Systems software contracts

1. Please confirm the current Computer-Aided Facility Management (CAFM) system solution used by the Estates Team to manage reactive and planned maintenance tasks, and the name of the provider.

Response: CCMS system, Shire system by Elecosoft UK Ltd.

2. Please confirm the current system used by the Estates Team to manage Computer-Aided Design (CAD) floor plans of

The Trust estate buildings.

Response: Autodesk AutoCAD.

3. When is the current CAFM solutions support and maintenance contract due for renewal?

Response: No.

4. How much is paid per annum for the support and maintenance of the CAFM system?

Response: £24k.

5. How many main system user licences and mobile licences does the CAFM solution utilise?

Response: 36 and 116, respectively.

6. Please provide a list of modules used by estates within the current CAFM system.

Response: Maintenance Management, Materials Management, Requester, Resource Planner, Engineer Diary, and KPIs.

7. When was the last time the current system was reviewed by procurement for functionality/fit for purpose and value for money?

Response: Not by Procurement but by E&F users for functionality (Feb 2025).

8. Please confirm contact details for the following positions  with name, email address, and telephone number:

• Director of Estates

Response: Director of Capital, Estates & Facilities: Neil Montgomery; wlt.EstatesFinance@nhs.net; 0208 354 8354 (Switchboard).

• Director of Facilities:

Response: Director of Capital, Estates & Facilities: Neil Montgomery; wlt.EstatesFinance@nhs.net; 0208 354 8354 (Switchboard).

• Estates Manager:

Response: N/A.

• Facilities Manager:

Response: N/A.

• Director of Soft Services:

Response: Director of Capital, Estates & Facilities: Neil Montgomery; wlt.EstatesFinance@nhs.net; 0208 354 8354 (Switchboard).

• Soft Services Manager:

Response: N/A.

• Entrance Building Manager E Manager:

Response: N/A.

• Property Asset Manager:

Response: N/A.

• Procurement Manager Estates:

Response: N/A.

• Director of Procurement:

Response: Outsourced to North West London Procurement Services.

1. Which software provider does the Trust use for junior doctors' rotas software?

 Response: Allocate

2. Which software provider does the Trust use for medics' rostering software?

 Response: Allocate

3. Which software provider does the Trust use for medics' job planning software?

 Response: Allocate

4. Which software provider does the Trust use for medical appraisals software?

 Response: Allocate

5. Which software provider does the Trust use for the management of temporary medical staff –  Response: Allocate and Patchwork

6. Which software provider does the Trust use for master vendor management software?

Response: N/A

7. What software provider does the Trust use for nurse rostering software? 

 Response: Allocate

8. What was the annual cost for the Trust's junior doctors rota software in the last financial year (FY)?

Response: Commercially sensitive (for internal – contracts are negotiated, Trust by Trust by Allocate)

9. What was the annual cost for the Trust's medics rostering software in the last FY?

Response: Commercially sensitive (for internal – contracts are negotiated Trust by Trust by Allocate)

10. What was the annual cost for the Trust's medics' job planning software in the last FY?

Response: Commercially sensitive (for internal – contracts are negotiated, Trust by Trust by Allocate)

11. What was the annual cost for the Trust's medics' appraisals software in the last FY?

Response: Commercially sensitive (for internal – contracts are negotiated, Trust by Trust by Allocate)

12. What is the contractual end date of your current junior doctors' rota software?

Response: 30 April 2026

13. What is the contractual end date of your current medics' rostering software? 

Response: 30 April 2026

14. What is the contractual end date of your current Medics job planning software?

Response: 30 April 2026

15. What is the contractual end date of your current medical appraisals software? 

Response: 30 April 2026

16. What is the contractual end date of your current temporary medical staff management software? Response: 30 April 2026

17. What is the contractual end date of your current master vendor management software?

Response: N/A

18. What is the contractual end date of your current nurse rostering software?

Response: 30 April 2026

1. Who is the Head of Security for the Trust?

Response: The Trust does not have an overall Head of Security. High Secure Services has a Director of Security; West London Forensic Services' security is overseen by the Director of Nursing. Local Services employs a Local Security Management Specialist (LSMS)

2. Do you use an external provider for your security, and if so, when does this current contract end?

Response: No, we do not

3. If this goes back out to tender, where will it be advertised?

Response: Not applicable

Do you have an IT supplier of hardware? For example, laptops/desktops and associated peripherals?

