Frequently Asked Questions

Where do we place coded letters?

Coded letters are entered into the Journal, along with a summary and a link to the document. Relevant tasks are also assigned—for example, medicine changes.

What practice protocols are taken into consideration during onboarding and set-up?

We work collaboratively with you to mimic your current workflows and optimise based on your preferences.

What are the ongoing costs?

We charge a one-off set-up fee only. There are no ongoing licence or monthly charges for letter coding. Ongoing support and troubleshooting are included with no additional or hidden fees.

Why do you charge per letter?

We do not charge for blank pages. You only pay for what you use, allowing for simple and effective budgeting based on actual activity.

Will you continue to improve (where possible) your confidence levels?

Yes. With consistent coding comes the opportunity to do more—such as medicines management optimisation, combined clinics, accurate data auditing, resource planning, and aligning budgets.

Where does the information get processed?

All information is processed and stored in the UK, in accordance with the latest GDPR recommendations.

Can you link to existing problems on the record?

Yes

What governance certifications do you have?

- We are a Class I medical device registered with the MHRA.

- We have completed DCB0129 that has been externally reviewed.

- We have annual external cyber security checks that are sent to the National Cyber Security Centre.

- We have a completed NHS DTAC.

- Our NHS Data Security and Protection Toolkit is held to “Standards Exceeded”.

- We have Cyber Essentials Plus certification.

Does GP Autopilot code letters all the time, or just during business hours?

GP Autopilot is cloud-based and runs 24/7/365.

Can you customise letter types which are recorded in the clinical system?

Yes

Do you have template Data Processing Agreements and Data Protection Impact Assessments (DPIA)?

Yes, please email [email protected] and we’ll happily send this across to you.

What support do you offer?

We offer online video tutorials and written documentation, as well as offering phone, teams and email support. We often do practice training face to face as well!

Is there any long term contract or notice period if we want to leave?

No, it’s just pay as you go.