Proximie Inc.

Proximie Ltd

Proximie is a leading cloud-based video collaboration platform that digitally connects hospital operating rooms, endoscopy and interventional suites. The platform increases productivity, speeds up and improves access to training, and enhances patient safety. It enables surgeons to remotely collaborate with each other. Every procedure can be recorded and analyzed.

Features

• Productivity data to optimise procedure room efficiency
• Collaborate with two-way video/voice, chat, annotation & AR tools
• Unlimited feeds from any medical device, display four feeds
• Record, download, edit, + share clinical procedural videos
• Strict access-control ensures only authorised personnel can access video-libraries
• Minimal foot print hardware; set up within minutes.
• Optimized for workflow in operating theatres, cath-labs, Endoscopy, Interventional-Radiology
• ISOs: 9001,27001,27017 & CSA Star 2 certified cyber security
• Cloud based platform, available in 800+ hospitals globally
• Cyber Essentials, DSPT certified & DTAC, GDPR/HIPAA compliant

Benefits

• Improve productivity in any procedure room with undeniable data
• Support real-time collaboration, facilitating improved learning + instant second opinions
• Better meet service recovery targets through improved operational efficiency
• Deliver enhanced/efficient education through increased trainer:trainee ratio
• Generation of digital logbooks as evidence of clinical ability/activity
• Enhance clinical audit with data, improving patient safety and health-outcomes
• Reduce clinical stress through availability of instant, quality support/advice
• Share clinical expertise and optimise practice to improve clinical outcomes
• Speed up new and innovative medical device adoption
• Deliver improved patient safety, and workforce wellbeing

£16,800.00 a licence a year

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 jpidliswyj@proximie.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

431538220130548

Contact

James Pidliswyj
+447377455229
jpidliswyj@proximie.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No unusual constraints - system requirements are detailed within next section
• System requirements:
  • OS: MacOS 10.15 & higher, Windows 8.1 & higher
  • CPU min: (viewer) Intel Core i5U Series
  • CPU recommended: (operator) Intel Core i7 G/H Series or better
  • All Apple Silicon versions are supported
  • TDP min: 25W (viewer), 35W (operator)
  • GPU: Integrated (viewer), Dedicated (operator)
  • RAM min: 8GB (viewer), 16GB (operator)
  • Display min: Full HD
  • 5 Mb/s down for every inbound HD video stream
  • 5 Mb/s up for every outbound HD video stream

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Proximie offers user support based on the severity level of the incident.; ; P0 - 24x7x365. Initial response within 30 minutes and targeted resolution in 60 minutes.; ; P1 - Initial response within 60 minutes with. Targeted resolution in 4 business hours.; ; P2 - Initial response within 60 minutes during applicable Regional Business Hours. Targeted resolution in 4 Business hours.; ; P3 - Initial response within next business day during applicable Regional Business Hours. Targeted response within the next Business Day
• 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: Onsite support
• Support levels: All ongoing support is included in the price.; Dedicated key account manager for each site for all planning and coordination activities.; Dedicated customer success manager for all clinical utilization support.; Extended service delivery team for all other support activities.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: Proximie hosts live, hands-on, onsite training designed for clinical users in coordiation with the facilities’ clinical education teams. Training can also be virtual and can be hosted by an internal LMS system or via virtual meeting/Webinar. Training is approximately 45 mins to complete with a testing element for comprehension.; ; Proximie hosts an extensive tutorial library available in the programme, along with a Help section of support documents designed for personal, web-based education. Remote training options, as well as live and onsite training sessions are offered in coordination with the facilities’ clinical education team.
• Service documentation: No
• End-of-contract data extraction: Customer Data entering the Platform is retained until deleted in accordance with the Agreement, policies and applicable laws. The Customer is responsible for ensuring Customer-specific retention policies are communicated clearly to Proximie.; ; Security Logs: held for two years past the last incident event logged that might require retroactive investigation. Application Logs: deleted at the end of the contract period as specified by the destruction process below, unless otherwise required and Agreed with the customer. Any specific requirements for the retention of Application Audit Logs are the responsibility of the Customer to enforce. ; ; To avoid accidental data deletion/ loss due to contract termination/ expiry, Proximie implements a grace period of up to two years from the end of the relationship with Customer before their Data is permanently & irreversibly deleted. Data is removed automatically from live databases at the end of the relationship with Customer after one year from the end of the relationship. After the grace period, unless the Customer explicitly agrees to any further retention of the data, all Customer Data including backups will be irreversibly deleted from Proximie systems. Customers can request removal of the data within 90 days from the end of the relationship.
• End-of-contract process: In accordance with the agreement; access to the platform is revoked and accounts disabled. Under current standard operating processes, Customers can submit a request to extract/ download data. This is subject to any prevailing legal, contractual, or regulatory requirements. Proximie will work to facilitate these requests and will provide Customers with a secure means to obtain their data, should it be requested or required. Customers may receive a time limited link enabling them to download their data from a secure site.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Chrome
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: There is no difference between the services provided on mobile or desktop.
• Service interface: Yes
• User support accessibility: WCAG 2.1 AA or EN 301 549
• Description of service interface: The Proximie interface is used to perform actions. The interface includes two primary parts; dashboard interface & live session interface.; ; The dashboard interface includes a navigation menu for the user to negotiate the website, plus sub page menu for user to perform actions such as scheduling a session.; ; The live session interface includes a control menu allowing the User to mute, record, and modify audio settings. The annotation menu features chat, camera control & participant list. The majority of the screen is dedicated to the video feeds shared by participants in the session.
• Accessibility standards: WCAG 2.1 AA or EN 301 549
• Accessibility testing: Proximie has performed user testing of the interface with diverse users in order to gauge usability of the platform. This includes users who require different levels of magnification of the interface in order to read. We intend to continue to test our interface with more users of assistive technology. Proximie also undertakes Annual external accessibility auditing.
• API: Yes
• What users can and can't do using the API: Proximie has extensive APIs that span session management and device control. Customers can create, manage and cancel sessions using APIs and via the Proximie Device Control Plane. The APIs are secured via bearer tokens which the customer can rotate, and customers / device manufacturers can use APIs to automatically register / deregister associated devices such as cameras and boom assemblies. All APIs are documented and the most current documentation is always available at https://docs.proximie.net.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Proximie supports bring your own brand and single tenancy. ; Customers can customise with agreement from Proximie.

