APPLIED HEALTHCARE SOLUTIONS LIMITED

Clinical Guardian

Clinical Guardian is a cloud hosted software application that facilitates clinical governance and audit of clinical consultations. It uses peer review of consultations selected using clinician specific risk profiles. The service provides analysis of clinical performance and reporting to help organisations identify issues early, support improvement and maintain oversight.

Features

• Secure, resilient cloud hosted infrastructure.
• Efficient workflows accessible from remote locations.
• Flexible implementation can be tailored to local audit requirements.
• Intuitive system interfaces, extensive reports and data exports.
• Comprehensive training and ongoing technical support

Benefits

• Efficient web-based workflow leads directly to time and cost savings.
• Audit effort focused where most needed benefits patient care.
• Efficient online workflows interconnect distributed teams increasing collaboration.
• Open and transparent feedback ensures clinicians feel supported.
• Records contribute to training and accreditation.
• Audits focused on key concerns can surface important insights

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 info@ahs.ltd. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

397991338359204

Contact

Claire Palmer
01225 667150
info@ahs.ltd

About your service

• Service categories:

  Applications

  Production and operations

  Service industry and public sector operations

  • Healthcare
• Multi cloud support: No

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Clinical Guardian integrates with customers’ Electronic Patient Record (EPR) systems. Case records are exported from the EPR and uploaded to Clinical Guardian according to the data interface specification to create the audit dataset, vastly improving efficiency versus manual audits. Customers can configure audit parameters to match their operational requirements.
• Cloud deployment model: Public cloud
• Service constraints: Technical support can be accessed by phone or email, however, support agents are only available to respond during weekdays between 9:00am and 5:30pm (UK time). Clinical Guardian is a fully hosted, web-based service accessed via an internet browser, so buyers need a suitable device and reliable internet connection. Where Clinical Guardian is used with an Electronic Patient Record (EPR), buyers must be able to export clinical case data and upload it in line with the data interface specification; data field availability may vary depending on the EPR configuration.
• System requirements:
  • Internet access from a suitable browser
  • Access to a case data export from an EPR
  • Access to case data from a computer with internet access.