No

Do you have an internal IT department?

Yes

Do you outsource any IT managed services?

No

Do you currently use digital dictation?

Yes

Who is your provider for digital dictation?

Big Hand supply

Who supplies your digital dictation hardware devices?

Big Hand supplies our VEC infinity foot pedals and Olympus DR 2200 USB microphones with Big Hand Professional and Big Hand.

How many digital dictation devices does your trust have?

Our service is currently able to purchase its own digital voice recorders, so this is not managed centrally. The number of devices currently in use is not available.

How many users/licences do you currently have?

80

What are your plans, if any, to replace your Digital Dictation or Speech/Voice Recognition solutions

The Trust has no current plans to replace either product in the Trust.

What is the name and position of the key internal stakeholder for this service?

Graham Birrell – Central Records and EDMS Manager

What EPR and PAS system is used?

RiO/SystmOne

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

Do you use any voice/speech recognition software within your trust?

Which provider do you use?

Dragon Medical Practitioner

Who was the previous provider?

Perpetual licences

How many licences do you currently have?

120

Do you use outsourced transcription services?

No

Do you do transcription in-house?

Yes

If so, who does this?

Transcription is carried out by medical secretaries and administration staff.

Document Management

Who is the supplier?

Hyland

What is the system name?

Alfresco.

Health Information Systems/clinical systems

What systems do you use for the following?

EPR (Electronic Patient Record), PAS (Patient Administration System)

RIO, Systm One,

EMIS

IAPTUS

An Electronic patient/health record (EPR) is a digital version of a patient’s paper chart.

Patient Administration System (PAS), these are the core enterprise systems, containing a Master Patient index, used by NHS trusts to enable them to know when a patient has arrived, who they are, who they were seen by, what treatment they received, and what happened to them.  This core functionality, needed by every trust, covers admission, discharge and transfer.

Who is the supplier of RIO/SystmOne?

Access/TPP

Which Electronic Document Management System (EDMS) does the Trust use?

Alfresco

Which Radiology Information System does the Trust use?

N/A

Which Laboratory Information Management System does the Trust use?

N/A

Which E Correspondence system does the Trust use?

N/A

Which Hybrid Mail system does the Trust use?

N/A

Please state the suppliers and names of software used for the following systems:

Robotic process automation system 1 (Finance) – Mastek (UK) Ltd

Robotic process automation system 2 (HR) – Blue Prism

Payroll System – IBM

Staff rostering system – Allocate software

HR/Workforce management system – IBM

Financial management system – Capita integrated business solution

System Definition:

Child Health System: Responsible for collating data from healthcare professionals for children aged 0-19 in a specified area, into a single child health record.

Which child health system does your Trust use?

CPIS national system

System Definition:

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

Which Health Information Exchange does your Trust use?

PKB – run by North West London (NWL) Integrated Care Board (ICB)

System Definition:

Improving Access to Psychological Therapies (IAPT): A patient management and reporting system for psychological therapists providing cognitive behavioural therapy (CBT) and other related treatments, which meets the central IAPT reporting requirements. Used to measure the local accessibility of psychological therapies.

Who is the supplier for Improving Access to Psychological Therapies software?

Apira

What is the system name for the Improving Access to Psychological Therapies software?

