Dharan Hospital — Telephony Discovery Questionnaire¶
Please fill this out and return to the Astradial team before we schedule the integration. Because this is a hospital with patient-safety-critical call paths (code blue, nurse call, emergency numbers), we need more detail than a typical business deployment.
Estimated time to complete: 30–40 minutes with your IT lead + telecom vendor, ideally together.
Send to: hari@astradial.com Questions? Reply to this email — happy to jump on a call.
⚠️ Critical-path calls (emergencies, nurse call, code blue) will stay routed through your existing Matrix PBX — the Astradial integration is additive, not a replacement. Section 8 below captures exactly which paths must not change.
Section 1 — Contacts & stakeholders¶
Hospital integrations need multiple stakeholders. Please list at least one contact per role:
| Role | Name | Phone | Best contact window (IST) | |
|---|---|---|---|---|
| Primary IT lead / system admin | ||||
| Hospital administrator / operations | ||||
| Compliance / DPO (data protection officer) | ||||
| Matrix PBX vendor / AMC provider | ||||
| Telecom (BSNL / Tata / other) account manager | ||||
| Network / firewall admin (if different from IT) | ||||
| Nursing / clinical rep (for code-blue / nurse-call testing) | ||||
| Biomedical engineering (if involved in phone/overhead PA) |
Section 2 — Current telephony setup¶
Trunk types you currently have — tick all that apply:
- [ ] PRI / E1 — digital line from telecom provider, 30 channels. Provider: ____
- [ ] GSM gateway — SIM cards plugged into a gateway, provider(s): ____
- [ ] SIP trunk — IP-based trunk from an ITSP. Provider: ____ (e.g. BSNL NGN)
- [ ] Analog FXO lines — copper phone lines on FXO ports. How many: ____
- [ ] Other — describe: ____
For each active trunk:
| Trunk | Provider | Plan / product name | Channels | Monthly cost (INR) | Contract end |
|---|---|---|---|---|---|
| 1 | |||||
| 2 | |||||
| 3 | |||||
| 4 |
Are you planning any trunk changes in the next 12 months? (renewals, switches, adding capacity)
Section 3 — Phone numbers (DIDs)¶
Hospitals typically have multiple direct numbers for different departments. We need to know every one that's published or in active use.
| # | Phone number | Published where | Rings which department / ext | Is this number business-critical? |
|---|---|---|---|---|
| 1 | Yes / No | |||
| 2 | Yes / No | |||
| 3 | Yes / No | |||
| 4 | Yes / No | |||
| 5 | Yes / No | |||
| 6 | Yes / No | |||
| 7 | Yes / No | |||
| 8 | Yes / No |
(Add more rows as needed. "Published where" = website, pharmacy board, ambulance card, insurance portal, etc.)
Emergency / special numbers in use (dial from within hospital):
| Number | Purpose | Rings what |
|---|---|---|
Section 4 — Matrix PBX details¶
| Field | Your answer |
|---|---|
| Matrix model (exact: ETERNITY NENX / SARVAM UCS / ANANT-X / other) | |
| Firmware version | |
| Year of installation | |
| IP address of Matrix on LAN | |
| Admin web UI URL | |
| Admin username (send password separately via secure channel) | |
| SSH / root access available? | Yes / No |
| Matrix AMC in place with vendor? Until when? | |
| Matrix vendor contact name + phone | |
| Number of licensed SIP trunk channels (currently activated) | |
| Number of licensed SIP extensions (currently activated) |
Attach a screenshot of: Matrix admin → System → License Info (or equivalent).
Section 5 — Extensions inventory¶
| Field | Your answer |
|---|---|
| Total extensions currently in use | ~285 |
| Planned expansion to | ~480 |
| When is expansion expected? |
Breakdown by phone type:
| Phone type | How many | Model / vendor |
|---|---|---|
| Analog phones | ||
| Grandstream IP phones | ~20 | |
| Other IP phones / softphones |
Departmental breakdown (rough estimate is fine):
| Department / area | Ext range or count | Mostly analog or IP? |
|---|---|---|
| Wards (room phones) | ||
| Nurse stations | ||
| Reception / front office | ||
| Doctors' cabins / consulting rooms | ||
| Operating theatres | ||
| Emergency / casualty | ||
| Pharmacy | ||
| Lab | ||
| Pathology / radiology | ||
| Administration / accounts | ||
| HR | ||
| Housekeeping / maintenance | ||
| Kitchen / canteen | ||
| Security | ||
| Other |
Attach extension directory spreadsheet if you have one.
Section 6 — Current call features¶
Tick all that are actively used. We need to preserve every one after migration.
