Workflow FAQs

Workflow frequently asked questions

How long does the process take?

It is down to the Practice to agree on a time frame for the Workflow training and implementation. From our experience, from when each Practice starts their implementation, we offer a guideline of 8 weeks to complete the process.

Your GPs will begin to save time once your administrative teams have started to complete their first letters following their Workflow training. Depending on the amount of clinical correspondence being handled, the amount of time saved will gradually increase as the week’s progress and the team becomes more familiar with Workflow. By the end of the process, your Practice will be releasing GP time and capacity.

Is it working well in other Practices?

So far, we’ve successfully trained 1,568 Practices across the UK. We understand that different postcodes have different needs, so we tailor Workflow on a Practice-by-Practice basis. If you’d like to find out about other Practices we’ve worked with in your area, or discuss how we could meet your specific needs, please get in touch.

You can also take a look at our case studies to find out about how real Practices have experienced Workflow, and the impact it is having on the way they run day-to-day.

How do you support the Practice team?

Each of the Workflow solutions deliver a tailored approach to supporting and working with Practice teams. All are underpinned by our commitment to delivering quality training and ensuring that Practices members feel empowered.

Workflow – We’ve carefully designed a blended learning journey to set Practice teams up for Workflow. At the very beginning, you’ll meet your Workflow team who will support you to tailor Workflow to suit your Practices. Then, working through the e-Learning modules via the Practice Unbound secure Portal, Administrators will learn to Read code and action different types of clinical correspondence.

They’ll also take part in workshops and become part of the Workflow community; where they can share learning with other Workflow users and access support when they need it.

Workflow Network – We work in partnership with you to understand the needs of the Practices involved. Through careful planning we will give you the tools to support your Practice teams through the transition and training. With regular contact and access to your Workflow team and the Practice Unbound secure Portal for all your training, resources and data requirements.

Workflow Go – This is your opportunity to work closely with your practices and deliver a tailored Workflow programme that works to your specific Practice needs. We will provide you with the material to set the scene and deliver the project to your time frame.

All Practices will have access to the Practice Unbound secure Portal for all your online training, resources and data requirements.

Is it safe to use the Workflow system?

We’ve designed Workflow with your community’s safety front of mind. It’s underpinned by a robust governance system that is supported by medical defence organisations.

At the very start of your Workflow journey, we’ll support your Practice to appoint a Workflow GP Lead to make sure that the right protocols and auditing processes are in place.

Will my indemnity go up?

No – Workflow won’t affect your indemnity at all. As long as you’ve appointed a GP Workflow Lead and defined your Practice protocol, your indemnity provider will regard Workflow as a delegated function.

What clinical systems does it work on / support?

We can deliver Workflow training across SystmOne, Vision, EMIS and Microtest.

What additional technology will we need?

Apart from a laptop or computer, you may want to invest in dual screens or a wide screen that enables you to set up a ‘split screen’ view, this will create an easier working environment for processing clinical correspondence through Workflow.

If you are interested in setting these things up  – please get in touch as we may be able to help.

Has Workflow ever been known by another name?

Workflow became our product’s official name in 2017, but when it first launched in 2014 it was known as Workflow Optimisation. Across the country it has also been referred to as “document management”, “medical secretaries”, “clinical correspondence” and “productive workflows”.

How do I access Workflow?

Simply contact us.  We have local staff based in England, Wales and Scotland’.

We have a team of dedicated Transformation Leads who will answer any of your questions and give you a guided tour of what Workflow means, the training and implementation and how you can get started.

How does Workflow fit with NHS England priorities?

Many areas across the UK are implementing Workflow as part of their Time For Care programme, or using it to support their work on the Ten High Impact Actions. We were proud to see our approach to Workflow set out in the GP Forward View.

What funding is available in England?

In line with the GP Forward View, the NHS has allocated a portion of transformation funding to local areas for Workflow. If you’d like to find out whether Workflow could be funded in your Practice, please contact your Clinical Commissioning Group (CCG) or Local Health Board.

How does Workflow fit with NHS Scotland priorities?

Workflow fits closely with the objectives of Scotland’s new GP contract, which aims to reduce GP workload by enabling some tasks currently carried out by GPs to be carried out by members of a wider primary care multi-disciplinary team.  Introducing Workflow through Practice Unbound ties in closely with this objective, by freeing up GP time to focus on patient care.  Health Improvement Scotland has identified document management as a key priority to improving the efficiency and effectiveness of primary care.

What funding is available in Scotland?

Talk to your local Health and Social Care Partnership about whether any Primary Care Improvement monies may be available to support the implementation of Workflow across your locality.

How does Workflow fit with NHS Wales (GIG Cymru) priorities?

Workflow fits closely with the objectives of Prudent Healthcare, specifically around making the most effective use of all skills and resources. In many Cluster Network Action Plans are themes around sustainability and working collaboratively and our approach supports and enables this to become a reality.

The Health, Social Care and Sport committee ‘Inquiry Into Primary Care: Clusters’ included the current and future Workforce challenges and ways to reduce demand on GPs within their terms of reference. Implementing Workflow and freeing up GP time, sits comfortably within this focus.

What funding is available in Wales?

Cluster funding has been used to pay for Workflow. Raise at your Cluster meeting to see if this is an option for you. Your Health Board may also be able to fund Workflow and single practices have also paid for Workflow themselves.

Need more help?

If you can’t find the answer to your question, get in touch with the team. They’ll be happy to help.