What is Workflow Optimisation?

Workflow Optimisation is a method by which Practices can learn how to safely deal with GP’s clinical correspondence in a way that reduces the GP’s administrative workload. Members of the Practice’s administrative team are trained to read, code, and action incoming clinical correspondence according to a standardised protocol. Saving time for GP’s.

Where did it come from?

Workflow Optimisation came out of the broader Extended Primary Integrated Care (EPiC) pilot which started in July 2014, funded by the Prime Ministers Challenge Fund, the EPiC pilot has been co-ordinated by Here on behalf of Practices in Brighton and Hove and held quality of care and patient safety being at the core of the service redesign.

Is this safe?

Safety and quality are at the heart of Workflow Optimisation, with patient care and safety guiding every part of the process. This includes every Practice appointing a GP Champion to oversee and audit the work undertaken by the administrative team.

What training is involved?

Administrators will attend an initial four day group training session either at our office in Brighton or in their local area. GP Champions a half day training session. We will also complete pre and post training site visits.

What systems do you train for?

We can deliver our full training across – SystmOne, Vision, EMIS and Microtest.

How much of an impact will Workflow Optimisation have on the workloads of GPs and non-clinical Practice staff?

Our EPiC pilot demonstrated that experienced administrators required an average of 3.5 additional hours per 5,000 registered patients per day to manage incoming clinical correspondence. This will vary from Practice to Practice.

How long will it take for us to realise the GP’s time saving?

GPs will begin to see time savings after the first week’s training of the Practice’s administrative team. The amount of time saved will gradually increase over subsequent weeks, as the team becomes increasingly familiar with Workflow Optimisation processes. This is of course dependent on the amount of clinical correspondence being dealt with by the admin team.

Where has this worked already?

During the EPiC project, we trained eleven practices across Brighton and Hove. We have since trained a further 52 Practices across the South of England, in addition to further work across the country with other Practices and Clinical Commissioning Groups.