HEXARAD GROUP LIMITED

Radiology Workflow Management and Business Intelligence

OptiRad, from Hexarad, is a sophisticated workflow management and business intelligence tool designed specifically for radiology practices. It streamlines radiology reporting workflows, enhances efficiency, and provides valuable insights through advanced analytics. OptiRad empowers radiologists to deliver high-quality reports efficiently, ultimately improving patient care and practice performance.

Features

• Managing and optimising reporting capacity
• Detailed individual reporter profiling
• Fully configurable radiology specific live E-rostering
• Radiology Business Intelligence Dashboard
• Reporting and forecasting radiology capacity and demand by modality/subspeciality
• Radiology-specific job planning
• Auto-allocation of radiology scans for reporting
• Measuring Radiology productivity and capacity measurement

Benefits

• Improve and simplify rostering across multiple sites
• Deliver accurate capacity and demand forecast reports
• Maximize internal capacity and reduce outsourcing spend
• Auto-allocation of studies, saving administrative time
• Provide actionable business intelligence data
• Manage radiology reporting across regions and imaging networks

£38,000 to £75,000 a licence a year

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

Framework

G-Cloud 14

Service ID

829188337146465

Contact

Amy Davis
0203 327 1183
sales@hexarad.com

Service scope

• Software add-on or extension: Yes, but can also be used as a standalone service
• What software services is the service an extension to: Teleradiology Services
• Cloud deployment model: Public cloud
• Service constraints: Planned maintenance arrangement will be communicated to the Buyer well in advance of schedule. Support is not limited by hardware configuration.
• System requirements:
  • Broadband internet connection of at least 10Mbps
  • Computers with a processing speed of at least 2GHz
  • 4GB RAM
  • No Spyware or other malicious software

