The system was fully deployed, ensuring secure, cost-effective, and efficient handling of patient and stakeholder communications.
How MPFT Used Hybrid Mail
The hybrid mail system integrates seamlessly with MPFT’s electronic patient record system (RiO) and GP Practice system Docman, enabling the automated printing and mailing of patient letters. This innovation ensures same-day processing of patient correspondence, whether mailed physically or sent electronically to GPs using Docman.
Beyond physical letters, the system aligns with MPFT’s future goal of leveraging Funasset’s HL7 clinical systems interface for digital delivery of letters to ‘Patients Knowns Best’ patient portal system, reducing reliance on paper and postage.
Sarah Hassall, Project Manager for MPFT states: “Hybrid mail has been a welcomed, much-loved, solution for our colleagues, changing our existing processes for the better. The system not only enables digital delivery of communications to our chosen patient portal and Docman but also provides an efficient time saving solution; that is reliable, easy to use and provides us with a full audit trail. Processes are completed within a few clicks, saving hours of staff time from manually processing our outgoing communications, removing delays, providing opportunities for flexible working and enabling us to focus skills on other tasks to help reduce backlogs. All this whilst generating cost savings for the Trust.”
Key Benefits of the Implementation
The transition to Funasset’s hybrid mail has delivered remarkable benefits, including:
- Significant Cost Savings: With an annual volume of 634,000 letters, MPFT projects savings of up to £490,000 per year by reducing the cost per letter from £1.34 to 47p. These savings include reduced expenses for postage, paper, and printer maintenance.
- Improved Security and Efficiency: By processing mail off-site, the system eliminates risks of sensitive patient data being left on office printers, enhancing information governance standards.
- Time Savings for Staff: Administrative workloads have decreased significantly. For instance, 30 seconds saved per letter translates to over 800 hours of annual administrative time reclaimed for high-value tasks.
- Enhanced Patient Engagement: Streamlined communication has increased patient attendance by minimizing delays and miscommunication, directly supporting MPFT’s efforts to reduce missed appointments (DNAs).
- Support for Flexible Working: Staff can now process and send mail from remote locations, including their homes, fostering a more adaptable work environment.
Sarah Hassall continues: “Before using Funasset’s hybrid mail, we had no accurate measure of what Services were sending. Now, not only Service level audits but Trust-wide audits can be carried out with ease using the solution’s data reporting. This helps us to improve our offering to all our patients and service users.”
Strategic Alignment
This initiative complements MPFT’s Digital Strategy (2021–2026), which emphasizes leveraging technology to modernize care delivery and operational processes. Funasset’s Hybrid Mail system is a cornerstone in MPFT’s pursuit of becoming a fully digital and paperless organization, aligning with the NHS’s forward-looking strategies.
Looking Ahead
The successful deployment is only the beginning. MPFT plans to integrate further capabilities, such as electronic delivery via the NHS App, to maximize cost efficiency and patient satisfaction. This partnership highlights MPFT's commitment to innovation and sets a benchmark for other healthcare organizations exploring digital transformation.
For more information on MPFT’s digital advancements, visit their Digital Strategy page.
If you are interested in a hybrid mail system for your NHS Trust or hospital, please contact us now.