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OvoTech Medical Coding

Clinical letters coded in seconds. Approved by your team.

OvoTech reads incoming correspondence, suggests SNOMED CT UK codes with the evidence behind them, and writes approved codes back to EMIS or SystmOne. Nothing reaches the record without a person saying yes.

Every code evidencedConfidence on every suggestionFully audited
Discharge summary
matched to patient · ready to review
Inside OvoTech

One screen. Every decision in context.

The patient on the left. The letter, summarised and structured, in the middle. SNOMED CT UK suggestions on the right, each tied to the words it came from. Your reviewer sees everything needed to decide, and nothing reaches the record until they do.

OvoTech Clinical Review screen
The OvoTech clinical review screen · all patient and practice details are fictionalView full size →
The challenge

Coding shouldn't consume clinical time.

Every day your practice receives discharge summaries, specialist letters and clinic notes. Someone has to read each one, pick out the diagnoses, problems and medications, find the right SNOMED code and file it.

Too often that someone is a GP. It's slow, it varies from one person to the next, and it doesn't scale with volume. OvoTech Medical Coding takes the reading, extracting and looking up off your team, and leaves them the decision.

Before and after

Hours of manual handling become seconds of review.

Today a letter passes through four tools and five hand-offs before it reaches the record. With OvoTech it follows one connected path, and the decision still sits with your team.

Today5 hand-offs · 4 tools
Docman1switchLetter downloaded and opened

Staff read the full document by hand.

Letter2switchClinical terms picked out by eye

Findings, problems and medications found manually.

SNOMED browser3switchSNOMED looked up by hand

Codes are missed, or chosen inconsistently.

GP inbox4switchGP checks and corrects

Expensive clinical time spent fixing admin.

EMIS5Filed into the record manually

Slow, error-prone and impossible to scale.

With OvoTechOne connected path
NHS IM1 · DocmanLetter arrives automatically

Ingested and matched to the patient.

OvoTechRead and classified

By type, sender, specialty and urgency.

OvoTechCodes suggested with confidence

SNOMED CT UK codes, each with its source text.

OvoTechApproved in seconds

Accept, amend or reject from one screen.

EMIS · SystmOneWritten back, fully audited

Filed to the record with an immutable audit trail.

Tools switched per letter4 → 1
Manual look-upsEvery term → none
Human decisionKept, every time
How it works

Six steps. One decision stays with you.

Select a step to see what OvoTech does at each stage, from the moment a letter lands to the moment it is filed.

Step 01

Understand the document

Important information. Out of the paperwork.

OvoTech pulls the relevant clinical information out of incoming correspondence into structured fields, shown beside the original letter. Reviewers can correct anything, and the record keeps the original value, the change and who made it.

  • Patient and document details
  • Diagnoses and active problems
  • Medications and clinical findings
  • Plan, follow-up and summary
Missing or uncertain information is flagged, not filled in. Unmatched documents stay visible until someone resolves them.
Extracted letter fieldsIllustrative · fictional data
Document typeClinic letterEdit
Letter date12 Mar 2026Edit
DepartmentCardiology outpatientsEdit
ClinicianConsultant CardiologistEdit
DiagnosisAtrial fibrillationEdit
New findingsMild left ventricular hypertrophyAmended by J. Davies · original value kept
Medication changeApixaban 5 mg twice daily startedEdit
Next follow-upClinic review in 3 monthsEdit
Patient history · SAMPLE-042Illustrative · fictional data
Atrial fibrillationType 2 diabetesEssential hypertension
Today
Cardiology clinic letterCurrent documentApixaban started · 3 codes awaiting review
3 mo ago
Hypertension review letterEssential hypertension confirmed · coded and approved
8 mo ago
Diabetes clinic letterMetformin continued · coded and approved
1 yr ago
Discharge summarySource correspondence retained for context
Review with patient context

Coding decisions shouldn't happen in isolation.

Reviewers see a timeline of the correspondence OvoTech has already processed for the patient, with earlier findings and coding decisions beside the letter in front of them.

  • Earlier findings and codes at a glance
  • Source letters kept close for checking
  • Active problems and medications in view
This is OvoTech's own processing history, not the patient's full GP record. Historical information is never automatically treated as current coding.
Try the review screen

You see the evidence. You make the call.

Accept, amend or reject each suggestion below. Nothing is filed until every code has been reviewed by a person.

