DIKTAMEN UK LTD

Diktamen

Diktamen is a software-based platform, designed to support healthcare professionals by capturing, transcribing, and managing spoken clinical dictation, including ambient voice capture during consultations. It helps streamline the creation of accurate clinical documentation and correspondence, reducing administrative effort while ensuring all outputs are reviewed and approved by the clinician.

Features

• Digital dictation, Voice recognition, Ambient Voice Technology
• Real-time reporting
• Workflow management
• Mobile documentation
• Seamless API integration with all EHRs
• Remote access
• Device independent
• Information and data security
• In-house and external transcription support
• Patient documentation turn-around time monitoring and management

Benefits

• Reduce administrational time
• Faster documentation turn-around time
• Right tool to right task
• Improved efficiency and productivity of all professionals
• Cost savings
• Seamless integration
• Unified user interface
• Workflow automation
• Mobile work support, use anywhere
• Intuitive simple to use user interface

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

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

Framework

G-Cloud 15

Service ID

592553351947982

Contact

John Evans
07557995934
john.evans@diktamen.com

About your service

• Service categories:

  Applications

  Content workflow and management

  • Capture
• Multi cloud support: Yes

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: No specific constraints
• System requirements:
  • Minimum workstation requirement Windows 10
  • Minimum workstation requirement 1 core CPU
  • Minimum workstation requirement 1GB RAM
  • Minimum workstation requirement 5GB disk space
  • Minimum workstation requirement 1 USB port for pedal or dictaphone
  • Minimum Android version
  • Minimum iOS version

User support

• Email or online ticketing support: Yes
• Support response times: Usual severity specific response times are Critical 3 hours, Severe 6 hours, Low 10 hours. Weekends according to contract.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: Level 1 support 9am-5pm cost included, Level 2 technical support 24/7 with extra cost. Technical account manager provided.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Online training, user guides, video guides
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: System offers user accessible data extraction functionality. Full data extraction is offered upon contract end.
• End-of-contract process: End-of-contract is implemented by a pre-defined process. Data is completely deleted and a deletion certificate is provided
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: No differences
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Serice interface is implemented as a specific user role in the system. A user needs to be given separate credentials to be able to access the service interface. Usually access to the interface is given to support staff or the supplier administrational roles who maintain a specific environment. Access is restricted to either whitelisted IP addresses or / and mandatory use of a VPN connection or otherwise login is not allowed. Interface
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: TBD
• API: Yes
• What users can and can't do using the API: Depending on the user role and privileges level the API provides operations ranging from basic functionality to reporting and statistics.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: No
• Customisation available: Yes
• Description of customisation: Reports, workloads and workflows and automation can be customised. Customisation is done via system configuration options. Normal users can affect smaller customisation and management level users have more options to customise.

Scaling

• Independence of resources: System architecture has been specifically designed to offer stable performance at all load conditions.

Analytics

• Service usage metrics: Yes
• Metrics types: All workflow (Dictation, voice recognition, Ambient Voide Technology) related metrics are provided. Transcription related workflow metrics are provided.
• Reporting types:
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
• Resource tagging: Yes
• FOCUS resource tagging: Yes

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: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: NCSC approved service provider
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: System offers a user specific data extraction functionality directly from the user interface available to all user levels.
• Data export formats: CSV
• Data import formats: 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)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: System offers 99% availability with sanctions between 5% and 40% on the monthly cost depending on possible service degradation.
• Approach to resilience: Resilience is built with redundant hardware, real-time database mirroring, robust backup solution and system architecture designed for exceptional situations. Further information upon request.
• Outage reporting: Public dashboard, in-service announcement.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Management interface and support channel access is restricted by IP white labeling, VPN-only connections.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)

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: Between 1 month and 6 months
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 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: We follow the entire ISO/IEC 27001:2022 scope. Policies are ensured to be followed by external third-party and internal audits and external third-party information security testing.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: All service components, including application code, infrastructure, and configuration items, are tracked throughout their lifecycle using a formal Request for Change (RFC) process. Changes are categorised, prioritised, documented, authorised by a Change Advisory Board (CAB), and recorded to maintain a full audit trail. Each change includes impact and risk assessment, implementation and rollback plans, and verification activities. Security impact is explicitly assessed for all changes, including risks to data protection, availability, and continuity. Emergency changes follow an expedited approval process with retrospective review and documentation.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Diktamen is ISO 27001 accredited and is aligned with the vulnerability management process. Potential threats are identified and assessed using a risk-based approach, considering impact to confidentiality, integrity, and availability. Vulnerabilities are prioritised based on severity and likelihood, with remediation actions defined accordingly. Security patches are deployed promptly, with critical vulnerabilities addressed as a priority following testing and change control procedures. Information on emerging threats is obtained from trusted sources including cloud service provider security advisories, software vendors, recognised vulnerability databases, and security bulletins.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Protective monitoring is performed using a combination of automated logging, alerting, and review processes aligned with ISO27001 controls. System and security logs are monitored to identify potential compromises such as unauthorised access attempts, anomalous behaviour, or service misuse. Alerts are investigated promptly by authorised personnel, and incidents are managed through a defined incident response process. This includes containment, remediation, root cause analysis, and corrective actions. Security incidents are triaged and responded to without undue delay, with high-severity incidents prioritised for immediate investigation and response.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: We utilise the ISO 27001 incident management policy and process regarding use reporting and incident follow-up, mitigation and reporting.
• Post-quantum cryptography secure: Yes

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 v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Diktamen offers a no-cost, time-limited trial with full access to all core functionality, including dictation, transcription, and documentation workflows. No features are restricted during the trial. Continued use requires a paid subscription.

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: 7.5%
• Between £1,000,001 and £2,500,000: 10%
• Between £2,500,001 and £5,000,000: 12.5%
• Over £5,000,001: 15%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: NQA Certification Limited
• ISO/IEC 27001 accreditation date: Tuesday 29 April 2025
• What the ISO/IEC 27001 doesn’t cover: The entire organisation and system is a part of the scope.
• ISO 28000:2022 certification: No
• ISO 9001 certification: Yes
• Who accredited the ISO 9001 certification: NQA Certification Limited
• ISO 9001 accreditation date: Monday 7 April 2025
• What the ISO 9001 doesn’t cover: The entire system is a part of the scope. ; The transcription service is not a part of the scope.
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Ebf5c399-0970-4d77-9251-60f40b8b7abc
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: E7a1924f-a92b-4830-9b6b-6ac03d8b58c4
• Other security certifications: Yes
• Any other security certifications: ISO 14001

Social value

• Section B - Commitment for Future: Delivery:

  • 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
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

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 john.evans@diktamen.com. Tell them what format you need. It will help if you say what assistive technology you use.