A structured PTL management and validation platform designed by NHS operational experts to ensure pathway integrity and RTT compliance.
The Challenge
NHS trusts managing elective recovery face systemic challenges with fragmented data, retrospective reporting, and inconsistent validation practices.
When your Patient Tracking List is spread across multiple spreadsheets, teams lack a single auditable view. Data silos lead to missed breaches across T&O, Cardiology, ENT, and other specialties.
Weekly board reports built from static extracts cannot support real-time elective recovery decisions. By the time data reaches leadership, RTT clocks have already breached.
Without structured validation workflows aligned to the National RTT Rules Suite v6.0, teams apply rules inconsistently—leading to clock errors, poor data quality, and audit exposure.
Comprehensive Coverage
A single platform addressing the full scope of NHS elective recovery operations.
Real-time oversight of elective waiting lists across all specialties, with configurable views for 18-week, Cancer PTL, and long waiter cohorts.
End-to-end tracking from referral to discharge across T&O, Cardiology, ENT, and all specialties with full clock history visibility.
Structured, auditable validation for RTT and Cancer pathways aligned to the National RTT Rules Suite v6.0.
Integrated 10% QA sampling loops and internal audit trails with full clinico-admin history and IP tracking.
Track clinic outcomes, pending bookings, and appointment utilisation to support capacity planning and reduce DNAs.
Manage partial booking lists and DNA recovery workflows to reduce administrative backlog and improve patient flow.
Automated generation of weekly PTL packs and RAG-rated reporting for board-level oversight and CQC readiness.
Specialist workflows for 65/78/104+ week waits and Patient-Initiated Follow-Up management with structured outreach tracking.
Integrated P1/P2/P3/P4 clinical priority tracking. Align RTT wait times with clinical urgency to prevent harm and support elective recovery prioritisation.
Structured Process
A clear, repeatable process from PTL import to board-ready reporting.
Securely upload your waiting list via CSV. Structured data mapping handles standard PTL exports from any Patient Administration System.
Execute rules-based RTT validation alongside clinical P-code stratification to ensure the most urgent patients are seen first. Integrated QA oversight and staff performance tracking across all specialties.
Access real-time dashboards with RAG-rated PTL views and generate board-ready weekly packs automatically. No manual report assembly required.
Platform Capabilities
Purpose-built for RTT validators, programme leads, and elective recovery directors. Every feature follows the National RTT Rules Suite v6.0.
Continuously monitors every pathway across T&O, Cardiology, ENT, and all specialties. Flags RTT risk at 7, 14, and 28 days before breach—enabling proactive intervention.
Built-in 10% QA sampling loops with claim-and-validate workflows, per-validator rework tracking, and full clinico-admin audit trails with IP logging.
Manage outreach for Patient-Initiated Follow-Up, 65/78/104+ week long waiters, and pending bookings. Flag pathways suitable for virtual or telephone consultations.
Automated generation of weekly PTL packs with RAG-rated reporting, long waiter analysis, and specialty bottleneck detection across RTT and Cancer pathways.
Track booking status across pending, partial booking lists, and DNA recovery. Validate clinical coding with automated checks aligned to national standards.
Automated data quality checks identify duplicates, missing fields, RTT clock mismatches, and date anomalies before they compromise board reports.
Automated alerts for high-risk clinical pathways. Identify P2 patients approaching configurable booking thresholds and P3 patients approaching clinical targets.
Rapid Onboarding
Go live in as little as 2 weeks using your standard PTL exports. No complex integration project required.
Import standard PTL exports directly. No custom formatting required.
Automated field mapping aligns your data to CareFlow's validation schema on import.
Architecture designed for direct integration with Patient Administration Systems and Electronic Patient Records.
Ready for Microsoft Dataverse environments used across NHS Integrated Care Systems.
RESTful API layer supports automated data feeds and third-party system connectivity.
Trust & Compliance
Designed for NHS Data Security Standards. Supports DSPT-aligned deployment with enterprise-grade access controls and audit capabilities.
Granular RBAC with 7 configurable roles from Super Admin to Read Only, ensuring staff see only what they need.
Every action is logged with timestamp, user, IP address, and change detail. Complete traceability for internal and external audit.
Multi-tenant architecture with Row Level Security ensures complete data separation between organisations.
Download validation and audit logs as CSV for audit defence, CQC submissions, and ICB reporting requirements.
Designed For Your Role
CareFlow is designed to support every role within the elective recovery programme.
Structured validation workflows with guided fields and one-click corrections. Spend time on clinical decisions, not manual data entry.
Real-time visibility into team productivity, breach risk, and QA outcomes. Identify where to focus resources across specialties.
Board-ready weekly packs generated automatically. Contract performance and RAG status at a glance. No manual report assembly.
Confidence that waiting list data is validated, auditable, and accurate. Defensible data for CQC, NHSE, and ICB reporting.
“CareFlow has allowed our team to move away from fragmented spreadsheets into a single, auditable source of truth. The real-time visibility into RTT risk has fundamentally changed our elective recovery trajectory.”
Programme Lead, Elective Recovery
NHS Acute Trust
Flexible Options
Start with a pilot or deploy Trust-wide from day one. No long-term commitment required.
For individual clinics or specialties looking to strengthen validation processes.
Full Trust-wide deployment with advanced analytics, PAS integration readiness, and unlimited users.
End-to-end managed validation services delivered by T21's operational team, supported by the CareFlow platform.
Our Services
T21 Services provides end-to-end PTL management support for NHS trusts and insourcing companies. We supply the trained workforce, the operational leadership, the quality assurance, and the technology platform — all as one integrated service.
Experienced RTT validators, clinical coders, and pathway administrators deployed directly into your Trust — fully trained on national RTT rules and local PAS systems.
Dedicated Quality Assurance reviewers who second-check every validated pathway, ensuring data accuracy before it reaches your national submissions and board reports.
Programme Leads and Team Managers who coordinate your insourced validation team — managing daily targets, workload allocation, escalations, and performance reporting.
Our purpose-built PTL management platform that underpins everything — from pathway validation and QA review to board reporting, analytics, and contract performance tracking.
Whether you need a full insourced validation team with programme leadership, or just the CareFlow platform to support your existing staff — we tailor the service to your Trust's needs.
Resources
Get a comprehensive overview of every CareFlow capability — share with your team, present to stakeholders, or include in your business case.
Clinical Coding & Financial Accuracy
CareFlow identifies un-coded clinical activity across T&O, Cardiology, and Cancer pathways. By aligning clinical documentation with national coding standards, we ensure Trusts are accurately reimbursed for the complexity of care delivered.
Identify outpatient attendances and procedures where clinical outcome codes are absent — the primary cause of un-submitted activity under national tariff.
Automated identification of Cancer pathway patients missing Faster Diagnosis Standard status, supporting national performance target compliance.
Generate structured reports suitable for Finance Director and Coding team review, detailing un-coded activity volume and estimated tariff impact by specialty.
T21's qualified clinical coders access your system directly to resolve flagged items, tracking every action from identification through to resolution with a full audit trail.
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NHS Trusts currently operating in financial deficit
Incomplete clinical coding is a known contributory factor to inaccurate income reporting under national tariff. CareFlow supports systematic identification and recovery of un-coded clinical activity, enabling accurate reimbursement for care already delivered.
Get Started
See how CareFlow supports your Trust's elective recovery programme. We'll walk through your specific pathways, specialties, and reporting requirements.