Lorraine Shephard

Lorraine Shephard

Dame Sybil Thorndike Surgery is a large training practice serving over 14,000 patients in Rochester and the surrounding areas. A large team, the surgery includes 12 GPs, 4 experienced nurses, 3 healthcare assistants and a team of secretaries and administrative staff. Processing over 200 letters per day, the surgery utilises Docman as a complete electronic document management, collaboration and workflow solution.

Lorraine Shephard, QOF Manager, “I am responsible for read coding all correspondence that comes into the surgery and also doing the management of QOF with our GP lead. I was recently audited and over an 18 month period I actioned 22,850 letters.”

The surgery has recently had training on Intellisense, the Optical Character Recognition Software that automatically detects patient and filing details, significantly improving the speed and data quality of filing into the patient’s clinical record. Lorraine comments “Docman is definitely an asset in processing all the letters that we receive at this surgery in its current form and no doubt will be even better with the Intellisense software.”   

The surgery also receives documents through Electronic Document Transfer (EDT), a process that Lorraine describes as “absolutely brilliant.” Receiving over 40 EDT documents daily, the surgery is one of 62 GP Practices within NHS Medway connected to an EDT Hub.

“Most of our letters come from Medway Maritime Hospital, although we also receive letters from Darent Valley, Maidstone and other Kent hospitals. The letters we receive are a mixture of A&E reports, Clinic letters, Discharge Summaries and MEDDOC.”

Lorraine was recently nominated the surgeries ‘Docman Superhero’, in recognition of being the member of staff who processed the most documents in Docman. Summing up her use of Docman, she comments “When you receive as many letters as we do into our surgery, Docman is an integral part to helping us process everything quickly and efficiently - without it I think we would find the task impossible."

Lorraine Shephard, QOF Manager, Dame Sybil Thorndike Surgery