Scaling

• Independence of resources: The Proximie SaaS platform is horizontally scalable by design. Sessions of use are managed on separate compute instances orchestrated by the cloud provider horizontal scaling architecture, with each session load tested to ensure that maximum participant and data sharing workloads are well within recommended upper limits. The platform is resilient by design, scaling across multiple regions and availability zones so providing further separation. High demand data storage has decoupled write and read, with frequently accessed data distributed using public cloud provider content distribution networks.

Analytics

• Service usage metrics: Yes
• Metrics types: Proximie can provide data on the following:; ; Turnover, inactive turnover time, staff numbers, throughput and other productivity enhancing data.; Procedural counts,; Surgical speciality information,; Length of procedure,; Operating surgeon,; Location and venue,; Hardware used,; Number of procedures recorded,; Video views in library,; Planned events and procedures,; Invitee lists,; Attendee lists,; Registered users,; Logins,; Length of attendee participation,; Attendee engagement,; Transcript from public chat function; ; Our ambition is that all operating room data is captured and automated for patient safety, hospital and OR optimization, and supply chain need.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• 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
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
• 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: Session AV Data are held within the Proximie system within a customer's dedicated and secure library. They can access the AV data through the Proximie platform, additionally the customer can request an export of specific data via the Support team.
• Data export formats: Other
• Other data export formats: Mp4
• Data import formats: Other
• Other data import formats: Mp4

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 Customer facing Service Level Agreement (“SLA”) details the breakdown of Proximie’s performance standards and service credit system. Proximie will use commercially reasonable efforts to achieve 99.95% availability for its core systems: authentication; camera control; chat; media capture and storage; other device control capabilities; participant management; real-time media; recorded media playback; and session scheduling capabilities. The SLA defines parameters of unavailability and how availability is calculated. The calculation is predominantly based on the calendar minutes that a capability is unavailable as further described in Proximie’s SLA. This is subject to the exclusions detailed in the SLA, including, but not limited to, use outside of those authorized, third party acts and omissions and customer’s or user’s equipment. Proximie may add, remove or modify the capabilities pursuant to its Software Management Policy. In the event that the change adversely affects the Customer, Proximie will give 3 month’s notice via email to the Customer.
• Approach to resilience: The Platform is private VPC cloud hosted. It is resilient to at least “availability zone” failure in all cases, and where the required geography supports more than one AWS region, it is resilient to regional failure. The platform is highly available by default, utilizing virtualization technologies to horizontally scale compute capacity as required. Where dependencies do not lend themselves to containerization (for example, Proximie’s chosen MQTT broker), the dependency has a warm standby available in another region in the case of availability zone outage. ; ; Data is stored in highly resilient public cloud provider data stores, such as Amazon Web Services S3 buckets and Amazon Web Services RDS. Where this is not possible because data centres of major cloud providers are not available in specific geographic regions, the available data centre capacity is configured by Proximie to match as closely as possible the resiliency posture of the major cloud provider offerings. This includes replication to multiple hosts distributed where possible across data storage facilities that are as physically separate from one another as the configuration allows.
• Outage reporting: Monitoring and alerting directly and proactively informs any impacted customers via their preferred communication channel. Proximie also runs a public uptime dashboard.