IAPTUS

System Definition:

Order Communications: Electronic ordering communications systems (OCS) are computer applications used to enter diagnostic and therapeutic patient care orders, for example, laboratory test requests or prescriptions, and to view test results. The primary aim of the system is to remove most of the current paper-based processes for requesting laboratory investigations and for receiving results.

Order communications: What is the system type?

Software

Who is the supplier?

Capita

System Definition: Population health management: Population health management platforms cover the set of IT capabilities and related services that enable provider organizations to manage populations of patients and achieve the specific quality, cost, and experience goals.

Do you have a Population Health Management department?

No

System Definition:

Pathology: Pathology testing is managed electronically

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

Who is the supplier of your Pathology system?

This is supplied by another Trust.

System Definition:

The Transfers of care system a system used to manage and collect data on patients moving from one care provider to another.

Transfers of Care System, What system type is this?

Software

Who is the supplier?

Access & the Phoenix Partnership

System definition: Analytics (Business Intelligence)  that includes outcomes): Analytical software and processes to collect and analyse data, including clinical outcomes to support both business planning and reporting.

Analytics

What system is used?

Software

What supplier do you use?

Phoenix Software

What is the system name?

Tableau

What Integration Engine do you use to handle the inbound and outbound communication between your clinical systems?

Mirth

Please confirm who provides your LAN, WIFI, and security infrastructure:

See below

Please confirm your annual spend on each:

See below

Please confirm your data centre switching and security infrastructure, and have you deployed cloud-based security and threat management?

The Trust will not be disclosing any information in relation to networking and security infrastructure.  This information is exempt under section 31 (1) (a) of the Freedom of Information Act (FOIA), as it would be likely to prejudice the prevention or detection of crime.  As this is a qualified exemption the Trust has considered the public interest in disclosing this information and has determined that the prejudice arising from disclosure outweighs the benefit to the public; it has determined that disclosure could result in exposure of safeguards used to protect the confidentiality, integrity and availability of data held by the Trust and compromise the effective prevention and detection of crime. 

Please provide the following details about your data storage cloud provider.

Does your data storage use Cloud Provision? 

A small amount is held in the Cloud.

Who is your main Cloud provider?

Microsoft Azure

Which cloud platform solution is used?

Amazon Wes Services

Does the Trust store any patient data on a “cloud” platform (For example, including, but not limited to, Google Cloud Platform, Amazon Azure, or Amazon Web Services)?

Yes, data is de-identified, encrypted at rest, and accessible only via HSCN connection.

What computing devices do you provide for staff?

Microsoft (MS) Windows

Who is your network provider?

BTEE

What does the Trust spend on average annually on the network?

£300,000

What is the number of connections for each network provider?

3,000 – 4,000

1. What is your whole Trust’s IT spending for the following financial year (FY)?

• FY 2023/2024 (£):

• FY 2024/2025 (£):

Response:

• FY 2023/24 £10.367 million
• FY 2024/25 £13.855 million.

2. Based on your most recent Digital Maturity Assessment (DMA) submission to NHS England (NHSE) 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.

Response: The Trust will not be disclosing this information on the grounds that it is intended for future publication. Therefore, the Trust considers the information to be exempt under section 22 (Information intended for future publication) of the Freedom of Information Act.

Please find more about section 22 on the gov.uk website.

3. Based on your most recent Healthcare Information Management Systems Society (HIMSS) EMRAM Electronic Medical Record Adoption Model and HIMMS Infrastructure Adoption Model (INFRAM) assessment/ self-assessment, please provide the following:

Which HIMSS EMRAM score has your Trust currently achieved (0-7):

Which HIMSS INFRAM score has 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?

Response: The Trust does not currently have a score for these assessments.

1) What technology solutions or vendors does the Trust use for app development?

Response: Microsoft Power Apps.

What is the value and expiry date of your current contract/license? What are the extension options?

Response: Cost included in the overall Microsoft Enterprise Agreement.

Do you have any plans to review (upgrade/change) this system?

Response: No.

2) What technology solutions or vendors does the Trust use for agents and virtual chatbots?

