Orchid Live

Orchid Live

Specialist occupational health software used by public sector and industry for case management, pre-placement health checks, health surveillance and recalls, diary management for occupational health teams and analysis of workforce health issues.

Features

• Case management and Pre-Placement Assessments
• Health surveillance & recalls
• Immunisations & Blood Tests
• Diary management including employee self-booking
• Role based access to clinical data
• Cloud based platform
• Long term storage of clinical data
• Detailed audit trail of all actions
• SSO & Multi-Factor Authentication
• Fully customisable

Benefits

• Highest level of data security
• Reduces administrative burden
• Easy generation of clinical reports
• Easy to analyse upcoming and overdue recalls
• Efficient OH team workflows
• Access the software from any device and location
• Complete oversight of user permissions and access to clinical records
• "Smart" questionnaires to save clinicians time
• SMS appointment reminders to reduce DNAs
• Integration with HR systems for real-time personnel data

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

Framework

G-Cloud 15

Service ID

766900555762311

Contact

Oliver Bridge
020 8798 0109
oliver@orchidlive.com

About your service

• Service categories:

  Application Development and Deployment

  Data management

  Database administration and development

  • Database Administration
  • Database Replication
  • Database Development and Optimization
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Private cloud
• Service constraints: Orchid Live is only available as cloud based software, so an internet connection is required to use it.
• System requirements:
  • An internet connection
  • Moden browser - Chrome, Firefox, Edge, Safari, Opera

User support

• Email or online ticketing support: Yes
• Support response times: Acknowledgement and response to all support queries within 1 working day, Monday-Friday during business hours.
• 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: No
• Support levels: Email based support (supplemented with phone calls or video calls where necessary) is included within the software licence fee. We acknowledge / respond to all queries within 1 working day. ; ; Any support queries that cannot be resolved by first line support are escalated to the Head of Customer Success.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: (1) A series of live training workshops over video call where we discuss the client's requirements and thoroughly demonstrate how to use / configure the software for optimal use.; ; (2) Online training hub - extensive library of tutorial videos and document templates which are a strong compliment to the live training and also make rolling out the system to the wider team much easier as the training materials are ready to go. ; ; (3) Comprehensive user manual which is regularly updated with new features and releases.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: Users can self-extract data or request our assistance to prepare the data extract in a specific format.
• End-of-contract process: If the client requires our support to extract the data in a particular format, then this will incur additional charges. ; ; If the client requires our support to co-ordinate with the incoming supplier/provider, then this will incur additional charges. ; ; If the client requires their Orchid Live system to be kept online after the end of the contract period, then a pro-rata licence fee will be chargeable for this period.
• Documentation accessibility standard: None or don’t know
• How the documentation is accessible: The document is a plain text PDF which works well with screen reading technology. ; ; The document also contains a series of links to training videos, which all have voiceovers for the visually impaired.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Orchid Live is best used on a desktop, laptop or tablet. Whilst it is possible to use it on a mobile phone, in practice, the menu and data presentation structure etc doesn't lend itself to a small narrow screen, and so it is not an optimal experience.; ; Employees can however easily complete questionnaires for pre-placements and assessments on a mobile phone - these forms are optimised for very small screens.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Employee records can be created, edited or deleted through the API. ; ; Here is the current documentation: https://development.orchidlive.com/docs/api#/; ; If additional endpoints are required to enhance the API's functionality, then these can be added as part of a client implementation.
• API documentation: Yes
• API documentation formats: HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Users with admin privileges can make significant changes to the system in the set up menu, including changing document templates, email templates, SMS templates, clinical classifications, system branding, user permissions, clinical workflows, custom built assessment forms etc. ; ; If additional bespoke functionality is required, then this can be built as part of a custom development project, for which we can give you a fixed price quote.

Scaling

• Independence of resources: Each client has their own segregated hardware in our data centres with auto-scaling enabled to meet periods of higher demand.

Analytics

• Service usage metrics: Yes
• Metrics types: A dashboard shows the number of open cases, pre-placements, health surveillance assessment, upcoming recalls etc; ; Reports covering a wide variety of user data can be downloaded by the user in CSV format for analysis in a spreadsheet or data visualisation tool like Power BI.
• Reporting types:
  • Real-time dashboards
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: No
• Datacentre security standards: Managed by a third party
• 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: A third-party destruction service
• Data sanitisation type: Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: A complete record of each employee can be exported with no interaction required from our support team.
• Data export formats:
  • CSV
  • Other
• Other data export formats: Original document format (PDF, DocX etc)
• Data import formats:
  • CSV
  • Other
• Other data import formats: Original document format (PDF, PNG, Docx etc)

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: 99.9% uptime; Repeated breach of uptime SLA entitles clients to cancel their contract.
• Approach to resilience: Our software runs in 3x AWS availability zones, with automatic failover in place. We also have auto-scaling of resources in place to handle periods of high demand.
• Outage reporting: (1) Status page on our website; (2) Email alerts

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: All users of the system have a role assigned to them with particular permissions, meaning they only have access to certain parts of the software and certain functionality.
• Access restriction testing frequency: At least once a year
• Management access 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

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 have access to real-time 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:
  • ISO/IEC 27001
  • Other
• Other security governance standards: Cyber Essentials accredited
• Information security policies and processes: Full compliance with ISO27001 and Cyber Essentials, with regular senior management reviews to ensure any organisational or software changes are incorporated into our information security policies and procedures.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Daily pipeline scans for component vulnerabilities and regular penetration testing. ; ; Every code release is tested on a development site with non-production data and peer reviewed by at least two other team members. ; ; Changes are version controlled and logged, and can be reverted if required.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Daily pipeline vulnerability scans ; ; Annual penetration test conducted by CREST accredited partner; ; Signed up to various threat intelligence newsletters / sources ; ; Automatic next day patching of low or medium vulnerabilities. High or critical vulnerabilities are reviewed immediately with a hot fix deployed as necessary.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Vulnerability scans on all code during deployment with builds failing if a vulnerability is found; ; If any existing code is found to have a vulnerability it would either be reverted or immediately patched where possible; ; Information security incidents are escalated immediately to senior management.
• Incident management type: Supplier-defined controls
• Incident management approach: Users can report incidents via help desk, telephone or email; AWS cloud watch alerts us to any infrastructure or performance issues; Website status page or email alerts provides ongoing notifications regarding an issue; Full report provided for serious issues upon request
• 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: You can test a full version of the software upon request for up to 2 months.

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: British Assessment Bureau
• ISO/IEC 27001 accreditation date: Monday 27 January 2025
• What the ISO/IEC 27001 doesn’t cover: None - our service is fully covered.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 3bc587bf-8163-4d5a-9eea-a21ca13f0113
• Cyber essentials plus: No
• Cyber Essentials Alternative: None of the criteria
• Other security certifications: No

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
    • New apprenticeships on the contract workforce in the relevant area that meet the criteria set out in MAC 1b
    • 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
    • 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
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • 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
    • 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
    • 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 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

    • 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
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Plans for positive actions with community groups.
    • Measures for making facilities used in the delivery of the contract available for community groups, education or training
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • 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.

    • 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
    • Creation of employment opportunities particularly for those who face barriers to employment, such as prison leavers, care leavers and/or who are located in deprived areas, and for people in industries with known skills shortages or in high growth sectors
    • 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
    • Offering a range of quality opportunities with routes of progression if appropriate, e.g. T Level industry placements, students supported into higher level apprenticeships.
    • 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.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Other measures to offer development opportunities for the target cohort(s) in the contract workforce
    • Understanding of issues relating to entering the contract workforce

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