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Civica UK Limited

Civica Occupational Health - OPAS-G2

Occupational Health Management Cloud software for health surveillance, referrals, pre-placements, vaccinations & immunisations etc. Online forms and reports. Appointment booking/management. Automated letters, emails, texts and reports. Interfaces with audiometry & spirometry equipment. Appointment self-check-in. HR specific dashboards. Manage GDPR responsibilities. Powerful MI & dashboards. Available on desk/laptop, tablet, mobile phone.

Features

  • Online Occupational Health management solution
  • Online forms to complete on laptop, desktop & mobile
  • GDPR features to support record retention, SARs, processing restrictions etc
  • Reports securely delivered online
  • Appointment booking & sync with all major calendars
  • Automated letters, emails, reports, text messages
  • Realtime reports & dashboards
  • Configurable by WICS and client
  • Interfaces with Audiometers and Spirometers
  • All data reportable & ability to create own reports simply

Benefits

  • Access anywhere with web connectivity, mobile working, business continuity
  • Accessible, reduces reliance on paper, available 24/7
  • Demonstrate compliance with GDPR, supports SEQOHS, ISO accreditation etc.
  • Securely delivered sensitive information 24/7 on self serve basis
  • Appointment management, ease of use, single system for OH information
  • Reduces administration & streamlines processes in consistant manner
  • Evidence compliance and status of activity
  • Manage costs, ensure system reflects change in process, requiremnts etc.
  • Reduces data entry, provides easy comparisons of data
  • Powerful MI, track, trend, manage costs, react quickly

Pricing

£99 to £170 a user a month

Service documents

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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

4 5 8 4 3 8 9 4 6 6 2 2 4 3 7

Contact

Civica UK Limited Civica UK Limited
Telephone: +44 (0) 3333 214 914
Email: g-cloud@civica.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
No
System requirements
Internet access

User support

Email or online ticketing support
Email or online ticketing
Support response times
Our SLAs state between 1 - 4 hours depending upon severity however we aim to respond to all questions immediately they enter the support department
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
Unlimited phone, email, Help Desk support Monday - Friday 09:00 - 17:00 for issues and 'how to' type queries+ 20 hours of report writing time Dedicated Account Manager
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Training is delivered as part of the implementation project, training documentation is supplied and accessible at any time. The Civiaa support team will provide guidance once you are using OPAS G2 as will your dedicated Account Manager.
Service documentation
Yes
Documentation formats
  • PDF
  • Other
Other documentation formats
  • MS Word
  • Videos
End-of-contract data extraction
Data can be provided by us
End-of-contract process
Data provided in format required, system decommissioned

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Firefox
  • Chrome
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
N/A
Service interface
No
User support accessibility
WCAG 2.1 AA or EN 301 549
API
No
Customisation available
Yes
Description of customisation
Field names can be changed, new forms can be created, existing forms changed, triggers and actions can be set i.e. automated emails. Automated Letter templates can be created and amended, new processes created etc.

Scaling

Independence of resources
The specialist support and project departments have the largest teams of any at Civica.

Cloud is easily scalable to accommodate increased usage.

Analytics

Service usage metrics
Yes
Metrics types
Reports as required however OPAS G2 has a full audit capability
Reporting types
Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2019
Government security clearance
Up to Developed Vetting (DV)

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
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Data is extracted from OPAS-G2 by the Civica DevOps team. Customers would specify the types of data required and rules for scoping.
Data export formats
Other
Other data export formats
Data can be extracted in CSV or XML format
Data import formats
  • CSV
  • Other
Other data import formats
  • Data is bulk imported into OPAS-G2
  • By the WICS DevOps team
  • CSV or XML

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
Other
Other protection within supplier network
This is managed via a secure web portal provided by IBM which is accessed over HTTPS

Availability and resilience

Guaranteed availability
The availability of the application is monitored from a remote location to ensure the system is available over the Internet. We strive for 99.5% uptime and regularly achieve 100% uptime during the month.
Approach to resilience
Written on a full JavaScript stack, OPAS-G2 utilises modern frameworks/platforms such as React, Flux, Node.js, Express and MongoDB. These modern, yet proven, platforms enable OPAS-G2 to be secure, scalable and highly performant. The solution is developed in a dedicated Development environment using an agile methodology. Source code is securely stored, and code changes constantly audited and monitored.

Automated unit, integration and functional tests are ran daily to ensure bugs are not introduced and performance does not decrease. A dedicated QA team use a segregated environment to perform manual tests prior to releasing features to the DevOps team for integration into the Production environment.
Although there is a single load balanced and scalable OPAS-G2 application accessed by all customers – each customer has a dedicated and isolated data store. This prevents unauthorised access to information and/or contamination of data.
As OPAS-G2 is delivered on the IBM Cloud as a SaaS solution, data backups are automatically taken care of. Database backups are taken on a daily, weekly and monthly basis and are retained for 7 days, 4 weeks and 3 months respectively.
Databases backups are encrypted and remain within the UK.
Outage reporting
All services are monitored for uptime by the Civica IT Team.  They will be notified as soon as there is any outage and remedial action taken as soon as possible.  Customers will be notified by the Support Desk if they are affected by any outage.

