PCMIS HEALTH TECHNOLOGIES LTD

PCMIS Clinical Case Management System

PCMIS is the leading evidence-based case management system (EPR) for adult and children's mental health services. Our clinically-proven digital tools support a wide range of pathways for NHS Talking Therapies, CYP, WorkWell and related mental health services. Helping you manage risk, track patient cases, effectively monitor and report service activity.

Features

• Highly configurable and flexible system including forms and templates
• Dynamic and granular real-time reporting of patient outcomes
• Evidence based clinically proven risk and safeguarding management
• Seamless integration with digital therapies and other clinical systems
• Integrated Digital Pathway for online patient portal and Spine Integration
• Intuitive User Interface and system design
• NHS Dataset compliant including IAPT and MHSDS data sets
• Centralised Choose & Book appointment and slot booking system
• Comprehensive Clinical Note section and Supervisor Notes
• Pathways supported include IAPT, CYP, Staff Wellbeing and Complex Services

Benefits

• Effectively manage risk and prevent deterioration
• Improve patient engagement with online digital patient portal services
• Reduce time consuming administration tasks and processes
• Achieve 360 view of service performance using dynamic reporting dashboards
• Increase patient engagement with integrated SMS text communications
• Ensure the highest levels of data quality, completeness and compliance
• Enjoy full system access remotely and securely
• Comprehensive wait list management, tasking workflows and productivity dashboards
• Integrate with a range of Digital Therapies and Clinical Systems
• Reduce treatment and administration costs and improve outcomes

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

Framework

G-Cloud 15

Service ID

650048179937735

Contact

Byron George
01904 321322
enquiries@pcmis.com

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: No
• Cloud deployment model: Public cloud
• Service constraints: A current supported web browser is required with at least 2Mbps Internet Connection.
• System requirements:
  • Current supported Web Browser including Edge, Chrome, Safari and Mozilla
  • Internet, VPN or HSCN/NHS Connection
  • Minimum Internet Speed of 2 Mbps
  • Azure 2FA SSO Supported

User support

• Email or online ticketing support: Yes
• Support response times: Telephone and email support, 08:30-17:00 Monday to Friday. Excludes bank holidays and public holidays.
• 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, at extra cost
• Support levels: A dedicated PCMIS client engagement manager will be assigned to the life time of the contract to monitor and review contract performance. System service management is proactively monitored and any issues raise automatic alerts to the PCMIS support team who will investigate as a priority.; The delivery of PCMIS is supported by a dedicated service desk team and is included within the contract as standard. Project management and system development team ensuring that an acceptable level of service is provided. We are passionate about providing a high quality service. 8 out of 10 services ranked PCMIS as good or very good in the following areas; customer contact and communication, data protection and security, PCMIS system functionality, compared to other IT systems and help desk support.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: A dedicated Client Engagement Manager will be assigned to your service and a kick off meeting arranged to gather and elicit service requirements and project scope. A project plan and timescales will be produced and used to manage and track progress of system implementation. The PCMIS business team and BA team will undertake initial scoping and project management, system configuration and training needs analysis. UAT will be included to ensure sign off of system and that it meets service requirements.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats:
  • Video Guides
  • DOCX
  • DOC
  • XLSX
  • XLS
• End-of-contract data extraction: At the end of a contract, all service data will be returned to the organisation that holds the contract for that instance of PCMIS (the service), who is the Data Controller.; ; A single file transfer of the data will be sent to the service securely within thirty days following the termination of the contract. Data will be returned in a standard CSV format and uploaded documents attached to patient records will be returned in their original file format.
• End-of-contract process: All data will be securely destroyed using industry standard NHS approved multi-pass data destruction tools. A single full data extract is included within the price of the contract. Additional data extracts are chargeable, please see the rates card for pricing.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: WCAG 2.2 AA
• API: Yes
• What users can and can't do using the API: PCMIS supports a wide range of system integration capability using PCMIS API Web Services and coding standards including HL7, XML and JSON through integration with digital therapy platforms, national and local Trust integration engines.; ; The following interfaces have been developed and are currently operationally live:; Web API HL7; Web API IAPT Portal eReferrals; Web API IAPT Patient Portal; Web API Platform integration with Digital Enabled Therapies; Web API eReferral registration integrated with Digital Enabled Therapies; Healthy London Partnership eReferral Integration; NHS Choices/NHS.UK eReferrals; NHS Spine; Postcode Lookup API; SMS Appointment Reminder API; Patient Portal Appointment Reminder API; Patient Experience PEQ SMS API; Patient Portal Choose and Book API; Patient Portal SMS API; Database Analytics API; ; Implementation and changes are coordinated via PCMIS Support.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: PCMIS includes a high level of flexibility and customisation, including the ability to add/remove and update data fields on data entry screens through assigned system permissions, including custom fields, customising drop down items, setting fields as mandatory and adding local reporting items.; PCMIS menus are tailored to access levels. Built in systems permissions grant/deny access to menu items and built-in user preferences can be set to customise individual view settings.; Display columns are configurable to allow users to select which details are to be included in the display.; PCMIS system configurability including custom fields, custom forms, letter templates and configurable care pathways can all be used to create and define local care plans.; Built in role based systems permissions allow users with the appropriate system access to add/amend reference data. These permissions are granular and can be setup to ensure only appropriate users can amend appropriate fields.; Granular system permissions and comprehensive audit trails ensure appropriate clinical access and governance is maintained.

