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90.49% of RAMS are approved more than 2 days in advance with HeresafeContractor Management and Health & Safety for Healthcare and NHS Trusts
Automate your time consuming process, achieve 360 visibility and greater control across your estates and facilities
Trusted byBook a demoWorking in outdated systems and struggling to keep track of contractors and their requirements?
100% of clients said that without Heresafe, managing contractors and workers would be less efficient.
See every contractor on your estate, not just the ones on your last spreadsheet update.
The Contractor Assurance Portal gives Estates and Facilities Managers one real-time record of every contractor across the site, from onboarding to sign-in, instead of evidence scattered across paper files and spreadsheets. Teams can see who is approved and on-site before they ever have to walk the corridor to find out. For higher-risk buildings, that also supports the Building Safety Act’s golden thread principle, giving the Accountable Person or Principal Accountable Person an accurate, current record rather than one reconstructed after the fact.
Cut the queue at your busiest hospital entrances.
Contractors complete their site safety induction and assessment on their phone before they arrive, then check in with a QR code scan. Your reception team stops manually checking paper sign-in books and chasing inductions on the day, and your Estates Manager gets a live, timestamped record of exactly who checked in and when.
Keep unapproved contractors out of theatres, plant rooms and other high-risk areas – before they arrive, not after.
A digital Health and Safety Questionnaire pre-qualifies every contractor, with automated alerts flagging expired documents as soon as they lapse. Compliance or H&S Leads can set stricter requirements for high-risk zones, so anyone without the right clearance is stopped by the system rather than leaving estates staff to make that call at the door. Under HTM 06-02 and HTM 06-03, that supports the Authorised Person (AP) and Competent Person (CP) roles responsible for authorising and carrying out this work, giving them the access records, compliance status and expiry alerts needed to exercise that authority properly.
Moving to a contractor management and compliance system…
Estates and Facilities teams face unique challenges when it comes to contractor compliance across healthcare sites, where sensitive data, regulatory scrutiny and round-the-clock, shift-based operations make life harder for teams relying on manual and spreadsheet-based systems to manage safety compliance. How can we help you solve that?
Using outdated or paper-based systems…
Using Heresafe’s streamlined automation across your estate…
They lack efficiency, control & security leaving you vulnerable to corruption & lost data. Data is secured behind login settings & user permissions, archived & retrievable.Extreme susceptibility to human error. Standardised data input with alerts escalations processes removing the risk of human error.Resistant to consolidation & merging. Brings information together easily to manage all your data in one central cloud-based system.Unsuitable for agile business practices. Adaptability for your workflows & to meet changing requirements in contractor compliance.Inadequate for managing scalability. Tiered packages & optional extras to meet your needs as you grow.Lacking visuals which reduces your ability to easily review data & make quick decisions. Digital data dashboards provide simple yet effective visuals of your data that you can easily review & analyse.Reduced capability for sharing internally, preventing collaborative working across sites. Contractor Assurance Portal & multi-user access allows you to store & share data, enabling collaborative working across your estate.Lacks the ability to troubleshoot, test or handle advanced workflows. Configured & built-in workflows, mandatory fields & approvals ensures your compliance regime is followed 100% of the time.Repetitive manual contractor qualification process, taking up valuable time and man power. The automated online induction & assessment process plus self-service mobile Check-Ins, with geo-tagging technology, enables an easy & simple check in/out system that requires minimal input from internal teams.Non-existent or limited visibility across sites. Data is always complete & traceable with data trails throughout the system which provides you with important visibility & audit-ability.Critical information about contractors, incidents and outstanding permits gets lost between shift changes on a 24/7 site. Digital Shift Handover keeps estates and security teams aligned with a searchable, GDPR-compliant handover log and full audit trail.What do we recommend?
Healthcare Recommended Package
Our Pro Package for Healthcare delivers contractor and worker management, unlimited projects & multi-site reporting for 360 Contractor compliance across your estates and facilities.
IncludedfromBook a demo£1,599 per monthRecommended Extras & Customisations
- Shift Handover Module
- Visitor Management
- Custom Report Format
- Digitalise your existing permit templates
- Permit mapping to identify high risk clashes
- Authorisation to work in Restricted Areas
- Multiple induction type dependent upon site or department
- ARM – Automated Requirements Manager
- Visitor Management
When spreadsheets and sign-in books no longer cut it, Heresafe is here to keep your estate safe and your contractors compliant.
Heresafe’s cloud-based system provides Estates and Facilities teams with full visibility, live information and peace of mind knowing all stages of contractor management is covered.
Heresafe gives healthcare estates and facilities teams one place to manage contractor records, RAMS, permits, inductions, check-ins, shift handovers and live on-site visibility across every building on site.
Heresafe supports healthcare estates teams with electronic work permits, permit mapping and clearer contractor visibility across busy, multi-building sites.
From remote inductions and assessments to Digital Badges, Heresafe helps healthcare teams manage contractor compliance before, during and after site attendance.
Find out if you’re ready with our Heresafe Onboarding Kit
Unsure if Heresafe is the right fit? We understand that choosing a new system can be challenging. That’s why we’ve developed our Onboarding Kit to simplify the decision-making process.
Check our package details
No matter which package you choose, you’ll receive the best features tailored for you and your team, to achieve your automation and management goals. Find more details on the available packages.
Make it your own
You’ll get to see and choose your customisation options, and check out the available add-ons and extras so the system is exactly what you want and need.
Getting you started and seeing value
Keeping this guide with you, and working closely with us, we can walk you through onboarding so you can be completely up and running with your own Heresafe system.
Read more in the
Heresafe BlogIt’s easy to get started.
Step 1
Book a demo of Heresafe with the team.
Step 2
We’ll chat through your requirements and see if Heresafe is right for you.
Step 3
We’ll send you demo access and our onboarding kit to help you decide what you need.
Step 4
You decide if we’re right for you. No pushy sales calls.
Step 5
Like what you see and hear? Let’s get you onboarded with Heresafe!
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