Identity and authentication

• User authentication needed: Yes
• User authentication: 2-factor authentication
• Access restrictions in management interfaces and support channels: Management Controls: ; Systems are configured to ensure that passwords meet the required criteria (length, complexity, etc.) for that particular system. ; Systems are configured to force the change of passwords at regular intervals.; Systems are configured to ensure that passwords, if stored, are held in a secure format. All end user passwords are stored using a cryptographic hash function. ; Users are authenticated using multi factor authentication - where the relevant system/platform allows, this will be enforced. ; System Administrator users ensure that different passwords are allocated and used on different systems (separate passwords for email account and network logons).
• Access restriction testing frequency: At least once a year
• Management access authentication: 2-factor authentication

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: Users receive audit information on a regular basis
• 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: BSI
• ISO/IEC 27001 accreditation date: 23/12/2022
• What the ISO/IEC 27001 doesn’t cover: A.7.12. Cabling security - N/A; A.7.13. Equipment maintenance - Proximie is cloud hosted
• ISO 28000:2007 certification: No
• CSA STAR certification: Yes
• CSA STAR accreditation date: 03/08/2023
• CSA STAR certification level: Level 2: CSA STAR Attestation
• What the CSA STAR doesn’t cover: Nil - all controls apply
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• Other security certifications: Yes
• Any other security certifications:
  • ISO 27017
  • ISO 9001
  • DSPT

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: Proximie operates a rigorously tested and audited ISMS according to ISO 27001 and 27017 standards. This includes but is not limited to policies that cover; Infosec, incident response, risk methodology/ register, acceptable use, tele/remote working, access control, technical cloud security, data classification, document/ data control, encryption, data destruction/ retention, CAPA/CI and the ROPA. Adherence to the ISMS is audited annually (by BSI) and any Non-Conformities fed into the CAPA process for resolution or inclusion on the Risk Register. The ISMS is managed by the Dir of Internal Ops reporting to the CTO, who acts as the responsible security officer for Proximie - on behalf of the CEO.

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: Every change to the production environment requires a change management ticket in JIRA which specifies change, rollback, risks and implementation / verification actions. This is overseen by the Quality Engineering team.; All changes require two approvals including the approval of the CTO (or nominated delegate if on leave - Principle Engineer). Component builds are versioned, and artefacts are created automatically using a continuous integration / continuous delivery pipeline. Deployments are fully automated, and terminal access to the production environment to release is prohibited.
• Vulnerability management type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Vulnerability management approach: Proximie operates a continuous and dynamic threat/ vulnerability management process overseen by the CTO. This includes active oversight of the platform, annual formal pen-testing and regular vulnerability management reviews. CAPA processes are also embedded in the SDLC to adapt the platform in response to an incident or perceived threat.
• Protective monitoring type: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Protective monitoring approach: A regular schedule is in place for security scans of all Proximie applications and environments. Types of scans performed shall include static & dynamic testing & Cloud infrastructure security scans (performed on an on-going basis) and external penetration tests (performed at least annually). Other tools such as security hub will be used to contribute to vulnerability findings; ; SonarCloud – Static Application Scanning Tool, Scans on commit (Continuous) ; Qualys – Dynamic Application Scanning Tool, Monthly ; ScoutSuite – Cloud Security Scanning Tool – Bi-Monthly ; Inspector – Scan on push (Continuous) ; Cobalt – External Penetration Tests - Annually
• 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: Incidents are managed according to ISO 27001, 27017 and CSA Star 2 principles. Proximie operates an incident reporting/ management process that can be initiated by customers or staff. Users can report incidents via email or phone which initiates a JIRA task for the INFOSEC team. The incident is triaged, remediated and fed into the CAPA process, this includes a detailed RCA, risk assessment and may be reported in management review.

