CHKS LIMITED

AI and Remote Clinical Coding

CHKS is a leading provider of healthcare intelligence, Clinical Coding and quality improvement services. Since 2010 we have been delivering clinical coding services remotely and onsite and in recent years have developed and are delivering an AI Clinical Coding system to automatically code high volume low complexity acute hospital activity.

Features

• Rapid clinical coding
• Accurate clinical coding achieving DPS Toolkit Standards Exceeded
• Local data can be updated as frequently as daily
• AI system integrates multiple data sources including comorbidities
• Validation and checking is and overseen by ACC clinical coders
• RPA solution to repatriate data to PAS and encoder
• Supported by a ACC clinical coding and coding audit team

Benefits

• Accuracy of clinical coded data guaranteed.
• Ensure a Trust always meets its coding deadlines
• Reduces demand on contractors and skilled coders
• Reallocate skilled coders to more complex activity
• Implementation covers Endoscopy, Cataracts, Chemotherapy and Well Babies.
• Fast visibility of coded data in Trust systems
• Built in a secure environment compliant with NHSDigital governance standards

£66,666.66 a unit a year

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 gbirkin@chks.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

705185536181816

Contact

Gary Birkin
07792064558
gbirkin@chks.co.uk

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: None
• System requirements: None

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Within 1 working 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: Helpdesk support is provided between 9.00am – 5.00pm with out of hours’ support facility via email. Support functions have the ability to resolve end user queries within 24 hours through dedicated account management, consultants and technical support.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: To successfully deploy the AI coding solution, you will need to commit some resource to establish the project. It is crucial that a Trust can fully engage with this process and commit the resource required.; CHKS will support this work with a client lead who will be your first point of contact. You will also require someone to manage the project from your perspective. This would be someone who could monitor completion of tasks and chase up any outstanding requests which may slow down the delivery. This does not have to be someone from the clinical coding department or someone that is closely linked to the development work itself but could be, for example, an admin staff member or an IT project manager. Other key stakeholder staff will be then be required to undertake specific pieces of work.; An overview of the process, timescales and the key stakeholders is provided. We would incorporate these steps into a shared project plan which would need to be monitored by all stakeholders and kept updated by the two leads (CHKS and Trust). We would work with you to establish realistic timescales based on your resources.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Our systems automatically deletes your data after post reconciliation deadlines thereby ensuring that data is not held for longer than required. At contract end we will provide destruction certificates for data that has been processed and is now deleted.
• End-of-contract process: If the customer does not wish to renew its contract, three months’ notice should be provided to commence the decommissioning process. The customer should make arrangements for the final data submission to CHKS to be made no less than one month before contract end date and our team will switch off data processing services to ensure no further data is uploaded.

Using the service

• Web browser interface: No
• Application to install: No
• Designed for use on mobile devices: No
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: No
• Customisation available: Yes
• Description of customisation: The AI Clinical Coding solution is customisable to the Trust requirements so that local clinical coding rules can be built into the system.

Scaling

• Independence of resources: We take a number of steps to mitigate against service degradation through high usage volumes to ensure that any impact is minimal. Our hardware is specified to such a level that our clients do not notice any impact on timeliness of return of clinical coding data. Any large increase in client base would be met with an equivalent increase in hardware and support staff to retain these response times.

Analytics

• Service usage metrics: Yes
• Metrics types: We recorded the type and number of cases coders along with a record on the type and number of input files.
• Reporting types:
  • Regular reports
  • 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: No
• Datacentre security standards: Supplier-defined controls
• Penetration testing frequency: At least every 6 months
• 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 another standard
  • Encryption of all physical media
• 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: All OPCS and ICD coding is exported in .CSV or .XLS format with a patient identifier and event date for each coded discharge. The data is then entered into the Trust PAS remotely using an RPA solution.
• Data export formats:
  • CSV
  • Other
• Other data export formats: XLS
• Data import formats:
  • CSV
  • Other
• Other data import formats: XLS

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: Between Capita network (the office) and ARC data centre Cody Park

Availability and resilience

• Guaranteed availability: Typical SLA is 99.9% availability not including scheduled out-of-hours maintenance. Specific agreements can be discussed with individual customers.
• Approach to resilience: This is available on request from our data centre suppliers.
• Outage reporting: Outages can be reported via email alerts.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: The access to the AI Clinical Coding system is only permitted for designated CHKS staff.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: You control when users can access audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: Less than 1 month

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: Lloyd's Register Quality Assurance Limited (LRQA)
• ISO/IEC 27001 accreditation date: 27/06/2019
• What the ISO/IEC 27001 doesn’t cover: Finance; Administration; Marketing; Sales
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: Yes
• Any other security certifications: DSPT - 23/24 Standards Exceeded