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Queries can be emailed directly to Hexarad via a secure NHS.net email address. All emails are managed through the Hexarad e-ticketing system. A confirmation email is sent as soon as the email is received to acknowledge receipt. The sender is given a unique ticket number and this ticket is then managed through the Hexarad e-ticketing system. ; ; Email: ; ; Average resolution time for tickets emailed to the support desk - 4.3hrs ; The operations team works 24/7 365 days a year, there is no difference to response times over the weekend.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: Onsite support
• Support levels: Hexarad ensures seamless onboarding for new customers through a blend of in-person and online training, complemented by comprehensive documentation and instructional videos—all provided at no extra cost. Each customer receives personalized support from a dedicated account manager, streamlining communication and overseeing regular performance evaluations. During Optirad implementation, extensive training is provided, with ongoing support through various channels including online resources and a dedicated customer support team. Hexarad guarantees uninterrupted assistance during business hours, with an emergency contact available outside these times. Rigorous business continuity plans are in place, ensuring seamless operations. Response times to Authority inquiries are audited, and escalations are managed according to established protocols. Routine inquiries are addressed promptly by the operations team, with urgent matters attended to 24/7. Complaints, ranging from clinical to technical issues, are handled by senior leadership, with a structured process and timely resolution assured. Unresolved complaints can be referred to the Independent Sector Complaints Adjudication Service (ISCAS), reflecting Hexarad's commitment to transparent and effective dispute resolution.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: OptiRad's onboarding process is meticulously designed, structured into phases to swiftly deliver a fully operational rostering tool within 3 to 6 weeks after contract signing (customer dependent). The burden of system configuration rests on the OptiRad onboarding team, alleviating the customer's workload. Two implementation options are available: a self-setup approach with comprehensive training or a Concierge service where Hexarad handles setup pre-Go Live. The second phase of onboarding involves a blend of virtual and on-site training sessions tailored to different user groups, ensuring proficiency across the board. While a minimum of two on-site visits are scheduled for training, flexibility is provided to accommodate user needs. During the Go Live phase, Hexarad's multidisciplinary team, comprising clinical, product, and technical experts, ensures a seamless transition. Post-implementation, support is sustained through a dedicated desk, with costs integrated into the annual license fee following an initial setup cost. This fee varies depending on the chosen implementation approach, reinforcing OptiRad's commitment to adaptable, customer-centric solutions tailored to meet diverse operational requirements.
• Service documentation: Yes
• Documentation formats: PDF
• End-of-contract data extraction: At the conclusion of a contract, users can extract their data from OptiRad through a manual process facilitated via a separate channel outside the application. Hexarad ensures a smooth transition by providing guidance and support throughout this process. Users may request their data in a format of their choice (standard is CSV), and Hexarad's dedicated team assists in transferring and organizing the information securely. By offering personalized assistance and flexible data extraction options, Hexarad ensures that users can seamlessly transition to alternative solutions while retaining access to their valuable data.
• End-of-contract process: Hexarad's Exit Management Policy ensures a secure transition of services at contract expiry, with a focus on patient safety and service continuity. We are committed to fulfilling contractual obligations until a safe handover can be accomplished, providing support throughout any re-tendering processes as required. Our Exit Plan comprehensively covers clinical, operational, technical, and contractual workstreams, detailing separate domains and delineating management and project team structures for both transfer and cessation phases. It includes a detailed description of the transfer and cessation processes, complete with timetables, action items, and responsible parties. Clear documentation outlines how services will transition to either a replacement contractor or back to the customer, covering processes, data and knowledge transfer, system migration, security, and interfaces with other service providers. We also specify procedures for addressing customer and replacement contractor requests, ensuring a smooth transition with no disruption to service quality. Throughout this process, ongoing communication between Hexarad and the customer is maintained, facilitating safe and effective patient care.We maintain a full audit trail of the Exit process, sharing documentation with the customer and providing a final report of clinical and operational governance.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Technically/Functionally no difference as it's website hosted, but layout changes will make it difficult to view and edit the Roster. Whole App is designed for monitor so that different views can be used.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: OptiRad offers simplified navigation and efficient workflow management for radiology professionals via a web interface. Interfacing with Calendars can be used to provide real-time collaboration and improve workflow visibility and efficiency.
• Accessibility standards: None or don’t know
• Description of accessibility: OptiRad prioritizes accessibility by offering a user-friendly interface and comprehensive support. Its design focuses on intuitive navigation and clear functionality, ensuring ease of use for all users, including those with diverse technical backgrounds. OptiRad provides documentation, training resources, and dedicated customer support to assist users at every step, and empowering all users to use its capabilities effectively.
• Accessibility testing: None
• API: No
• Customisation available: Yes
• Description of customisation: OptiRad's versatility lies in its ability to tailor solutions to meet the unique needs of each customer. Through customizable features, such as reporting templates, workflow configurations, and roster creation, OptiRad adapts to diverse clinical environments and operational preferences. Its agile architecture allows for adjustments, ensuring alignment with specific workflow requirements. ; ; During the onboarding process Hexarad will work with the users to ensure workflows, rostering and configurations reflect local standards, there will be a certain number of admin users who will be able to customise the service according to the size of the department using the service.; This bespoke approach ensures that OptiRad not only meets but exceeds customer expectations, delivering tailored solutions that enhance efficiency, accuracy, and user satisfaction.

Scaling

• Independence of resources: OptiRad operates on internet servers equipped with auto-scaling capabilities, enabling seamless expansion of system capacity as demand fluctuates. This dynamic scalability ensures optimal performance and responsiveness during periods of increased usage, such as peak hours or sudden spikes in workload. With auto-scaling, OptiRad can efficiently accommodate growing user numbers and data processing requirements without manual intervention, guaranteeing uninterrupted service delivery and user satisfaction. This scalable infrastructure reflects Hexarad's commitment to providing a reliable and high-performance platform that meets the evolving needs of radiology professionals while optimizing resource utilization and cost-effectiveness.

Analytics

• Service usage metrics: Yes
• Metrics types: Turnaround times (and adherence to KPIs) ; ; Operational efficiency metrics ; ; Workload distribution ; ; Reporting Capacity and demand forecasting calculated from the reporter profiles and roster within the department ; ; Patient Level Costings ; ; Service Line Costings
• Reporting types:
  • Real-time dashboards
  • Regular reports
  • Reports on request

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: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: Never
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: 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: Users can download their roster and business intelligence data from OptiRad through a dashboard in csv format. Any ad hoc requests are completed via a manual process facilitated via a separate channel outside the application. ; Users may request their data in a format of their choice (standard is CSV), and Hexarad's dedicated team assists in transferring and organizing the information securely. By offering personalized assistance and flexible data extraction options, Hexarad ensures that users can seamlessly analyse their response to the service on demand.
• Data export formats: CSV
• Data import formats: CSV

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Legacy SSL and TLS (under version 1.2)
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

