T-Pro

T-Pro Dictate - Dictation, Transcription, Voice Recognition, Ambient Speech Workflow Solution

T-Pro Dictate is a hosted platform that delivers speech and ambient voice recognition, digital dictation/transcription technology to boost productivity, reduce costs and drive innovation. Implemented in over 40 NHS Trusts, T-Pro dictate drives efficiency across workflows, settings, devices, and apps for a seamless, consistent, and personalised voice experience

Features

• Versatile digital dictation and transcription workflow solution
• User-friendly interface, enables fast and accurate document creation
• Remote access—use our voice recognition services anywhere, anytime
• Electronic signing and distribution through T-Pro speech recognition
• Online clinic management solution for face-to-face, video or telephone consultations
• Real-time monitoring, reporting and analytics
• Pay-as-a-you-go speech recognition and medical dictation service
• Securely hosted—available across all workflows, devices, and apps
• On-demand outsourced transcription service using trained voice recognition specialists
• In-app support with interactive help desk and integrated knowledge base

Benefits

• Deliver immediate ROI and cost savings
• Multi-platform speech recognition—easily work between desktops, mobiles, etc.
• Remove burden of IT management
• Improve staff productivity and documentation with 100% voice recognition accuracy
• Automatically stay up-to-date on the latest software version
• Medical dictation that seamlessly integrates with your current systems
• Easily identify bottleneck and improve document turnaround
• Safe and secure data transmission and handling
• Track, measure and improve efficiency, productivity and workflows
• Automate repetitive tasks and streamline digital dictation and documentation processes

£48 to £3,900 a licence a year

• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 sales@tpro.io. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

310198615907338

Contact

Liam Murphy
+44 (0)2 0864 1504
sales@tpro.io

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: EClinic Manager, our virtual consultation solution, is offered as an additional module of T-Pro Dictate, but can also be purchased and used as a standalone service.; ; The T-Pro Dictate platform also features an option for organisations to outsource medical transcription to T-Pro, with price/turnaround time agreed with each client individually.
• Cloud deployment model:
  • Public cloud
  • Private cloud
• Service constraints: Buyers should be aware that additional configuration may be required for some thin client/virtual desktop environments.
• System requirements:
  • Supported web browsers include Google Chrome, Firefox, Microsoft Edge, Safari
  • Microphone related drivers for button control (provided with system)
  • Mobile Requirements: iOS 10.0 or later. Android: 5.0 or later

