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Specialist Clinics Access Policy Implementation Project Forum

Specialist Clinics Access Policy Implementation Project Forum Thursday 22 nd May, 2014. GV Health serves a catchment of approx 120,000 people from Northern Victoria and Southern NSW Inpatient Services provided include: acute care, intensive care and emergency services,

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Specialist Clinics Access Policy Implementation Project Forum

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  1. Specialist Clinics Access Policy Implementation Project Forum Thursday 22nd May, 2014

  2. GV Health serves a catchment of approx 120,000 people from Northern Victoria and Southern NSW • Inpatient Services provided include: • acute care, • intensive care and • emergency services, • children's services, • maternity services, and • mental health services. • Specialist Clinics include: • Orthopaedic Consultant Services • Surgical Consultant Services, • Gynaecological (Women's Health) Services, • Paediatric Consultant Services, • Medical Consultant Services, • Satellite Services (visiting monthly or quarterly) About GV Health...

  3. Priority Areas for Implementation 1. Referral Acknowledgment 2. Communication with referrer about the findings of initial assessment/treatment 3. Discharge Summary sent to referrer and/or other provider Challenges Clinical Nurse Specialists for triage limited Intake Referral time is limited for admin staff Room availability Dr availability for triaging letters is not consistent Issues: Project resourcing – additional staff have been recruited to support project initiatives Discharge Summaries and Referral Acknowledgement – current process will not meet future KPIs

  4. Implementation Action Plan Project Governance: 1. Establish Project Steering Committee for SCAPI (Specialist Clinics Access Policy Implementation) Resources: 1. Recruitment of Clinical Nurse Specialists – Referral Triage 2. Recruitment of additional Customer Service Officers – to support increased administrative workload IT Solutions: 1. Reformatting of written communication to meet “SCAPI” requirements 2. Integration of communications with existing IT system – update emails with GPs Communications: 1. Education program for GPs and relevant Medical Staff on impacts of the policy 2. Develop and implement ongoing communication plan with referring medical staff Policy & Procedures: 1. Develop and implement Orthopaedic Discharge Policy

  5. Current Project Status Completed To be commenced In progress

  6. Key Initiatives: Referral Acknowledgement 6.8 GV Health’s current performance: Letter sent to patient advising of placement to waiting list If Cat 1- Appointment letter is sent Daily Events list emailed to GP acknowledging referral received Rejected/service not provided/more information required –letters generated by CNS Findings: Found that events list is unreliable as GPs constantly moving practices Referral rejection; further information required; service not available; reconsider referral letters need to be automated to save time Project Plan: Redesigning standard letter templates to meet Access Policy guidelines Improved automation of such letters Updated and improved referral guidelines for Health Professionals Develop communication strategies with relevant stakeholders - Emergency Department and Medicare Local being main focus Increase in staffing to allow more triage time

  7. Key Initiatives: Clinical Prioritisation 7.3 GV Health’s current performance: Intake referral nurses available for screening and triage Implemented referral processing forms Findings: Doctors unwilling to allow nurses to triage despite referral guidelines put into place Doctors not always available for triaging of letters within recommended timeframe (ie: on leave visiting monthly etc) Initiatives: Access Policy has given us a mandate to reject inappropriate referrals Registrars also dictate letters back to referrer with alternative care options for inappropriate referrals, or those that can be managed by GP Ultimately to improve access to our service we have improve our discharge process

  8. Final slide Next steps: Finalising revised letter templates; consumer testing Updating Patient Information brochure (version 4) Developing communication with health professionals Thank you for your time SCAPI Project CNS: Amanda Exton Ph: (03) 5832 3600 email: amanda.exton@gvhealth.org.au SCAPI Project Support Officer: Leanne Cecchin Ph: 0400 141 062 email: leanne.cecchin@gvhealth.org.au

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