ID MEDICAL GROUP LIMITED

IDM Agency Manager

Automates all temporary staff (agency management) procure-to-pay processes, saving time and money. Designed specifically for health/care, it is a powerful booking/vendor management platform that creates a competitive marketplace for each shift, achieving high fill, at best value/best fit. Fully accessible via mobile, it provides rich-functionality for workers and hirers on-the-go.

Features

• Manages contingent staff including Nursing, Medics, AHP/HSS, Admin/Clerical and Estates/Facilities.
• Rate cap adherence, rate monitoring and budget thresholds.
• Automates and monitors your end-to-end procure to pay process.
• Creates a unique marketplace for all your pushed shifts.
• Links to Bank and Roster solutions.
• HMRC-compliant Direct Engagement (PAYE/Limited Companies) and payroll solution.
• E-timesheeting, self-billing and invoice consolidation with powerful reporting suite.
• Compliance monitoring/enforcement tool; strict supply chain management controls.
• Real-time management information and extensive reporting suite.
• Multi-level authorisation and customisable workflows.

Benefits

• Automation saves time, money, reduces risk; manage whole ICS/hospital/single ward.
• Fully automated on and off-boarding of healthcare professionals.
• Delivers a minimum of 90% Direct Engagement throughput.
• Ensures best value for each shift through its unique marketplace.
• Manage costs with greater visibility through powerful tailored real-time MI.
• Allows multiple staff groups to be managed within one instance.
• Fully interoperable. Fits with your existing up and downstream systems.
• Reduces clinical risk through strict compliance controls.
• Can be implemented in 4 weeks; underpinned by extensive supply-chain.
• Full audit capability providing total transparency of agency spend.

• 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 bidteam@id-medical.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

663930019464765

Contact

Stefan Thygesen
01908 552820
bidteam@id-medical.com

About your service

• Service categories:

  Applications

  Enterprise resource management

  • Payroll management

  Financial

  • Financial and Accounting Applications

  Human capital management

  • Core Human Resources Applications
  • Talent Management Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements:
  • Internet connection
  • Mobile enabled device (desktop/tablet/mobile phone)
  • Microsoft Office or equivalent to open reporting

User support

• Email or online ticketing support: Yes
• Support response times: Tickets will be responded to within SLAs that will be agreed during implementation. Over the weekend support is reduced but core services are covered to ensure up time and service to the client.
• 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: Yes
• Web chat support availability: 9 to 5 (UK time), 7 days a week
• Web chat support accessibility standard: WCAG 2.2 A
• Web chat accessibility testing: We use a service provided by Freshdesk, so abide by their standards.
• Onsite support: Yes, at extra cost
• Support levels: Support is provided by a front end service desk that is free of charge and included in the licence fee for the software. Any technical issues will be escalated through this support service to the technical/development team and resolutions and feedback given by phone or email.
• Support available to third parties: Yes
• AI chatbot: No

Onboarding and offboarding

• Getting started: An implementation of Clarity follows a set process and will have a dedicated project manager. The role of this project manager will be to guide you through mobilisation, data gathering and implementation. As part of this, a guide for the process will be given and training will be provided both in terms of documentation and actual training sessions. These can be onsite or remote whatever is best for the client. Updated documentation will be provided through the life of the contract with release notes for new features and updates.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Clients will have the ability to download their data at the end of their contract via the standard suite of reporting which will give them all of the information required. These include user reports, timesheet reports, shift reports and finance reports for invoice information. These can be exported whenever the client wants and with the parameters they require. Any additional requirements for exit information will be discussed and scoped should this data not fall within these reports.
• End-of-contract process: At the end of the contract, the client will serve notice in line with the contractual terms. At this point Clarity will engage and start to advise on how the client should begin to extract it's information. Clarity will happily form part of any meetings if a new supplier is replacing our service to advise on how the current process has run. Additional reporting or data needs that can't be ascertained by normal documentation will be scoped and priced according to the complexity and relevance. Dates will be agreed for system shut down and this will be communicated to users. Once that date has passed a grace period will be given for select users, but past this access to data and the system will be removed. If data is required post shut down the requirements will then be scoped and priced if the data is still possible to be accessed.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: No differences
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The service provides a web-based user interface, mobile app and JSON REST API
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: We do not complete any user testing with live client users
• API: Yes
• What users can and can't do using the API: The users can interface with all elements of the system using the API and use this to create, update and remove information.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Users as standard will buy an off the shelf product but there is the ability to set certain customisations in the product. This can be achieved in terms of changing labels, branding and also configuring between different options. This will all be discussed during the implementation phase and as part of the client data upload.

Scaling

• Independence of resources: The system is actively monitored in terms of the live usage of the system and controls and warnings are put in place to notify the system administrators should any over demand be put on the systems. As the number of clients increases the amount of resource and dedicated processors of jobs to ensure that there is no impact from client to client. The system is designed to allow quick scaling should the load peak too high.