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Our Helpdesk operates 08:00 - 20:00 Monday - Friday and 09:00 - 17:30 at weekends and bank holidays. Initial response times during these hours are typically around 16mins. Response times out of hours when we offer emergency support and a skeleton helpdesk may vary.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), 7 days a week
• Web chat support: Web chat
• Web chat support availability: 9 to 5 (UK time), 7 days a week
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: T-Pro's web chat feature is used to support our end-users. Our 7-day a week in-app web chat provides end users on demand support and training, ensuring they get the most out of the software.T-Pro’s average response time for in-app support queries is 16 minutes. We are also available via phone, email, and help centre.
• Web chat accessibility testing: N/A
• Onsite support: Yes, at extra cost
• Support levels: T-Pro's centralised, robust user support service is available via phone, email, and in-app web chat channel (with integrated knowledge base) to ensure all end users receive adequate assistance to enable the achievement of potential benefits.; ; T-Pro provides a completely managed service, offering 365 days a year live in-app support. Our support team can see the context of the query and information regarding the end-user, application, device, OS, app version etc. Further available help includes context-sensitive online help, tool tips, onboarding elements using visual clues, and the creation of bespoke templates. T-Pro’s average response time for in-app support queries is 16 minutes. In addition, we are available via telephone and email.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: When buyers start using the service, T-Pro will assist them in creating accounts, setting up workflows and templates, and on-boarding users. ; ; T-Pro provides full user documentation, end user help centre resources, 7 day a week helpdesk and remote set-up and implementation, which includes online training.; ; In addition, for buyers with 30+ users, T-Pro will provide on-site training (1 day for every 10 users); ; The T-Pro Dictate Help centre also contains e-learning articles, tutorials, and product videos. This can be accessed by logging your account and clicking on your user profile.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Once contract ends, the customer will be able to extract their data, including all documents and audio files created.
• End-of-contract process: At the end of the contract, T-Pro have defined processes and planning documents in place to ensure a seamless transition.; ; The T-Pro off-boarding process contains the following key steps:; 1. Key contact engagement; 2.Formal confirmation of cancellation at least 30 days in advance of annual contract; 3. Account access removed; 4. Data removed after 7 days; 5. Account deleted after 30 days; ; There is no additional termination charge on top of this should the Customer wish to terminate the service during the subscription term.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Firefox
  • Chrome
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Mobile apps within the T-Pro Dictate platform are solely for the use of dictating authors. Clerical or management users are unable to access functionality of the system via a mobile application. ; ; Whilst the mobile apps allow authors access to all functionality of the web app, the device interface can be configured via the main settings page of the buyers account to limit access to certain functionality at facility, dept, group or individual user level. ; ; Limitations include:; Edit and approval access to documents.; Audio Playback; Subject naming
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: T-Pro Dictate is designed with usability in mind. All interfaces are intuitive with ease of use at the forefront of our design. ; ; Using front-end speech recognition technology, authors can dictate in real time, edit, and sign documents. When creating a document, authors can choose from multiple templates designed for each speciality, which is automatically populated with different dynamic data types, improving documentation efficiency, quality, and turnaround. ; ; With back-end speech recognition, T-Pro quickly and accurately transforms speech to text server-side. The speech recognised text can be automatically sent to a secretary for review, editing and formatting (if needed).
• Accessibility standards: None or don’t know
• Description of accessibility: Accessibility functions of the service include:; ; Text resizing (Large text options); Page resizing ; Descriptive ALT text for all images/buttons etc.; Compatible with all browser accessibility options
• Accessibility testing: N/A
• API: Yes
• What users can and can't do using the API: T-Pro can provide APIs which will allow a PAS/EPR to integrate our speech recognition engine directly into any text field. This API will work in every architectural infrastructure of the PAS/EPR: i.e. web, Java, JavaScript.; ; T-Pro has APIs that allow organisations to query and pull documents on demand. Users define the required queries and context. For example, in a clinical portal you may wish to return documents in a patient context (all completed documents on Joe Blogs, NHS 1234 567 891), or in a provider context (all documents waiting for approval for user ABC). ; ; These queries will return a list of documents including pertinent details such as author, created date, episode etc. As well as 3 separate tokens to access those documents. The first which is for general access and will show an uneditable version of the document and a second for users, that will link to the document within the T-Pro system. In these cases, both will typically be shown within an iframe, but could separately launch the T-Pro application in the default
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Bespoke dictation apps can be created, by applying organisational logo's etc. ; ; Management can add/remove customises templates across the organisation. This can be used to enforce styles, merge data (in a static or editable way) or provide guidance to users. ; ; Management can customise dictation/transcription routes to alter the workflows and processes that govern document creation within the platform. For example managers can enforce electronic signature by the creator of the task before requiring the task to be countersigned by a second user. ; ; Administrative users can leverage T-Pro's API's to build custom interfaces and make the platform integrate within their wider ecosystem.; ; Users can be managed (deleted/added; their roles can be modified)

Scaling

• Independence of resources: The T-Pro system was developed in line with cloud first policy. It utilises a fully secured PostgreSQL cluster (master with a set of read replicas) to ensure the system can be accessed and queried in real-time without affecting the speed of the user interface. This cluster is architected in a scalable manner to ensure we can meet increasing demands of our user base without affecting performance.

Analytics

• Service usage metrics: Yes
• Metrics types: The T-Pro platform includes a reporting module, T-Pro Analytics, that allows users to visualise activity and trends for usage across the organisation. In addition, on demand reports can provide reports and statistics on historical usage, user performance and cost. ; ; Reports can be configured to output data for a defined date range and are available at various levels of granularity. ; ; Buyer organisations can input their own data points and KPI's to apply to T-Pro metrics allowing them to maximise the usability of T-Pro Dictate's reporting capabilities.
• Reporting types:
  • Real-time dashboards
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Up to Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
  • Other
• Other data at rest protection approach: All data is encrypted at rest within amazon's S3 environment. Each object is encrypted with a unique key employing strong multi-factor encryption. As an additional safeguard, it encrypts the key itself with a master key that it regularly rotates. Amazon S3 server-side encryption uses one of the strongest block ciphers available, 256-bit Advanced Encryption Standard (AES-256), to encrypt data.
• Data sanitisation process: Yes
• Data sanitisation type:
  • Explicit overwriting of storage before reallocation
  • Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: The T-Pro Dictate platform has a number of built in UI elements that allow users to export data in a number of different formats. ; ; Automated export routes to export data to third party systems or external storage can be configured as part of the implementation process. ; ; T-Pro then also offer an off-boarding service whereby data can be bulk exported from the platform in a format agreed with the buyers.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • PDF
  • Word (.docx)
  • MP3
  • Original audio format (as uploaded to platform)
  • XML
  • TXT
  • HL7 (v2.x, FHIR)
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • PDF
  • DSS
  • CSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: AES 256-bit

