SystmOne projects
SystmOne, set up the way your service actually runs
Full configurations, structural overhauls and the reporting behind them, scoped and quoted as fixed pieces of work. Templates, protocols, rotas and returns built around how you work, by a team that has been inside the system for fourteen years.
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14 years
of hands-on SystmOne configuration and reporting
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48 years
combined SystmOne experience across the team
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8 settings
from general practice to A&E and out of hours
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MDS, CSDS, CDS
national and commissioner returns that report correctly
The starting point
Nobody would set it up this way on purpose
SystmOne is highly configurable, and over the years everyone configures it. Templates get copied, quick fixes harden into process, protocols get patched around a service that has moved on. The system still works. It just stopped matching the service a few years back, and everyone quietly works around the gap.
Meanwhile new functionality keeps arriving that nobody quite understands or has time to migrate to, so things get done the way they always have. Year by year the system grows harder to manage, as what it can do drifts further from what you use.
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Templates
The admission template asks four questions nobody has recorded since 2019.
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Rotas
Clinics run around the rota, because the rota stopped matching the clinics.
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Coding
The same activity is coded three different ways, and reports only find two of them.
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Units
The new service was stood up by copying the old one, quirks and all.
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Protocols
One person knows why that protocol fires. They retired in March.
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Returns
The monthly return is assembled by hand because the numbers do not line up.
Where we have done this
- General practice
- Community units
- Mental health
- Child health
- Care home units
- Hospital inpatient and outpatient
- A&E
- UTC and out of hours
- Multi-unit organisations
What we deliver
Configuration, delivered as a project
Six kinds of work, you may need one or all of them, we scope the work and give you a fixed quote.
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Units, stood up properly
New services configured from scratch: the unit, its users, rotas, appointment books, caseloads and views, built around the service you are launching rather than copied from the last one.
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Templates and protocols
Data entry templates, questionnaires and protocols that follow the appointment as it actually happens, coded correctly underneath so the activity can be found again.
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Structural overhauls
An inherited configuration rebuilt while the service keeps running. Changes staged out of hours where needed, agreed at checkpoints and documented as they land.
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Clinical reports, built in
Registers, recalls, caseloads and waiting lists, built in SystmOne reporting and restricted properly, so the numbers mean what everyone assumes they mean.
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Shared configuration
For multi-unit organisations: shared templates, consistent recording and one way of doing things, so activity means the same thing wherever it happened.
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Documentation and handover
What was configured, why, and how to keep it that way, written for whoever looks after the system next. Including someone who is not us.
Reporting
Getting the numbers back out is half the job
A configuration is only as good as what you can prove with it. We build the reports your service runs on, configure your units so the national returns count what actually happened, and set up the extracts for when the data needs to leave.
In the system
Clinical Reporting
The reports your service runs on, built in SystmOne’s own reporting and restricted properly, so the shared record does not quietly inflate your numbers.
- Registers and recall lists that match the service spec
- Caseload, contact and waiting list reporting
- Scoped to work done here, when that is the question
National returns
MDS, CSDS, CDS, and more
We configure your units so SystmOne’s built-in returns report correctly, and reconcile the output before it goes, so what you submit matches what the service actually did.
- Units configured so the built-in returns count the right activity
- Local MDS reporting for commissioners
- Reconciled against the record before submission
Out of the system
Strategic Reporting extracts
TPP’s nightly organisation-level extract, set up properly: reporting unit, access rights and extract group, agreed and signed off before anything flows.
- Bulk extract first, daily deltas after
- Scoped to the minimum the purpose needs
- Landed, processed and warehoused every night
Pairs with Synaxiom
Strategic Reporting files need somewhere to land. Synaxiom is our managed warehouse: extracts arrive nightly, load automatically and come back as dashboards, returns and feeds.
See SynaxiomThe work
Four steps, one quote, and clinics that keep running
No day rates and no open-ended discovery. You get one figure against a written scope, and a plan that treats a live clinical system with the respect it is owed.
Anything we find mid-job is raised before it is built, not after it is billed.
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Step 1: We walk the configuration
With the people who use it. What the service runs, where it fights the system, and which parts of the setup are load-bearing.
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Step 2: We scope it and quote it
One fixed price for a defined piece of work, agreed before anything changes. You see what is in scope, what is not, and what each of those choices costs.
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Step 3: We build it in stages you approve
Changes land in agreed windows, out of hours where they need to be, and nothing reaches a live clinic before the people who run it have signed it off.
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Step 4: We hand it over documented
Every change recorded: what changed, where and why. Your team briefed, the documentation yours, and the configuration maintainable by whoever comes next.
Governance
Your system, your rules, your patients
Everything happens inside your SystmOne, under your governance. We hold no copies, we take no shortcuts, and nothing moves without the paperwork that lets it.
- The work happens inside your SystmOne, under your IG and access controls
- Smartcard roles requested through your RA process and scoped to the job
- DPIAs and sharing agreements drafted with you when data needs to move
- An NHS Business Partner (code 8JG32), with our own DSP Toolkit submitted annually
- Extracts scoped to the minimum and signed off by your DPO
- Every configuration change logged: what changed, where, and why
What it costs
Scoped and quoted per engagement
Per engagement
One figure,
one scope
No two configurations are the same age or the same shape, so we look at yours before we name a number. What comes back is a fixed quote against a written scope, not a rate card and an estimate.
Request a project quote- One fixed figure, agreed before work starts
- A date you can plan the service around
- What is out of scope, in writing
- Findings raised before they are built
What moves it
How much of the tree it touches
One template is a small job. A structural overhaul across a multi-unit organisation, with shared templates behind it, is not.
What moves it
How much history moves
After an overhaul, patient records need to end up in the right places. That is priced by the checking, not the moving, and reconciling takes the time it takes.
What moves it
What the reporting has to prove
A caseload report is quick. A Strategic Reporting feed with national returns riding on it is a bigger scope.
Afterwards, changes are quoted piece by piece, the same way. If they turn into a steady stream, the retainer usually works out cheaper, and it covers configuration and reporting alike.
How the retainer worksPrices exclude any applicable sales tax.
Questions
The things people ask first
Do you work in our system, or take it away?
In yours. Smartcard access through your RA process, scoped to the job, under your IG and access controls. Nothing is copied out to get the work done, and nothing moves without a sharing agreement that says it can.
Can you overhaul a configuration without stopping clinics?
Yes, and that is the normal case rather than the exception. Changes are staged in agreed windows, out of hours where they need to be, and nothing lands on a live clinic before the people who run it have signed it off.
We are merging with another organisation. Can you handle the SystmOne side?
Yes. The data move itself is done by TPP; everything around it is ours. We restructure the units, get patient records into the right places once they land, and make sure the reporting still adds up afterwards.
Do you know our care setting?
Fourteen years across general practice, community units, mental health, child health, care homes, hospital inpatient and outpatient, A&E and urgent treatment and out of hours, much of it in multi-unit organisations. If yours is different, ask. The fundamentals carry.
Can you set up Strategic Reporting for us?
Yes. Reporting unit, access rights and extract group, scoped to the minimum and signed off by your DPO before anything flows. Then somewhere for the files to land each night, usually Synaxiom, though it does not have to be.
Are you part of TPP?
No. We are an independent consultancy that has configured and supported the SystmOne application since 2012. Where a change needs TPP themselves, we raise it and manage it through your existing account with them.