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BROADCARE SOLUTIONS LIMITED

Caretrack

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Features

  • End-to-end management of patient data management for AACC pathways.
  • Supports all case-related processes including assessment, review, panel, appeal.
  • Comprehensive care package management for both residential and domiciliary care.
  • Digital referral portal enabling completion of digital checklists and DSTs.
  • Provides full, auditable financial data set -also enables financial forecasting.
  • Comprehensive reporting in real time through pre-defined and ad-hoc reports.
  • Full storage of all ied documentation.
  • Compliant with AACDS and NHSE quarterly benchmarking reports.
  • Dedicated real-time BI reporting with data dashboards.
  • Dedicated helpdesk, customer support and account management.

Benefits

  • Streamline referral and assessment process through referral portal functionality.
  • Enables allocation/ownership/progress of caseload by case manager.
  • IImmediate KPI visibility for management control via real-time data dashboards.
  • Provides full financial visibility and control (historical, current, future).
  • Provides insightful multi-level reporting: case, user, team, organisation.
  • Customisable elements allow organisations to tailor data sets.
  • Reduces double data-entry, new referrals via digital referral portal
  • Robust security and system availability with fully remote access.
  • Continuous improvement and efficiency enabled by expert training, support/advice.
  • Users can influence product development via feedback/our user forum.

Pricing

Service documents

Request an accessible format
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Framework

G-Cloud 15

Service ID

8 9 6 1 9 3 4 8 5 5 6 7 5 9 9

Contact

BROADCARE SOLUTIONS LIMITED Umer Shariff
Telephone: 0121 362 8840
Email: umer.shariff@broadcaresolutions.co.uk

About the service

Service categories
  • Applications
    • Production and operations
      • Service industry and public sector operations
        • Healthcare
Multi cloud support
No

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
No. Planned maintenance is kept to a minimum. Any maintenance is completed outside of normal working hours. The system is compatible with the following browsers: Safari, IE, Edge & Chrome.
System requirements
Access to a supported browser

User support

Email or online ticketing support
Yes
Support response times
Tickets are prioritised and our response times for requests logged via our support portal are:

Priority 1 – Urgent / Not Usable Critical – response time: 1 hour
Priority 2 – High / Severe Limitation - response time: 1-3 hours
Priority 3 – Medium / Moderate limitation - response time: 4-6 hours
Priority 4 – Low – Slight limitation or Request - response time: will resolve within our reasonable endeavours

Support is available Monday – Friday.
User can manage status and priority of support tickets
Yes
Online ticketing support accessibility
WCAG 2.2 AA
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
Our in-house support team operates 8:30 am to 5:00 pm, Monday to Friday, and can be reached via telephone, email, or our online support portal. Upon contacting us, incidents will be automatically assigned a ticket number and addressed in the order of priority and receipt.

Our response times based on priority levels:

Priority 1: Urgent / Not Usable Critical – response time: 1 hour
Priority 2: High / Severe Limitation - response time: 1-3 hours
Priority 3: Medium / Moderate limitation - response time: 4-6 hours
Priority 4: Low – Slight limitation or Request - response time: resolved within our reasonable endeavors.
Our advisors will inform callers of the estimated time for resolution, depending on the incident's priority/severity.

Support is inclusive within the license cost.

The main functions of our support desk include:
- Call management
- Incident and problem management
- User administration and support.
- Low level training, advice and guidance if required

Our support team is dedicated to answering all calls and work to find resolution whenever possible. If a first-time fix isn't feasible, incidents will be directed to the appropriate team. Additionally, each customer is assigned a dedicated Account Manager for escalation purposes and contractual discussions.
Support available to third parties
No

Onboarding and offboarding

Getting started
As part of the customer set-up meeting, CHS will establish a relationship with the customer’s lead contact.
Our training programme can be tailored but typically includes workplace training, remote learning sessions and accompanying materials.

Training can be delivered in a traditional classroom setting with users working hands-on, providing opportunity for staff to ask questions/provide feedback, thus increasing user confidence and reducing resistance to change.

We also offer remote training sessions via MS Teams which are delivered by Caretrack staff remotely.

We also provide User Guides, Quick Reference Guides and a comprehensive online knowledgebase.

Training is provided in modules to reflect roles and responsibilities within the organisation.

