Orca Scan

Drug Tracking

Scan any medication barcode using smartphone, tablet or scanner and, where possible, automatically extract the batch number, expiry date and other info into a readable format in relevant columns. For NHS issued medication, additional information, such as the name of the drug and pack size, will also be provided.

Features

• Automatically extracts data from all formats of FMD, UPC barcode
• Single scan populates manufacturer’s name, batch number, expiry date
• Simple Integrations - Excel, Google, Zapier, PowerBI, DataStudio, Tableau
• Generates and print barcodes labels, Avery, Rollo, Dymo
• Ability to create custom workflows
• History log see who changed what, when and from where
• Works on any scanning device and smartphones, interoperability
• GS1 UK Approved
• Cloud Access - full visibility from anywhere in the world
• Simple transparent pricing plans and free trials

Benefits

• Product name, batch number and expiry date automatically populated
• Track drugs using existing medication barcodes
• Get notification emails when stock is low
• Get notification emails when overstocked
• Get an in-app notification when an expired drug is scanned
• Use existing hardware (smartphones, tablets or barcode scanners).
• Every scan stored securely in the Cloud.
• Access your data from any web browser or smartphone.
• Share data across multiple sites/locations.
• Be notified of recalled drugs

£20.00 to £50 a user a month

• Education pricing available
• 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 tim@orcascan.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

848986274537365

Contact

Tim Hill
07713919197
tim@orcascan.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: Barcode tracking of other assets e.g. Medical Devices
• Cloud deployment model: Public cloud
• Service constraints: No constraints, Orca Scan is interoperable.
• System requirements:
  • Andorid 6+
  • IOS 11+
  • Modern Web Browser (Chrome, Edge, Firefox)

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Support is provided 24 hours per day, 7 days per week, but response time may fluctuate outside weekdays and regular work hours of Greenwich Mean Time (GMT +1).
• 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: Web chat
• Web chat support availability: 24 hours, 7 days a week
• Web chat support accessibility standard: None or don’t know
• How the web chat support is accessible: Chat widget on website powered by Intercom.
• Web chat accessibility testing: We have a dedicated User Experience team that are constantly optimising to ensure accessibility across our application.
• Onsite support: Onsite support
• Support levels: Typically we will offer an online implementation call (e.g. Teams) to understand the challenge, current workflows and create a prototype for the user to test and develop. If required we can do a site visit to see firsthand, experience, and really understand the issues and provide implementation assistance. We will also offer a free trial of Business Level package where needed.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Our job is simple: to work closely with our users to make barcode technology accessible to everyone, regardless of technical skill or budget. Our website contains all the online Guides and documentation to get you started and if needed users can book free of charge implementation calls with one of our Customer Success Managers. https://orcascan.com/guides
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: We are pragmatic about this and offer a 30 day grace period after contract ends to allow data to be exported. Users can also put a request into the team. Customers may retain and use internal copies of all reports exported from any Service before and after termination.
• End-of-contract process: There are no hidden fees or cancellation fees, and customers can terminate their subscription at any time. Customers may retain and use internal copies of all reports exported from Orca Scan before termination. ; Upon any expiration or termination of the contract, The customer will immediately cease any and all access to all services. Orca Scan will retain customer data for 30 days upon termination. After this period, data will be securely deleted. ; ; The customer will have the option to renew, and custom agreements can be honoured upon request.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Internet Explorer 11
  • 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: The desktop service is a centralised configurator and management platform allowing users to develop barcoding solutions and deploy them within their organisation. The desktop service is used to add users to a sheet (including setting permissions), import data and access integrations, triggers and history logs. ; The mobile app is used to quickly get a custom barcode scanner up and running in the workplace on any mobile device or Android-based hardware scanners, capturing data to sit alongside scanned barcodes, such as photos, GPS locations, date and time stamps, and many more!
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Website - www.orcascan.com
• Accessibility standards: None or don’t know
• Description of accessibility: We have adjustable text size and display colors
• Accessibility testing: Our User Experience team conduct frequent testing to ensure our compliance with assistive technologies
• API: Yes
• What users can and can't do using the API: Connect internal or external systems to Orca Scan; Add barcode tracking to your systems; Connect Zebra, Honeywell or Datalogic device to your system; Build tools to enrich Orca Scan data, such as analyse images
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
  • Other
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: All fields are completely customisable allowing users to capture additional data when a barcode is scanned (e.g. photos, GPS location or quantity scanned). To do this, users simply add additional fields and name them using the Orca Scan web or mobile app.; Users can do this based on permissions.; ; We also have customised branding allowing users to create a barcode app with their company logo and branding in minutes. This creates a seamless brand experience by incorporating your logo, colour palette, and other visual elements.

Scaling

• Independence of resources: We have a dedicated enterprise solution that allows you to run an instance of our service isolated from the rest of the users on the network. Orca Scan is a cloud native application. We do not own any servers, instead, we rely on the secure and reliable hosting capabilities of Amazon AWS, Google Cloud Platform and Digital Ocean. Their data centres are equipped with advanced security measures, such as 24x7 monitoring, biometric scanning, and video surveillance, to ensure the protection of customer data.

