1
Upload dictation
Start in New Dictation. Upload the consultant audio and let MedSec create transcript-driven draft letters.
If one recording contains multiple letters, MedSec splits them into separate draft items for the worklist.
Quick start
Your first letter in MedSec
This is the shortest safe route from new dictation to consultant-ready draft.
2
Review patient and setup
Open the draft, confirm the patient, letter type, consultant, GP, and secretary assignment.
Use the left-side panels to complete identity and setup before polishing the body of the letter.
3
Edit the body
Clean the wording, resolve highlighted terms, and check anything marked as uncertain.
The central workspace is the source of truth for the letter. Refresh the format when you want the header and structure rebuilt.
4
Send for approval
When the draft is ready, submit it to the consultant review stage.
Consultants can approve, reject with comments, or return the draft for correction.
5
Send and track
Approved letters move into sending, recipient checks, and delivery logging.
Every action stays attached to the letter so the audit history remains intact.
Workflow map
How MedSec moves a letter forward
Use this mental model when training a new user. Every stage has one job and a clear owner.
Upload
Audio enters MedSec
Transcribe
Transcript and draft created
Review
Patient and wording checked
Approval
Consultant decision
Send
Recipients, PDF, audit
What good looks like
Before approval
Patient confirmed, consultant set, GP checked, body cleaned, highlighted terms reviewed.
Before sending
Recipients confirmed, workflow blockers cleared, consultant approval recorded.
After sending
Delivery log, resend reasons, and audit events remain attached to the same letter.
Editor guide
What the letter screen is for
New users often open a draft and do not know where to look first. This panel explains the page layout before they edit anything.
Left rail
Patient identity
Confirm patient, DOB, NHS number, and address.
Letter setup
Set letter type and consultant before refreshing the format.
GP and secretary
Confirm supporting operational details without crowding the editor.
Letter workspaceMain editing area
Patient address and identity details sit at the top.
Consultant, GP, and Re line should reflect the setup values.
The body is where you correct grammar, wording, and clinical clarity.
When setup changes affect structure, use Refresh format and then save the draft.
Right rail
Template
Insert standard sections or review live field values.
Dictionary
Open when highlighted medical terms need review.
Tasks and audit
Use these for follow-up, delivery history, and traceability.
Roles
Who does what in MedSec
This gives new teams a simple operating model so they know where responsibility changes hands.
Secretary / admin
- Use Worklist as the main queue for Drafts, Awaiting approval, Ready to send, and Sent.
- Confirm patient identity before trusting the draft body.
- Treat highlighted terms and uncertainties as prompts for human review, not automatic corrections.
Consultant
- Focus on clinical accuracy, sign-off wording, and whether the intended recipient is correct.
- Return the draft with a comment if something needs changing.
- Approved letters should be ready for recipient confirmation and sending without further redrafting.
Practice owner
- Keep consultants, GPs, and secretaries maintained so draft setup fields resolve cleanly.
- Use the dashboard for a snapshot, but rely on Worklist for operational flow.
- Check audit and send history to understand what happened and when.
Timeline
Lifecycle of a letter
The workflow diagram is useful when explaining why a draft is not ready to send yet.
Workflow journey
Where this letter is in the process
Click a stage to see what has happened already, what is current now, and what comes next.
1 failed delivery1 resend
Selected stage
Sent and tracked
1 failed delivery still needs follow-up. 1 resend logged. Delivery history and audit remain available after sending.
Recorded time
10/03/2026, 14:05:00
Common issues
What usually confuses new users
These are the questions people tend to ask in their first week using the system.
The body still shows placeholder wording
Use the left setup panels to complete patient, consultant, GP, or letter type details, then click Refresh format if the body needs to be rebuilt from the latest setup values.
A patient looks familiar but is not linked yet
Search the patient box first and attach the correct person before sending. The draft queue is allowed to exist before identity is fully confirmed.
The consultant or secretary looks blank
Check whether the draft contains a saved name without a linked registry record. Update the relevant registry if you want the dropdown to resolve to a maintained record.
A letter is approved but not ready to send
Recipient checks can still block sending. Confirm patient or GP email details and review any workflow tasks created from prior delivery failures.