Course Outline:

Optimising Document Workflow

Course Outline:

Optimising Document Workflow

Course Title

Optimising Document Workflow

Course Duration

Half Day Course

Introduction

The training is aimed at the core team (GP lead, Management lead, all the non-clinical staff likely to be involved with coding). When working with a practice, locality or CCG we can tailor elements of the half day to ensure any particular needs are addressed.

Course Description

  • Introduction and aims
  • Exercise Starting Point. What’s working vs challenges in your current document management.
  • Context – why now, case studies, sustainability. The evidence and GP5YFV
  • A description of the system – Read; Code; Action; Communicate; Allocate
  • Outcomes for patients, clinicians, staff and practices
  • A Needs assessment – How to Assess your current system
  • Staff & resources – Skills, daily commitment, time to introduce and support needed
  • A toolkit for Improving document workflow – developing systems for
    • filing documents without clinician input at all
    • Coding data from documents
    • undertaking actions identified within letters (Investigations, follow up, referrals, medication changes)
    • When to forward letters to a GP, how to communicate actions.
  • Presentation with discussion of a video-clip of people talking about their experiences in a successful system (GP, manager, coder)
  • Coding and Actions – options
  • Exercise to identify the risks and benefits of these systems
  • How to mitigate risks
  • Governance – GP champion, protocols for specific documents, reviewing the process, how to “register” your system with a Defence Union.
  • Building a supportive (ever improving) environment – open, two directional learning and feedback.
  • Monitoring and Continuous Quality Improvement. We outline the vital role of monitoring, feedback and regular review – typically be one or two people who are held to account for it.
  • Developing your practice action plan. The last phase of the day is devoted to developing a SMART action plan for implementation/moving forward.

A course pack for all participants includes

  • A course workbook; acting as a workbook on the day and a reference for later
  • Resources to support toolkit
    • “Coding template”. The “top 200” conditions and their codes. A template for the practice to build a practice-specific policy onto.
    • Document decision making – filing/action/code/GP view/pharmacist etc
    • Coding process (including QOF/LES/DES requirements)
    • Communication resources
    • Governance/audits/reviews.
  • A template for developing and recording a governance process