Analytics

• Service usage metrics: Yes
• Metrics types: We provide an extensive audit log of all changes made in the application, showing what, when, where and who changed it. ; For example the History log enables users to track the entire life-cycle of an asset - end to end traceability.
• Reporting types:
  • API access
  • Real-time dashboards

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
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Users can export their data in formats such as CSV, JSON, HTML, PDF, and more by clicking export anytime from within the application. We also have a REST API and integrations to allow for automatic real-time exports.; ; Integrations and custom export methods can be considered upon request.
• Data export formats:
  • CSV
  • ODF
  • Other
• Other data export formats:
  • HTML
  • JSON
  • Microsoft Excel
  • XML
  • ACCEO Retail-1
• Data import formats:
  • CSV
  • Other
• Other data import formats: Microsoft Excel

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: Orca Scan uses industry-standard encryption protocols to keep customer data secure. We use TLS encryption to protect data when it’s being transmitted between your device and our platform and AES-256-bit encryption to secure your data when it’s stored on our servers.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
  • Legacy SSL and TLS (under version 1.2)
  • Other
• Other protection within supplier network: We encrypt in transit and at rest. Our data processing agreement on our website covers this in much more detail.

Availability and resilience

• Guaranteed availability: SLAs are provided on Enterprise Accounts - for an overview you can see this at https://status.orcascan.com/
• Approach to resilience: Data Encryption; Orca Scan uses industry-standard encryption protocols to keep your data secure. We use TLS encryption to protect data when it’s being transmitted between your device and our platform and AES-256-bit encryption to secure your data when it’s stored on our servers.; ; Secure, reliable infrastructure; Orca Scan is a cloud native application. We do not own any servers, instead, we rely on the secure and reliable hosting capabilities of Amazon AWS, Google Cloud Platform and Digital Ocean. Their data centres are equipped with advanced security measures, such as 24x7 monitoring, biometric scanning, and video surveillance, to ensure the protection of your data.; ; Access Controls; Robust permission and user controls allow you to manage who can access your data. By assigning different roles and setting permissions, you can control who can view, edit, or delete certain information within your account. This helps you maintain the security and privacy of your data by ensuring that only authorised individuals have access to it.
• Outage reporting: We have a status page for customers to view the availability of our services at https://status.orcascan.com/

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password
• Access restrictions in management interfaces and support channels: We adopt the Least Privilege Principle: Access rights are granted based on the principle of least privilege, ensuring employees receive only the access necessary to perform their job functions. We review access levels every 90 days and have procedures in place for new starters and leavers.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • 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

Standards and certifications

• ISO/IEC 27001 certification: No
• 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: Other
• Other security governance standards: We are Cyber Essentials Accredited.; Currently being assessed for Cyber Essentials Plus.; Our COO, Owen Doherty is lead on this supported by a Cyber Security Consultant, who works with the University of Cambridge to provide ongoing support and advice in this area.
• Information security policies and processes: We have a comprehensive set of security policies and procedures as part of our commitment to customers and Cyber Essentials Plus Accreditation.; These policies and procedures are embedded into our culture.; Our COO is the lead on this supported by a Cyber Security Consultant, who works with the University of Cambridge, and provides ongoing support and advice in this area.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Configuration and change management processes are designed to ensure that the system remains robust, secure, and adaptable to changes while minimising disruptions. These processes involve tracking the lifecycle of components, assessing changes for potential security impacts, and ensuring that any modifications align with overall system integrity and security objectives.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Through our Cyber Security Policies and Procedures we have implemented a company-wide process of identifying, evaluating, treating, and reporting on security vulnerabilities in systems and the software that runs on them. ; ; For more information on the following:; How we assess potential threats to our services; How quickly we deploy patches to our services; Where we get our information about potential threats from; ; Please reach out to our team.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Through our Cyber Security Policies and Procedures we have implemented a company-wide process of identifying and responding to compromises. We respond immediately and notify affected users.
• Incident management type: Supplier-defined controls
• Incident management approach: Through our Cyber Security Policies and Procedures we have implemented a company-wide incident management process.; ; To ensure this information doesn't enter the public domain please reach out to our team for more information.

Secure development

• Approach to secure software development best practice: Conforms to a recognised standard, but self-assessed

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  Fighting climate change

  Fighting climate change

  Efficient barcode tracking on medical devices enables healthcare professionals to reducing wastage by not over ordering and to have an appropriate level of stock at all times.; It ensures that medical devices are in date and therefore do not have to be disposed which is an environmental and time cost.; It ensures that the right products are in the right place at the right time so minimising transport and storage costs

Pricing

• Price: £20.00 to £50 a user a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Perfect for exploring Orca Scan without any commitment.; 1 user, 50 rows, 1 sheet, 2 week revision history; Unlimited period
• Link to free trial: https://orcascan.com/pricing

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