- [ ] Call transfer (warm / blind)
- [ ] Conference calls
- [ ] Hunt groups / ring groups
- [ ] Auto-attendant / IVR ("Press 1 for appointments, 2 for lab…")
- [ ] Department queues with hold music
- [ ] Voicemail
- [ ] Voicemail-to-email
- [ ] Night mode / different routing after hours / on holidays
- [ ] Paging / intercom over speakers
- [ ] Overhead announcements via PA system (JBL LIBRA 250 or similar)
- [ ] Nurse-call integration (nurse buttons in wards ring specific stations)
- [ ] Code blue / medical-emergency broadcast
- [ ] Music on hold
- [ ] Call recording — currently configured? Yes / No. If yes, how: ____
- [ ] Caller ID display
- [ ] Call barring (block STD / ISD / specific prefixes)
- [ ] Call forwarding to mobile
- [ ] Presence / BLF (busy lamp field)
- [ ] Call-pickup groups
- [ ] Hot-desking / extension mobility
Anything else important: _______
Section 7 — Photos we'd like¶
Please send clear photos of:
- Rear of the Matrix chassis showing all plug-in cards (PRI, FXS, FXO, SIP)
- Any wall-mounted NTU or line-termination box for the PRI line from BSNL/Tata
- The GSM gateway device — front and rear
- Cables entering the rack from the building/street side (not the ones going to phones)
- The Cisco CBS 350 switch — showing which ports have phones, which have network
- Sophos firewall — front panel + rear ports
- Any server that runs clinical software (HIS / EMR) if co-located in the same rack
- The overhead PA system (JBL LIBRA 250) and how it connects into the phone system
- One wide shot of the whole rack for context
- Master distribution frame (MDF) where all phone wiring comes together
Mobile phone photos are fine.
Section 8 — Patient-safety / critical call paths (must NOT change)¶
List every call scenario that is patient-safety critical. These will stay routed locally on Matrix and will NOT depend on internet or cloud.
| # | Scenario | Dialled from / to | Must work even if internet down? |
|---|---|---|---|
| 1 | Code blue / medical emergency announcement | Yes / No | |
| 2 | Nurse call from ward → nurse station | Yes / No | |
| 3 | ICU → OT intercom | Yes / No | |
| 4 | Reception → security | Yes / No | |
| 5 | Internal ward-to-ward | Yes / No | |
| 6 | Any scheduled broadcast (e.g. shift change) | Yes / No |
Emergency external numbers in India (100 / 101 / 102 / 108 etc.) — MUST route direct via PRI and bypass cloud entirely. Confirm:
- [ ] We confirm 100 / 101 / 102 / 108 / 112 must route directly through the Matrix PRI without any Astradial cloud involvement.
Section 9 — Compliance & privacy¶
India's Digital Personal Data Protection Act (DPDP) 2023 and hospital-specific privacy requirements both apply. Please answer honestly — this shapes the recording design.
| Question | Your answer |
|---|---|
| Do you currently record any calls? | Yes / No / Selectively |
| If yes, how long are recordings retained? | |
| Do you have a consent / announcement before recording? | Yes / No / Not sure |
| Is there a published call-recording privacy notice to patients / callers? | Yes / No |
| Who on your team can legitimately access call recordings? (roles, not names) | |
| Should recordings be auto-purged after X days? If yes, how many? | |
| Any regulator / licensing body you report to for telephony? | |
| Does your hospital have a DPO (data protection officer)? |
Types of calls that MUST be recorded (regulatory / training reasons):
- [ ] Appointment booking
- [ ] Inbound complaints / feedback
- [ ] Insurance / billing / TPA calls
- [ ] Ambulance / 108 dispatch (if legally required)
- [ ] Outbound patient follow-up
- [ ] All inbound to main reception number
- [ ] Other: ____
Types of calls that must NOT be recorded (privileged / private):
- [ ] Doctor-patient consultation calls
- [ ] Staff-to-HR / HR-to-staff
- [ ] Other: ____
Section 10 — Clinical / administrative software¶
Systems that currently connect to your phones, or that you want to connect in the future:
| System | In use? | Vendor / product | API available? | What's the use case? |
|---|---|---|---|---|
| Hospital Information System (HIS) | Yes / No | Yes / No / Don't know | ||
| Electronic Medical Records (EMR / EHR) | Yes / No | |||
| Lab Information System (LIS) | Yes / No | |||
| Radiology / PACS | Yes / No | |||
| Pharmacy software | Yes / No | |||
| Appointment scheduling | Yes / No | |||
| Billing / insurance / TPA | Yes / No | |||
| CRM / patient relationship management | Yes / No | |||
| WhatsApp / SMS patient reminders | Yes / No |
Section 11 — What you want from Astradial¶
Please describe, in your own words, the specific outcomes you want from this integration.