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

  Proximie helps reduce the carbon footprint of surgeons and medical device sales reps, amongst others, primarily by reducing the need to travel for all participants in surgery to be co-located. In instances where participants remotely “scrub in”, they are also reducing the use of disposable PPE, an additional benefit for carbon footprint. Through the ability to share up to four visual feeds of the operating room, combined with two-way video and audio communication and augmented reality tools, the remote participants or trainees get an immersive experience of the surgical episode without being co-located. In the past, surgeons, trainees and medical device sales reps would travel to learn new techniques, or to support clinical teams in the use of new products or devices.; Proximie staff have flexible, hybrid working patterns, which additionally reduce the need for unnecessary travel and thus assist with the company’s carbon footprint. To further support our flexible, low environmental impact approach, we are currently in the process of purchasing a travel booking tool that will enable us to further track travel and ensure we avoid unnecessary plane travel where possible.

  Covid-19 recovery

  Proximie supports healthcare institutions and their surgical and clinical healthcare professionals in a number of ways to help recover from the impact of Covid-19.; ; One of the largest impact has been on surgical training and Proximie works with a number of NHS teaching hospitals, and Health Education England, with a specific surgical education protocol to accelerate surgical training and prevent a future surgeon skill shortage.; ; The reduction in operating time by surgical trainees at all levels has had an impact on core skills, address by the educational protocol. Confidence is also impacted and Proximie supports here by enabling a consultant or trainee to provide real time assistance from a remote location, improving feedback, confidence, as well as supporting benefits for consultant time, mental health and wellbeing.; ; The real time assistance that Proximie provides through the features of the platform has been shown to be an effective training tool at all levels of surgical experience. Facilitating a one to one, and a one-to-many training environment, during covid, service provision was able to be maintained in some areas, as the consultant surgeon was isolating, or the need to travel to proctor or train has been removed.; ; Proximie has also partnered with some NHS Hospitals to support provision of high intensity theatre lists by providing a central control room, communication channels and video analytics to enable increased patient throughput compared to a normal operating list to recover through the waiting list more quickly for elective surgery that will provide significant value to patients and the NHS.

  Tackling economic inequality

  Since our first initiative in Kenya in 2020, we’ve proven our contribution to building the capacity of the surgical health workforce with the aim to improve surgical quality, and reduce the societal cost and economic impact as an outcome of poor surgical care. A significant ROI of our technology has been demonstrated by increased health system efficiencies. The ultimate vision of Proximie is to democratise access to surgical care and improve health and surgical outcomes for billions of people without that access, globally. The sharing of clinical expertise and collaboration through Proximie is an equal opportunity, designed to work in low bandwidth, low latency environments, and to run on any laptop, phone or tablet. The need to invest in expensive hardware is removed as a barrier to access and supports creation of an equal opportunity for clinical teams to receive education, and be supported remotely to deliver the clinical and surgical requirements of their population. Proximie is currently being actively used in the global south to provide surgical support to remote regions. Proximie also provides unique theatre access for surgical trainees and medical students geographically separated from physical ORs. ; ; For women, remote work has been shown to be particularly beneficial to maintaining a work/ life and providing opportunities to become surgeons whilst balancing other key obligations.

  Equal opportunity

  Proximie is an equal opportunities employer and we are proud of our global diverse workforce and flexible approach to work, our aim is to build a sense of belonging, empowerment and trust within our organization.

  Wellbeing

  Proximie supports wellbeing in the following areas:; Patients can gain access to better surgical care, reducing the physical and mental burden of living with a medical condition. We work globally with health and education institutions improve access and support for surgery, and improved patient outcomes. In addition, Proximie supports high intensity theatre lists, where increased throughput of procedures can be completed, reducing the waiting list post Covid-19 and supporting the mental wellbeing of patients by reducing the time they need to wait for surgery.; Surgeons, whether completing normal clinics and operating list, or on call, are under a huge amount of time and work-related stress. Proximie enables real time assistance, and multi-disciplinary team collaboration, enabling clinical teams to share best practice and agree on the appropriate action for the patient outcome. This frees up their time and can facilitate time for rest, work/ life balance etc instead of travel. This is especially relevant when on call, as the surgeon does not need to travel, often outside of normal working hours, to the hospital or place of care delivery, instead, being able to provide support remotely through Proximie using just their laptop or phone.; ; As an organization, we also focus on the wellbeing of our global employees. This is done through a number of initiatives, support systems and activities aimed at promoting the wellbeing of all of our staff.

Pricing

• Price: £16,800.00 a licence a year
• Discount for educational organisations: No
• Free trial available: No

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 jpidliswyj@proximie.com. Tell them what format you need. It will help if you say what assistive technology you use.