IT

I’m contacting you as part of an independent review into the use of Electronic Document Management Systems (eDMS) across NHS Trusts in England. Specifically, I’m seeking information on how digitised patient records are processed, scanned, and managed within your Trust as I have seen from a previous request that I have need of further clarification on.

The questions below focus on scanning operations and any technology or providers involved.

**eDMS Implementation and Scanning Practices**

1. How is content added to your eDMS? (Please delete as appropriate)

– Scanned Internally by Trust Staff
– Scanned Internally by a Company
– Scanned Externally by a Company
– Digital Documents Uploaded by Trust Staff
– Digital Documents Fed Through From Other Systems

2. If records are scanned internally by Trust staff, is this undertaken via a centralised scanning bureau or departmentally?

3. If some, or all records are scanned externally, what is the scanning service provider(s) company name(s)?

4. What is the scanning service provider’s contract expiry date?

5. If some, or all records are scanned via an internal, centralised scanning bureau, please specify the scanning hardware manufacturer and device models that are in use (e.g. 54Falcon Scanners by Opex Corporation 6).

6. If some, or all records are scanned internally at a departmental level, please confirm if desktop scanners or Multi-Function Devices (MFDs) are used. (Please delete as appropriate)
o Desktop Scanner
o Multi-Function Device (MFD)

7. Please specify the scanning hardware manufacturer and device models that are in use at a departmental level.

I wish to submit to the organisation a freedom of information request relating to the organisation’s ICT contracts, specifically around:
1. contact centre contract(s)
2. inbound network services contract (s)
The first part of my request relates to contact centre service contracts which could relate to one of the following:

1. Advanced call distribution to control the flow of calls and maximise customer experience
2. Email, website live chat and integrations with popular social media apps like Facebook and Instagram
3. Performance monitoring tools to track performance, customer satisfaction and other key sales metrics

This could be part of a whole package or separate service applications.

Please send me the following information for each provider:

1. Incumbent Supplier: For each of the contract(s) please can you provide me with the supplier of the contract.

2. Annual Average Spend: For each supplier, please state the annual average (over 3 years) spend for each supplier

3. Contract Duration: For each supplier, please state the contract duration of the contract expires. If available please also include any contract extensions.

4. Contract Expiry: For each supplier, please state the date of when the contract expires.

5. Contract Review: For each supplier, please state the date of when the contract will be reviewed.

6. Contract Description: For each supplier, please state a brief description of the services provided of the overall contract.

7. Contact Details: For each supplier, please state the person from within the organisation responsible for the contract. Please provide me with their full name, actual job title, contact number and direct email address. At the very least please provide me with their actual job title.

8. Number of Agents; please provide me with the total number of contact centre agents;

9. Number of Sites; please can you provide me with the number of sites the contact centre covers.

10. Manufacturer of the contact centre: Who is the manufacturer of the contact centre system that you operate?

11. Do you use Microsoft Exchange 2003 as your email server? If not, then which products do you use?

12. Number of email users: Approximate number of email users across the organisations.

The second part of my request relates to the use inbound network services contracts which could relate to one of the following:
1. 0800, 0845, 0870, 0844, 0300 number
2. Routing of calls
3. Caller Identifier
4. Caller Profile- linking caller details with caller records
5. Interactive voice response (IVR)
For a contract relating to the above please can you provide me with?

1. Incumbent Supplier: For each of the contract(s) please can you provide me with the supplier of the contract.
2. Annual Average Spend: For each supplier, please state the annual average (over 3 years) spend for each supplier
3. Contract Expiry: For each supplier, please state the date of when the contract expires.
4. Contract Review: For each supplier, please state the date of when the contract will be reviewed.
5. Contract Description: For each supplier, please state a brief description of the services provided of the overall contract.
6. Contact Details: For each supplier, please state the person from within the organisation responsible for the contract. Please provide me with their full name, actual job title, contact number and direct email address.

Also, I would appreciate it if the contract information was included within a spreadsheet.

I would be grateful if you could help in answering a request for information, answering for A & B on questions 1-11:

Q1) When purchasing software do you manage the licenses in house or outsource this to an MSP?

Q2) Which SAAS solutions are you utilising to manage the estate across Print, Desktop, Laptop, Peripherals, software assets & Telephony?