Clinic letter · Cardiology Illustrative example

Dear Dr Patel,

Re: Patient A, cardiology clinic review

Thank you for referring this 67-year-old gentleman with palpitations. His ECG today confirmed atrial fibrillation. He has a background of type 2 diabetes mellitus and essential hypertension, both well controlled.

Echocardiography showed mild left ventricular hypertrophy with preserved ejection fraction. I have started apixaban 5 mg twice daily and will see him again in three months.

Yours sincerely,
Consultant Cardiologist

Suggested SNOMED CT UK codes 0 of 4 reviewed
Product walkthrough

Six screens, from inbox to record.

A tour of the screens your team works in every day. All names and numbers here are fictional; no clinical systems are connected.

OvoTech Clinical Overview screen with document status tiles
The OvoTech product · fictional sample dataView full size →
Step 01 of 06

Start with the summary.

See what has arrived, what has been processed and what is waiting for review, since you last logged in, today, this week or this month.

OvoTech Review Queue ordered by urgency and confidence
The OvoTech product · fictional sample dataView full size →
Step 02 of 06

Work in the right order.

The queue is ordered by urgency, confidence tier and your practice turnaround target, so critical and overdue documents surface first.

OvoTech Clinical Review screen with patient context, extracted fields and SNOMED coding
The OvoTech product · fictional sample dataView full size →
Step 03 of 06

Evidence at hand. Judgement in control.

Patient context, the document summary, editable extracted fields and SNOMED CT UK suggestions sit on one screen, each suggestion linked to the words it came from.

Patient historyIllustrative · fictional data
Today
Clinic letterCurrentURTI diagnosed · 2 codes awaiting review
4 mo ago
Asthma review letterAsthma coded and approved
9 mo ago
Discharge summarySalbutamol inhaler continued
Step 04 of 06

Context before coding.

A timeline of earlier correspondence and coding decisions for the same patient, kept separate from the current document so history never becomes current coding by accident.

Coding reviewIllustrative · fictional data
Accepted1
Rejected0
Pending1
Upper respiratory tract infection · 54150009Accepted
Cough · 49727002Pending
+ Add a code manually
Approve allReject all
Step 05 of 06

Decide code by code.

Accept all, reject all, or go suggestion by suggestion. Add a code manually when something is missing; everything is counted and logged.

Reviewed documentsIllustrative · fictional data
DocumentReviewerCodesReviewedStatus
SAMPLE, Patient EClinic letterJ. Davies3 accepted09:47Posted
SAMPLE, Patient FDischarge summaryA. Morgan2 accepted · 1 amended09:31Posted
SAMPLE, Patient GReferral letterJ. Davies1 accepted09:12Ready for EMIS
SAMPLE, Patient HPathology letterA. MorganRejected08:58Closed
Step 06 of 06

Every outcome, on record.

See what has been reviewed, by whom, and whether it has been posted to the clinical system, with the full audit trail one click away.

Approve, then update

A controlled update to the patient record.

An authorised reviewer approves the final selection before anything is written to the clinical system. Every step after that is visible, and every action is on the audit trail.

✓Review pendingDocument in the queue
✓Coding reviewedEach suggestion decided
✓Coding approvedFinal selection only
4Ready for EMISQueued for write-back
5Posted to EMISRecord updated
Exceptions stay visibleIf an update needs attention it is flagged, with a controlled retry.
No duplicatesDuplicate prevention stops the same code being posted twice.
Activity and audit trail · DEMO-107Illustrative · fictional names
09:41
Correspondence receivedSystemDischarge summary matched to SAMPLE-042
09:42
Information extractedOvoTech8 fields structured from the letter
09:44
Coding suggestions createdOvoTech3 SNOMED CT UK codes, each with source evidence
09:47
Suggestions reviewedJ. Davies · Medical Coder2 accepted · 1 amended
09:49
Review approvedDr A. Patel · Clinical ReviewerFinal selection confirmed
09:53
Written backEMISPosted to the patient record · audit entry sealed
OvoTech EMIS readiness panel and editable extracted fields
EMIS readiness in the product: suggestions alone never complete a document · fictional dataView full size →
Built around your people

Two perspectives. One connected practice.

Focused review work for the Medical Coder or Clinical Reviewer. A clear operational view for the practice admin. Each person sees what their role needs.

Your next task, in focus.

Move from assigned correspondence to evidence, coding and approval without losing context, with urgent and two-week-wait letters at the top.