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication
OPAS-G2 is a role-based system and requires users to authenticate in order to gain access.
Access restrictions in management interfaces and support channels
Security measures include: • Authentication tokens have a maximum life of 10 hours
• Captcha displayed after 5 incorrect login attempts
• Authentication token expires after 15 minutes of inactivity
• Magic links, i.e.: password resets or applicant form requests, expire after 5 days
Default password policy states: • Must be changed every 31 days
• Minimum length of 10 characters
• Unable to have 3 identical consecutive characters
• 2 categories of character (upper, lower, numerical, symbol) must be used
Credentials are always transmitted within a secure HTTPS tunnel. Additionally, all user passwords are encrypted/hashed within the database.
Access restriction testing frequency
At least every 6 months
Management access authentication
Other
Description of management access authentication
All management users have their own username and password to use to connect to the servers.  These are added to relevant AD groups to allow access.

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

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
ISOQAR
ISO/IEC 27001 accreditation date
07/11/2023
What the ISO/IEC 27001 doesn’t cover
N/A
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
Yes
Who accredited the PCI DSS certification
EMEA Global Compliance and Risk Services
PCI DSS accreditation date
11/08/2016
What the PCI DSS doesn’t cover
Civica UK's certificate is Level 1 - Service Provider.
Cyber essentials
Yes
Cyber essentials plus
No
Other security certifications
Yes
Any other security certifications
  • Cyber Essentials
  • ISO22301
  • DSTP (NHS Service Provider
  • PCI-DSS

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
Cyber Essentials
ISO 23001
Information security policies and processes
Civica is committed to ensuring the fulfilment of customer needs and continuity of its business in the face of security breaches and unwanted events and has implemented an Information Security Management System (ISMS). This ISMS is compliant with ISO/IEC 27001 the international standard for information security.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
The Civica IT Change Control Process is of paramount importance due to the potentially disruptive effects to users.
Adherence to this procedure is essential to ensure that changes are thoroughly planned and documented, and properly executed. Un-authorised changes are subject to investigation. The Civica change control roles are as follows:
Change Proposer: This is the person who requests the change
Change Manager: This is the person who approves the change
Change Implementer: All people who will be completing the work as part of the change
An individual cannot act as both the change proposer & change manager.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Systems will have antivirus deployed as per the Hosted Servers Policy / Internal Systems Policy. • Systems will be patched in accordance with the Internal Systems Policy / Hosted Servers Policy• Penetration testing will be performed by an agreed third party as part of the application development process (Development Procedures) or as the need arises as part of application or infrastructure improvement.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Remote monitoring tools are used to monitor capacity: The Corporate and hosted infrastructures are monitored with PRTG & Spiceworks WAN links are monitored with PRTG. Bandwidth is monitored by PRTG. All WIC event logs are protected and shall be maintained until the laptop or server’s event log repository exceeds 10MB. Following this, the oldest logs will be overwritten, per Internal Systems Policy.
Hosted environment additional log files are retained for purposes of tracing activity on a customer’s system as per the Hosted Server Policies and Procedures.
Incident management type
Supplier-defined controls
Incident management approach
At the point an Information Security Incident occurs the employee should notify the Information Security Forum of this at the earliest possible opportunity. For this purpose, a form named ‘Information Security Incident’ form has been created on the company’s internal, Information Security SharePoint Site. This form should be used as the primary method for an employee to report all Information Security Incidents. Upon completion of the form, this facility will immediately alert the Information Security Forum by email when an incident has taken place.

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
No

Social Value

Social Value

Social Value

  • Fighting climate change
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

Fighting climate change

As a company, we’ve made an ambitious commitment to achieve Net Zero Carbon emissions by 2040 (or sooner) by supporting our customers net zero ambitions, creating software with inbuilt sustainability and reducing our own impact.

Our Carbon Reduction Plan demonstrates our ambition to become industry leaders in reducing our environmental impact in support of the UK’s Net Zero Target. Underlining this ambition, we are focusing not only on our direct emissions sources but also actively engaging with our wider supply chain to understand, measure and develop meaningful emissions reductions targets in line with our Net Zero Target.

We are accredited to the ISO14001 Standard and to support delivery of our commitment our Environment, Social Value and Governance provides clear focus for the ongoing development of our environmental policy.

• We develop innovative software-based services that reduce power requirements.
• We help customers opt for more sustainable choices, through digital platforms/apps which remove paper, support flexible/agile working, all underpinned by cloud-based services employing energy efficient technology.
• We support carbon neutrality with workforces/facilities to reduce carbon consumption over the next 10-years.
• We prioritise the use of green energy in Civica owned facilities within the next 10 years.
• We promote recycling through our ‘Zero to Landfill’ and ‘Zero Print’ schemes.

Our commitment to continue to promote with employees and customers a greater responsibility and leadership in eliminating unnecessary single-use plastics; we continue to look to make more innovative and systematic changes to further reduce our use of single-use plastics across the organisation and to openly share our outcomes/learnings.