Availability and resilience

• Guaranteed availability: The T-Pro Dictate platform is hosted within Amazon Web Services (AWS) environment. AWS are the number one provider of infastructure as a service with demonstrable up-times of 99.989% in EU West, 99.997% in APAC and 100% in US East and West regions.; ; T-Pro doesn't have a standard SLA governing up-time but is happy to come to a separate agreement with buyers on this.
• Approach to resilience: T-Pro utilises Amazon Web Services built in back-up, redundancy and fall over utilities which are widely documented and are considered industry leading. ; ; As our own system architecture is commercially sensitive we would prefer not to publish this. However, documentation is available on request.
• Outage reporting: Any unplanned service outages are communicated via email to nominated contacts within the buyers organisation.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Username or password
• Access restrictions in management interfaces and support channels: N/A
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: SGS UK Ltd.
• ISO/IEC 27001 accreditation date: 07/11/2022
• What the ISO/IEC 27001 doesn’t cover: The certification is for the following activities:; ; Provision of medical dictation, speech recognition, transcription and clinical correspondence software to the healthcare industry
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications:
  • Registered with the Data Protection Commissioner in Ireland
  • NHS DSP Toolkit

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards:
  • ISO/IEC 27001
  • Other
• Other security governance standards: DCB0129; ; Cyber Essentials Plus
• Information security policies and processes: T-Pro is certified with ISO 27001 standard to develop, implement, maintain and improve a strict Information Security Management System, which imposes a set of guidelines around how we categorise, manage and monitor data.; ; T-Pro has documented processes and policies in place with respect to information security including but not limited to;; ; * Information Security Incident Management Procedure; * Cryptographic Policy; * Business Continuity/Disaster Recovery; * Data Processing Protocol; ; All T-Pro data and communications use two levels of security – HTTPS, and a minimum of 256-bit AES encryption to ensure data is protected in transit and at rest.; ; The hosted architecture of the system means that Disaster Recovery and Business Continuity is tightly controlled. T-Pro has a robust system of provisioning and testing backup and redundancy measures.; ; Role-based-access-control within the T-Pro Dictate system governs access to sensitive information. ; ; All actions performed on the platform are fully auditable.; ; Developer access is controlled by the T-Pro CTO. Passwords expire regularly (once a month currently), require MFA and are set to a high level of complexity. ; ; Regular vulnerability scans and PEN testing of the system are undertaken.; ; Internal networks are segmented to isolate different types of traffic and contain potential threats.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The T-Pro dictate platform is upgraded periodically. T-Pro maintains a number of testing and staging environments where any new code is stringently tested before being deployed. ; ; Initially developers test in their own dev environments. Third party companies are used to help develop automated tests and provide manual testing resources. Regression testing forms a large part of any testing cycle. ; ; Any new changes to the system are assessed against pre-defined criteria for impact to user experience, user/data security, interface and interoperability. ; ; New deployments are accompanied by release notes which are distributed to clients either management level or to end-users as applicable.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Potential threats to the system are identified in a number of ways. Primarily T-Pro undertakes bi-annual pen testing. Following identification of any threats patches are deployed immediately once fix if found, confirmed and tested. ; ; Info on prospective threats is found via security notices and journals as well as on advisement from third party pen testing company.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: T-Pro is able to identify compromises with ease. As the system is logged, behaviour is known so can be analysed. ; ; T-Pro responds to any compromises by first taking a clone of the compromised machine for forensic analysis. Then isolate the affected service to minimise impact.; ; Response time is defined as ASAP
• Incident management type: Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
• Incident management approach: T-Pro defines an incident as any unexpected event. ; Users can report incidents by submitting emails, chat, phoning or otherwise contacting support. ; ; When reported a ticket is created on our helpdesk. Depending on the severity of the incident and the agents ability to resolve it, the ticket can be escalated all the way to director level. ; ; Where a user is significantly affected, security is compromised or the system experiences a failure/downtime a further incident report will be produced. This is created by the agent countersigned by the director. The incident report is attached to the ticket and shared with the client.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: Yes
• Connected networks:
  • NHS Network (N3)
  • Health and Social Care Network (HSCN)

Social Value

• Social Value:

  Social Value

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

  Fighting climate change

  Carbon reduction is essential to T-Pro’s sustainable growth strategy by mitigating the effects of climate change and our organisational footprint.; ; In alignment with the NHS and its Climate Emergency Plan, T-Pro is committed to reaching Net Zero by 2050, and has published a Carbon Reduction Plan on our website (info.tpro.io) outlining the processes, initiatives and actions being undertaken by our team on our journey to net zero.; ; Our hosting partner, AWS, will move to fully renewable energy for all of its data centres by q4 2024, ensuring that data is not only securely stored in the cloud, but is stored with minimal environmental impact. ; ; T-Pro works closely with healthcare organisations to form strategic relationships, helping organisations to minimise their carbon footprint and secure a reliable, sustainable service.