  • Personal review queue, ordered by urgency
  • Source-backed suggestions and patient history
  • Accept, amend or reject in a click
  • Approval controls that match your role
Coder workspace · J. DaviesIllustrative · fictional data
My queue12
Completed today48
High priority · urgent referrals and 2WW3
Routine correspondence9
Pending clarification1
Next item · Discharge summary · SAMPLE-042Acute exacerbation of asthma · 708038006Evidence: acute exacerbation of asthma
AcceptAmendReject

The whole practice, at a glance.

See volumes, turnaround and overdue items across the team, and set the rules and targets that fit how your practice works.

  • Queue, turnaround and overdue items in one view
  • Workload by reviewer
  • Overdue thresholds, targets and cost baselines
  • Rules changed in the browser, fully versioned
Practice admin · Riverside Medical PracticeIllustrative · fictional data
Received this week214
Posted to EMIS198
Overdue · over 48h2
ReviewerReviewedAvg turnaround
J. Davies1126h
A. Morgan869h

Operational visibility does not automatically grant clinical access. Permissions follow each person's role and practice.

What could it give back?

Work out the time your practice spends on coding.

Move the sliders to match your practice. The figures are yours; we'll show you what changes when your team reviews instead of codes from scratch.

Time back every month
0 hours
0hours a month coding today
0hours a month reviewing with OvoTech
£0staff time released a month
0days a month back for the team
0hfaster turnaround per letter
0%of coding time released
Hours released = letters a day × (minutes today − minutes with OvoTech) × 21 working days ÷ 60. Value = hours released × hourly cost. Turnaround = today's average − your target. Based on 7.5-hour days. This is an estimate from your own inputs, not a guarantee; we'll firm it up with you on your own correspondence.
Validate this on your letters
What changes

Coding that's faster, more consistent and safer.

GP time goes back to patients, and coding quality stops depending on who happened to pick up the letter.

Grounded in SNOMED CT UK
Every suggestion comes from the official UK release of more than 400,000 clinical concepts. No free-text guesses, no invented codes.
Evidence on screen
Each code sits next to the exact line of the letter it came from, so reviewers can confirm it at a glance instead of rereading the document.
Confidence-led review
High-confidence suggestions take one click. Borderline ones are flagged for a closer look, so attention goes where judgement matters.
Clinical rules validation
Before any suggestion reaches a reviewer it is checked against deterministic clinical rules for conflicting diagnoses and unsafe code combinations.
Human-gated
No code is filed without explicit approval from an authorised person. GPs can override any suggestion at any point.
Auditable by default
An immutable, tamper-evident record of every suggestion, decision and rule change: who did what, and when.
Your practice, your rules

It works the way your practice works.

No two practices code the same way. OvoTech adapts to yours, and your practice manager stays in charge of the rules.

Choose which document types OvoTech processes and who reviews them.
Set review thresholds by document category.
Keep your own SNOMED inclusion and exclusion lists, with specialty pathways such as diabetes and cardiology.
Route urgent documents with configurable escalation.
Change rules in the browser. They apply immediately and every change is versioned.
Get set up through guided onboarding, with templates for common UK practice types.
Set overdue thresholds, turnaround targets and your own time-and-cost baselines.
Practice coding rules Illustrative
Discharge summaries
Reviewed by practice coder
Specialist clinic letters
Reviewed by practice coder
Urgent findings
Escalate to duty GP
Diabetes pathway
Specialty coding list applied
Overdue threshold
When a document needs attention
48 hours
Manual handling baseline
Used to estimate time saved
4 minutes
Staff hourly cost
Your practice's own cost baseline
£16.00
Administrative codes
Excluded from suggestions
Estimates use your configured baseline, not generic savings claims.
When OvoTech isn't sure

It tells you. Then it steps back.

Every suggestion carries a calibrated confidence score, and your practice sets the thresholds that decide what happens next.

Missing or uncertain information is flagged, not filled in. Unmatched documents stay visible until someone resolves them.

High confidence
Presented for one-click approval, with the source text alongside.
Borderline
Highlighted for careful review, so the reviewer knows to look closer.
Low confidence
No suggestion is made. The item goes to manual coding, so OvoTech never guesses.
Why OvoTech

Built on direct integration and clinical-grade AI.

OvoTech connects through NHS IM1, so it doesn't break when a screen layout changes. Its models are built for clinical language, every output is traceable to source, and the same engine powers every OvoTech module.

See OvoTech Medical Coding on the kind of correspondence your team handles every day.

Request a demo