Monday 01 December 2025
Internal Reference Number: FOI_8941
Date Request Received: 06/10/2025 00:00:00
Date Request Replied To: 24/10/2025 00:00:00
This response was sent via: By Email
Request Summary: Printing / medical records and mailroom
Request Category: Companies
| Question Number 1: Print Room 1. Do you have a print room equipped with one/more high-speed production device/s to handle large volume printing? 2. Is this run by your own staff or outsourced to a third-party provider? 3. If run internally, how many full-time equivalent (FTE) run this facility? 4. Number of devices & model type/s? 5. Name of incumbent supplier? 6. Contract start / end date and length of any option to extend? 7. If outsourced, please advise contract start / end date and length of any option to extend? 8. Was this contract awarded through a framework? If yes, which one used? 9. Annual spend (ex VAT) covering equipment & staff costs or total outlay if this service is outsourced | |
| Answer To Question 1: 1. No 2. Not applicable as we do not have a print room equipped with one/more high-speed production device/s to handle large volume printing 3. Not applicable 4. Not applicable 5. Not applicable 6. Not applicable 7. The service is currently being provided on supplier terms basis without a contract. However, we are currently working on a 12-month framework agreement with the supplier. This contract is expected to be signed by the 31st of October 2025 8. The service is currently being provided on supplier terms basis without a contract. However, we are currently working on a 12-month framework agreement with the supplier, under the NHS SBS framework 9. Not applicable | |
| Question Number 2: External Print 1. Do you outsource any print requirement to an external supplier/s (for example to print forms, booklets, leaflets, manuals, posters, banners etc)? 2. Name of incumbent supplier/s? 3. If this arrangement provided under contract, please advise start / end date and length of any option to extend? 4. Was this contract awarded through a framework? If yes, which one used? 5. Alternatively, was this awarded through a DPS arrangement? 6. Annual spend (ex VAT) for this service over the past 12 months? | |
| Answer To Question 2: 1. Yes 2. Synertec Limited 3. The service is currently being provided on supplier terms basis without a contract. However, the Trust is currently working on a 12-month framework agreement with the supplier. This contract is expected to be signed by the 31st October 2025 4. The contract will be awarded through a framework (NHS SBS) 5. N/A, see above 6. The annual spend for the past 12 months was £325,275 | |
| Question Number 3: Mail Room (Inbound and/or Outbound) 1. Do you have your own in-house Mail Room operation? 2. If yes, how is the service run - physical or digital mail distribution? 3. Is this run by your own staff or outsourced to a third-party provider? 4. If run by your own staff, how many full-time equivalent (FTE) staff run this facility? 5. If outsourced, please advise name of current provider, contract start / end date and length of any option to extend? 6. Was this contract awarded through a framework? If yes, which one used? 7. Annual spend (ex VAT) covering running and staff costs or total outlay if this service outsourced? 8. Do you use a Hybrid Mail service as part of your patient communications approach? 9. If yes, please (a) name supplier (b) contract start / end date (c) framework through which this awarded? | |
| Answer To Question 3: Mail Room (Inbound and/or Outbound) 1. Do you have your own in-house Mail Room operation? - Yes 2. If yes, how is the service run - physical or digital mail distribution? - Physical 3. Is this run by your own staff or outsourced to a third-party provider? - Own Staff 4. If run by your own staff, how many full-time equivalent (FTE) staff run this facility? - 2 5. If outsourced, please advise name of current provider, contract start / end date and length of any option to extend? - N/a 6. Was this contract awarded through a framework? If yes, which one used? N/a 7. Annual spend (ex VAT) covering running and staff costs or total outlay if this service outsourced? £557,805 inc VAT (This figure comes from many budget lines (some with VAT some without) so it is not possible to exclude VAT) 8. Do you use a Hybrid Mail service as part of your patient communications approach? - Yes 9. If yes, please (a) name supplier (b) contract start / end date (c) framework through which this awarded? - (a) Synertec Limited (b)We currently don't have a contract. However, we are working on a new contract that will start by October 31, 2025 (c) The intended framework for the contract is NHS Shared Business Services | |
| Question Number 4: Medical records / Digital Forms / Storage 1. Have you yet to start, partly started or completed scanning your medical records? 2. If started or completed, was this handled in-house or by an external company? If yes, please name the supplier 3. Have you digitalised all your forms and are running a PiP (Paperless in Patient) approach (from the point of patient presentation to them leaving are all patient records digitalised)? 4. If you are not using a PiP approach, do you scan your end of episode material? 5. Do you store medical records on site or is this handled off site by an external company? If yes, please name supplier 6. Do you use a digital HR staff onboarding and administration system that interfaces with ESR to support HR processes and workflows? | |
| Answer To Question 4: 1) No, we have not started scanning on medical records 2) N/A 3) No 4) No 5) Medical records mainly stored on site with some offsite using Restore 6) No | |
| Question Number 5: Finally, who at the Trust is responsible for these arrangements? | |
| Answer To Question 5: A mix of the Head of Facilities and the Chief Information Officer | |
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