Automation Use Case Library
The Digital Productivity automation use case library.
Every process in our published automation catalogue, in one list. Filter by the systems you already run to see what we have working elsewhere, or use the category links to browse. Every automation here is ready for us to tailor to your trust.
89 automations listed
41 systems covered
Nothing in the library uses that combination
Our process experts design and build bespoke workflows for systems that are not in the catalogue yet. The full library is shown below.
ClinicalPrimary care
| Process | Systems | What it does |
|---|---|---|
| Filing lab results |
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Logs into EMIS Lab Reports and reads results. Files normal results and flags abnormal results for GP review. |
| Prescription confirmation text messaging |
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Downloads an EMIS report, logs into Accurx and sends the patient a text message. |
| Sending prescriptions to community pharmacies |
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Logs into SystmOne and sends an SMS to each in-scope patient to confirm the prescription has been signed and sent to their chosen pharmacy. |
| Fit notes |
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Downloads a report, logs into EMIS, processes the GP approved fit note and reason and sends an SMS to the patient. |
| Registering new patients with a GP |
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Reads eforms from a dedicated inbox, validates fields, creates and populates the EMIS patient form, and sends a welcome SMS and acknowledgement email to the new patient. |
| Diabetes birthday bot |
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Reads diabetes patient data and uses an algorithm to determine which tests require a review, then sends a text message inviting the patient to contact the practice for tests. |
ClinicalSecondary and community care
| Process | Systems | What it does |
|---|---|---|
| Appointments disposal |
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Opens a manual report via the data warehouse and updates the Meditech appointment outcome and procedure code. |
| Downloading Attend Anywhere usage reports |
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Logs into Attend Anywhere, runs the consultation report and exports it to a shared drive. |
| Medicines and blood discontinuation |
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Logs into Meditech and updates individual patient records, discontinuing in-scope orders. |
| Outpatient clinic outcome process |
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Logs into Allscripts and collects the patient outcome, logs into Silverlink PAS and updates to DNA, discharge, rebook or attended, then creates a follow-up appointment and generates a letter for each scenario. |
| Commissioner portal reports |
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Uploads reports into Umbraco and sorts each report on a daily process. |
| Departed patients SystmOne |
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Logs into SystmOne and downloads the daily A&E type attendees and discharges for the multiple Urgent Treatment Centres, saving them to shared drive areas. |
| Pharmacy homecare invoicing |
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Opens a dedicated inbox, reads and validates invoice attachments, locates the patient in the Wellsky or JAC system and adds the invoice details. |
| Radiology plainfilm booking process |
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Logs into CRIS, processes patients from the Request worklist, opens the appointment diary, schedules the appointment, sends the letter to print via Envoy post and creates an output report. |
| Translation of texts for patient contact |
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Reads emails in a dedicated inbox, translates them into the requested language and sends them back to the requestor. |
| Waiting list with an attended appointment |
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Downloads the manual CSV report, logs into PIMS, searches for the patient record, opens the waiting list, cross checks and populates the required fields, then confirms closure of the waiting list. Pre-migration cleansing activity. |
| Waiting list with multiple linked appointments |
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Downloads the manual CSV report, logs into PIMS, searches for the referral, links it to a newly created waiting list entry and produces a management report. Pre-migration cleansing activity. |
| Estimated due date from CRIS to K2 |
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Opens the CRIS report, logs into K2MS and updates the patient's pregnancy profile with the estimated due date. |
| Antenatal self-referrals |
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Retrieves the web form from a dedicated inbox, checks for the patient on Cerner and adds the referral, then adds details to the consent management system. |
| Book routine referrals from eRS to Careflow Medway PAS |
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Logs into eRS and downloads the worklist, logs into Careflow, searches for or registers the patient using SCR and updates the referral details. |
| Book routine referrals into PAS |
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Searches for or creates a patient record in a PAS and attaches it to a waiting list. |
| Careflow discharge planning |
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Extracts SQL data, logs into Careflow, searches for or creates a patient proforma and populates it with a complete discharge data set. |
| Download attachments, various PAS |
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Logs into eRS, filters the worklist, downloads the clinical information summary and clinical attachments for UBRNs in specific specialities, and uploads them as a single PDF into the patient record on PAS. |
| eRS to EPR, download attachments, merge and upload |
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Identifies in-scope referrals from the eRS worklist, downloads the clinical information summary and any attachments, merges them into one document and uploads it to the patient's Powerchart EPR record. |
| Request received in CRIS |
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Logs into CRIS and the relevant worklist, processes items as request received, then creates a report and emails it to the team for manual activity. |
| Update eRS with triage outcome |
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Using a manual Luna report, locates the UBRN on eRS and completes the triage outcome and form comments, then sends a patient SMS or GP email where appropriate. |
| Modifying clinician and specialty with no future appointments |
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Opens a pre-downloaded file and logs into PIMS to edit clinician or specialty details on the waiting list episodes. |
| Modifying clinician and specialty with partial booking |
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Opens a pre-downloaded file and logs into PIMS to edit clinician or specialty details on the partial booking. |