We provide key training modules for each standard user profile as listed below:

• Administrator (for users who will enter/manage patient information)
• Nurse Assessor (for Nurses/Case Managers, who will work with reviews, enter case management information and E-Files)
• Finance (for users who will enter invoices, run payment schedules, analyse payments, review budget information, complete DHSC Quarterly Reporting)
• Supervisor (for users who provide administration support, work with Users, Lookups Tables and Letter templates.
Service documentation
Yes
Documentation formats
  • HTML
  • ODF
  • PDF
  • Other
Other documentation formats
As requested (i.e., accessible formats including large print)
Documentation accessibility standard
WCAG 2.2 AA
End-of-contract data extraction
We have a defined Exit Strategy and Plan, which is managed by a designated project manager to ensure a controlled, safe, secure, on-time exit is delivered to the outgoing customer.

A key deliverable in the Exit Plan is the exporting of the agreed data set in the agreed format, at the agreed time, all of which will be agreed with the customer as part of the exit planning process, and documented within the plan. Data will be transmitted according the recipient’s preferences; we will capture these during exit planning, ensuring the data is sufficiently protected during the transfer process (e.g. through encryption).

We will not delete the customer’s data from our servers until we have received written acceptance of the data set from the customer.

Throughout this process, we will conduct a professional engagement with the customer and their new supplier to ensure both parties have every opportunity to understand and transfer information and knowledge about the services previously delivered by us. All work relating to exit/extraction is chargeable.
End-of-contract process
At contract end, a Project Manager will be assigned, who will draw up and manage an accurate exit plan and timetable (incorporating key deliverables and milestones), keeping all stakeholders informed.

Our data lead will be responsible for preparing the outgoing data set, in line with the customer’s defined requirements. All data is handed back to the customer. The format in which the data is handed back is in password-protected CSV files. However, CHS can work with the customer to hand back the data in a different format if necessary. All work involved in handing back data is chargeable to the customer.

Our IG lead will ensure that, once the customer has confirmed safe and complete receipt of the data set, all their data is destroyed immediately. This action will be confirmed in writing.

If a replacement system is being implemented, at all times, we will fully co-operate with the customer and its chosen supplier in effecting a smooth handover phase, and ensuring no degradation in service during that timeframe. Our senior team will display the same level of professionalism and attention during this period, as they will throughout the contract duration.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Chrome
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Although the system works on mobile devices, it is not fully optimised at this stage - therefore sizing of screens is optimised for desktop rather than mobile screens.
Service interface
Yes
Description of service interface
The service interface is a web platform that gives the user both a patient and care provider record. This allows users to record all data relating to the patient or, provider. Users can then report on all data that is held on the patient/provider record.
Accessibility standards
WCAG 2.2 AA
Accessibility testing
Screen-Reader assessment during Accessibility Audit
User support accessibility
WCAG 2.2 AA
API
Yes
What users can and can't do using the API
Customers will liaise with us directly to determine feasibility and contractual agreements for any API-usage.
API documentation
No
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
Mandatory fields:
Mandatory fields can be managed by system administrators, enabling them to add, remove or amend mandatory fields and processes. Any new fields added to the system will pull through to set reports.

Dropdown menus:
Many dropdown options within Caretrack can be tailored by administrators.

For example 'Source of Referral' field is completely bespoke so, each customer can tell Caretrack what they want to appear in that drop down.
This is then easily reportable, enabling customers to analyse where referrals (whether positive or negative checklists) are coming from.

Electronic forms:
Administrators can add electronic forms to the system at any time. Users can also customise their live dashboard to see the KPIs most relevant to them.

Scaling

Independence of resources
Our SQL server balances out the demand that users put on the server so no one user is taking up too much load that would affect another user.

Analytics

Service usage metrics
Yes
Metrics types
We have a live dashboard feed for each scheme as well as over 50 reports for users to gather their data including an ad-hoc tool. Data can also be exported upon request which may incur a charge. There is also a fully hosted BI Tool available.

Account managers provide reports regarding system and support performance regularly as agreed with the customer.
Reporting types
  • API access
  • Real-time dashboards
  • Regular reports
  • Reports on request
Resource tagging
No
FOCUS resource tagging
No

Supplier type

Supplier type
Not a reseller

Staff security

Staff security clearance
Conforms to BS7858:2019
Government security clearance
Baseline Personnel Security Standard (BPSS)