  Covid-19 recovery

  Our Cloud Software solutions facilitate working from home, in line with MAC 1.3 of the Social Value Model. Notably, T-Pro’s work throughout the pandemic was recognised via the 2021 ‘Impact Award’ - given by Deloitte, in conjunction with Meta - which particularly highlighted the delivery of our online clinic and virtual consultation platform. ; ; This platform, as provided through our eClinic solution, was vital during the initial months of the Covid-19 pandemic lockdowns, allowing a range of HSE and NHS healthcare organisations to continue their patient care remotely. These capabilities are also continuing to support recovery from the Covid-19 pandemic, in line with MAC 1.1, as hospitals and clinics can employ staff regardless of location. This provides more flexible working conditions and aids the continued employment of current staff, as well as attracting new employees.; ; Institutional investors and customer contracts have led us to double the size of our workforce in the last 18 months, thus investing in new opportunities for those left unemployed by the Covid-19 pandemic.; These opportunities have focused primarily on project management and training, with the commensurate increase in learning new digital skills within the company. T-Pro invests time and money into training and upskilling of our staff, and have done so since before the pandemic. Should any member of staff feel that they would benefit from specialised training, T-Pro supports their enrolment, funding, and training leave toward such courses.; ; Business continuity throughout the pandemic has also rested upon the continued welfare of our internal staff. This is why T-Pro established a Social Committee early in the Covid-19. The Social Committee has since been responsible for arranging various online activities toward the continued interaction of our staff. Through quizzes, virtual exercise sessions, and online book clubs, T-Pro ensured we maintained morale and staff wellbeing throughout pandemic lockdowns.

  Tackling economic inequality

  To tackle economic inequality, T-Pro is committed to:; ; * Incentivise more employers in a wider range of industries to participate and clarify the benefits to apprentices, including pay progression paths;; ; * set a target for reducing skills inequalities in line with public preferences, through a process of consultation;; ; * to adopt a living wage for staff to eliminate in-work poverty.; ; To ensure the future success of our team, at T-Pro or elsewhere, we invest considerable time and money into staff upskilling. Our company offers a diverse range of solutions for clinical documentation and virtual consultation. As such, we assign two-weeks’ training to all staff - including those employed as contractors or on freelance agreements - to ensure a company-wide, consistent understanding of our client needs and the overall service which T-Pro provides. ; ; Alongside this, our company encourages staff to enrol in post-graduate degrees to upskill their capabilities in industry accreditations such as Microsoft and PRINCE2.; ; In such instances, T-Pro supports our employees with both funding and the time and space necessary to enable them to succeed.

  Equal opportunity

  At T-Pro, we believe creating an inclusive environment where everyone can be their true and authentic selves drives better business results. ; ; We are committed to fostering a culture that embraces diversity and supports our employees.; ; T-Pro is deeply committed to supporting all our employees both professionally and personally, and to creating a workplace that is inclusive, diverse, and equitable. ; ; In addition to global policies that prohibit discrimination of any kind, we offer inclusive benefits for employees and their families, promote equality for all, and support diversity, equity and inclusion education and programs.

  Wellbeing

  Our diverse range of solutions for clinical documentation and virtual consultation support the wellbeing of doctors and clinicians employed by our clients, as well as the patients whom they serve.; ; Time and motion studies conducted on behalf of a number of our clients have shown that clinicians who use T-Pro’s speech recognition web and mobile app based workflows can spend 12 fewer hours documenting per month, than they did previously when dictating natively in the EPR using another supplier.; ; Reducing the time spent on documentation and providing clinicians with flexibility in how and when they dictate, T-Pro's software drives efficiency in healthcare organisations, alleviating clinician burnout and enabling staff to devote more time to higher value tasks and patient care.

Pricing

• Price: £48 to £3,900 a licence a year
• Discount for educational organisations: No
• Free trial available: Yes
• Description of free trial: T-Pro offer a 30-day free trial for up to 10 users. Once a trial contract is signed T-Pro set up accounts and configure system for up to 10 users within 48 hours. Users/technical contact receive access instructions for software. T-Pro provides remote training to users if needed.
• Link to free trial: https://info.tpro.io/contact/book-a-demo

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 sales@tpro.io. Tell them what format you need. It will help if you say what assistive technology you use.