Response: N/A.

What is the value and expiry date of your current contract/license? What are the extension options?

Response: N/A.

Do you have any plans to review (upgrade/change) this system?

Response: N/A.

3) What technology solutions or vendors does the Trust use for automation? (Examples: BluePrism, UiPath, Power Automate.)

Response: Human Resources (HR) – Shared Service (SS) & C Blue Prism/NDL.  HR has some Robotic Process Automation (RPA) within software, such as Wage Stream.  Any further RPA would be done with Information Technology (IT) through approved software.

Finance – Finance does not have automation at this time.

Child and Adolescent Mental Health Services (CAMHS) – UiPath.

What is the value and expiry date of your current contract/license? What are the extension options?

Response: Section 43 (S43) Commercial Interests.

Section 43 FOI Act 2000 - Commercial interests.

This information is exempt under section 43 (commercial interests) of the Freedom of Information Act (FOIA), as the information would be likely to prejudice the commercial interests. West London NHS Trust has considered the public interest in disclosing this information and has determined that the prejudice arising from disclosure outweighs the benefit to the public.

It has been determined that disclosure could result in a competitive disadvantage to the supplier, could damage the supplier’s and the Trust’s commercial interests, and could damage the Trust’s financial interests.

Please find out more about section 43 on the gov.uk website.

Do you have any plans to review (upgrade/change) this system?

Response: We regularly review our contracts as part of our processes.

Can I ask which departments frequently use spreadsheets and manual processes in high-capacity capacity?

Response: Information not held.

Please respond to the following questions about your Core Systems:

1) What Human Resources (HR) system do you currently use?

Response: Electronic Staff Records (ESR).

What procurement system do you currently use?

Response: Capita/ADVT – Integra.

What finance system do you currently use?

Response: Capita/ADVT – Integra.

What is the value and expiry date of your current contracts/licenses? What are the extension options?

Response: This information is exempt under section 43 (commercial interests) of the Freedom of Information Act (FOIA), as the information would be likely to prejudice the commercial interests. West London NHS Trust has considered the public interest in disclosing this information and has determined that the prejudice arising from disclosure outweighs the benefit to the public. It has been determined that disclosure could result in a competitive disadvantage to the supplier, could damage the supplier’s and the Trust’s commercial interests, and could damage the Trust’s financial interests.

Do you have any plans to review (upgrade/change) these systems?

Response: We regularly review our contracts as part of our processes.

2) Customer relationship management (CRM)

Which patient pathway management system do you currently use?

Response: N/A.

Which patient portal system do you currently use?

Response: N/A.

What is the value and expiry date of your current contract/license? What are the extension options?

Response: N/A.

Do you have any plans to review (upgrade/change) this system?

Response: N/A.

3) Who is the vendor for your contact centre system that is currently in place?

Response: Mitel.

How many contact centre agents do you have?

Response: 25.

When is your contract centre contract renewal?

Response: This information is exempt under section 43 (commercial interests) of the Freedom of Information Act (FOIA), as the information would be likely to prejudice the commercial interests. West London NHS Trust has considered the public interest in disclosing this information and has determined that the prejudice arising from disclosure outweighs the benefit to the public. It has been determined that disclosure could result in a competitive disadvantage to the supplier, could damage the supplier’s and the Trust’s commercial interests, and could damage the Trust’s financial interests.

4) Which stakeholder management system do you currently use?

Response: N/A.

What is the value and expiry date of your current contract/license? What are the extension options?

Response: N/A.

Do you have any plans to review (upgrade/change) this system?

Response: N/A.

5) What is the value and expiry date of your current contract/license for your supply chain management system? What are the extension options?

