Free Clinical and Administrative Time: Automating Docman Letter Filing with MyBotGP 

Process letters quickly. Remove mistakes. Improve safety. 

Every GP practice across the NHS is under pressure. Thousands of letters flow in every week — hospital discharges, outpatient summaries, referrals, and clinical correspondence. Each one needs to be opened, checked, filed, coded, and routed. It’s essential work, but it consumes valuable time for both clinicians and administrators. 

MyBotGP Docman Filing automates that process safely and consistently — validating, coding, and routing letters automatically so your team doesn’t have to. 

The problem: time, variation, and risk 

The average practice of 8,500 patients receives around 125 letters per day — that’s over 39,000 a year. 

Traditionally, every letter needs to be: 

• ➢ Opened and read 

• ➢ Matched to the correct patient 

• ➢ Coded and categorised (e.g., discharge, outpatient, radiology, etc.) 

• ➢ Routed to the right clinician or team 

• ➢ Filed back into the patient record 

Each one takes a minimum of 2–3 minutes. Over the course of a year, that’s hundreds of hours of avoidable admin. 

Manual processes also introduce risk: letters missed, miscoded, or sent to the wrong queue. Variability between staff means every letter might be processed slightly differently, making audits difficult and consistency impossible. 

The MyBotGP Docman Filing solution 

MyBotGP Docman Filing applies the same safety checks and routing logic every time — without fail, fatigue, or human error. 

What it does automatically 

• ➢ Validates patient details and matches to EMIS or SystmOne records 

• ➢ Identifies document type (e.g., outpatient letter, discharge, diagnostic result) 

• ➢ Populates up to 12 metadata fields (event date, department, sender, etc.) 

• ➢ Codes and routes letters based on your predefined rules (e.g., to a GP, pharmacist, or “file only”) 

• ➢ Files safely back into the clinical system with full audit history 

• ➢ Reports and dashboards show activity volumes, time saved, and workflow performance 

It works 365 days a year — unaffected by holidays, absences, or staffing changes — and is fully compliant with NHS DTAC and DCB 0160 standards. 

Free clinical and administrative time 

For an average practice, MyBotGP Docman Filing frees up more than 200 days of combined admin and clinician time each year. 

• ➢ GPs spend less time triaging or checking low-value correspondence 

• ➢ Administrative staff shift from repetitive filing to exception monitoring 

• ➢ Pharmacists and nurses see only letters relevant to them 

• ➢ Patients experience faster updates and fewer delays in follow-up care 

This reclaimed time can be redirected to patient access, quality improvement, or staff well-being — real, measurable impact without increasing headcount. 

Process letters quickly 

What once took hours per day can now be completed in minutes. 

• ➢ Incoming letters are automatically validated and routed as soon as they’re received. 

• ➢ No backlog builds up — even during leave or sickness. 

• ➢ The turnaround time for letter filing drops dramatically, improving continuity of care. 

The automation runs silently in the background, keeping correspondence flowing and clinicians informed faster than ever. 

Remove mistakes, improve safety 

Manual filing introduces variation; automation eliminates it. 

MyBotGP applies deterministic rules that never drift or forget — every letter follows the same, auditable path. 

➢  No missed or misplaced letters 

➢  Consistent coding across the practice 

➢  Immediate escalation of high-priority items 

➢  Full audit trail for governance and CQC assurance 

  

By standardising how letters are handled, MyBotGP reduces risk and strengthens safety — all while increasing efficiency. 

Why this matters now 

• ➢ Workforce pressures: Staff shortages make manual workflows unsustainable. 

• ➢ Regulatory demand: ICBs and PCNs must evidence productivity gains and digital transformation. 

• ➢ Patient expectations: Faster correspondence means quicker action and better communication. 

• ➢ Clinical governance: Consistency and traceability are mandatory, not optional. 

With MyBotGP, practices meet these demands automatically — with measurable ROI and assured safety. 

In two years, “manual letter filing” will sound unbelievable. 

As more practices adopt automation, the idea of manually processing 40,000 letters a year will soon seem absurd. 

Clinicians will look back and say: 

“We used to do all that by hand?” 

Automation isn’t about replacing staff — it’s about freeing staff to work on higher-value, patient-facing tasks.