Clinical Document Management

Clinical Document Management

Automate the processing of clinical documents in Optum - EmisWeb. Assign dates, code document types, generate titles, and file -- all automatically.

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THE PROBLEM

100 Letters a Day. 36,500 a Year. All Processed Manually.

An average size GP practice with 10,000 patients receives 100 letters a day, totalling 36,500 letters a year. These include:

  • Referral letters
  • Hospital discharge summaries
  • Specialist clinic letters
  • 111 Reports
  • A&E Reports
  • Investigation results

Each document requires manual coding, labelling, dating, and filing -- a time-consuming process prone to human error and delays.

EmisWeb documents inbox before ApolloIQ
Letter Date Patient Type Document Title
01-Oct-2024Bertie BangersClinical DocumentNo Title
01-Oct-2024Penny FarthingClinical DocumentNo Title
01-Oct-2024Chester CheddarClinical DocumentNo Title
01-Oct-2024Molly MuddleClinical DocumentNo Title
01-Oct-2024Nigel NibblesClinical DocumentNo Title
01-Oct-2024Fiona FishcakeClinical DocumentNo Title
01-Oct-2024Graham GravyClinical DocumentNo Title
01-Oct-2024Daisy DoodleClinical DocumentNo Title
01-Oct-2024Colin CrumpetClinical DocumentNo Title
01-Oct-2024Wendy WobbleClinical DocumentNo Title

The Solution

An intelligent system combining Robotic Process Automation (RPA) with OpenAI's GPT-4o language model, hosted on Microsoft Azure UK data centres, to automate and enhance the processing of clinical documents.

  • Accurate Date Identification RPA extracts the correct letter date from each document.
  • SNOMED CT Coding Automatically matches document types with standardised clinical codes for consistent categorisation.
  • AI-Generated Titles GPT-4o generates precise, meaningful document titles from letter content -- hosted on Azure UK for data residency.
  • Secure & Private Operates within our own HSCN connection. Data processed in Azure UK data centres -- never leaves the country.
  • Available 24/7-365 Can process ~1,000 letters per day with no breaks needed.
THE RESULT

Every Document Coded, Titled, and Filed Automatically

After ApolloIQ processes your inbox, every document has the correct date, a meaningful title generated by AI, and a proper SnomedCT code -- ready for clinical review.

EmisWeb documents inbox after ApolloIQ
Letter Date Patient Specialty Document Title
30-Sep-2024Bertie BangersDischarge SummaryAccidental fall, Lower respiratory tract Infection, Pleural Effusion
30-Sep-2024Penny FarthingGastroenterologyBarrett's Metaplasia
30-Sep-2024Chester CheddarEndocrinologyNormal Calcium and Vitamin D Levels
27-Sep-2024Molly MuddleGastroenterologyNo concerning features found in oesophagus samples
01-Oct-2024Nigel NibblesUrologyOveractive Bladder
26-Sep-2024Fiona FishcakeRheumatologyRheumatoid Nodule on MCP2
30-Sep-2024Graham GravyNeurologySeizure Disorder
24-Sep-2024Daisy DoodleMedical Oncology75 mm grade 3 leiomyosarcoma of the colonic splenic flexure
26-Sep-2024Colin CrumpetObstetrics and GynaecologyIncomplete Miscarriage Management
18-Sep-2024Wendy WobbleSeen in Maxillofacial UnitMedication-Related Osteonecrosis of the Jaw
BUSINESS CASE

Calculate Your Practice's Savings

866
hours/year spent
processing manually
£0.53
cost per document
with manual processing
£0.08
cost per document
with ApolloIQ
24/7
availability
365 days a year

Manual Processing Costs

  • Direct labour: 866 hrs x £11.48/hr = £9,950
  • Employer NI contribution: £887
  • Employer pension contribution: £1,516
  • Temporary staff/holiday cover: £1,500
  • Total annual manual cost: £13,852

Automated Processing with ApolloIQ

  • Cost: £0.30 per patient per year
  • 10,000 patients x £0.30 = £3,000/year
  • Processes 36,500 letters/year (365 days) vs 26,000 manually (230 working days)
  • No NI, pension, holiday, sick leave, recruitment, or training costs
Annual Savings with ApolloIQ
£16,345
Automation is 6x cheaper than manual processing