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 once a year
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
Physical access control, complying with another standard
Data sanitisation process
Yes
Data sanitisation type
Data Erasure
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Caretrack has its own ad hoc reporting tool which enables the user to build customised reports from any data fields or criteria. The reporting criteria can then be saved and re-run whenever the user requires access. There are 66 hard coded reports on Caretrack plus the adhoc reporting tool.
Reports can be exported into PDF, CSV, Excel (for onward transfer into Word) or generated on screen on Caretrack. Caretrack also has a fully hosted BI Tool via Qliksense platform that can be used to export/analyse data.
Data export formats
  • CSV
  • ODF
  • Other
Other data export formats
PDF, Excel, generated on-screen on Caretrack
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
Private network or public sector network
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
We use all reasonable efforts to ensure the service (excluding for the duration of any event of force majeure) will have a minimum Uptime of 99.95% at all times. Uptime is calculated monthly over each calendar month, using the following formula:

U% = (S-D)/S x 100
Where:
U% = Uptime Percentage
S = Available Usage Hours per calendar month, within the service provision time.
D = Downtime aggregate hours (excluding any period of force majeure).
Scheduled downtime may occasionally be necessary to carry out essential maintenance or network upgrades. This will be kept to a minimum and scheduled to minimise disruption.

We have achieved all uptime targets in the last 12 months.

We aim to provide 7 days’ notice of scheduled downtime, which will be performed during a window between the hours of 19:30 and 07:30 UK-time, Monday to Friday.

In the event emergency maintenance is required, we will use reasonable endeavours to give prior warning and will endeavour to keep such maintenance to an absolute minimum.

We do not offer refunds for downtime events.
Approach to resilience
Our service is hosted by Claranet from two UK data centres. Both of these data centres meet the following specifications which ensures they are configured in a highly resilient architecture

• Redundant power supplies are implemented. Hardware is connected to two separate Power Distribution Units (PDUs)
• Very Early Smoke Detection Apparatus (VESDA) is used
• A fire suppression system is installed
• All components are fire-retardant including racks, cables and cable management
• The environment is maintained by close-control down-flow air conditioning units that offer stable temperatures and humidity
• The data centre is manned and monitored by on-site security personnel with CCTV motion-sensitive and time-lapsed perimeter and interior monitoring
• Dual-authentication access is in place for Claranet technical staff, using Proximity Access Control (PAC) keys and biometric scanning

This architecture means that business continuity and disaster recovery requirements are addressed. The data centres have world class security services to protect equipment from threats and comply with all of the standards required as part of ISO27001 accreditation. Further information is available on request.
Outage reporting
Caretrack is available 24/7/365, and in the last 12 months has had 99.8% up time. This includes any planned maintenance.
In the unlikely event of an outage:
- Users trying to log on to the system would see an outage message.
- Email alerts will be sent to nominated users at the client organisation, both at the outset and conclusion of the outage.

We report outage information to customers as part of the monthly management information reporting suite.

Identity and authentication

User authentication needed
Yes
User authentication
  • Multi-Factor Authentication (MFA)
  • Username or password
  • Other
Other user authentication
MFA, IP Whitelisting
Access restrictions in management interfaces and support channels
Access to the Caretrack system is requested through a support ticket to our in-house support team. New user requests must be approved by a designated manager from the customer's team. Log on details are sent to the new user via secure email and the new user is prompted to set their password immediately. Thereafter, access is only available through the secure log-in process.
Access restriction testing frequency
At least once a year
Management access authentication
  • Multi-Factor Authentication (MFA)
  • Username or password
  • Other
Description of management access authentication
MFA, Whitelisting

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
Software Security Code of Practice
Yes
Security governance certified
Yes
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards
Cyber Essentials Plus, NHSD DSPT Toolkit, DTAC, GDPR, DCB0129, DCB0160.
Information security policies and processes
CHS takes the security and continuity of its IT systems seriously. CHS has the following information security policies:
IT Security Policy (IG and GDPR)
Confidentiality and Data Protection
Information Governance Policy
Records Management Policy
Privacy Impact Assessment procedure
Encryption of emails process.

The Carehome Selection Ltd Board leads on matters of Information Governance and is responsible for ensuring that the necessary support and resources are available for the effective implementation of Policies. The Senior Information Risk Owner (SIRO) leads on Information Security issues. The Caldicott Guardian leads on any Confidentiality issues. The Information Governance Lead is responsible for providing specialist advice and support on all aspects of Information Governance. They are also responsible for reviewing the policy and ensuring it is updated in line with any changes to national guidance or local policy. All employees are responsible for ensuring compliance with all IG and IG policies, and seeking advice, assistance and training where required.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Our QMS (quality management system) requires us to undertake ongoing reviews of processes to identify improvements. We also routinely invite user feedback and suggestions, via the helpdesk, surveys and our annual User Forum event. In this way, our operation is subject to continual review/improvement, potentially initiated by the full range of stakeholders.
We use a formal change management process to rapidly record, refine, track and promote initiatives raised. A dedicated CHS team co-ordinate analysis of initiatives. This includes assessing risks of implementation and non-implementation, including security risks, and proactively acting to mitigate all risks identified via this process.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Patches to hosted platform are deployed in scheduled maintenance windows by PDQ. Software contains detailed release information for software patches made available by the major software vendors allowing Acacium Support to release/apply patches based on category.