(Examples: "Record every inbound appointment call for training", "Click-to-call from our HIS to reach a patient", "AI voice bot to handle appointment enquiries in Tamil/English after hours", "Send SMS appointment reminders", "Dashboard showing daily call volume per department", "Automatic ticket creation when a patient calls about a complaint", etc.)
Priority 1 (must-have for day 1):
Priority 2 (nice to have in phase 2):
Priority 3 (longer-term aspirations):
Section 12 — Network infrastructure¶
| Field | Your answer |
|---|---|
| Primary ISP | |
| Secondary ISP (failover), if any | |
| Upload bandwidth (Mbps, sustained) | |
| Do you have a static public IP? | Yes / No |
| Firewall model (we see Sophos XG – confirm exact model) | |
| Firewall admin accessible for adding a WireGuard outbound rule? | Yes / No |
| Is SIP ALG enabled on Sophos? | Yes / No / Don't know |
| Separate VLAN for voice traffic? | Yes / No |
| QoS / DSCP marking configured? | Yes / No / Don't know |
| Cisco CBS 350 admin accessible? | Yes / No |
Section 13 — Overhead PA + nurse call integration¶
If you use the JBL LIBRA 250 (or similar) for overhead announcements:
| Question | Your answer |
|---|---|
| How does the phone system trigger overhead pages today? | |
| Which extension numbers start a page? | |
| Are pages recorded? | Yes / No |
| Zones / areas (ward-1, OT, full hospital)? |
If you use a physical nurse-call system (ward buttons, bed-call integration):
| Question | Your answer |
|---|---|
| Nurse-call vendor / model | |
| How does it interface with Matrix? | |
| Do alerts go to phones / pagers / app? |
Section 14 — Growth plan¶
| Question | Your answer |
|---|---|
| When do you expect to reach 480 users? | |
| Any new wings / floors / OPD blocks being built? Timeline? | |
| Any expected change in trunk capacity needed? | |
| Any new departments planned (e.g. new specialty wing, standalone OPD)? |
Section 15 — Migration preferences¶
| Question | Your answer |
|---|---|
| Preferred day / time for major changes | |
| Blackout dates (hospital events, inspections, audit periods) | |
| Minimum notice required before a change window | |
| Who must be onsite for each change window? | |
| Staff training needed? Which roles, how many people? | |
| Formal change-control process to follow? |
Section 16 — Risk & reliability expectations¶
| Question | Your answer |
|---|---|
| Expected uptime SLA (99.9% / 99.99% / 24×7 no downtime)? | |
| Has the phone system ever had a critical outage? When, why, how long? | |
| How is an outage currently reported / escalated? | |
| Who is the 24×7 on-call contact for phones? | |
| If the Astradial cloud becomes unreachable, what must still work? |
Section 17 — Anything else¶
Anything we haven't asked that matters:
What happens after you return this¶
- Astradial reviews your answers (2–3 business days — longer for hospital due to compliance review).
- We send back a proposed architecture + migration plan + pilot scope + quote specifically covering:
- What stays local on Matrix (all patient-safety paths + emergency numbers)
- What gets augmented by Astradial cloud (recording, analytics, APIs, AI)
- How fail-safe fallback works if cloud / WireGuard link goes down
- DPDP-compliant recording + retention + access-control design
- You approve, request changes, or bring in compliance / legal review.
- We schedule a site visit for discovery + WireGuard gateway install.
- Pilot phase — 5-10 extensions only, monitor for 2 weeks.
- Staged rollout by department — 4-8 weeks.
- Full production with documented runbooks + training.
Expected end-to-end timeline: 10–14 weeks from your signed approval to full rollout.
Appendix — What we already know from photos¶
Your previous site photos confirmed:
- Matrix Menx chassis (green MATRIX logo, L1/L2 indicators, DIP/DOP, COM + Ethernet)
- Multiple analog extension line cards (24-port RJ bundles taped together)
- PRI card (visible green PCB labelled BSNL)
- GSM gateway (green-LED device on upper shelf)
- Cisco CBS 350 managed switches (2 units)
- Sophos XG firewall
- JBL LIBRA 250 audio distribution (overhead PA)
- ~20 Grandstream IP phones
- Dell / HP rack servers (likely HIS / clinical — not our concern)
Items above are our best guess from photos — please correct anything that's wrong in the relevant sections.
Questionnaire version: 1.0 — 2026-04-20 Prepared by: Astradial Engineering Tailored for: Dharan Hospital, India