Unlock Your Full Business Case

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FINANCIAL COMPARISON

Manual Processing vs ApolloIQ

MANUAL PROCESSING
£13,852
per year
£0.53 per document
866 admin hours/year
230 working days only
APOLLOIQ AUTOMATION
£3,000
per year
£0.08 per document
Zero admin hours
365 days, 24/7
ANNUAL SAVINGS
£10,852
4.6x
cheaper
BEYOND THE NUMBERS

The Hidden Costs of Manual Processing

Financial savings are only part of the story. Manual document processing creates risks and costs that don't appear on any spreadsheet.

Staff Turnover

Burnout from repetitive work leads to higher recruitment and training costs. Each replacement costs approximately £3,000-5,000 in recruitment and onboarding.

Inconsistency

Manual coding varies between staff members, affecting data quality and making clinical audits unreliable. Standardisation is impossible at scale.

Backlog Risk

Staff absence creates dangerous backlogs during holidays and sick leave. Documents pile up and critical correspondence gets delayed.

Opportunity Cost

Skilled administrators are tied up on tasks that can be fully automated, instead of supporting patient care and practice operations.

NEXT STEPS

Getting Started is Simple

1

Book a Demo

See the system in action with a live walkthrough tailored to your practice. We'll show you exactly how documents are processed and answer any questions.

Schedule your demo →
2

Trial Period

Start with a pilot period to experience the impact on your workflow before committing. No risk, no obligation.

3

Go Live

Full deployment typically takes less than a week. Our team handles the technical setup -- your admin team just carries on as normal.

WHY US

Why Practices Choose ApolloIQ

NHS-Focused

Built specifically for UK general practice workflows and EmisWeb integration.

Proven ROI

Practices save an average of 4.6x compared to manual processing costs.

Zero Disruption

No changes to clinical workflows. Admin staff are freed up, not replaced.

DCB 0129 Certified

Full clinical safety case with hazard log and risk management documentation.

Book a Demo Contact Us

Why You'll Love It

Our Clinical Document Management system integrates seamlessly into your practice's existing workflow. Here's why you'll love it:

  • Zero Delays Eliminates mistakes, delays, and queues of unprocessed letters.
  • Better Prioritisation Administrative teams can prioritise tasks effectively.
  • Enhanced Patient Care Quicker turnaround times and enhanced patient care.
  • Always Available Available 24/7-365 -- no breaks, no holidays, no sick leave.
HOW IT WORKS

Automated Processing Pipeline

The system runs on a scheduled basis, processing documents through a secure, fully automated pipeline -- from login to logout -- with no manual intervention required.

1
Scheduled Run The system triggers automatically at configured intervals throughout the day.
2
Secure Login RPA bot authenticates into EMIS Web using encrypted credentials via HSCN connection.
3
Document Retrieval Navigates to the document management inbox and identifies unprocessed clinical documents.
4
Data Extraction Extracts letter dates, document content, and metadata from each clinical document.
5
AI Title Assignment GPT-4o analyses document content and generates a precise, clinically meaningful title.
6
SNOMED CT Coding Document type is matched to the correct SNOMED CT code for standardised categorisation.
7
Outlier Handling Documents that cannot be confidently classified are flagged and left for manual review.
8
Reporting & Logout A summary report is generated for each run, then the bot securely logs out of EMIS Web.
SAFETY CREDENTIALS

Built to NHS Standards

Clinical Document Management is fully compliant with NHS clinical safety standards and operates securely within the NHS network.

🛡
DCB 0129 Compliance Full clinical risk management process following NHS Digital DCB 0129 standard. Clinical Safety Case Report, Hazard Log, and Process Definition Document maintained and version-controlled.
✅
ALARP Verified All identified clinical hazards have been assessed and reduced to As Low As Reasonably Practicable (ALARP). Residual risks independently reviewed by a qualified Clinical Safety Officer.
🔒
Azure UK Data Residency AI processing via GPT-4o hosted on Microsoft Azure UK data centres. Patient data is transmitted over HSCN and never leaves the country.
DCB 0129 COMPLIANT ALARP VERIFIED
CLINICAL SAFETY

Clinical Safety & Risk Management

🛡

This product has undergone a formal clinical risk management process in accordance with NHS Digital standard DCB 0129. All identified hazards have been assessed and mitigated to a level that is As Low As Reasonably Practicable (ALARP).