Threats to the Caretrack software, email system and local devices including firewalls, etc, are identified via real-time/continual monitoring using PRTG monitoring, Alien Vault(SIEM), Sophos(Anti Virus), Mimecast(Mail Filter) all feeding into our central software

Potential/actual threats are handled immediately by our IT team, in consultation with our InfoSec team and Directors.

Threats logged centrally and discussed at monthly IT Governance meetings.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
The Data Centre and Caretrack system are protected via firewall configurations, monitored in real-time using PRTG monitoring software. For the hosted platform, our extended teams identify potential compromises via PRTG monitoring software, Alien Vault(SIEM), Sophos(Anti Virus) and Mimecast(Mail filter). Alerts are generated to the service desk by email and to engineers by text and email (depending on severity):
P1 alerts = responded to within 15 minutes
P2 alerts = responded to within 3.25 hours
P3 alerts = responded to within 47.25 elapsed hours.

IT team notify CHS when compromise has been verified to plan next steps, including notifying customers.
Incident management type
Supplier-defined controls
Post-quantum cryptography secure
No
Incident management approach
CHS has a Recovery Process Plan for serious incidents (defined in our Incident Reporting policy/plan):
• Discovery/communication of incident
• Form Executive/Coordination Teams to assess extent of incident
• Decide on Recovery Strategy
• Form Recovery Teams
• Follow Checklist for selected Recovery Strategy
• Return to Normal Service once resolved

Our policy/plan includes processes for common events including those relating to potential security breaches (unauthorised access/hacking incident/data loss, etc).

It instructs users on how to report incidents/to who/how quickly, and describes investigation/remedial action processes followed after a report is made.

A register is kept of all incidents/recoveries/outcomes/lessons learnt.

Secure development

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks
Yes
Connected networks
Health and Social Care Network (HSCN)

Pricing

Discount for educational organisations
No
Free trial available
Yes
Description of free trial
We offer free access to an online demonstration in the live environment with dummy data, to enable all functionality and system speed to be experienced. All aspects of the system accessible and available to try out. Trial period usually 30 days.
Link to free trial
https://database.carehomeselection.co.uk/CaretrackV5/ (log-in details are provided to prospective customers)

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
5%
Between £2,500,001 and £5,000,000
5%
Over £5,000,001
5%

Standards and certifications

ISO/IEC 27001 certification
Yes
ISO/IEC 27001 accredited by
Alcumus ISOQAR
ISO/IEC 27001 accreditation date
Monday 12 June 2023
What the ISO/IEC 27001 doesn’t cover
Anything not relating to services for the health, social care & life sciences industries.
ISO 28000:2022 certification
No
ISO 9001 certification
Yes
ISO 9001 certification accredited by
Citation ISO Certification Limited
ISO 9001 accreditation date
Monday 29 April 2024
What the ISO 9001 doesn’t cover
Anything not related to the provision of staff and services for community and complex health care.
Quality management systems (QMS)
Yes
CSA STAR certification
No
PCI certification
No
Cyber essentials
Yes
Cyber Essentials Certificate Number
9346ce34-769a-41a9-99c5-367fddab6296
Cyber essentials plus
Yes
Cyber Essentials Plus Certificate Number
8436e2c3-62ee-49d2-8e77-b49738978194
Other security certifications
No

Social value

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
  • 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
  • Ensuring new workers are informed of their right to join a trade union
  • 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
  • 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
  • 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
  • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
  • 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

Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

  • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
  • Delivery of apprenticeships, supported internships and T Level industry placement opportunities (Level 2, 3 and 4+) in relation to the contract

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
  • Plans for engaging a diverse range of businesses in engagement activities prior to appointing subcontractors (including activities prior to award of the main contract and during the contract term)
  • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
  • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
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
  • 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
  • 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

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
  • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to 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

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 umer.shariff@broadcaresolutions.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.