Docman Never Stops. Neither Does Your Team
How GP Practices Are Reclaiming Over 200 Days Per Year with MyBotGP Docman Filing
Every GP practice knows the feeling. You arrive on Monday morning, and there is already a queue of correspondence waiting.
- ➜ Hospital letters.
- ➜ Clinic letters.
- ➜ Discharge summaries.
- ➜ DNA notifications.
- ➜ 111 correspondence.
- ➜ Referral updates.
And while the practice closes overnight, Docman never really stops. Letters continue arriving seven days a week, every week of the year. For a typical GP practice with 8,500 patients, that means approximately:
- ➜ 125 letters every day
- ➜ 39,000 letters every year
- ➜ Thousands of decisions must be made accurately and consistently
Every letter needs to be:
- ➜ Matched to the correct patient
- ➜ Added to the appropriate Docman template
- ➜ Filed correctly
- ➜ Routed appropriately
- ➜ Actioned where necessary
And every step requires somebody’s time. The challenge facing primary care is not simply handling documents. It is handling tens of thousands of workflow decisions every year.
The Hidden Cost of Manual Docman Processing
Most practices focus on the visible backlog. The real issue is the continuous workload underneath. A letter may only take a few minutes to process. However, when repeated 39,000 times per year, those minutes add up to months. For a typical 8,500-patient practice, manual processing can consume over 1,600 hours annually.
That is equivalent to approximately:
203 Working Days Or more than 40 working weeks.
Almost an entire year of administrative capacity. Capacity that could otherwise be used to support patients, improve access, reduce waiting times and strengthen practice resilience.
The reality is simple:
Docman never pauses.
The workload keeps arriving whether staff are available or not.
Three Pressures Every Practice Faces
1. Time
Letters arrive every day.
There is no natural pause that allows teams to catch up.
Backlogs can develop quickly during busy periods.
2. Complexity
Some correspondence requires clinician review.
Some require urgent action.
Some can be safely filed.
Every document requires judgement.
3. Fragility
Annual leave.
Sickness.
Vacancies.
Recruitment challenges.
Manual processes become increasingly vulnerable when practices are operating under pressure. These are not occasional challenges. They are constant pressures facing general practice every day.
Meet MyBotGP: Your Docman Superuser
MyBotGP has been developed specifically for NHS primary care. Rather than introducing another platform, MyBotGP works within your existing Docman workflow.
In simple terms:
MyBotGP Uses Docman, So You Don’t Have To
The system automatically:
- Collects incoming letters
- Identifies document type and sender
- Validates patient information
- Completes Docman templates
- Sets tasks where required
- Route correspondence according to your rules
- Files documents appropriately
- Maintains a full audit trail
All while working continuously throughout the year.
➜ No holidays.
➜ No sickness.
➜ No backlog.
Just consistent execution of the workflows your practice defines.
Built Around Your Rules
Many automation solutions expect practices to adapt to the software. MyBotGP takes the opposite approach. Your practice defines the workflow.
MyBotGP executes it.
The platform supports:
- ➜ Existing Docman templates
- ➜ Existing folders
- ➜ Existing admin tasks
- ➜ Practice-specific workflows
- ➜ Usual GP routing
- ➜ Duplicate management
- ➜ Pharmacy correspondence
- ➜ 111 notifications
- ➜ DNA notifications
- ➜ Safeguarding workflows
This allows practices to automate routine activity while maintaining local control and governance.
Safety Comes First
Automation in healthcare must never be a black box.
That is why MyBotGP includes:
Keyword Detection
Urgent wording can be identified and escalated according to practice rules.
Intelligent Routing
Important correspondence can be redirected to the appropriate team rather than simply being filed.
Full Auditability
Every action is recorded.
Every decision is traceable.
Every workflow can be reviewed.
Practices maintain complete visibility of what has happened and why.
Designed Specifically for NHS Primary Care
MyBotGP is not a generic document automation platform. It has been designed around NHS workflows and NHS governance requirements.
The platform includes:
- ➜ EMIS expertise
- ➜ Docman expertise
- ➜ DCB0129 Clinical Safety compliance
- ➜ NHS DTAC & DPIA assurance
- ➜ Full reporting and audit capabilities
As an NHS ICT Strategic Partner and Health Innovation Network Launchpad Graduate, JifJaff has built MyBotGP specifically to address the operational realities facing modern GP practices.
The Real Question
Most practices do not need help understanding that administrative workload is increasing.
They experience it every day.
The real question is:
How much of your Docman workload actually requires a human?
If a system can safely:
- ➜ Validate
- ➜ Categorise
- ➜ Route
- ➜ Template
- ➜ Task
- ➜ File
According to your practice rules,
Then your team can focus on the work that truly benefits from human expertise.
For a typical 8,500-patient practice, that means reclaiming approximately 203 working days every year.
Not by changing the way your practice works.
But by giving your practice a Docman superuser who never takes a day off.