Experience has shown that both a clinical and management change leader need to work together with the support of your training partner. Your main tasks are keeping the team focussed on the purpose and ensuring the smooth running of the programme.

Now is the time to spend a few minutes on our GP and practice manager essentials. Ensure your receptionists discover their enhanced role here:  How can I help you? Below is a week by week overview.  Don’t worry if the course of events doesn’t end up exactly like this – it is better to have a plan from which to deviate than no plan at all. Click on the bold links to access further resources, and keep asking us questions on any areas of doubt.

Week 1:

  • Decide on launch date and stop all prebooked GP appointments from then.
  • Set date for whole team meeting in week 3 or 4.  Invite PPG reps to join.
  • Review phone system,  order headsets, second screens.  Clinicians need a webcam for video.
  • Run the first Navigator upload from your resource page.
  • Complete the first Loadmaster plan on your resource page.
  • Order the askmyGP links for your website and staff, and request NHS emails for all users.
  • Claim your free website here if you wish to do so.
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Week 2:

Week 3

  • Prepare staff with links to guide for receptionists and organising the GP day
  • Ensure all attend the whole team meeting
  • Run your whole team simulation
  • Offer patient leaflets on reception.
  • Review your website to make it easy for patients to find their way in.
  • Spend time explaining benefits of new system to all – set your phone message
  • Capture images of life before change, queues and crowded waiting rooms.

Week 4

  • Launch!  Be prepared for a busy day, all GPs starting same time as reception, surprise the patients with fast response
  • See first patient feedback from your resource page and make this regular viewing
  • Get together as a team daily, a 10 minute stand up meeting is enough
  • Be prepared to listen and answer questions, perhaps complaints.
  • Quickly tackle problems – now is the best time.
  • Adjust rotas for next week with help of Loadmaster

Weeks 6 to 9

  • Demand may be heavy if supply before the change was restricted
  • Upload data for weekly performance feedback through GP Navigator – put this in your diary to repeat every Monday.
  • GPs:  how are you finding the daily workload?  You can try changing variables on Loadmaster to see the effect.
  • Look carefully at demand pattern and keep GP rotas under review
  • Concentrate on rapid response and offering choice of GP where requested
  • Call or email your GP Access training partner often and without hesitation.  This is the period when we can be of most use in addressing any challenges which arise.
  • Set date for Waypoint meeting.

Week 10

  • Review patient feedback from your resource page
  • Review GP Navigator and askmyGP performance charts
  • Run staff survey from links on your resource page
  • By now you can simplify your phone message

Week 12

  • Run Waypoint meeting, reflect and affirm new system.  You have come a long way – where next?
  • Rome wasn’t built in a day – with a new working system, you are now on a path of continuous improvement.
  • Continue to send your weekly Navigator upload.
  • Over the year of Transform we continue working together to provide an ever better and more efficient service.

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