TORTUS AI LTD

Ambient voice transcription and AI generation of notation and documentation for clinicians

TORTUS is an ambient listening to a consultation for clinicians and instant generation of a summary and letter documentation. Improving consultation times by 25%, doubling the quality of documentation, and improving clinician and patient engagement.

Features

• Speech to text AI
• Instant medical note generation
• Customisation of templates
• Instant referral letter generation
• Instant patient communication content generation
• Quick, accurate dictation

Benefits

• Reduced administrative burden
• Increased clinician time
• Decreased clinician cognitive load
• Improved clinician experience
• Double the quality of documentation
• Increased cost capture
• Increased consistency of documentation for audit
• Improved coding
• Better patient experience

£100 to £200 a user a month

• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at dom@tortus.ai. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

287098019864081

Contact

Dom Pimenta
07886643301
dom@tortus.ai

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No significant constraints, O.S.L.E.R. is designed to run on all mainstream hardware platforms with little to no downtime for maintenance, upgrades, etc.
• System requirements:
  • MacOS11 or later
  • Windows 10 OS or later

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: We aim to reply within 48 hours.
• User can manage status and priority of support tickets: No
• Phone support: No
• Web chat support: No
• Onsite support: Onsite support
• Support levels: If implementation support is needed, we will provide this, but this is determined on a case by case basis.; ; A support team is in place, available 9am-6pm, Monday to Friday an email 24 hours a day.; ; A point of contact for support will be appointed for each account.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: We have a mixture of on-site training and user documentation to onboard users, with a named account manager and helpdesk support available.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: The user can request for their data to extracted via email.
• End-of-contract process: The user will cease ability to use O.S.L.E.R. at the end of the contract, they will have the option to extend their contract. All services are included in the price of the contract for individual users. For enterprise users the licence includes access to the software and a capped limitation on total number of audio hours used for the organisation, additional hours are paid for and rolled into the next contract price, or payable upon termination of the contract if non renewal.

Using the service

• Web browser interface: No
• Application to install: Yes
• Compatible operating systems:
  • MacOS
  • Windows
• Designed for use on mobile devices: No
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: The interface is a chat window, where the user can start recordings and start other actions.
• Accessibility standards: None or don’t know
• Description of accessibility: The interface is a chat window, where the user can start recordings and start other actions.
• Accessibility testing: None at this point.
• API: No
• Customisation available: No

Scaling

• Independence of resources: For individual contracts, we use several layers of redundancy across services in order to manage load effectively. For enterprise customers, we spin up a dedicated cluster of compute for each large customer to ensure demand is separated.

Analytics

• Service usage metrics: Yes
• Metrics types: Number of consults, hours of consultations.
• Reporting types: Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: Up to Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: A third-party destruction service

Data importing and exporting

• Data export approach: Users can request a copy of their data by emailing support@tortus.ai. This will include any information we hold on them, such as their self submitted user profile. We can also provide their history of consultations on request - which while we do not store any content to these - we store the timestamps and duration.
• Data export formats: CSV
• Data import formats: Other
• Other data import formats: Users are not able to upload their own data.

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Our OSLER SLA is 99.5%. If the service goes below that, the user can request a refund for lost time as discussed with their account manager.
• Approach to resilience: New deployments are protected by using a blue-green serverless model, with automated tests. Should a new deployment fail, the pod won't be made available. In the event that this does not catch an issue, we have internal monitoring to indicate failures. We can then instantly roll back to a previous healthy version. Load is handled by automatic scaling of our instances, with a load balancer to direct requests.
• Outage reporting: In the event that our service is down, we will email our users, providing them updates on the service.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: OAuth2 authentication with RBAC based authorisation for admin tools, with limited access to select employees
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • CSA CCM version 3.0
  • ISO/IEC 27001
• Information security policies and processes: We have a CSO, clinical risk manager, plus an external compliance partner who are embedded through the feature development lifecycle, to ensure clinical risk and safety are acknowledged and mitigated throughout. We have a clinical risk register where all changes affected this are scored by our clinical team, and once deemed safe, only then can be embedded into the product.; ; From an engineering POV, we have a CI/DC pipeline, reviews of code must be carried out by someone else who didn't initially write the code. We have a Head of Engineering, who manages a tech lead, and senior engineers and junior engineers all under this umbrella. The product manager works with the compliance manager, CSO, clinical risk manager, compliance manager.

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: Versioned control (git) is used for both infrastructure and application changes. Secondary reviews are required before merging, and another review step before deployment.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Regular external pentests carried out by 8Fold Governance, with all major issues resolved and deployed, and then a follow-up penetration test conducted.
• Protective monitoring type: Undisclosed
• Protective monitoring approach: Automatic alerting of incidents from our monitoring tool Datadog and Google Cloud Platform. If data has been breached, we assess the impact, provide a fix, and alert users via email if necessary. We then also work with our Pentest organisation 8Fold Governance to ensure we have correctly patched the breach.
• Incident management type: Supplier-defined controls
• Incident management approach: In the event of an incident, once notified we aim to resolve the issue within 3 hours during working hours (9-6pm Mon-Friday) and 6 hours out of those hours. Users may report incidents to the email: support@tortus.ai. Once we have identified and fixed the incident, we internally perform a post-mortem, identifying corrective actions we can take, and any further correspondence that may need to be conducted with our users.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  The system enables clinicians to reduce the amount of time spent on consultations, increase documentation quality, and increase patient engagement. Increasing patient engagement decreases DNA rates, which means fewer car trips to hospital sites and decreases paper letters printed and posted, in addition, improving service sustainability.

  Covid-19 recovery

  The system enables clinicians to see patients more efficiently without increasing burnout, increasing service capacity to bring down post COVID-19 waitlists

  Tackling economic inequality

  The system enables clinicians to communicate and explain terms to patients with low levels of health literacy or non-native English speakers, enabling better access to healthcare for those typically in the least privileged economic positions in society.

  Equal opportunity

  The system enables clinicians to better communicate with all patients, regardless of language or education, and leave explainable terms in letters and notes for them to read at their own pace. Future versions will enable translation as well.

  Wellbeing

  The system improves clinician wellbeing, reducing burnout and stress, and improving time management and engagement with patients as well. Improving the QOL and wellbeing of healthcare staff is a key goal of the AI system

Pricing

• Price: £100 to £200 a user a month
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: We are able to offer a one month, full service for free.

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at dom@tortus.ai. Tell them what format you need. It will help if you say what assistive technology you use.