If you work in a general practice in the UK, you already know the quiet chaos of document handling: a never-ending inflow of clinical letters, hospital discharge summaries, lab reports, referral updates, and more. Manual document processing not only eats into precious hours but can also lead to coding errors, delays in patient follow-up, and non-compliance with NHS mandates. As practices face mounting pressure to deliver better outcomes with fewer resources, automating general practitioner document processing is no longer a "nice to have" but a necessity.

This blog breaks down what general practitioner document processing entails, how it aligns with NHS standards, the actual cost of relying on manual systems, and why switching to a secure, online solution is one of the smartest moves your practice can make in 2025.

What Is General Practitioner Document Processing?

Document processing in GP practices refers to the workflow of receiving, reviewing, coding, actioning, and filing clinical and non-clinical documents related to patient care.

Common types of documents include

• Hospital discharge letters

• Diagnostic results (bloods, scans, etc.)

• Referrals and specialist updates

• Patient-generated documents

• NHS service letters

Each document must be processed carefully to:

• Ensure relevant actions are taken (follow-up, prescriptions, etc.)

• Update the patient’s record in the EHR (usually SystmOne or EMIS Web)

• Ensure coding accuracy for clinical audits and QOF points

• Maintain legal and data security standards (DSP Toolkit, NHS IG)

The Cost of Manual General Practitioner Document Processing

Let's talk numbers. A 2023 audit by NHS Digital revealed that an average UK general practice receives 80-150 documents per day. Processing each one manually takes around 2-4 minutes, depending on complexity.

Let’s say your practice processes 100 documents/day:

• That’s 200-400 minutes daily

• Or 3-6 hours of admin time every single day

• Over a month, that's 60-120 staff hours spent just processing paperwork

And what about the hidden costs?

• Staff time and burnout: Admin overload leads to dissatisfaction and higher turnover

• Compliance risk: Missed or wrongly coded documents can lead to CQC issues

• Delayed patient care: Follow-ups and medication reviews can fall through the cracks

In short, manual general practitioner document processing is both financially and operationally expensive.

What Is the Cost of General Practitioner Document Processing Services?

Switching to a professional or outsourced solution might sound expensive, but it's often significantly more affordable than maintaining in-house resources. Here's a quick overview:

With platforms like IdeoShift, you pay less per letter while gaining a 3x faster turnaround and 95%+ accuracy rate - all within a secure, NHS-compliant system.

Benefits of Using an Online General Practitioner Document Processing Platform

Modern document processing platforms like IdeoShift bring more than just cost savings.

1. Faster Turnaround: Process up to 200 letters/hour with a trained team that understands NHS workflows.

2. High Accuracy: Clinical coders ensure every SNOMED code is correct, helping maximise QOF earnings.

3. Full Compliance: Built on the NHS Data Security and Protection Toolkit. Aligned with ISO 27001, GDPR.

4. Integrated Workflows: Compatible with major systems like SystmOne. Onboarding in under 48 hours.

5. Audit Trails: Every letter processed comes with a full digital record and quality check.

6. Scalability: Whether you're a single practice or part of a larger PCN, solutions can scale to your workload.

NHS Compliance & Letter Processing for GPs: Why It Matters

Document processing is not a speed game. It's about patient safety and data integrity.

The NHS mandates that:

• Patient records must be updated promptly and accurately

• All communication must follow DSP Toolkit and IG Toolkit guidelines

• Staff involved in processing must be trained and auditable

Online platforms like IdeoShift are explicitly built to tick all these boxes. From encryption to access controls, you get enterprise-level protection without enterprise-level costs.

Signs It’s Time to Upgrade Your Document Processing Workflow

If your practice experiences any of these, it might be time to reconsider your current process:

• Backlogs of over 3 days

• Complaints about delayed medication or follow-ups

• GPs handling admin work meant for staff

• Audits revealing coding or compliance gaps

• High admin turnover or burnout

If you nodded along to even one, you’re not alone. And the good news? Solutions exist.

Why UK GPs and PCNs Are Moving to Outsourced, Online Processing

GPs should be seeing patients, not sorting letters and juggling data entry.

Whether you're a high-volume practice, a digital-first surgery, or part of a larger Primary Care Network, automating and outsourcing your general practitioner document processing can be a time, cost, and effort saver.

• One practice in Leicester cleared an 8-week backlog in under 4 days after switching to IdeoShift.

• Another saved 28% annually in admin costs while improving CQC documentation compliance.

This is what happens when you combine trained clinical coders, a digital-first process, and real-time dashboards built for GPs.

Summary: General Practitioner Document Processing Doesn’t Have to Be a Burden

It’s 2025. GPs are burnt out. Practice managers are overstretched. And admin costs are rising.

Modernising your document processing system isn’t about replacing your team. It’s about supporting them with the right tools so they focus on higher-value work and patient care.

From cutting processing costs to improving compliance and care quality, we help transform NHS general practitioner document processing across the UK, while maintaining low costs and high accuracy.

Are you ready to explore whether this is the right arrangement for your practice?

👉 Book a free consultation or try 500 letters processed FREE.

Let’s simplify your admin and get you back to patient care.