Q3) Are you using Autopilot or Intune today?

Q4) Is there a specific team that manages your software applications today in which is separate to the hardware asset management team?

Q5) How many devices are in the estate in totality including Laptops, Desktops, Printers, Virtual environments and telephones?

Q6) Do you usually pay for your software as a CAPEX or OPEX expense?
:- also do you pay for your hardware as an CAPEX or OPEX expense?

Q7) What is the process in place to test new software implementations and who would be the lead on new software implementations & how long would this usually take?

Q8) How many meeting room spaces do you have & do you have any management tools to make the most of your meeting room spaces?

Q9) How many operating systems are managed within the estate and which ones E.G Windows, Mac OS , Linux?

Q10) Is there a DEX (digital employee experience) strategy in place within the organisation?

Q11) do you have any services in place today to Track, Lock & wipe endpoint devices even if not connected to the network or powered down?

I am writing to make an open government request for all the information to which I am entitled under the FOI Act 2000.
1. What is your whole Trust’s IT spend for the following financial year?:
FY 2023/2024 (£):
FY 2024/2025 (£):
DEFINITION: Please include in your IT spend calculation the capital and revenue cost of your IT staff, Software, Services, Hardware, Communication equipment and Other IT spend for the requested financial year.

2. Based on your most recent Digital Maturity Assessment (DMA) submission to NHS England in 2024 (and 2025, if completed), please provide the following:
a) Your overall DMA score (on a scale of 1.0 to 5.0).
b) If readily available, the individual scores for each of the seven DMA pillars:
• Empower Citizens
• Ensure Smart Foundations
• Healthy Populations
• Improve Care
• Safe Practice
• Support People
• Well Led

DEFINITION: The Digital Maturity Assessment (DMA) is a self-assessment tool used by NHS organisations to evaluate their readiness for digital transformation. The overall score is usually the average of seven pillars, each scored from 1.0 (least mature) to 5.0 (most mature). The pillars are: Empower Citizens, Ensure Smart Foundations, Healthy Populations, Improve Care, Safe Practice, Support People, and Well Led.

3. Based on your most recent HIMSS EMRAM and HIMMS INFRAM assessment/ self-assessment, please provide the following:
Which HIMSS EMRAM score have your Trust currently achieved (0-7):
Which HIMSS INFRAM score have your Trust currently achieved (0-7):
Do you have plans to reassess, if your Trust is working towards achieving a new HIMSS EMRAM or INFRAM level, what level is this, and when will it be achieved:

Definitions:
Electronic Medical Record Adoption Model (EMRAM) – is an eight-stage model, scored from stages zero (least mature) to seven (most mature). At each stage, organisations need to demonstrate a progressive and eventual removal of paper, higher pervasiveness of use and compliance statistics, and an increasing reliance on automation and clinical decision support.
Infrastructure Adoption Model (INFRAM) – The eight-stage INFRAM measures the maturity of a healthcare facility’s IT infrastructure across five areas: mobility, security, collaboration, transport and data centre.

In accordance with the freedom of information act, please could you answer the following questions:

What EPR (Electronic Patient Record) is currently being used by the Trust?
Are there any plans to change this? If so, when?

I’m writing on behalf of Systech Innovations to request the following information under the Freedom of Information Act, relating to your organisation’s data storage for digitised patient records:

1. What system is used to store image files (i.e. records which have been scanned and digitised)?
2. The current total amount of data stored in the system. Please provide this in terabytes (TB).
3. The volume of data added to the system annually for the past two years (2022/23 and 2023/24), with figures in TB.
4. The hosting environment used for the system (e.g. on-premise, local cloud, or external private cloud).
5. The total amount of data that has been deleted from the system since its initial implementation, also in terabytes.

I am writing under the Freedom of Information Act 2000 to request information about Gloucestershire Health and Care NHS Trust’s current and future plans for IT service delivery models. I believe this request is in the public interest as it promotes transparency in how public sector bodies manage and procure IT services, ensuring accountability and value for taxpayers.

Specifically, I am seeking information that would help me understand the strategic direction and considerations regarding outsourcing, in-sourcing, multi-sourcing, or optimising existing contracts.