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: NHS IG Toolkit
• Information security policies and processes: We have a documented information security policy that is reviewed annually. CHKS recognises that information security is a key business driver and is committed to managing the security of information including:; Maintaining confidentiality – access to information is granted only to those with specified authority to view the information.; Ensuring integrity – information is accurate and up to date.; Assuring availability – information is always available to those who require it, at the right time.; Ensuring legal compliance – by making sure that CHKS is adhering to all relevant legislation.; ; CHKS has determined that the most effective way to manage information security is to establish an ISMS. This will be based on the information security policy (this document) and a supporting set of policies and procedures (the ISMS manual).; ; We monitor compliance against regular staff information security training and have a dedicated quality manager who communicates any changes or reminders to the policy that are required.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: CHKS operates a formal change control process covering minor changes (eg minor defects, low level improvements), major changes (eg as new products), and platform changes (eg software upgrades). Changes are assessed for information governance and security before proceeding to a committee for review and approval. If necessary, a full security risk assessment will be carried out, or if a change is to an existing environment and exposes no additional sensitive data then the risk assessment is carried out during ongoing ISMS risk assessments. All changes are developed in line with industry standard good practice and subject to regular penetration testing.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: All of our systems are based on the LAMP stack and are updated regularly for all software packages. Any urgent patch notifications which are made public, for the operating system or services we make use of, are updated within 24hrs of us becoming aware.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We run an internal monitoring system with multiple monitoring strategies. Any alerts are passed on to the team, 24hrs a day via mobile alerting and any issues are responded to immediately.
• Incident management type: Supplier-defined controls
• Incident management approach: CHKS operates an ISMS Reporting and Incident management procedure. This defines the process that staff must follow if they uncover or are involved in an incident. All incidents are reported to line management, local and divisional info sec, and senior management as needed. All incidents are logged in an internal online system and are reported monthly.

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
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Our approach to ESG -; ; We are committed to building a better tomorrow for our staff, customers and wider community through outstanding environmental sustainability performance. ; ; Our vision is underpinned by five core principles:; ; 1. Minimise our carbon emissions.; 2. Reduce the environmental footprint of our operational endeavours.; 3. Foster and sustain a proactive environmental sustainability ethos.; 4. Cultivate sustainability initiatives.; 5. Ensure environmental compliance and surpass regulatory standards.; To achieve this vision, we have a multi-step sustainability strategy, containing details of the overarching objectives, performance targets, key performance indicators and implementation mechanisms. It is continuously reviewed to ensure it is as strong as it can be. Our success also relies on effective engagement with staff, utilising and developing their skills, knowledge and understanding.; ; Reducing our Carbon Footprint -; The Majority of our staff are now Home based and unnecessary travel is minimised by the delivery of consultancy, training, and implementation services remotely, where appropriate. Reducing the amount of paper we generate is a key focus, and we use recycled paper - which we then recycle ourselves. We have also taken steps to recycle other materials such as plastics and cardboard. We comply with WEEE regulations and recycle our electrical items.; We have also made changes to our approach to visiting customers on-site. Where appropriate, training and consultancy can be provided virtually.; We are focused on our transition to a Cloud service company in order to provide a sustainable approach to hosting and reducing the costly or energy inefficient hardware.; Working from home is undoubtedly challenging and may have a negative impact on the wellbeing of our employees. We hosted a wide range of virtual communal events and coffee chats) to allow our staff to stay connected to each other and regularly have team meet ups.

  Tackling economic inequality

  CHKS is committed to tackling economic inequality. We have recruitment processes which seek to eradicate biases that can perpetuate economic inequality. ; Our commitment to tackling economic inequality is also exemplified in our pay reporting transparency. In addition to the legal requirements to produce a Gender Pay Gap Report, we to ensure accountability and so that we can take steps to address economic inequality.

  Equal opportunity

  Cultivating a diverse workforce and inclusive culture is a priority for CHKS. Diversity of experience, age, race, ethnicity, culture, gender and sexual orientation provides a wide range of talent from entry level through to our leadership teams creating richer perspectives and a powerful frame of reference.; Not only is it right to recognise and celebrate differences, and ensure everyone has the opportunity to thrive.

  Wellbeing

  We take wellbeing very seriously at CHKS, all employees have access to the following initiatives to promote wellbeing.; Establishing a Benefits hub for resources and partnering to offer discounts and classes for physical and mental wellness.; Organising virtual communal events to maintain employee connectivity and support mental wellbeing during remote work arrangements.

Pricing

• Price: £66,666.66 a unit a year
• Discount for educational organisations: No
• Free trial available: No

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  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 gbirkin@chks.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.