• Guaranteed availability: The service has an uptime guarantee of 97%. If the Software is not available to Users 97% of the time, excluding time for scheduled and unscheduled maintenance, during the Term of the Agreement, the Parties agree that the Organisation shall be entitled to a service credit on the following rate: ; ; The first calendar day of downtime per annum = £0 / zero ; ; Each full calendar day period thereafter is one day’s use of OptiRad, free of charge
• Approach to resilience: Infrastructure Security: ; ; Hexarad's systems are hosted in Tier 4 purpose-built data centres in England, providing the highest level of security. ; ; Biometric access control systems are in place to restrict unauthorized access. ; ; All user access to Hexarad's internal systems requires secure, encrypted VPN connections with multi-factor authentication(MFA). ; ; Audit logs track user activity, ensuring accountability and traceability. ; ; Data is encrypted both in transit and at rest, safeguarding patient information. ; ; Backups and Disaster Recovery: ; ; Hexarad performs full backups daily with snapshots/4 hours to ensure data integrity recovery capability. ; ; The platform is designed with redundancy/ automatic failover mechanisms, enabling service continuity. ; ; Hexarad's data is replicated across geographically separated data-centres, providing additional resilience and disaster recovery capability. ; ; The infrastructure has 97% uptime guarantees; Hexarad maintains ISO27001 accreditation, Cyber Essentials+ and QSI accreditation. ; ; Incident Resolution and System Maintenance: ; ; Hexarad follows an Agile approach through user feedback and improvements via a fortnightly iteration cycle. ; ; Bugs identified by customers are addressed promptly, often same day, ensuring minimal disruption. ; ; In cases where immediate resolution is not possible, workarounds are implemented. ; ; Hexarad provides 24/7/365 IT support, including applications, to minimise downtime.
• Outage reporting: At the point of failure of any of our systems, or those of our customers that impact business continuity, our UK based support helpdesk is available for phone and email service enquiries 24/7/365. ; ; All calls and emails received are immediately logged onto our secure support system where all activities relating to a ticket, are auditable throughout ; ; Any call unanswered after 3 rings initiates the answerphone system which sends an email notification of the ‘missed’ call and voicemail to all Hexarad support administrators. ; ; All tickets logged (phone or email) are assigned a reference number and acknowledged by return email on receipt ; ; A maximum initial response time of 1 hour is agreed for all email tickets raised ; ; Users can log into the system to track the progress of their ticket at any time ; ; Level 1 support is provided by our Operations team, consisting of a minimum of 2 technicians, who are trained to monitor and interpret system alerts and respond or escalate service or technical issues accordingly, day or night ; ; Escalation of issues to our Level 2 support, provided by our technical team including network engineers, ensures technical issues can be resolved as per SLA requirements to be agreed with the Buyer.

Identity and authentication

• User authentication needed: Yes
• User authentication: 2-factor authentication
• Access restrictions in management interfaces and support channels: Users that belong to networks and there is a hexarad network - those users have rights to administer the application
• Access restriction testing frequency: At least every 6 months
• Management access authentication: 2-factor authentication

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: User-defined
• Access to supplier activity audit information: Users receive audit information on a regular basis
• How long supplier audit data is stored for: User-defined
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: The British Assessment Bureau
• ISO/IEC 27001 accreditation date: 23/12/2022
• What the ISO/IEC 27001 doesn’t cover: Hexarad Group Ltd do not use OptiRad with customers for test data or development - this is done in house. Coverage does not currently extend to software development or test data, however this is being extended to in December 2024
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

