1) What is Docmail?

A facility run by CFH Docmail Ltd, to provide secure online print and mailing services for local government, GPs, dentists, medical practices, schools, exam boards and banks etc. throughout the UK. The system requires a secure user name and password to log on and upload letters and address lists to create printed output for despatch. GP Surgeries have been using Docmail since July 2008, typically for bulk mailings such as invitations to attend flu clinics where it is difficult to accommodate the administration involved without affecting patient service. Docmail is already used by over 1,500 GP practices with numbers growing as users realise the benefits.

2) Using Docmail

This is simple, with no special software required and nothing to install. Staff compile personalised patient correspondence within their clinical system, then proof and print via the Docmail driver integrated into the NHS secure N3 network. With no minimum or maximum quantity, Docmail’s print and post prices start at 35p (plus VAT) for a single sided black and white letter inclusive of stationery, print and postage, or 42p (plus VAT) for full colour. The only personal information held, names and addresses, is destroyed after 28 days. Data is never passed on to any third parties.

 "Rother House Medical Centre has used Docmail on a number of occasions for various patient communications. We usually use it for the larger mail shots (e.g. Flu invitations) as putting letters in envelopes demands a lot of resource, as well as the paper, envelopes and printing.

. . .The online nature of using Docmail is quick, easy, efficient, secure and much more cost effective than doing it in-house. . . I would highly recommend Docmail. We have never had any problems and they charge just the standard postage charge but include printing, paper, envelope, postage and folding the letter into the envelope. "

Tom Ganner, Practice Manager Rother House Medical Centre

3) Docmail Security

Practices may be rightly concerned about the security credentials of any service handling patient information. Docmail meets all requirements laid down by the Department of Health (DH), and offers the highest levels of security

a) DH Information Governance and Data Protection Act

Docmail has achieved a 100% rating in the DH’s Information Governance Toolkit Assessment for 2012-2013 and meets the terms and conditions of the DH Information Governance Assurance Statement. www.igt.connectingforhealth.nhs.uk. Docmail is fully compliant with the Data Protection Act and is approved by the following:

• Government Procurement Service for Hybrid Mail
• Health Trust Europe Outgoing Mail Solutions - which includes University Hospitals Coventry and Warwickshire NHS trust
• Caldicott Guardian across a number of areas
• Ethics Committees, for the surgery’s use in medical studies

b) Physical and IT Security Management

The CFH production sites have the highest levels of both physical and IT security which enables them to process mailings with complete assurance.

4) Recommendations to GP practices

If surgeries use Docmail, it is recommended they inform patients of this via their website, surgery notice etc. All assessments and supporting documents mentioned above are available from the PCRN office. If any practice is still in doubt about using Docmail, CFH are happy to sign a mutual non-disclosure agreement.

For further information or advice, please contact Becky Harrison email: r.l.harrison@warwick.ac.uk or visit www.docmail.co.uk or email: jason.lusty@cfh.com, CFH Total Document Management Ltd