Response: This information is exempt under section 43 (commercial interests) of the Freedom of Information Act (FOIA), as the information would be likely to prejudice the commercial interests. West London NHS Trust has considered the public interest in disclosing this information and has determined that the prejudice arising from disclosure outweighs the benefit to the public. It has been determined that disclosure could result in a competitive disadvantage to the supplier, could damage the supplier’s and the Trust’s commercial interests, and could damage the Trust’s financial interests.

Please provide the names of suppliers and systems used at West London NHS Trust.

If the contract is expiring in the next six 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’.

Response: Please see the table below.

Technology	Supplier	Product/system name	Contract end date
Electronic patient record	TPP The Access Group EMIS Mayden Health   Best Audit Data	Systm One RiO EMIS Web IAPTus   Best Auditbase	12/09/2026 31/12/2025 17/12/2025 N/A - this is a rolling contract July 2026 June 2026
Financial management system	Capita/ADVT	Integra	30/4/2028
Staff rostering system	RLDATIX	Health Roster	29/04/2026
Robotic Process Automation System	SS&C Blue Prism NDL	NDL	07/11/2025
Bed management system	TPP The Access Group	S1   RiO	12/09/2026   31/12/2025
Hospital pharmacy system	System C   Civica	Careflow   EPMA	30/09/2025   31/03/2026

 

 

1. Digital dictation

● Name of supplier and product:

Response: Big Hand Ltd.

● Number of user licences:

Response: 80.

● Procurement method (For example, framework)?

Response: NHS Shared Business Services' Digital Dictation. Voice Recognition Outsourced Transcription Framework

● Contract start date:

Response: 01 January2025.

● Contract expiry date (please specify fixed end date vs option to extend/rolling contract):

Response: 01 January2026.

● Total contract value (if available):

Response: *Section 43 Commercially Sensitive. (Please see below).

● Integration with Patient Administration System (PAS)

(Please specify if outbound only – for example, patient demographics, clinic work list – or outbound and inbound, for example, document return):

Response: No.

● Key internal stakeholder role/title:

Response: Central Records and Electronic Document Management System (EDMS) Manager.

● Desired features not currently delivered (optional):

Response: N/A.

2. Outsourced transcription:

Response: No.

3. Speech recognition

● Name of supplier and product:

Response: Dragon Medical One/Dragon Medical Practitioner 4.

● Number of user licences:

Response: 30/115.

● Procurement method (For example, framework):

Response: No framework used.

● Contract start date:

Response: 26 June 2025.

● Contract expiry date (please specify fixed end date vs option to extend/rolling contract):

Response: 26 June 2026.

● Total contract value (if available):

Response: * S43 Commercially Sensitive (Please see below).

● Integration with PAS/EPR (Please specify if outbound only – for example, patient demographics, clinic work list – or outbound and inbound, for example, document return)

Response: No.

● Key internal stakeholder role/title:

Response: Central Records and EDMS Manager.

● Desired features not currently delivered (optional):

Response: No further enhancements required.

4. Ambient Artificial Intelligence (AI) scribe:

Response: No.

5. Video consultation:

Response: Yes.

● Name of supplier and product:

Response: Microsoft Teams (MS Teams).

● Procurement method (For example, framework):

Response: Microsoft (MS) Enterprise agreement.

● Contract start date:

Response: 31 March 2024.

● Contract expiry date (please specify fixed end date vs option to extend/rolling contract):

Response: 31 March 2027.

● Total contract value (if available):

Response: N/A – Microsoft (MS) Teams is part of a wider contract.

● Integration with PAS/EPR (please specify if outbound only – For example, patient demographics, clinic work list – or outbound and inbound, for example, document return)

 Response: No.

● Key internal stakeholder role/title:

Response: Director of Digital Services.

● Desired features not currently delivered (optional):

Response: N/A.

● Average number of video appointments per month/year 2025/26 year to date (YTD) (April – September):

Response: 7,140 per month.

● % of virtual/remote consultations conducted using video vs telephone 2025/26 YTD (April – September) =

Response: Video 30% vs Telephone 70%.