User support

• Email or online ticketing support: Yes
• Support response times: Customers can raise questions by phone or email. Calls are typically answered within 4 rings via a dedicated support desk. Emails are typically responded to within 1 working day; full resolution depends on the nature of the query. The service desk operates during the working week (office hours), so responses to phone and emailed questions are not available at weekends.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes
• Support levels: Support levels: Standard support is included within the subscription fee, covering onboarding and initial training (remote by default, with face-to-face available by agreement). Technical support is provided via phone or email, with tickets typically raised by email and managed through the support process. ; Costs: No additional charge for standard support. Additional charges may apply for extra or repeat training, implementation of change requests, or bespoke software development, charged at the rates in the published Price Model. ; Account manager / engineer: A Customer Account Manager is provided.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Applied Healthcare Solutions (AHS) delivers a comprehensive three-month onboarding programme to ensure successful implementation and adoption of Clinical Guardian. This structured process is designed to maximise operational benefits and user confidence.; Programme Structure:; • Pre-launch and formal launch sessions to secure sponsorship and engagement from the outset ; • Monthly progress checkpoints supported by a mobilisation checklist, product documentation, and extensive training resources. ; Training Approach:; • Role-specific training delivered primarily through remote sessions, supported by live demonstrations.; • Face-to-face training is available, alongside refresher sessions throughout the subscription period.; • Comprehensive resources include detailed PDF guides, screen-sharing walkthroughs in a dedicated demo environment, and recorded sessions for future reference.; Support and Management:; • A dedicated account manager oversees the onboarding process and remains available for support throughout.; • System parameters are configured to meet the customer’s operational requirements, ensuring a tailored experience.; • Suite of pdf guides includes, Welcome Pack, Getting Started, role-based training (including advanced SuperUser) and key product features. ; • Teams sessions are recorded (with permission) and shared with the customer.; Outcome:; By the end of the onboarding programme, the customer organisation is fully prepared to utilise Clinical Guardian effectively, achieving optimal performance, compliance, and value from day one.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: At contract end, Clinical Guardian distinguishes between individual user data and organisational data. End users can extract their personal data directly using standard tools available within the user interface. This supports ongoing professional requirements such as appraisal, audit evidence and recertification.; ; For organisational requirements, bulk extraction of the case data uploaded into Clinical Guardian can be provided on request. AHS will supply the extracted data using a secure transfer mechanism.; ; As the case data stored in Clinical Guardian is generally a copy of information already held within the organisation’s primary clinical system, most customers do not require a full dataset export at contract termination. Instead, they typically focus on data deletion and sanitisation activities aligned with their internal data retention policies.
• End-of-contract process: As the contract approaches its end, AHS engages with the customer to confirm whether any data extraction is required and to schedule secure deletion of data once access is no longer needed. A grace period of up to one month can be provided after the subscription ends. During this time, no new data can be entered, but clinicians may continue to download their personal audit review comments for appraisal or professional requirements. The standard contract price includes end-of-contract coordination, data extraction (where requested), secure data deletion activities, and the grace-period access window. In exceptional cases, customers may request extended read-only access for a longer period (for example, one year or more). Such extended data retention and access falls outside the standard subscription and may incur an additional fee to cover storage and maintenance costs.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: Onboarding and offboarding documentation is provided as part of the user materials issued during onboarding and ongoing support (“train-the-trainer”). The documents are well structured with clear headings. Lists use bulleted formatting. Tables and figures are labelled. Fonts are clear and ensure high contrast. Use of colour-only indicators is avoided so information is not dependent on colour to be understood.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Clinical Guardian is a web-based service accessed through a browser on an internet-connected device. It works on common browsers including Microsoft Edge, Firefox, Chrome, Safari and Opera. On desktop/laptop, auditors have a larger screen and a physical keyboard, which is better suited to reviewing case notes and typing comments. The service is usable on mobile devices, but the smaller screen and on-screen keyboard may make extended review and commenting less convenient. Functionality remains available; user experience depends on screen size and input preference.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Clinical Guardian is delivered through a web-based application accessed via a standard web browser. The interface guides authorised users through a structured clinical audit workflow to support consistent review activity. Users can work remotely (subject to the organisation’s information governance requirements). The service is delivered as a fully hosted solution, so customers do not need to install or maintain local application infrastructure.
• Accessibility standards: None or don’t know
• Description of accessibility: Clinical Guardian is a web application procured for internal use by a limited user population and is not public-facing. Users access the service via a web browser on an appropriate internet-connected device and can work remotely, subject to the organisation’s own information governance requirements for remote working and device usage. AHS has not claimed conformance to WCAG 2.2 for the service interface.
• Accessibility testing: AHS gathers usability input through an iterative development approach. The Product Owner (a registered GP) extensively uses Clinical Guardian and reviews new and existing functionality from a user perspective. New features are shared with end users during the development cycle so feedback can be captured and adjustments made to the user interface, workflows and usability before changes are finalised. Where changes are commissioned by a specific customer, sprint reviews include customer users at appropriate points, and acceptance testing is used to confirm the new functionality meets the customer’s requirements before release. AHS has not claimed conformance to WCAG 2.2 or EN 301 549 for the service interface, and formal interface testing with users of assistive technology has not been completed.
• API: Yes
• What users can and can't do using the API: Users can use the API to automatically upload clinical case data exported from an organisation’s Electronic Patient Record (EPR) into Clinical Guardian, as an efficient alternative to manual data uploads. Uploaded data must follow the required data structure, exported from principal clinical systems and converted into a standard format for use within Clinical Guardian. ; ; The API is intended for data ingestion only. Clinical audit activities, involving reviewing records, entering comments, scoring and using reports are carried out by authorised users within the Clinical Guardian web application, not through the API. ; ; The service is designed so that no patient attributable information is included in the extract; Clinical Guardian stores pseudonymised patient records. ; ; Access to the service remains controlled through secure login credentials and role-based access controls. ; ; Data availability through the API depends on the source system configuration, as differences between principal clinical system implementations can impact which data fields are available for upload.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Users can customise Clinical Guardian by adjusting configuration variables and system parameters to reflect organisational preferences, with guidance available from technical support. Many changes can be made by customer users with appropriate system privileges, for example configuring audit scoring templates. For deeper changes, customers can submit change requests via the support desk for software customisations or new features. Where requests are considered beneficial across the customer base, they may be added to the service development roadmap and delivered through service updates. Where changes are specific to a single customer, additional charges may apply in line with the rates in the published price model.