We undertake SECR Streamlined Energy and Carbon Reporting on our environmental footprint and the progress we are making to becoming Net Zero.

Our commitment to fighting climate change will help deliver the policy outcomes for fighting climate change under PPN 06/20.

Tackling economic inequality

Civica is committed to building an inclusive and diverse culture that tackles inequality in employment, skills and pay. We promote equal opportunity through all our activities and ensure rights for all employees are always protected. We are listed as a 2020 Financial Times Diversity Leader and we are a ‘Gold’ Investors in People company.

We have increased our focus and commitment to ensure we proactively implement equal and non-discriminatory treatment to all our workers. We have implemented a Diversity & Inclusion Strategy and have a Diversity and Inclusion Lead to drive the implementation of this strategy. This aims to tackle inequality in recruitment practices, team development, skills and pay through the following actions:

• We are a Living Wage accredited employer.
• We recruit locally to where services are delivered.
• We are committed to developing the skills of young people near our client’s businesses e.g., for a local authority, we have developed a programme of engagement workshops for young people with the potential for digital work experience.
• Our staff act as mentors for Youth Enterprise schemes in schools/universities.
• We are a member of the 5% club, an industry-led initiative focused on creating momentum behind the recruitment of apprentices into the UK workplace.
• Over 2.5% of our workplace is made up of apprentices or graduates and we intend to increase this to 5% by the end of 2025.
• We provide our own apprenticeship programme for managers, giving them access to training and development that may not be accessible outside the workplace.

Our commitment to building an inclusive and diverse culture will help deliver the policy outcomes for tackling economic inequality under PPN 06/20 and will dramatically improve job prospects and increase earning potential for the young and job seeking communities.

Equal opportunity

Civica is committed to providing equal opportunities and building an inclusive and diverse culture. The more diverse our workforce, the more informed the decisions we can make for our customers, supporting the communities in which we work.

We are proud to have been ranked as one of the top European companies for workforce diversity and equality, as chosen by in the Financial Times in 2020.

We are committed to building and maintaining an inclusive and supportive culture where diversity thrives:

• To ensure our recruitment practices support the attraction and hiring of diverse candidates, all vacancies are advertised on multiple Diversity & Inclusion platforms.
• We run attraction campaigns targeting females and BAME applicants. We use a process of anonymised applications, competency-based questions and scoring to remove bias. We also use decoders to ensure job advertisements use gender and culturally neutral language. We also ensure mixed panel interviewing.
• We advertise vacancies on https://disabilityjob.co.uk/ and share diversity statements on all job adverts.
• We have made training on diversity and inclusion mandatory.
• We aim to ensure increased diversity of new starters in technology/sales/leadership roles by 10% per annum over the next 3 years.
• We aim to ensure that at least 50% of shortlisted people are being considered from a diverse background for roles above £35k.
• We promote affinity groups within the company who represent a group of people linked by a common characteristic, often underrepresented, or historically excluded, which acts as a ‘safe space’ for such individuals. This identity could be related to race, gender, sexual orientation, language, nationality, physical or mental ability, socioeconomic class, family structure, religion, amongst others.

Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for equal opportunity under PPN 06/20.

Wellbeing

Civica actively promote a mentally healthy workplace and workforce integrating mental health and general wellbeing in all that we do from recruitment, appraisals to strategic management.

Through our Health and Wellbeing Policy (HWP) and 40+ Mental Health Champions (MHC) we encourage a flexible and realistic work/life balance. Our HWP provides a foundation to support both the mental and physical health of our staff through

• Employee Assistance Programme and online Wellbeing Hub, providing 24/7 access to websites, e-mail, phone and face-to-face counselling
• Aviva DigiCare+ Workplace App providing external mental health consultancy.
• Mental Health Champions who support colleagues’ wellbeing in the workplace.
• RedArc Personal nurse service.
• Management Coaching - managers are trained in GROW (Goals, Reality, Options and Will) and in being Health and Wellbeing Advisors, supporting employees with mental/physical health needs.
• Health assessments/advice aimed at improving physical health.
• Cycle to Work scheme aiding physical and mental health.
• Weekly fruit for offices, encouraging a healthier diet.
• Provide free eye tests for all VDU users, encourage staff to take advantage of NHS flu vaccinations services, and support people wishing to use the NHS Stop Smoking Service.

We also support our customers’ and communities’ through The Civica Foundation, our home for all charity, community, volunteering and social value. Our Days of Difference initiative gives every Civica employee 3 days a year to make a difference to charitable or community causes. Our employee’s can use this individually, join up as a team or take part in coordinated events.

Suppliers/subcontractors are subject to Civica’s Sub-contractor Selection Process as defined in our ISO9001 Quality Management System, which includes criteria for assessing health and wellbeing policies.

Our commitment to providing equality of opportunity will support the delivery of the policy outcomes for Wellbeing opportunity under PPN 06/20.

Pricing

Price
£99 to £170 a user a month
Discount for educational organisations
No
Free trial available
No

Service documents

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 g-cloud@civica.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.