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ASHCROFT LEADS
- Doctor: Dr Sudhir Krishnan
- Nurse: –
- Admin: Victoria O’Shea
DATE REVIEWED:
20th June 2019
DATE OF NEXT REVIEW:
June 2020
Timescale for Doctors on Tasks
Doctors at Ashcroft will try their best to get the following done within the specified time frame. Completing these is a personal responsibility and necessary to enhance patient safety, protect the doctor (from claims, complaints and negligence issues) and in general help maintain a high quality patient service. This policy is based on equitable distribution within Ashcroft surgery, which does not discriminate based on each doctor’s working patterns. As each doctor is allocated a minimum of one administrative session per week, irrespective of their working pattern, this should allow enough time to complete tasks in a timely fashion.
within 2 working days
- PRESCRIPTIONS – 2 days from the patient’s request.
within 5 working days
- TASKS – routine tasks within 5 days. (urgent tasks = talk to the person)
- BLOOD RESULTS – within 5 days. Urgent requested bloods – must be followed up by person who ordered them (or agree with on-call person).
- LETTERS – admin will scan ASAP. Doctor will review within 5 days. Doctor will communicate any action that needs doing to the relevant task group.
within 6 weeks
- DWP reports need to be done within 3 weeks to secure the payment.
- MEDICAL REPORTS – try to do ASAP – max within 6 weeks.
The Task Administrators
- There should be a named DAILY TASK ADMINISTRATOR who is responsible for that day’s task allocations.
- The responsibility for allocating the named DAILY TASK ADMINISTRATOR is with the Practice Manager/Assistant Practice Manager.
- The TASK ADMINISTRATOR LEAD will check various doctors inboxes and inform Dr Krishnan or Dr Mehay if any are building up.
Guidance for Admin Staff
- This refers to any task that needs to be actioned within the same day.
- All of these tasks should go to the on-call doctor. Please also add the patient to on-call doctor appointment list.
- If task generated before 1pm: goes to morning on-call doctor
- If task generated after 1pm: goes to afternoon on-call doctor
- This refers to any task that needs action within 2 working days.
- These should always have a red flag to let the doctor know of their urgent status and distributed among all the doctors working on that day.
- If allocated doctor cannot complete due to emergency etc., please speak to admin team member who will then reallocate the task.
- This refers to any task that needs action within 5 working days
- Allocation time periods of routine tasks
- This only applies to MED3 tasks, urgent tasks, acute medication tasks, out of hours tasks and unallocated doctor’s group tasks.
- At 9.30am, tasks should be evenly shared across the GPs doing AM surgeries
- From 9.30am, any new tasks until 1pm, distribute them across all the GPs doing PM surgeries
- After 1pm, please wait for the following day before allocating
- All tasks should be shared evenly across all GPs, irrespective of whether they are working that day, the exceptions being the tasks listed above.
- If staff member is not working for 3 or more consecutive working days, please do not allocate any tasks
The named administrator should review the “assigned to staff” list, for any doctors who are not employed on a permanent basis and any tasks older than 2 weeks need to be reallocated.