Scaling

• Independence of resources: The Clinical Guardian service is hosted on infrastructure that is scalable and designed with sufficient capacity to ensure that the number of user accounts created and accessing the service concurrently does not adversely affect individual performance. where required, adjustments to maintain performance can be made within 1-2 business days. Occasionally customers need to download large amounts of report data which can be time consuming, but this is easily resolved by batching the time range into smaller units, with assistance from the AHS support team.

Analytics

• Service usage metrics: Yes
• Metrics types: Clinical Guardian provides service metrics through a Report Centre, where users can access reports to support organisational oversight and governance reporting. Report outputs can be viewed on screen and exported in PDF or Microsoft Excel formats. Available metrics include organisational status information (such as Audits-in-Progress and Case-Load), individual-level outputs (such as Audit-Scores and Audit-Feedback) and clinical performance reporting (such as Review-Time-Summary, Clinician-Performance-Summary and Group-Review-Sessions). Metrics available depend on how the customer configures the service and the data uploaded into Clinical Guardian.
• Reporting types:
  • Real-time dashboards
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: 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 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: Yes
• Equipment disposal approach: A third-party destruction service
• Data sanitisation type:
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Clinical Guardian users include clinical auditors, clinicians and administrators, each with different export requirements. Role-specific tools and reports allow users to access data within the service. Data can be viewed on screen or exported as PDF or Microsoft Excel files. Exports are available at points within the audit workflow, and the Report Centre provides access to outputs such as individual appraisal data, organisational performance data, for example audits in progress, and clinical performance data, for example prescribing aligned to guidelines.
• Data export formats: Other
• Other data export formats:
  • Microsoft xlsx
  • Pdf
• Data import formats:
  • CSV
  • Other
• Other data import formats: Xml

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: Clinical Guardian does not offer a defined SLA to end users and does not guarantee a prescribed level of availability. The application is hosted by Microsoft Azure, which provides an SLA commitment to AHS for high availability and resilience (historically stated by AHS as 99.996%, or approximately 26 minutes per year). AHS manages planned maintenance to minimise downtime and gives users notice in advance. Interruptions for updates typically last only a few minutes and are scheduled during periods of low demand. Microsoft Azure provides high availability, resilience and industry-standard recovery aligned to ISO 22301 to minimise impact on Clinical Guardian end users.
• Approach to resilience: Clinical Guardian is hosted on Microsoft Azure. Resilience is supported through a secure hosting environment, encrypted storage and a backup regime designed to support high availability and timely recovery in the event of an unplanned outage. System software and data are regularly backed up using current tools and industry practice, and Business Continuity and Disaster Recovery arrangements are in place to support recovery. Data is encrypted in transit using HTTPS and TLS 1.2. Security patches and updates are managed routinely, with response activity triggered where relevant CVE alerts are published. The databases are hosted on encrypted servers in a commercial facility designed for security and resilience, with ISO 9001, ISO 27001 and ISO 22301 certifications referenced for the hosting environment.
• Outage reporting: Planned downtime is communicated to end users in advance, either by email or by a system message within the service. In the event of an unplanned outage, AHS reports the outage to end users by email, issued via the Customer Relationship Management (CRM) system.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: Access to Clinical Guardian requires secure login credentials. Administrative and management functionality is restricted through role-based access controls, so only approved users with appropriate permissions can access admin features and sensitive information. ; ; Support is accessed via phone or by raising a support ticket by email. Support tickets are monitored and progressed through the support process, ensuring support requests are managed through controlled channels.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • 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 contact the support team to get 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