Please provide the following information where available:
• Current IT Service Model – Is your IT delivery primarily in-house, outsourced, or a hybrid approach, and if not delivered in-house, who provides this service?
• Major IT Contracts – Key details of significant IT service contracts (including scope, value, end date and any options for extension or renegotiation).
• Future IT Plans – Any strategic plans or considerations for changing IT delivery models (e.g., outsourcing, in-sourcing, multi-sourcing).

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

1. What technology platform does the Trust currently use to support its Direct Engagement (DE) model for the medical locum workforce?
2. What is the name of the platform provider?
3. What is the cost of the platform expressed as a percentage fee or pence per hour?
4. What staffing groups does the Trust include in its Direct Engagement (DE) model (e.g., medical, AHPs, clinical, non-clinical)?
5. What is the current uptake of the DE model within the Trust, specifically as a percentage or proportion of the total locum workforce?

I am writing to you under the Freedom of Information Act to request answers to the following questions:

1. Has the trust implemented a Patient Engagement Portal (also known as a Patient Portal)?
2. If so, please provide the name of this solution, and the name of the company that supplied it.
3. When was this solution procured?
4. Does the trust have any plans in the near future to replace this solution?

This is a Freedom of Information request for information relating to the letter this summer from Dame Emily Lawson and Vin Diwaker, to all trust executives and COOs, asking them to confirm “that [they] plan to adopt the NHS FDP in the next two years”.

I would like to see all emails, documents, attachments, and any other forms of response relating to this request between Gloucestershire Health and Care NHS Foundation Trust and the two senior NHS officials.

It is public information that you have been asked to inform the NHS when you “envisage adopting already available nationally commissioned local Products”.

I would like to know when specifically you plan to start adopting the FDP and who you are naming as lead (as is requested in the letter)?

I would also like to know what your plans are for how you will maximise the benefits of the Federated Data Platform to deliver better joined-up care for their patients within the next two years (again, asked of you in the above mentioned letter)?

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 9 system contracts and their accompanying consulting support contracts:

1. Adult (working age) services
2. Child and Adolescent Mental Health Services (CAMHS)
3. Child Health System
4. Clinical noting
5. Eating disorders
6. EPR
7. Inpatient e-prescribing
8. Older Adults
9. Patients Note Tracking

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) –

Can you please provide your trust’s IT spend for the following financial year:
FY 2023-24:

Please include in your IT spend calculation the cost of your IT staff, Software, Services, Hardware, Communication equipment and Other IT spend for the requested financial year.
Please provide your answer in the above format for each system.

What projects are they investing in within IT, Data and transformation for 2025?

How much is the budget spend allocated to this?

How many contractors do they have within IT, Data, Software, AI, Analytics and BI?

Please could you answer the following questions under the Freedom of Information Act.

1. Does your trust have a patient flow system?
2. If so, is it using the electronic patient record, Or the national offer built on Palantir/Foundry?
3. Or does the Trust have a specialist flow product? If so, what is the
• Supplier name
• System name
• Contract expiry date

Please could you provide the following information:
General:

* Number of Sites
* Number of Employees
* Number of IT Staff
* Annual IT Budget

Web Security

1. Who is the provide of your current web security solution?
2. Does your current web security provide you visibility in to cloud and/or business application usage?
3. When is the contract up for renewal?
4. Typically, what is the chosen duration of these contracts 12, 24, or 36 Months?
5. Name and contact details of the person responsible?
6. Current annual spend for this contract?
7. Current number of licenses for this contract?
8. Did you purchase via a reseller, or partner (if yes, please specify who e.g. Phoenix, Softcat etc.)?
9. Are you planning on assigning specific budgets for securing web security in 2025?
10. Do you procure this technology through the G-Cloud framework (if not, how do you procure & plan to procure Web security in the future?)

Security Awareness Training

1. Do you current undertake cyber security awareness training with your staff?
2. Who is your current Security Awareness Training provider?
3. When is the contract up for renewal?
4. Typically, what is the chosen duration of these contracts 12, 24, or 36 Months?
5. Name and contact details of the person responsible?
6. Current annual spend for this contract?
7. Current number of licenses for this contract?
8. Did you purchase via a reseller, or partner (if yes, please specify who e.g. Phoenix, Softcat etc.)?
9. Are you planning on assigning specific budgets for Security Awareness Training in 2025?
10. Do you procure this technology through the G-Cloud framework (if not, how do you procure & plan to procure Security Awareness Training in the future?)