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: Hexarad maintains Compliance and Certification with ISO/IEC 27001:2017 Information Security Standard for the following reasons: ; ; Hexarad has an obligation to stakeholders, employees, and customers to protect the confidentiality, integrity and availability of information assets. ; ; Certification demonstrates strong commitment to information security, fostering greater market assurance, leading to new customers and new business opportunities ; ; ISO/IEC 27001:2017 assists with the delivery of the requirements outlined within the General Data Protection Regulation (GDPR) and its UK implementation, the Data Protection Act 2018 ; ; Hexarad needs to protect the confidentiality, integrity and availability of the most important information assets, and thereby assure its customers, staff, partners and patients it has in place the controls and measures to protect confidential data. The organisation recognises that it has access to confidential data, and the loss, breach or unavailability of this information would have serious repercussions to the Organisation. ; ; Hexarad aims to be recognised as an Organisation adhering to the highest level of Information Security best practice, fostering trust and confidence with existing customers. Hexarad also takes its regulatory compliance obligations under the Data Protection Act 2018 seriously.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Hexarad's Change Management Policy ensures tracking of service components throughout their lifecycle, maintaining version control and peer-reviewed changes before production release. Changes undergo thorough assessment for potential security implications, with product leads conducting QA against a separate staging environment. All modifications are documented and applied automatically, utilizing AWS with GitHub integration for seamless deployment. Additionally, the policy enables quick rollback of problematic changes. By adhering to these practices, Hexarad safeguards service integrity, enhances security, and ensures smooth, controlled implementation of updates.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Hexarad's Vulnerability Management Policy for OptiRad employs several strategies to assess potential threats, including automated security updates via Dependabot and static code analysis to prevent deployment of insecure code. Patch deployment is swift, utilizing package managers in OptiRad's language to update to new versions promptly. OpenCVE alerts serve as a key source of information about potential threats, ensuring timely awareness and action. By proactively addressing vulnerabilities through these measures, Hexarad maintains the security and integrity of OptiRad, mitigating risks and safeguarding users' data and systems effectively.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Hexarad's Protective Monitoring Policy for OptiRad employs sophisticated tools such as New Relic for application performance monitoring, flagging anomalies like unusual traffic spikes indicative of security incidents. Sophos Intercept X provides continuous monitoring across our IT estate, detecting potential compromises in real-time. When a compromise is detected, a senior technical team member investigates and reports findings to the Information Governance Committee. With round-the-clock tech on call, Hexarad initiates responses to serious incidents within 15 minutes, ensuring swift action to mitigate risks and protect OptiRad's security and integrity effectively.
• Incident management type: Supplier-defined controls
• Incident management approach: Hexarad ensures a proactive incident reporting culture, empowering users to report incidents freely. Users report incidents through the Incident Reporting System, providing a record from reporting to resolution. Pre-defined processes guide staff in managing common events, facilitating timely responses and corrective actions. Incident reports are directed to designated managers based on the nature of the incident, ensuring swift investigation and resolution. Investigations aim to identify contributing factors, implement corrective measures, and provide feedback to involved parties. Incidents are graded, with escalated events subjected to analysis and disciplinary action if warranted. This approach ensures continual improvement, regulatory compliance, and patient safety.

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

  At Hexarad, we recognise our collective and urgent responsibility to address climate change and support the NHS and its supply chain to withstand climate change impacts, our Carbon Reduction Plan is attached. Hexarad recognises that our business activities have an impact on the environment. We are committed to reducing this impact and continually improving our environmental performance. Hexarad has defined an Environmental Policy that includes these commitments and sets out the intentions and principles for environmental performance. The policy complies with the requirements of ISO 14001:2015 and provides a framework to set objectives and targets for continual environmental improvement, that is communicated to all persons for and on behalf of the organisation. ; ; The Policy is reviewed periodically as part of the Management Review to ensure it remains appropriate to the environmental impacts of the activities, products and services of Hexarad and continues to fulfil the aims for continued environmental protection.; ; Our aim to be Net Zero by 2045: ; ; We use cloud infrastructure to support faster implementations, reduce our environmental footprint and waste through the optimisation of resources ; ; Our cloud server and infrastructure runs within datacentres that operate using 100% renewable energy ; ; We employ a circular economy approach through the selection of supply chain partners that: ; ; Align where possible to a net zero and zero landfill initiative ; ; Can provide remanufactured or refurbished hardware (using a licensed e-waste recycler) whilst always ensuring that data and information security obligations are respected and adhered to ; ; We are taking immediate action to off-set carbon from necessary business travel through supporting a tree planting programme ; ; We will ensure a renewable energy only supply internally ; ; We will reduce paper usage and use recycled products wherever possible ; ; Hexarad will deliver on these commitments via timed Action Plans which will be managed by a Net Zero working group.

