible for leading the Trust’s digital transformation or digital strategy (e.g., CIO, CDIO, CCIO, Director of Digital).

I would be grateful if you could provide the requested information electronically. If the Trust requires any clarification, please let me know.

Yours sincerely,

Question
1. For each of the elements below, please provide details about your cloud provider: Main provider Total annual spend 2025/2026 (£) Contract end date Additional notes
Data storage
Networking
Back-up and archive
Application databases
Big Data analytics databases
Email

2. For each of the network supply systems listed below, please provide the requested details: Main supplier Total annual spend 2025/2026 (£) Contract end date Additional notes
Mobile telecoms
Data network (broadband)
DEFINITION: Broadband is the actual internet connection afforded by your internet service provider (ISP), which you can access directly via a LAN or ethernet connection between your modem and device
WiFi (hardware)
DEFINITION: Wifi is a wireless connection between multiple devices and your router, and just one of the ways you can access the internet
CoIN (if applicable) – Community of Interest Network
WAN (Wide Area Network)
DEFINITION: WANs connect users and applications in geographically dispersed locations
LAN (Local Area Network)
DEFINITION: LANs connect users and applications in close geographical proximity (same building)
VPN provider
Other (please specify)

3. Please supply the following details regarding your servers: Main supplier Total annual spend 2025/2026 (£) Contract end date Additional notes

4. For each element of IT infrastructure below, please provide the requested details: Main provider Total annual spend 2025/2026 (£) Contract end date Additional notes
Desktop management
Networking
Data Centre: hardware
Server management
IT/cyber security support supplier?

5a: What percentage of your servers are virtualised? % Virtualised Main supplier Additional notes

DEFINITION: A virtual server re-creates the functionality of a dedicated physical server. It exists transparently to users as a partitioned space inside a physical server.

5b: In relation to your trust’s virtual servers please provide the requested information: Number of servers Owned or Leased Average age of servers Main supplier Annual spend 2025/2026 (£) Additional notes

6a: Does your trust have any virtualised desktops? Main product Main Supplier Total annual spend 2025/2026 (£) Number of virtual desktops Contract end date Additional notes
DEFINITION: A virtual desktop is a preconfigured image of operating systems and applications in which the desktop environment is separated from the physical device used to access it. Users can access their virtual desktops remotely over a network.

6b: If your organisation does not have virtualised desktops, are you planning to implement any within the next two years? Yes/No Preferred supplier Expected number Additional notes
Where you plan to implement new virtualised desktops, please provide details as requested

7: Please outline your trust’s WiFi coverage for each element listed below Patient WiFi coverage Staff WiFi coverage Additional notes
Community wide (e.g. CoIN – Community of Interest Network)
Enterprise wide (whole campus)
Main building only
Sections of building(s) only
Mobile phone signal enabled through WiFi
No wireless networks are used in the trust

Dear FOI Officer,
Under the Freedom of Information Act 2000, I am writing to request the following information:
Provider 1
1. What is the name of your Nurses Job Planning software provider? (None if software not used)
2. When did the contract for this provider start? (dd/mm/yyyy) (None if software not used)
3. When does the contract for this provider expire? (dd/mm/yyyy) (None if software not used)
Provider 2 (If applicable)
4. What is the name of your second Nurses Job Planning software provider? (If you have more than one provider)
5. When did the contract for this second provider start? (dd/mm/yyyy)
6. When does the contract for this second provider expire? (dd/mm/yyyy)
Provider 3 (If applicable)
7. What is the name of your third Nurses Job Planning software provider? (If you have more than one provider)
8. When did the contract for this third provider start? (dd/mm/yyyy)
9. When does the contract for this third provider expire? (dd/mm/yyyy)
Additional
10. What was the Trust’s total spend on Nurses Job Planning fees in 2024 (excluding implementation)?
11. What was the Trust’s total spend on Nurses Job Planning fees in 2025 (excluding implementation)?
12. What is the number of contracted licences for Trust’s Nurses Job Planning provider?
Kind regards,