Identified Hazards & Controls

H-01 Initial Risk: 2 → Residual: 1
Unauthorized Access to Patient Data

Potential for unauthorized individuals to access patient clinical data processed by the system, leading to data privacy breach.

Controls: Encrypted credential storage, role-based access controls within EMIS Web, HSCN-secured network connection, audit logging of all system access, and regular access reviews.
H-02 Initial Risk: 2 → Residual: 1
Incorrect Labelling of Clinical Documents

A clinical document may be assigned an incorrect date, title, or specialty label, potentially leading to misidentification during clinical review.

Controls: AI-generated titles are cross-referenced with document content; outlier detection flags uncertain classifications for manual review; SNOMED CT coding provides standardised categorisation; clinical staff retain final review responsibility.
H-03 Initial Risk: 2 → Residual: 1
RPA Bot System Downtime

The RPA bot may become unavailable due to software failure, infrastructure issues, or EMIS Web interface changes, causing a backlog of unprocessed documents.

Controls: Automated health monitoring with alerting, scheduled retry logic, graceful error handling that preserves unprocessed documents in the inbox for manual fallback, and regular testing against EMIS Web updates.
H-04 Initial Risk: 3 → Residual: 1
Incorrect Document Classification by AI

The GPT-4o AI model may misinterpret document content and generate an incorrect or misleading title, potentially affecting clinical decision-making.

Controls: AI output is informational only -- clinicians retain full responsibility for clinical decisions; outlier detection identifies low-confidence classifications; documents are never deleted or hidden from the clinical workflow; regular model performance audits conducted.
H-06 Initial Risk: 2 → Residual: 1
SNOMED Code Assignment Mismatch

A document may be assigned an incorrect SNOMED CT code, leading to miscategorisation in the patient record and potential downstream coding errors.

Controls: SNOMED CT mapping validated against NHS reference data; document type classification cross-checked with letter content; unrecognised document types flagged for manual coding; regular mapping audits against updated SNOMED CT releases.
H-07 Initial Risk: 2 → Residual: 1
Service Disruption Due to Azure Dependency

Dependency on Microsoft Azure UK for GPT-4o processing introduces risk of service disruption if Azure experiences an outage, preventing AI title generation.

Controls: Graceful degradation -- documents remain in inbox with original metadata if AI processing fails; automated retry logic with exponential backoff; Azure service health monitoring with alerting; manual processing fallback always available.

Residual Risk Evaluation

Following implementation of all control measures, the residual risk for each identified hazard has been reduced to acceptable levels. All hazards have been assessed as ALARP. The highest initial risk (H-04: Incorrect Document Classification by AI, initial score 3) has been reduced to a residual score of 1 through multiple layered controls.

📋

Clinical Safety Officer Statement: As the appointed Clinical Safety Officer, I confirm that the clinical risk management process has been conducted in accordance with DCB 0129. All identified hazards have been assessed, and appropriate controls have been implemented to reduce residual risks to acceptable levels. The system is approved for deployment in clinical environments.

Important: This product is designed to assist with administrative document management tasks. It does not make clinical decisions or replace clinical judgement. All AI-generated titles and SNOMED CT codes are informational -- clinicians retain full responsibility for reviewing document content and making clinical decisions. This product should be used in conjunction with, not as a replacement for, professional clinical review processes.

Need the Full Safety Documentation?

Request the complete Clinical Safety Case Report, Hazard Log, and Process Definition Document for your ICB or procurement process.

Questions about clinical safety? Email our Clinical Safety Officer

PRICING

Simple, Transparent Pricing

No hidden fees. No complex contracts. Just straightforward pricing that saves you thousands.

Per Patient Per Year
£0.30
billed annually
Example: 10,000 patients x £0.30 £3,000/year
That's just £250/month
  • 6-month initial contract
  • Then flexible month-by-month
  • No setup fees
  • Includes full support
Get Started
Save at least £16,345/year vs manual processing