  Tackling economic inequality

  Hexarad Group is deeply committed to fostering an inclusive environment that values diversity and promotes inclusion, recognizing it as a vital component in achieving our vision of creating unparalleled value for all stakeholders. With a strong emphasis on social responsibility and sustainability, Hexarad operates ethically and responsibly in all aspects of its business.; ; As part of our dedication to sustainability, Hexarad has developed an ongoing program for education and development aimed at enhancing supply chain resilience and capacity while creating employment opportunities and fostering new skills. This includes various initiatives such as access to the Hexarad Academy, a digital teaching archive, and participation in subspecialist peer learning groups facilitated by expert radiologists.; ; Hexarad places a significant focus on the education and development of its staff, offering unlimited annual study budgets for skill enhancement, structured training programs for new hires, and ongoing weekly teaching sessions for operational staff. Additionally, Hexarad supports staff in acquiring new qualifications through a range of accredited courses and training programs.; ; In line with our commitment to continual improvement, Hexarad regularly monitors and measures the effectiveness of its education and development programs, utilizing metrics to track participation rates and implementing data collection mechanisms within our systems. We generate quarterly progress reports to assess achievements, identify challenges, and determine areas for improvement, ensuring transparency and accountability to stakeholders.; ; Hexarad is actively involved in initiatives to address global inequality, including the Hexarad-RadAid Fellowship, which supports radiology in developing countries, and the Hexarad Scholarship, which encourages less privileged medical students to pursue careers in radiology. These efforts underscore Hexarad's dedication to making a positive impact on a global scale while upholding the highest standards of inclusivity and social responsibility.

  Equal opportunity

  At Hexarad Group, fostering inclusivity and embracing diversity are fundamental principles guiding our operations. We believe that by valuing diversity and promoting inclusion, we not only uphold our core values but also gain a competitive edge, enabling us to deliver unparalleled value to our customers.; ; Our Equality, Diversity, and Inclusion policy ensure fair and equal treatment for all applicants and employees, regardless of socioeconomic status or employment terms. We are committed to adhering to legislative Acts concerning equal treatment and ensuring accessibility for all users, including those with disabilities, through adherence to accessibility standards such as WCAG.; ; Understanding that inclusion is vital for leveraging diversity, we've cultivated an environment where everyone feels supported and empowered to excel. Our culture encourages the contribution of diverse insights and ensures that employees are not marginalized based on cultural norms or backgrounds.; ; We strive to create a workplace where flexible working practices are available, acknowledging that everyone's needs and preferences may differ. Additionally, we promote diversity at all levels of our organization, with 50% of our leadership team coming from a BAME background.; ; We actively address unconscious bias and foster respectful communication among all employees, regardless of their title or level within the organization.; ; With targets of at least 50% women and 35% BAME representation across our organization, we are committed to continuously improving diversity and inclusion. Additionally, through initiatives like the Hexarad Scholarship, we aim to encourage underprivileged students, particularly those from BAME backgrounds, to pursue careers in radiology, furthering our commitment to diversity and inclusion.

  Wellbeing

  Hexarad prioritizes the health, safety, and well-being of all individuals affected by its operations, including staff, patients, contractors, and the public. To combat the stigma surrounding mental health, the company has implemented policies and resources to support its employees. Mental health campaigns are regularly conducted, with many staff members completing the St John’s Mental Health First Aid course.; ; These initiatives have been instrumental in fostering a culture of acceptance and reducing stigma surrounding mental health issues within Hexarad. These campaigns operate monthly, focusing on raising awareness and providing support. Workshops and seminars are organized to educate employees about mental health signs and the importance of seeking help when needed. Hexarad collaborates with mental health professionals to deliver informative and engaging sessions, facilitating early intervention.; ; Additionally, Hexarad promotes openness and acceptance by encouraging employees to share their mental health experiences. This not only reduces stigma but also fosters a sense of community among employees, providing support and solidarity. Hexarad also invests in mental health resources, offering access to counselling and therapy services to further prioritize employee well-being.; ; These efforts extend to contractors working with Hexarad, reflecting the company's holistic approach to well-being. Recognized for its focus on radiologist experience, Hexarad has been lauded as the UK's fastest-growing teleradiology company, with positive feedback from radiologists about the supportive environment and effective service delivery.; ; Acknowledged as one of the UK’s Best Places to Work and awarded 'Best Teleradiology Company of the Year 2022,' Hexarad's commitment to culture and well-being is evident. By fostering awareness, encouraging openness, and providing resources, Hexarad is leading the way in creating a supportive environment where mental health is prioritized and stigma-free.

Pricing

• Price: £38,000 to £75,000 a licence a year
• Discount for educational organisations: No
• Free trial available: No

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