6. Health Information Systems (HIS)

Which of the following systems does the Trust currently use?

• PAS (Patient Administration System)

Response: N/A.

● EPR (Electronic Patient Record):

Response: The Access Group, The Phoenix Partnership (TPP) (Also known as Systm One), Best, Audit base, Emis Web, Iaptus.

● eDMS (Electronic Document Management System):

Response: Alfresco.

● Radiology Information System (RIS):

Response: N/A.

● LIMS (Laboratory Information Management System):

Response: N/A.

● e-Correspondence (For example, Document management (Docman))

Response: N/A.

● Hybrid Mail (For example, Synertec, Healthcare Communications):

Response: N/A.

● Patient Portal (For example, Patient Knows Best):

 Response: N/A

*This information is exempt under section 43 (commercial interests) of the Freedom of Information Act (FOIA), as the information would be likely to prejudice the commercial interests. West London NHS Trust has considered the public interest in disclosing this information and has determined that the prejudice arising from disclosure outweighs the benefit to the public. It has been determined that disclosure could result in a competitive disadvantage to the supplier, could damage the supplier’s and the Trust’s commercial interests, and could damage the Trust’s financial interests.

1. Does your Trust currently use a Vendor Neutral Archive (VNA) system to store and manage medical imaging or other clinical data across departments?

Response:  We don’t have \ Picture Archiving and Communication System (PACS) or anything similar; all other clinical data is stored in the EPR, or if a document, Alfresco.

2.            If yes, please provide:

• The name of the Vendor Neutral Archive (VNA) provider and product
• The departments where it is currently deployed
• The start date, duration, and expiry/renewal date of the contract
• Whether the contract includes options for extension or renewal.

Response: Not applicable, as the Trust does not utilise a VNA system.

1. Please complete the table below in relation to the software currently used in each department to allow resident doctors to submit exception reports*:

* Exception reporting refers to a system that allows doctors and other healthcare professionals to formally log any deviations from their agreed work schedule.

Response:

Department	Software	Annual license of software (If other costs, please specify)	Contract start Date	Contract end date	Does the system meet the latest NHS Employers requirements on exception reporting?
Urgent and Emergency Services	N/A	N/A	N/A	N/A	N/A
Medical Care	N/A	N/A	N/A	N/A	N/A
Surgery	N/A	N/A	N/A	N/A	N/A
Critical Care	N/A	N/A	N/A	N/A	N/A
Maternity	N/A	N/A	N/A	N/A	N/A
Services for Children and Young People	N/A	N/A	N/A	N/A	N/A
End-of-Life care	N/A	N/A	N/A	N/A	N/A
Outpatient	N/A	N/A	N/A	N/A	N/A
Community	N/A	N/A	N/A	N/A	N/A
Mental Health	Allocate	Provider considers this commercially sensitive**	30/04/2025	29/04/2026	Yes
Other (please specify)	N/A	N/A	N/A	N/A	N/A

 

**This information is exempt under section 43 (commercial interests) of the Freedom of Information Act (FOIA), as the information would be likely to prejudice the commercial interests. West London NHS Trust has considered the public interest in disclosing this information and has determined that the prejudice arising from disclosure outweighs the benefit to the public. It has been determined that disclosure could result in a competitive disadvantage to the supplier, could damage the supplier’s and the Trust’s commercial interests, and could damage the Trust’s financial interests.

2. Are there any plans to change or upgrade the current exception reporting system? Given the NHS requirement for full implementation of the exception reporting reforms by 12 September 2025 (as reported by NHS England)?

Response: No current plans.

3. Can you provide the name and contact information for the Trust's Guardian of Safe Working Hours contact?

Response: Dr Sophia Anwar, contactable via the Trust’s switchboard by calling 0208 354 8354.

4. Can you provide the name and contact information for the Trust's Medical Education lead?

Response: Dr Daniel Andrews, contactable via the Trust’s switchboard by calling 0208 354 8354.