CorporateRecruitment
| Process | Systems | What it does |
|---|---|---|
| ESR Trac vacancy link |
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Takes an in-scope list of adverts from Trac, creates the vacancy in ESR and links back into Trac, allowing the applicant interface to work between the two systems for offered applicants. |
| Trust ID invites |
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Triggered by a conditional offer letter in Trac. Creates a guest link, sends the Trust ID link and updates the notes on Trac. |
| Trust ID downloads of documents |
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A periodic check to download documents into an employee file or into Trac, and update the Trac notes. |
| Trust ID chase responses |
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A periodic check to chase applicant responses in Trust ID and update the Trac notes. |
| Efolder creation |
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Creates the applicant folder on a trust share area after a conditional offer letter has been sent, triggered by an in-scope list of applicants from Trac. |
| Pre-hire HPAN and professional registration checks |
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Triggered after a conditional offer letter using an in-scope list of applicants from Trac. Checks the professional body website and the HPAN website, screenshots the findings and saves them back into the applicant folder while updating the Trac status. |
| eForms downloading |
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Downloads Trac onboarding module forms or other eForms and saves them into Trac or an efolder, with added value options for other departments such as security, IT, payroll and RA. |
| Pre-hire updates into Trac |
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Uses unique identifiers to update the Trac record with missing data such as National Insurance number and professional registration. |
| Pre-hire updates into ESR |
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Updates unique identifiers on ESR, including National Insurance number, NHSmail address and professional registration. |
| Zip and outcome file downloads |
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Uses an in-scope Trac report to download applicant records into an efolder or share drive area, including non-finalised records about to fall off the system. |
| Creating missing ESR applicant records |
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Fed from the pre-hire updates on ESR process where an applicant record cannot be found. Once created, it loops into the pre-hire update process. |
| Pre-hire inter authority transfer |
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Covers internal and external transfers, supporting bank to substantive moves, learning and development competencies held within other trusts, and previous grade service for internal upgrades. |
| Authorisation to hire |
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Receives vacancy application form requests by email, adds them to the finance tracker, forwards the form to listed recipients for approval, checks for approved forms and updates the tracker at each completed stage. |
| Advertising jobs v1 |
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Handles approved requests from email, verifies authorisation credentials, creates e-files on a shared drive with a sequential reference number, populates the Trac advert details and publishes. Creates the requisition and vacancy in ESR and links back into Trac. |
| Advertising jobs v2 |
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Receives and logs the vacancy request form from authorising managers by email, then hands off to the recruitment team to link to an approved e-RAF form or pool. Creates the ESR vacancy and requisition and publishes the advert within Trac and NHS Jobs. |
| Advertising jobs v3 |
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Creates an ESR vacancy and requisition for all Trac vacancies. Once fully authorised, publishes as a restricted advert for a set period and republishes time-lapsed restricted adverts publicly on Trac and NHS Jobs. |
| Redeployment administration |
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Checks live adverts for redeployment pool matches and creates clone adverts, with communications to the HR contact for the redeployee. |
| Shortlisting notification to managers |
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Moves a closed Trac advert to shortlisting, checks for priority applicants and redeployee matches, and includes the detail in the template sent to shortlisters for their next steps. |
| Create Resident Doctor applicants on Trac |
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Uploads in-scope Resident Doctor applicants into a newly created vacancy. |
| Create vacancy e-files v1 |
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Creates a job folder for in-progress vacancies and a file for applicants in offer pending status. |
| Conditional offer letters, pre-check internal |
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Identifies in-scope records and checks the ESR and Trac data. If no ESR record is found the applicant is updated to external on Trac and follows the external process. If an ESR record is found it follows the internal process. |
| Conditional offer letters, external |
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Identifies in-scope records, initiates Trac employment checks, creates the occupational health record, populates and sends the offer, and sends the email notification. |
| Conditional offer letters, internal |
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Identifies in-scope records, retrieves and checks the ESR and Trac data, initiates Trac employment checks, creates the occupational health record, populates and sends the offer, and sends the email notification. |
| Resident Doctor contracts, new starters and rotators |
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Identifies in-scope records and the type of contract, initiates Trac employment checks, creates the occupational health record, populates and sends the contract, and sends the email notification. |
| Create applicant e-files v2 |
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Creates an applicant network folder and subfolder hierarchy. |
| Downloading new joiner forms |
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Downloads MS Forms or Trac onboarding forms into a shared area or applicant folder and uploads them onto the applicant record. |
| Pre-hire inter authority transfers |
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Initiates the inter authority transfer and downloads a copy to the applicant e-file. |
| ID checks 1 |
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Creates a user link for applicants to return their ID documents and updates Trac. |
| ID checks 2 |
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Chases outstanding ID checks. |
| ID checks 3 |
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Downloads returned ID documents and uploads them into Trac, then checks for and deletes duplicate links. |
