Clinical Letter Reconciliation
Clinical Letter Reconciliation
What is a Clinical Letter Reconciliation?
Reviewing and reconciling medicines information in the clinical correspondence included in the agreed service.
Virtual Pharmacist delivers a full clinical letter reconciliation service, managing hospital discharge letters, outpatient clinic letters, investigation reports and consultant recommendations. Our pharmacists assess medicines changes, monitoring instructions and follow-up actions, documenting appropriate actions and escalating matters requiring further clinical input. Strict safety processes are followed throughout.
How Will This Help My Practice?
Our trained pharmacists review medicines-related correspondence within the agreed scope, helping the practice manage its workload while identifying actions that need further clinical input.
Enhances patient safety and safeguarding
Arranging appropriate and required care needs.
Manages any unsafe, unclear, or incorrect requests
Assessing clinical risks and suitability for patients.
Significantly reduces GP workloads
Handling admin tasks and backlogs to simplify daily workflows.
Reduces the risk of missed medicines-related actions
From volumes of unprocessed correspondence.
Documented to support medicines governance
Supporting safe workflows and practice oversight.
Helps reduce errors, delays and gaps in medicines care
Ensuring each action is fully understood, coded, and communicated.
“The team is consistently reliable. Phones are always answered and emails come back the same day. It’s made a real difference to how we run our medication reviews.”
“Fast email replies and clinical input whenever we need it. They picked up our medicines work seamlessly and delivered from day one.”
“Excellent service from start to finish. Easy to reach, quick to reply, and they clearly know NHS workflows inside out. We couldn’t recommend the team more highly.”
How Does Virtual Pharmacist Work?
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Frequently Asked Questions
What types of letters do you reconcile?
Our pharmacists review medicines information in agreed correspondence, such as discharge summaries, outpatient letters and relevant investigation reports. Safeguarding concerns, urgent findings and decisions beyond the agreed clinical scope require escalation through the practice pathway.
What actions do pharmacists complete during reconciliation?
To manage the handling and workloads of these GP tasks, our pharmacists carry out appropriate medicines-related actions within their competence and the agreed service scope. This includes, but is not limited to:
- Updating medication lists
- Arranging monitoring and tests recommended by secondary care
- Addressing any safety concerns or interactions
- Communicating with patients when changes are required
- Creating tasks for GP review when specialist decisions need their oversight
How do you manage unsafe, unclear, or non-formulary requests?
Our pharmacists review the medicines-related correspondence allocated within the agreed service. Sometimes, this correspondence might not be quite right. So, where necessary, our pharmacists will liaise with hospital teams for clarification, escalate to a GP if a decision falls outside agreed parameters, and check evidence with formulary guidance.
Do pharmacists use risk and optimisation software?
Yes, our pharmacists use tools such as Eclipse, Ardens, ScriptSwitch, and OptimiseRx. These software systems are used to:
- Identify safety risks when new medications are added
- Support review against the local formulary
- Flag medication interactions or contraindications
- Support safe switches and substitutions where necessary
- Help identify high-risk monitoring requirements
