Draft for review by a Clinical Safety Officer. Adapt it to your practice before use.

Health IT system inventory · Prepare stage

Technology register

Oakfield Surgery (a made-up practice)

What it's for: A list of every digital tool the practice uses, and where each one stands on clinical safety and data protection.
Who: Practice manager keeps it. CSO and DPO check it.
When: Set up once. Update whenever a tool is added, changed or switched off. Review yearly.

This is a spreadsheet. Download the Excel version to use it: the drop-down lists are built in.

Tool	Supplier	What we use it for	Who bought it	Clinical use?	Supplier safety documents held?	Our clinical safety status	DPIA status	Medical device?	Practice owner	Last reviewed	Next review	Notes
Kestrel Consult	Kestrel Health Ltd	Patients send admin and clinical requests through our website and the NHS App	Practice	Yes	Yes	Signed off	Signed off	No	Jo Reid (practice manager)	02/03/2026	02/06/2026	Three-month review then yearly
GP clinical system	Clinical system supplier	The patient record	ICB	Yes	Yes	Signed off	Signed off	No	Jo Reid (practice manager)	15/01/2026	15/01/2027	Safety case held by the ICB; our local hazards added
Text messaging service	Example Messaging Ltd	Appointment reminders and results messages	ICB	Yes	Yes	Signed off	Signed off	No	Jo Reid (practice manager)	10/09/2025	10/09/2026
Wren Scribe (AI scribe)	Wren Health Ltd	Drafting consultation notes and referral letters	Practice	Yes	Yes	Signed off	Signed off	Yes, Class I	Dr Helen Marsh (CSO)	14/10/2026	14/01/2027	Trained clinicians only. Three-month review, then yearly
Linnet Voice (AI phone receptionist)	Linnet Ltd	Answering calls and booking appointments	Practice	Yes	Requested	In progress	In progress	Ask supplier	Jo Reid (practice manager)			Not to be used until signed off. Decision due January 2027
Rota software	Example Rota Ltd	Staff rotas	Practice	No	Not needed	Not needed (reason in notes)	Signed off	No	Jo Reid (practice manager)	01/04/2026	01/04/2027	No patient data or clinical use

Tool

Supplier

What we use it for

Who bought it

Clinical use?

Supplier safety documents held?

Our clinical safety status

DPIA status

Medical device?

Practice owner

Last reviewed

Next review

Notes

Name of the product or service

Company that provides it

In plain words

Practice, PCN, ICB or NHS EnglandPractice / PCN / ICB / NHS England

Could it affect patient care?Yes / No

DCB0129 safety case and hazard logYes / Requested / No / Not needed

DCB0160 work for our practiceNot started / In progress / Signed off / Not needed (reason in notes)

Data protection impact assessmentNot started / In progress / Signed off / Not needed (reason in notes)

Yes, with class, or No

Named person

Date

Anything else, including why a step isn't needed

Kestrel Consult

Kestrel Health Ltd

Patients send admin and clinical requests through our website and the NHS App

Practice

Yes

Signed off

Jo Reid (practice manager)

02/03/2026

02/06/2026

Three-month review then yearly

GP clinical system

Clinical system supplier

The patient record

ICB

Yes

Signed off

Jo Reid (practice manager)

15/01/2026

15/01/2027

Safety case held by the ICB; our local hazards added

Text messaging service

Example Messaging Ltd

Appointment reminders and results messages

ICB

Yes

Signed off

Jo Reid (practice manager)

10/09/2025

10/09/2026

Wren Scribe (AI scribe)

Wren Health Ltd

Drafting consultation notes and referral letters

Practice

Yes

Signed off

Yes, Class I

Dr Helen Marsh (CSO)

14/10/2026

14/01/2027

Trained clinicians only. Three-month review, then yearly

Linnet Voice (AI phone receptionist)

Linnet Ltd

Answering calls and booking appointments

Practice

Yes

Requested

In progress

Ask supplier

Jo Reid (practice manager)

Not to be used until signed off. Decision due January 2027

Rota software

Example Rota Ltd

Staff rotas

Practice

Not needed

Not needed (reason in notes)

Signed off

Jo Reid (practice manager)

01/04/2026

01/04/2027

No patient data or clinical use