3-Stage Onboarding & Implementation Framework 

At Ashtons Virtual Hub, we know that practices and PCNs don’t have time for long, drawn-out onboarding processes. That’s why we’ve developed a streamlined, supportive, and stress-free framework that ensures our services integrate seamlessly into your workflows without unnecessary admin.

Our 3-Stage Onboarding & Implementation Framework is designed to be quick, effective, and fully aligned with your local needs – while guaranteeing quality, compliance, and seamless EMIS SystmOne and Docman integration every step of the way.

Stage 1 – Discovery & Alignment 

A rapid yet thorough process to make sure our service fits perfectly with your practice or PCN. 

• Understand your world – We take time to learn about your clinical goals,workforce structure, digital systems you use – including EMIS, SystmOne and Docman, and workflows. 

• Quick start onboarding questionnaire – Captures all the essential information without creating an admin burden. 
• Two-point leadership – From day one, you’ll have a dedicated Operational Mobilisation Lead and Clinical Mobilisation Lead to guide and support you. 

Stage 2 – SOPs & Local Protocol Integration 

Building a tailored framework that reflects your local context and ensures smooth delivery. 

• Define & agree – Scope, responsibilities, communication flows, escalation routes, and documentation standards.

• Customised to you – SOPs and protocols adapted to your setting’s unique requirements. 

• Internal training – Our pharmacists and support staff are fully trained internally and familiarised with EMIS, SystmOne and Docman and your workflows before go-live.

Stage 3 – Service Launch 

Turning planning into action with precision and transparency. 

• Final sign-off – All documentation reviewed and approved by your lead GP or PCN manager. 

• Perfect fit matching – We assign the pharmacist best suited to your clinical goals and scope of services, providing a consistent team member throughout the service. 

• Team introduction – Meet your assigned pharmacist and support team ahead of launch. 

• Go-live date confirmed – Your new service begins. 

Ongoing Partnership & Support 

Our commitment doesn’t end at launch. Instead, we stay by your side to ensure consistent quality and improvement. After the very first session, our Clinical and Operational Leads carry out a full clinic review to assess performance and alignment with your goals. In addition, we provide continuous oversight through behind-the-scenes monitoring and regular check-ins with your team. As a result, we can identify opportunities early and make proactive improvements that keep services running smoothly and performing at their best.

How We Deliver Quality – Our Team & Operations 

Our team structure and oversight processes are the backbone of our reliable, safe, and patient-centred services. 

Behind every service is a structure designed to guarantee reliability, safety and patient-centred care. At the heart of this is our central Virtual Hub management team, supported by named Operational and Clinical Leads for every service. In addition, this leadership is complemented by a skilled workforce of pharmacists, technicians, prescribers and administrative staff who keep delivery smooth and efficient.

Daily oversight ensures standards are consistently met. Internal huddles and workflow reviews keep teams aligned. In addition, KPI monitoring and dedicated admin support give clear visibility across scheduling and bookings. Our services also integrate fully with NHS clinical systems, including EMIS, SystmOne and Docman, as well as ICE and Accurx. All documentation is transparent, auditable and stored directly within your clinical system.

Issue management relies on clear escalation pathways, agreed with your practice or PCN. Communication is always delivered through your preferred platform.

We reinforce quality with regular record audits, SOP compliance checks and safety reviews. In addition, we gather feedback from patients, practices and primary care leaders. This comes through surveys, complaints and account management processes. As a result, external perspectives directly shape service improvements.

Learning and improvement are embedded into our operations. Incidents and KPIs are monitored centrally, with themed insights shared across all services to drive system-wide improvements. Monthly performance reviews and clinical training sessions with external GP mentors provide ongoing development, while internal clinical conferences encourage collaborative learning. Our senior team leads on risk mitigation. This ensures services remain safe, compliant and aligned with NHS digital standards.

Compliance & Quality 

Our services are fully aligned with NHS digital standards and supported by a robust compliance framework. In addition, we carry out regular audits and reflective learning to maintain the highest standards of care. Furthermore, all incidents and complaints are logged centrally to ensure transparency and accountability. As a result, themed insights from this process are used to drive wider improvements across every service we deliver.

Summary 

The Ashtons Virtual Hub offers: 

• Safe, scalable virtual care 

• Reliable mobilisation and service delivery 

• Real-time oversight and data-driven improvements 

• Seamless integration with NHS systems and priorities 

• Supportive, patient-centred services tailored for primary care 

At Ashtons, we don’t just provide services – we build trusted partnerships that help practices and PCNs deliver the best possible care.