Analytics

• Service usage metrics: Yes
• Metrics types: The system provides usage metrics in terms of user logins, shifts and spend information.
• 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: Staff screening not performed
• Government security clearance: None

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: Managed by a third party
• Penetration testing frequency: At least every 6 months
• Penetration testing approach: In-house
• Protecting data at rest: Physical access control, complying with another standard
• Data sanitisation process: Yes
• Equipment disposal approach: In-house destruction process
• Data sanitisation type: Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Users have the ability to extract certain screens of the system via csv or they can extract the data in set reports in xls format.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • .dat
  • .adi
  • .pdf
  • .xls
  • .doc
• Data import formats: CSV

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: The standard SLA for availability is 99.95% and details of the SLAs and service refunds are included in the service overview documentation. These would be agreed during the contract discussion phase.
• Approach to resilience: Our service is deployed to a Kubernetes cluster managed by Akamai/Linode. Services are monitored and self-healing, with redundant databases and automatic failover, plus point-in-time recovery capabilities from encrypted offsite backups. Datacentre resilience is described here: https://www.linode.com/legal-security/
• Outage reporting: Reports to external clients will be reported by email, but internally notifications that feed through monitoring to dedicated Slack channels are used.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Username or password
• Access restrictions in management interfaces and support channels: All of our system and support channels link back to the same user management which is defined by the user authentication and also by the restriction in place in the system. These are based and user permission and data access level and can be managed by the client directly.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • 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: User-defined
• Access to supplier activity audit information: Users have access to real-time audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: We follow the information security policies and processes of the ISO 27001 standard
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Our configuration and change management processes are governed by our ISO 27001 accreditation which include the following phases:; • Logged Change Requests;; • Identification, prioritisation and initiation of change;; • Proper authorisation of change;; • Requirements analysis;; • Inter-dependency and compliance analysis;; • Impact Assessment;; • Change approach;; • Change testing;; • User acceptance testing and approval;; • Implementation and release planning;; • Documentation;; • Change monitoring;; • Defined responsibilities and authorities of all users and IT personnel;; • Emergency change classification parameters.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Our application's third-party software dependencies are continuously audited for vulnerabilities by GitHub Dependabot. Additionally, every build of our container images is scanned for vulnerabilities by Docker Scout, while our Kubernetes infrastructure is monitored by Snyk. We have a policy of continually reviewing all highlighted vulnerabilities for severity and asses our risk of exposure. We then choose the appropriate channel for deploying security patches: critical fixes/mitigations are escalated rapidly through the test stages into production, while routine upgrades are included in our regular release cycle.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We utilise continous monitoring tools to detect anomalous activity and network traffic. Automated alerts are assessed and an appropriate response is escalated as required. If a compromise is discovered, affected parties are notified and forensic analysis conducted to establish the precise scope and nature of the compromise. All incidents are logged and reviewed, with further analysis identifying actions to be implemented for future mitigation.
• 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: Incident detection occurs when monitoring tools trigger system non-availability all requiring IT Operations/Infrastructure team to confirm the cause, or any employee realizes that the data processing environment has been disabled, damaged, or destroyed by an unplanned incident or event. If an event like this does occur, a member of the IT Operations/Infrastructure team will be the first to be notified.
• Post-quantum cryptography secure: No

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: No
• Free trial available: Yes
• Description of free trial: The free or trial options available will be dependent on the volume and package of service/s the client requires. This would be discussed and agreed before commencement.

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: Yes
• Who accredited the ISO/IEC 27001: Certified International System Limited
• ISO/IEC 27001 accreditation date: Friday 13 March 2015
• What the ISO/IEC 27001 doesn’t cover: N/a. ; ; Applies to 'the provision of trusted and managed information security services to internal and external customers of Skillstream Ltd incorporating Clarity Workforce Technology in accordance with the statement of applicability.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Self-Assessment completed by ID Medical Group Ltd
• PCI DSS accreditation date: Thursday 17 March 2022
• What the PCI DSS doesn’t cover: N/a
• Cyber essentials: No
• Cyber Essentials Alternative: None of the criteria
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: 9ef37e44-fa84-40be-8db2-7c5949f2aaea
• Other security certifications: Yes
• Any other security certifications: Data Security and Protection Toolkit - Standards Exceeded - AKE

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

    • 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
    • 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
    • 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
    • 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 these flow down the supply chain and are monitored Illustrative examples include reporting, site visits, audits, etc.
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain

  • 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.

    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation 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 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract

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

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

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

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • 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
    • 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

  • 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.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of issues relating to entering the contract workforce
    • Creation of outreach activities to create a pipeline of employees for the future contract delivery
    • Content of the outreach activity is designed to suit the target cohort
    • 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
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

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