FHFT has been working with practices to support the effective flow of clinical correspondence via Docman. Recent validation of Docman rejections has highlighted the themes below, and we would be grateful if practices could review and discuss these locally, make amendments to processes if and where required, and let us know about any barriers or areas where we can offer support within FHFT. 

Key guidance & support requested from practices by Docman rejection code and reason 
Rejection code  Reason  Guidance for practices 
REJ01/REJ02  Patient no longer registered or never registered 

National Care Record Service (NCRS) - please update NCRS as soon as possible when a patient registers, leaves the practice, or changes demographic details. FHFT cannot update a patient’s GP details on NCRS; this must be completed by the practice. 

New baby discharge summaries: If the mother is registered with the practice, please retain the baby discharge summary in Docman until the baby is registered. These summaries should not be rejected back to FHFT because they contain important clinical and safeguarding information. This is particularly important for newborn discharge summaries, which support identification, continuity of care, postnatal follow-up, and safeguarding. 
REJ05  Duplicate documents  If you receive more than one version of a discharge summary or any clinical correspondence, please retain the latest version rather than rejecting it, assuming it is a duplicate. If you are unsure contact the relevant specialty directly for confirmation.  
REJ07  Deceased patients  Correspondence for deceased patients should continue to be saved to the patient record in primary care and should not be rejected back to FHFT due to the patient being deceased. 
REJ08  Invalid document 

Comments - Please include a brief comment explaining the issue with the document, as this was not always clear. 

Shared Care Agreements received via Docman should be accepted and stored in the patient record. Accepting the document in Docman confirms receipt only; it does not confirm clinical acceptance of shared care, which remains a separate clinical decision and should continue to be communicated directly to the specialist team. 

 

Contacts and support 
Individual letters or discharge summaries  For queries about individual letters or discharge summaries, please use the contact details provided within the correspondence. All discharge summaries include contact details at the bottom. Alternatively, contact the relevant specialty administration team using the email addresses provided on the FHFT GP Centre: https://www.fhft.nhs.uk/gps/referrals-and-key-contacts#Referrals-support 
Ward contact details  Ward contact details:  Find a ward :: Frimley Health NHS Foundation Trust 
Unresolved issue  If an issue remains unresolved, please contact the Patient Advice and Liaison: Patient advice and liaison services (PALS) :: Frimley Health NHS Foundation Trust  
Recurring process concern  For unresolved or recurring process concerns, including issues relating to correspondence, please contact the FHFT GP Interface Support Team