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Orca Scan

Medical Device Tracking

A solution that allows healthcare providers to track all formats of Unique Device Identification (UDI) barcodes in one single scan. Automatically extracts the Device Identifier, Serial Number, Manufacturer/Production Date, Lot Number and Expiration Date from a UDI barcode into the relevant columns when scanned.

Features

  • Automatically extracts data from all formats of UDI barcode
  • Single scan populates manufacturer’s name and device description
  • 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

  • Saves time, reduces errors, improves efficiency, increases visibility
  • Futureproof, grows with you, smartphone, tablets, Enterprise Scanners
  • Delivers full visibility of all your assets across multiple sites
  • Allows your team to focus on what truly matters.
  • Peace of mind, trusted by 50,000 organisations, 165 countries
  • Track every update in real time, who, when, what, where
  • One-stop platform for all things barcode
  • Simple to set up, build barcode-system without coding
  • 24/7 Dedicated Support, free trials available
  • Quickly find recalled or expired products - patient safety

Pricing

£20.00 to £50 a user a month

Service documents

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

8 8 5 5 0 1 8 4 3 3 1 6 2 0 7

Contact

Orca Scan Tim Hill
Telephone: 07713919197
Email: 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. Drugs
Cloud deployment model
Public cloud
Service constraints
Terms of service https://orcascan.com/legal
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
24 hours
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
None or don’t know
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 extracted. Users can also put a request into the team. Customers may retain and use internally copies of all reports exported from any Service before termination.
End-of-contract process
Provided this Agreement was not terminated for Customer’s breach, Customer may retain and use internally copies of all reports exported from any Service before termination.
Upon any expiration or termination of this Agreement, Customer will immediately cease any and all use of and access to all Services (including any and all related Orca Scan Technology) and delete (or, at Orca Scan’s request, return) any and all copies of the Documentation, any Orca Scan passwords or access codes and any other Confidential Information in its possession.
he customer acknowledges that the following termination it will have no further access to any Customer Data input into any Service and that Orca Scan may delete any such data as may have been stored in the Orca Scan service at any time. Except where an exclusive remedy is specified, the exercise of either party of any remedy under this Agreement, including termination, will be without prejudice to any other remedies it may have under this Agreement, by law or otherwise.

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 simply and quickly by integrating with Excel, Power Bi, Google Sheets, Tableau, Google Data Sheets, PDF exports and many more native integrations.
The Orca Scan REST API can be used to do things like
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
Data export formats
  • CSV
  • ODF
Data import formats
  • CSV
  • ODF

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
  • Other
Other protection within supplier network
We encrypt in transit and at rest. Check DPA website

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 once a year
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

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.