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Applied Healthcare Solutions Ltd operates an Information Governance Management System (IGMS) that supports compliance with relevant regulations (for example the Data Protection Act 2018) and establishes best practice for managing and controlling information and the IT equipment used to process it. The IGMS incorporates a Risk Management Framework that addresses information risk and, separately, clinical risk in accordance with DCB0129. These risk processes are embedded within the software change control process.; ; Subcontracted IT services are required to comply with Cyber Essentials Plus and ISO 27001. Governance and reporting are led by an Information Governance (IG) Lead, a Board-level appointment. The Board also appoints a Senior Information Risk Owner (SIRO) to provide day-to-day oversight of the risk process. To ensure policies are followed, software changes require formal sign-off by the IG Lead and the SIRO, alongside technical and operational leaders where appropriate to the change request.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Clinical Guardian (CG) is a web-based software application used to audit clinical data. CG is designed so data is held securely, accessed only by authorised personnel, and use of the software does not introduce any additional clinical risk. ; ; Configuration items are tracked through the software change control process. Changes are assessed for potential information security impact and for clinical risk using risk processes aligned to NHS safety standard DCB0129, which are incorporated into the change control process. ; ; The change control process requires sign-off by the Board-level IG Lead and the SIRO, alongside technical and operational leaders as appropriate.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: AHS uses a Risk Management Framework covering business, infrastructure/resource, cyber and patient-safety risks. ; ; Threats are assessed through this framework and through regular vulnerability testing during development using tools developed by CREST accredited penetration testers, reducing exposure to common vulnerability classes (for example those in the OWASP Top 10). ; ; AHS receives vulnerability intelligence via the NHS Cyber Alert service (CVE updates) and information from Microsoft. ; ; Patches/mitigations are assessed and implemented through the software change control process, incorporating clinical risk considerations aligned to DCB0129 and the Health and Social Care Act 2012.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: AHS’s IT Services subcontractor is compliant with ISO 27001 and Cyber Essentials Plus. In line with these standards, AHS benefits from anti-virus protection, endpoint detection and response (EDR) and malware protection. AHS is registered with the NHS Cyber Alert service to receive CVE updates, which are cross-correlated with information received from other sources including Microsoft. ; ; Where alerts identify potential vulnerabilities relevant to the service, these are assessed through AHS’s Risk Management Framework and progressed via the software change control process, ensuring security and clinical risk considerations are addressed before implementing changes.
• Incident management type: Supplier-defined controls
• Incident management approach: AHS follows pre-defined incident management processes set out in its Data Breach Policy. Incidents, including suspected data breaches, malware alerts or unauthorised access are reported via the support desk by phone or email. Incidents are logged, triaged and prioritised, with actions coordinated through the service team and updates provided to the customer by email. Where relevant, information from protective monitoring controls and NHS Cyber Alert/CVE notifications supports identification and assessment. Following resolution, AHS provides an incident report summarising impact, actions taken, outcomes, and any required follow-up or notifications in line with the Data Breach Policy.
• Post-quantum cryptography secure: Yes

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 5%
• Between £500,001 and £1,000,000: 10%
• Between £1,000,001 and £2,500,000: 12.5%
• Between £2,500,001 and £5,000,000: 15%
• Over £5,000,001: 17.5%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber Essentials Alternative: In relation to the services you do not have a current and valid Cyber Essentials certificate which has been awarded by one of the government approved Cyber Essentials accreditation bodies but you are working towards gaining it, and will be in a position to confirm that you have been awarded a current and valid Cyber Essentials certificate by one of the government approved accreditation bodies within 12 months of the date of award.
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: Yes
• Any other security certifications: NHS Data Security and Protection Toolkit (ODS 8JQ68)

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • New apprenticeships on the contract workforce in the relevant area that meet the criteria set out in MAC 1b
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition

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 info@ahs.ltd. Tell them what format you need. It will help if you say what assistive technology you use.