NovaDoc provides outsourced GP letter processing, SNOMED CT coding, clinical triage and filing in EMIS or SystmOne. Some practices on our highest package have seen up to 98% of documents handled without GP involvement; results vary by workload.
NovaDoc: the journey of one letter
Follow a single hospital letter from arrival to filed, step by step
1. ReceivePost, email, EHR
2. Match & labelRight patient found
3. Care CoordinatorCode and forward
4. Clinical reviewNova clinician
5. MedicationMeds team
Your practiceBuilt around you
CQC-registered, GP-led governanceSNOMED CT to the NovaHS protocolWorks inside EMIS & SystmOne
Inbound letters and clinical correspondence land securely in the NovaDoc workflow.
2
Code
Where included, clinically relevant information is coded in SNOMED CT to the NovaHS protocol.
3
Triage
Where included, clinicians triage actions under GP-led governance, with practice input requested as agreed.
4
File
Filed to the patient record, with medication tasks and clinician handover handled according to the agreed service.
What's included
Three connected NovaDoc services
Each is a full service in its own right. Here's the overview; open any one for the complete detail, inclusions and FAQs.
Ongoing document processing
Outsource GP letters entirely
Hand your inbound correspondence, discharge summaries, clinic letters, referral letters and pathology results, to NovaDoc for daily support within your agreed administrative and clinical scope. Some practices on our highest package have seen up to 98% handled without GP involvement; results vary by document mix and service.
Clear a correspondence backlog from leave, sickness or vacancies under a short-term, fixed-volume agreement, usually onboarded in 1-2 weeks, depending on practice-side setup, with clearance paced to the size of your backlog, to the same governance and quality.
Short-term or fixed-volumeSame safe methodAbsence backlogs
“Client testimonial
We no longer worry about the build-up of a backlog of documents to action. It has helped tremendously during staff sickness.
Accurate SNOMED coding, bulk recoding & data cleansing
Accurate SNOMED CT clinical coding plus bulk recoding and data cleansing that protects QOF, recall and everyday patient care, correcting code drift from human error or QOF changes at scale.
SNOMED CT codingBulk recodingData cleansing
“Client testimonial
The coding quality is excellent and consistent. Our QOF and recall data has never looked cleaner, and my inbox is finally manageable.
How a GP-led, CQC-registered document service compares with hiring your own coders or using a generic outsourcer.
Comparison of NovaDoc with an in-house team and a generic or offshore outsourcer
Capability
NovaDoc
In-house team
Generic / offshore outsourcer
Up to 98% of documents dealt with without GP involvement*
✓
✕
Varies
SNOMED CT coding to a standardised protocol
✓
Varies
Varies
Clinical triage by clinicians
✓
Varies
✕
Works inside EMIS & SystmOne
✓
✓
Varies
Usually onboarded in 1-2 weeks, subject to practice setup
✓
✕
Varies
GP-led governance, safety audits & indemnity
✓
Practice's own
Rarely
Covers annual leave & sickness automatically
✓
✕
✓
Proven at scale, 10M+ documents processed
✓
N/A
Varies
Comparison is indicative and describes typical provider categories, not any named company. *Based on real-world results at some GP practices on our highest package.
10M+
Documents processed
Cumulative NovaHS total since the company began
98%*
No GP involvement needed
Up to 98% of documents dealt with without GP involvement on our highest package
*Based on real-world results achieved at some GP practices. Actual figures vary by document mix, package and practice.
How many clinical hours could NovaDoc give back?
Slide to your practice's weekly document volume for an indicative estimate of the clinical time NovaDoc could return each year.
80–150 documents hit a typical practice daily, up to 40 clinical hours a week in-house.
1,000documents / week
0
clinical hours returned per year
0
equivalent clinical sessions freed up
Get your full tailored report, free
Ask our team to review your workload estimate, explain the assumptions and discuss a tailored service proposal.
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Indicative only: assumes 1.9 minutes of in-house clinical touch-time per document, with 85% of that time released, over 52 weeks. This is a clinical touch-time estimate, not the total coding-workload estimate used by the homepage calculator. Actual savings depend on document mix and agreed service. For comparison: an in-house hire costs salary plus roughly 27% pension and NI on-costs, plus recruitment, training and absence cover.
Practice example
North Shore Surgery: backlog and ongoing support together
For a practice with 13,800 patients, NovaDoc cleared an 11,888-document backlog in 19 weeks while also supporting incoming correspondence. The ongoing service ran alongside clearance and processed 9,038 incoming documents over almost 22 weeks, averaging approximately 411 per week.
“Client testimonial
The quality of their work has been consistently high, communication has always been clear and professional, and they have been a valued partner throughout.
RTRachel Thirlwall-FrithAssistant Practice Manager & Complaints Manager, North Shore Surgery
Excerpt from customer feedback supplied by email. Individual practice experience; results vary.
What is NovaDoc's clinical correspondence and document processing service?
NovaDoc supports the administrative and clinical aspects of GP document processing under GP-led governance. Available support includes matching, filing, SNOMED CT coding, clinical triage and medication tasks. The scope and handover arrangements are agreed with your practice, with service options discussed during a meeting.
How much of our document processing workload can NovaDoc take on?
NovaDoc supports ongoing daily processing, one-off backlog clearance and bulk clinical coding. Some practices on our highest package have seen up to 98% of documents handled without GP involvement; results vary by workload and the service agreed. Where clinician handover is included, documents needing practice input are sent as tasks with a summary and key points highlighted.
Is NovaDoc's clinical coding accurate and clinically safe?
Yes. Coding is carried out by trained staff using SNOMED CT and checked under GP-led clinical governance, with regular clinical safety audits, structured training and professional indemnity. This protects QOF, recall accuracy and patient safety while keeping a clinician in the loop.
How does a practice get started with NovaDoc?
We agree the document-processing scope and handover arrangements with your practice during a meeting. Onboarding usually takes 1-2 weeks, depending on the practice completing its internal setup. This includes creating logins and appropriate groups, and arranging an induction with practice staff present.
Practice experiences
See the service in practice
NovaDoc Premium
An anonymised GP practice
NovaHS Premium provides ANP-led correspondence review, actioning and filing within clinical competence, with appropriate GP escalation.
Tell us about your document workload and we'll recommend the right NovaDoc package. Please share business information only. Do not include patient-identifiable details.
QOF year-end rewards clean, coded records, the earlier your coding is right, the more income is protected.