| Applicant zip files 1 |
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Downloads the finalised Trac record into an applicant e-file. |
| Applicant zip files 2 |
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A catch-all process that downloads the Trac record regardless of status into an applicant e-file. |
| ESR new hires |
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Hires an applicant in ESR and updates their personal and contractual information. |
| Bank rehires via applicant records |
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Creates an ESR applicant record for substantive leavers remaining on the internal bank, updating a subset of personal and pre-employment check data into the new record. |
| Professional registration checks |
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Runs, downloads and filters a report from Trac, then checks the HPAN and the appropriate professional registration websites for NMC, HCPC, GMC, GOC, GPhC, GDC and Social Work England registered applicants. |
| Recruitment satisfaction survey |
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Collects in-scope records from Trac, searches for the applicant, sends the survey via Trac and sends a management report. |
CorporateHR and workforce
| Process | Systems | What it does |
|---|---|---|
| Notifications to manager or employee |
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Covers right to work, maternity returnees, fixed term contracts ending and contract amendment letters. |
| BI reporting |
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Uses the master base report to extract an array of data, then filters, cuts and saves it as the schedule requires. |
| Recruitment reporting |
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Uses the suite of Trac downloads to feed into the data warehouse, templates or dashboards to measure recruitment metrics. |
| Totara onboarding |
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Downloads a Trac report, creates a new starter record in the learning system and sends the details to the new starter. |
| Self-service for new starters |
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Downloads a new starter report, sends ESR login details and flags missing emails to line managers. |
| Allocate access |
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Creates or modifies Allocate access for Resident Doctor new starters. |
| Rotation position changes |
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Updates the ESR assignment with the new position and fixed term end dates. |
| Appraisals compliance reminder |
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Downloads the report worklist and sends an email notification to the employee's manager reminding them to complete an overdue appraisal. |
| Appraisal input |
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Accesses an e-form, populates the ESR screens with the required information and creates an output report. |
| Appraisal competency updates |
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Loads competencies linked to the date of appraisal, to support tracking of appraisal renewals and mid-year reviews. |
| Amendment to contract letters |
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Accesses a pre-filtered BI change event log, creates a personalised letter and sends it as a PDF attachment to the employee's email. |
| Certificate of employment letters |
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Populates a template based on an e-form submitted by the employee, with a tick list of the data items required for their request. |
| NHSmail addresses to ESR |
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Downloads a change event log report, finds the employee record on ESR and relinks the employee record to the username. |
| Fixed term end dates, manager notifications |
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Downloads a staff list focusing on fixed term end dates within a set number of months and sends a reminder email of next actions to the relevant managers. |
| Maternity returnee, manager notifications |
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Downloads a staff list focusing on maternity returnees within a set number of months and sends a reminder email of next actions to the relevant managers. |
| Right to work, employee notifications |
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Downloads a staff list focusing on right to work expiry dates approaching within a set number of months and sends a reminder email of next actions to the affected employees. |
| Reference requests v1 |
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Filters email for Trac reference requests, accesses the SQL database of workforce information to derive the detail, populates the Trac template and returns it to the requestor. |
| Reference requests v2 |
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Filters email for Trac reference requests, accesses the ESR BI staff list and leavers reports to identify the employee record, runs the ESR BI standard reference and accesses the ER database to add additional fields, then returns the saved report to the requestor. |
| Staff changes |
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Uses an output report from the HR manager app to update employee records in ESR with changes of hours, supervisors, fixed term details and maternity returnees. |
| Terminations |
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Uses an output report from the HR changes app to update employee termination details into ESR. |
| ESR BI reporting |
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Various reporting from ESR, with output reports saved to different drives, folders and formats based on the frequency, filters and effective dates controlled by the end user team. |
CorporateFinance and IT
| Process | Systems | What it does |
|---|---|---|
| New starter IT provisioning |
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Downloads the Trac start date booked report, checks for a current Windows account and for NHSmail, creates the Windows account, creates or assigns NHSmail, links the network drive, emails the line manager, creates a business report and updates the audit file. |
| Invoice management |
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Reads a dedicated inbox, forwards non-invoice emails onwards, validates invoices and sends them to the scan station. |
| Emailing PO receipting reminders |
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Logs into NEP, downloads the open purchase order report and emails the assigned contacts with the PO details. |
| Emailing debt reminder letters |
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Logs into NEP, downloads the aged debt and outstanding debt reports, compares them against the previous month for those still outstanding, separates them into sheets per client and emails the sheets to the client. |
Cannot find your process?
This library covers the automations we have already built and tested. Where a trust needs something different, our process experts design and build it from scratch, then run it as a fully managed service on the Digital Productivity Platform.