MyBotGP Docman Automation: Full Q&A Explained (From Webinar)

Letter management & Docman is one of the most time-consuming tasks in GP practices. Below is a fully refined Q&A blog, combining the webinar discussion with supporting product insights.  

Q1.Must you be using Docman for MyBotGP to work

Yes 

Q2. What happens if the patient cannot be found?  

If the system cannot match a letter to a patient, it safely places that document into an ‘exceptions’ folder. This ensures that no information is lost and allows staff to review and resolve these cases manually.  

Q3. Can it send letters to different doctors on different days? Does it need prompting daily?  

Yes, the system can automatically route letters to the appropriate GP or clinician based on predefined rules, such as the patient’s usual GP. It also includes functionality to handle out-of-office scenarios, redirecting work when clinicians are unavailable. Once configured, it runs autonomously and does not require daily prompting.  

Q4. Does it work with SystemOne or only EMIS?  

At present, MyBotGP integrates with EMIS and Docman. Support for SystemOne is in development and expected in the future.  

Q5. How many letters can be fully handled by the system?  

MyBotGP can process all incoming letters. A small proportion of letters will require manual intervention, such as when patient details cannot be matched.  

Q6. Can staff still need to scan letters into Docman?  

Yes 

Q7. How does MyBotGP know which letters need coding?  

This is determined by the practice. During setup, you define which types of letters should be sent for coding, reviewed by clinicians, or automatically filed 

Q8. How fast is the system?  

The system can typically process between 300 and 500 letters per day. This capacity can be scaled depending on the size and needs of the practice.  

Q9. Can certain letters be excluded from filing or handled differently?  

Yes, specific letter types can be excluded from automated processing. In such cases, the system will leave them in the ‘not-in’ folder    

Q10.  Do we have to set up each letter type individually? How long does it take?  

Initially, each letter type needs to be configured so the system can recognise and process it correctly. However, this setup is carried out by the MyBotGP team as part of onboarding. Once live, only occasional updates are needed, making ongoing maintenance minimal.  

Benefits for GP practices?  

1. Time savings  

• ➜ Up to 203 days/year saved  

2. Reduced workload  

• ➜ Removes repetitive admin tasks  

3. Improved safety  

• ➜ Audit logs  

• ➜ Rule enforcement  

• ➜ Error reduction  

4. Better consistency  

• ➜ No variation in processing  

5. More clinical focus  

• ➜ Staff focus on important tasks, not admin  

Final Takeaway  

MyBotGP doesn’t try to replace clinicians – it removes the administrative burden around Docman.  

It acts as:  

• ➜ A 24/7 digital admin assistant  

• ➜ That never misses a letter  

• ➜ And always follow your rules