Pursuant to the Freedom of Information Act 2000, I am writing to request the following information regarding the datacentre(s) maintained by your NHS Trust:
1. Which technology vendors provide the trusts primary data storage arrays? E.g Dell/Netapp/Tintri/Pure/Storage/HPE//Nutanix etc.
2. What is the size in Terabytes of the primary storage environment?
3. When does the current support contract expire on the primary data storage arrays?
4. What data storage array technology does the trust use to house the PACS environment?
5. What is the size in Terabytes of the PACS storage environment?
6. When does the current support contract expires on the primary storage arrays?
7. Which PACS provider does the trust use?
8. What Electronic Patient Record technology does the trust use?
9. Which backup technology does the trust use? E.g Veeam, Commvault, Rubrik
10. When does the current support contract expire on the backup technology?
11. Does the trust use public cloud storage? – Azure/AWS/Google Cloud
12. Does the trust use Azure VmWare Solution?
13. Does the trust have any stateless applications?
14. Does the trust use containers?
15. Does the trust use kubernetes?
16. Which frameworks does the trust tend to use to purchase hardware for the datacentre?
17. Which partners does the trust tend to use to purchase hardware for the datacentre?

1. The total number of Health IT systems currently in use by the organisation.
2. The number of Health IT systems currently in use by the Trust that have BOTH DCB0129 (from the manufacturer) AND DCB0160 (from the deploying organisation) Clinical Safety Case Reports.
3. The number of Health IT systems currently in use by the Trust that have a valid DCB0129 Clinical Safety Case Report from the manufacturer ONLY (i.e. have a DCB0129 report but NOT a DCB0160 report).
4. The number of Health IT systems currently in use by the Trust that have a valid DCB0160 Clinical Safety Case Report from the deploying organisation ONLY (i.e. have a DCB0160 report but NOT a DCB0129 report from the manufacturer).
5. The total Whole Time Equivalent (WTE) of Clinical Safety Officers who are currently actively working on DCB0129/DCB0160 implementation within the Trust.

I would be most grateful if you would provide me, under the Freedom of Information Act, details in respect to the below.

A. Please confirm the number of operational Community Diagnostic Centre (CDC)’s under the ICB. And of this number how many are

Standard
Large
Hub and spoke

B. Please list the locations of the sites along with their designation (Standard, Large or Hub and Spoke)

C. Standard model –  which services are being provided and annual activity levels e.g. pathology – phlebotomy x amount of tests.

Imaging
Pathology
Physiological science

D. Large model – which services are being provided and annual activity levels e.g. pathology – phlebotomy x amount of tests.

Imaging
Pathology
Physiological science
Endoscopy

E. Hub and Spoke model – which services are being provided and annual activity levels e.g. pathology – phlebotomy x amount of tests.

F. Is audiology or hearing services including wax removal offered at any of the sites listed above? Please list the locations where it is being offered.

Under the Freedom of information Act 2000, I request the following information:

• What IT systems/applications are you planning to replace or upgrade over the next two years?
• What new IT systems/applications have you recently procured and are planning to implement?
• What are your implementation timescales for these deployments?
• Is the Trust using or considering external support for any IT system/applications implementations?
• If applicable, what current digital maternity system do you use?

How many of your employees are defined as lone workers or high-risk staff?
• Who is your current provider of lone worker devices/apps?
• How did you procure the service (e.g. tender, direct award, framework)?
• If framework, which framework did you procure through (GCloud, NHS Framework or other)?
• How many devices/apps do you currently pay for?
• How much are you paying per device/app?
• What is the end date for your current contract?
What is the name and job title of the person or persons managing your lone worker devices/apps

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?

Please could you answer the following:
1. Is your NHS organisation currently using any software/apps that include artificial intelligence (AI)?
If answer to Q1 is yes:
2. Please provide a list of any AI-based software that is currently in use within your organisation. Please include the brand name of the software and the name of the company that sells it.

3. For each of the AI-based software products currently in use, please state whether:

a. it is only being used within the context of a research study or pilot project OR

b. is has been purchased/commissioned by your organisation for routine use.