Scaling

• Independence of resources: PCMIS operates on a dedicated server, data is not shared or accessible by any other organisation, guaranteeing data security but also high performance as the speed of the system will not affected by numbers of active users.; ; PCMIS is hosted on scalable infrastructure using state of the art technologies and by default can support millions of patient records. The architecture of the storage capacity is designed not to impact the system operations.

Analytics

• Service usage metrics: Yes
• Metrics types: PCMIS operates on clustered dedicated servers, data is not shared or accessible by any other organisation, guaranteeing data security but also high performance as the speed of the system will not affected by numbers of active users.; We provide a high level of resilience and capacity using dedicated servers with fail-over to ensure high availability. Any performance or service delivery incidents are reported automatically using built in network system monitoring. PCMIS operates with spare capacity and additional capacity is available for future increased volumes.
• Reporting types: Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• 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: No
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with another standard
  • 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
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Data will be returned in a standard CSV format by PCMIS Support using a fully encrypted and secure transfer facility.
• Data export formats: CSV
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • SQL
  • DOCX
  • XLSX
  • PDF

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • Private network or public sector network
  • TLS (version 1.2 or above)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: All transferred data is fully encrypted throughout the entire technology stack using the latest secure HTTPS/TLS Elliptic Curve Cryptography.

Availability and resilience

• Guaranteed availability: Our average up time exceeds 99.9%, which includes downtime for scheduled out of hours system patches (that may require a server restart). A service level agreement is available on request.
• Approach to resilience: A high level of resilience is built into PCMIS to ensure the highest levels of availability.; The PCMIS application is hosted on infrastructure with built in fail-over and redundancy, including backup power generators with 24 hour backup power.
• Outage reporting: Email alerts are used to inform services in advance of any planned maintenance. We aim to provide at least one week advance notice for maintenance and two weeks advance notice for system upgrades.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: Role based access, application security controls, system permissions and firewall network restrictions are used to restrict system permissions, system access and access to management interfaces.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Dedicated link (for example VPN)
  • 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: Other
• Other security governance standards: Cyber Essentials Plus; Exceeds NHS Data Security and Protection Toolkit (DSPT) standards
• Information security policies and processes: PCMIS is Cyber Essentials Plus accredited, NHS DSPT Approved and hosted within an ISO27001 compliant data centre. We have a dedicated internal security team and are annually audited by CREST security specialist. Controls and security policies are implemented to ensure patient data is protected at all times. Mandatory Information Governance/Data Security training is annually monitored for all staff. Spot checks are undertaken and all security policies are annually reviewed including Disaster Recovery, Business Continuity, Acceptable Use Policy, Secure Application Development, Physical Access, Patch Management and Anti-virus/anti-malware policy.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: ITIL best practice change management process is used to approve any security changes. Staff are ITIL qualified. Change requests are logged, risk assessment undertaken and approval process signed off prior to any configuration changes. The risk assessment process is used to identify and potential security impact. The requests for change (RFC's) are linked to Incident Management process to allow components to be tracked through their lifetime. Each release of PCMIS also includes Privacy Impact Assessment and Clinical Risk Assessment compliant with NHS DCB0160/DCB0129. Application development changes are tracked using centrally managed version control with access control.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: PCMIS receives automatic notification of any potential threats and vulnerabilities from security bulletins, from the specialist security team and direct from IT system suppliers. Application vulnerability scanning is undertaken, IT security specialist are used to assess any risks and critical patches are installed within 48 hours, following internal testing. Monthly released security updates are installed within 14 days of release.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: A dedicated security team proactively monitor security threats. Automated frequent vulnerability scanning is undertaken. Annual penetration testing is undertaken by external security specialists. Any identified threat would be responded to immediately.
• Incident management type: Supplier-defined controls
• Incident management approach: Incidents are reported to senior management immediately and the security and data protection team informed. An incident report is completed and reviewed by security and IG specialists to identify impact and actions taken compliant with best practice security and GDPR. Client will be contacted immediately and actions are reviewed and implemented on all systems and processes involved in the incident to mitigate further risk and prevent further re-occurrence.
• 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: Yes
• Connected networks:
  • Joint Academic Network (JANET)
  • Health and Social Care Network (HSCN)

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: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

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: Yes
• Please provide your Cyber Essentials Certificate Number: E68fa628-5568-47cc-a632-e6e40ebafd76
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 8d5ec7ea-2b8d-404e-8dd0-26d069d2a9ec
• Other security certifications: Yes
• Any other security certifications: Data Security and Protection Toolkit (DSPT)

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
    • 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
    • Ensuring new workers are informed of their right to join a trade union
    • 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, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • 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 the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Volunteering opportunities for staff
    • 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
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • 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: 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Ensuring accessibility to contracting and subcontracting opportunities for disabled business owners and employees
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives

  • 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.

    • 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
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Delivery of training schemes and programmes to address any identified skills gaps and under-representation in the workforce for the contract (e.g. prison leavers, care leavers, kinship carers, disabled people)
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Introducing transparency to pay and reward processes
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • 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
    • 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 enquiries@pcmis.com. Tell them what format you need. It will help if you say what assistive technology you use.