Omnicomm is a communication management solution designed to help NHS Trusts create, process and deliver patient and organisational communications more efficiently.
From appointment letters and clinical correspondence to reminders, notifications and general communications, Omnicomm brings physical mail and digital delivery together within a single managed solution.
Communications can originate from existing NHS systems or be created directly by staff, before Omnicomm manages the processes required to prepare, route and deliver them. This helps Trusts reduce administration, improve communication workflows and give staff greater visibility over outgoing correspondence.
Designed Around NHS Communication
NHS organisations produce significant volumes of correspondence every day. Appointment letters, clinical documents, patient information and other communications may originate from different departments and systems, but ultimately need to reach the right recipient accurately, securely and on time.
Omnicomm provides a central communication layer between those systems and the methods used to deliver their output.
Rather than staff manually printing, preparing and posting documents, communications can be submitted automatically to Omnicomm. They can then be processed for physical mail or, where appropriate, delivered electronically.
This allows staff to spend less time administering outgoing correspondence while providing the Trust with greater control over how communications are processed and delivered.
Integrates With Existing NHS Systems
Omnicomm is designed to work alongside the clinical and administrative systems already used within NHS organisations. This allows Trusts to improve communication processes without unnecessarily replacing the applications, workflows and document templates their staff already rely on.
Integration can include systems such as:
- Docman – enabling patient correspondence to be delivered electronically to GP practices and other healthcare professionals.
- RiO – allowing correspondence generated from the electronic patient record to enter the Omnicomm communication workflow.
- Patient Administration Systems (PAS) – enabling automatically generated patient letters and associated documents to be processed and delivered.
- NBSS – supporting communication workflows associated with the NHS Breast Screening Programme.
- Other clinical and business systems – using Omnicomm's API and integration capabilities to automate the transfer and processing of communications.
Different integration methods can be used depending on the source system and workflow, from direct API integration to automated file processing and the Omnicomm Print Client.
How Omnicomm Works Within a Trust
Patient correspondence can be generated from an existing clinical or administrative system, submitted by a member of staff or created through the Omnicomm web interface.
Once received, Omnicomm applies the required processing and delivery rules. Documents can be checked, sorted, combined with other correspondence and supplemented with additional information such as maps, information sheets or patient guidance.
Physical correspondence can then be securely transferred for centralised printing, folding, inserting and postal delivery. Where digital delivery is appropriate, communications can instead be routed to electronic channels or connected healthcare systems.
The result is a streamlined workflow from document creation through to final delivery, with far less manual intervention required from NHS staff.
Support Physical and Digital Communication
Patient communication is increasingly digital, but physical mail remains essential across the NHS. Omnicomm enables Trusts to support both rather than requiring separate processes for each.
A communication can be processed according to the recipient, document type or workflow requirements, allowing the appropriate delivery method to be selected while keeping management within the same communication environment.
This provides Trusts with a practical route towards greater digital communication while continuing to support patients and circumstances where traditional mail remains the most appropriate option.
Benefits for NHS Trusts
Reduce Administrative Work
Automating document processing removes many of the manual tasks associated with printing, preparing and distributing correspondence, freeing staff to concentrate on higher-value activities.
Reduce Communication Costs
Centralising and automating mail production can reduce printing, consumable, equipment, staff and postal costs while making greater use of volume-based postal services.
Improve Patient Communication
Faster and more consistent processing helps patient correspondence leave the Trust promptly, reducing unnecessary delays between documents being produced and patients receiving important information.
Integrate With Existing Workflows
Existing clinical applications, patient administration systems and document templates can continue to be used, helping Trusts modernise communication processes without unnecessary disruption.
Maintain Visibility and Control
Centralised management and reporting provide greater visibility of communication activity across services and departments, helping Trusts understand volumes, usage and expenditure.
Provide a Complete Audit Trail
Omnicomm provides greater traceability over communication processing, giving staff and administrators a clear record of activity throughout the communication workflow.
Support Flexible Working
Because documents do not need to be printed and prepared locally, authorised staff can submit communications without being tied to departmental printers or traditional mailroom processes.
Proven Within the NHS
The technology behind Omnicomm is already used within NHS organisations across the UK, supporting both specialist and Trust-wide patient communication requirements.
Existing users and deployments include Midlands Partnership University NHS Foundation Trust, Royal Free London NHS Foundation Trust and Maidstone and Tunbridge Wells NHS Trust, together with many other NHS Trusts and hospitals.
At Midlands Partnership University NHS Foundation Trust, the solution integrates with the Trust's RiO electronic patient record system and Docman, automating the processing of patient correspondence. The Trust has used the solution to reduce manual administration, provide a complete audit trail and support more efficient communication across its services.
At Royal Free London NHS Foundation Trust, Funasset's communication technology powers Civica's SmartMail solution for the London Breast Screening Programme, integrating with the NBSS patient administration system to help manage large volumes of appointment correspondence.
Maidstone and Tunbridge Wells NHS Trust has also used the technology to integrate patient correspondence from its PAS with centralised mail production, while Docman integration enables electronic copies of appropriate patient letters to be sent directly to GPs and consultants.
Communication That Works Around Your Trust
No two NHS organisations manage communication in exactly the same way. Omnicomm can therefore be configured around existing systems, departments, document workflows and delivery requirements rather than imposing a single method of working.
Staff can use the web interface or Print Client, existing systems can submit documents automatically through a Drop Folder, and deeper integrations can be created using the Omnicomm API.
Whether the objective is to reduce the cost of physical mail, automate patient correspondence, improve digital delivery or create a more coordinated Trust-wide communication service, Omnicomm provides a proven and flexible platform on which to build.