Corresponde rrespondence nce Management nagement Releasing time - - PowerPoint PPT Presentation

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Corresponde rrespondence nce Management nagement Releasing time - - PowerPoint PPT Presentation

May 03, 2023 385 likes •642 views

Corresponde rrespondence nce Management nagement Releasing time in practice: Learning from success Dr Fawad Azam GP Partner Stainland Rd Medical Centre Director PGPA Introduction to Pennine GP Alliance GP Provider organisation covering all

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Corresponde rrespondence nce Management nagement

Releasing time in practice: Learning from success Dr Fawad Azam

GP Partner Stainland Rd Medical Centre Director PGPA

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Introduction to Pennine GP Alliance

  • GP Provider organisation covering all 25 practices in Calderdale
  • Serving 220,000 patients
  • Formed 2014

Our Vision To ensure that viable GP services remain at the heart of local communities, providing sustainable and high quality patient-focused healthcare Our Role

  • To act as the strategic lead on behalf of our members
  • Delivery of high quality services and training
  • Improve retention and recruitment
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Why are we here?

  • Increasing paperwork
  • Retirement
  • Recruitment ANP
  • Timely response
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My Journey- Stainland Road

  • First started September 2016 after developing protocol (before GPFV)
  • Whole team involved in implementation
  • Aim to reduce correspondence to GPs
  • Maintain safe process using key principles START
  • Went ‘Live’ after 6 weeks
  • Results instantaneous
  • Headline -10% letters for GP Action!
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Key Principles START

  • Safely
  • Timely
  • Appropriately
  • Responsibly
  • Transparently
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Understanding letters

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Need to know basis

  • GP action if anything needs doing
  • GP for info – need to know but no action
  • Admin action – Process that doesn’t need GP input
  • Summarising – Needs Coding
  • File if none of above
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Clinician action, 52, 10% clinictan info, 138, 27% pharmacist, 20, 4% file, 199, 38% high risk, 0, 0% data summ, 106, 20%

  • ffice manager, 3, 1%

Clinician action clinictan info pharmacist file high risk data summ

  • ffice manager
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Benefits of Implementing Correspondence Management Training

Reduced workload Free up clinician time Reduced duplication Use of established and piloted safe processes Explore existing practice protocols Explore new ways of working Improve patient journey

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Lessons learnt

  • Believe and trust in the process
  • Fine tune throughout the year
  • Clinicians aren’t always the ‘safest’ or only option
  • Safest option should be based on a robust process regardless of staff member

role

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Productive Workflows

  • Funded through GPFV – 10 high impact actions
  • Built upon success of local practice
  • Delivered to 22 practices
  • 4 training sessions
  • Drop in clinics following training
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Your Practice

  • How will this fit with my practice?
  • “We don’t do it like that in our practice”
  • Names/ roles may differ
  • Workforce / Skills may differ
  • Work with the principles of the protocol
  • Adapt to your workforce/ roles/names
  • Be open to new way of working
  • Own the Protocol
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Putting into practice

  • Ensure all staff fully informed
  • All staff onboard
  • Aware of individual role/ responsibility
  • Assign Clinical Lead
  • Adapt for own practice
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Latest Results

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Practice ctices % GP receiving iving letter ter after er Stainland 10 Boulevard 8 Rosegarth 16 Keighley Road 4 Brig Royd 4 Southowram 21 Station Rd 5 Spring Hall 18 Todmorden 31 King Cross 16 Rastrick 21

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What Next?

  • Correspondence vastly reduced
  • Can concentrate on the correspondence we

receive

  • Trained staff
  • Can we go one step further
  • Above & beyond
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Can we

Safer protocols Reduce medication errors Spot things early Reduce duplication Reduce admin workload

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Advanced Correspondence Management

  • Spot things early

Weight loss protocol

  • Safer protocols
  • Reduce medication errors

Drug monitoring

  • Reduce duplication
  • Reduce admin workload

Third Party entries

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Advanced Correspondence Management

  • Training delivered March 2019
  • Using tools from Systm1 and Emis
  • Explored barriers
  • Case studies from other practices
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Summary

  • Developed correspondence management locally
  • Funded part of 10 high impact actions
  • Hugely successful implementation
  • Some practices embraced it
  • Training Advanced correspondence

management for the next level

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PGPA Training

  • Training available through Pennine GP

Alliance

  • Tailored to your local needs
  • Delivered for clinicians by clinicians
  • Contact PGPA
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Co Contac act hello lo@pe @penni nnineg negpa. pa.co.uk co.uk