Staff meeting 23/08/2023
Practice meeting summary– 23/08/2023
Present – ML, CN, MC, ZT, SB, OC, NH, NR, & RS (remotely)
Restructure of lunchtimes
Lunchtimes have got very scrappy; everyone getting a different length of time; kitchen space too busy, so we are going to introduce some structure- not like the Covid years- but more specific times for each nurse depending on the surgery they work in. This helps with the security issue of having the front door open all day. Also, this allows more flexibility and eases things should CN/MC/LG run late. Becky did a trial run last week and it worked well.
The lunch break is 40 mins.
Hyg nurse- to start lunch, straight after 1230pm appointment ends, but definitely no later than 1240pm- then back down 1-15pm-1-20pm. There is no need to do anything except wipe surgery down, instruments can be done later. I will endeavour AFAP to make sure all nurses get an AM hyg. shift.
From 1-20pm – tasks that need completing in this order.
- Decon. room
- clinical waste outside (this needs to be done when no pts. in waiting area).
- set up all other surgeries for the afternoon.
- if any pts come in- take details and reception will call back at 2pm or give if I’m around give ME a shout.
Reception – lunch 1pm- 140pm. Reception always jobs to catch up on- ie. audits etc. This will have to a little more flexible when I’m in the surgery- discuss on the day.
MC/CN/LG nurse- when AM session ends, usually 1-10pm- if you finish late- just place dirty instruments in decon.
Mandy- I will go on my lunch 1-15pm-1-20pm when hyg. nurse comes down.
Clinical
Orange clinical waste bags to be taken out each day as above, please do not carry waste through the waiting area whilst patients are waiting.
End of day, please ensure all clean instruments are away in surgeries; clean boxes wiped ready for next day.
If you notice equipment not working, please let me know ASAP so we can get it sorted. We recently discovered the water in the hyg. surgery was not running properly; this means the lines cannot be flushed through effectively. McKillops are coming on Tuesday to sort this.
Antibiotics- Decision made today for nurse to deliver AB’s to reception, reception will then take payment and give our AB’s- always check foe allergy to Penicillin- we can’t check this enough times ! CN/MC/LG will continue to put AB notes on patient records.
Fire Drill- we briefly went over the practice fire drill.
Reception
Estimates- The estimate check on the daily log seems to be working. I am unaware of any recent ‘misses’.
However, when booking all patients in for treatment especially our older patients who are not very tech savvy, please ask if they would like a printed estimate as well as an email- still always send email if we have an email address. If no email being sent, get a signed estimate, scan then shred.
CN/MC/LG – when patients arrive to start a COT with multiple treatments, please ask the patient if they have had the estimate, they understand the TP and they are happy with to proceed. Nurses, please remind or ask yourself.
Scanning/filing- Moving forward all letters and lab tickets to be scanned and then shredded- ensure the scan is readable before shredding. All can still be printed off again if required.
New patients- 30 mins is adequate for most new patient exams- however on initial booking if you think ‘their needs’ may be greater- please book 40-45 mins.
New patients all still to LG if possible, CN/MC no new pt exams for 6-8 weeks unless they have been specifically recommended to CN/MC.
If new pt calls with pain, not a Monday, book a view with CN/MC @ £50.00 and explain they can then book a new pt exam with LG.
Debt list- Our debt is very small however it is pretty much all £10 charges for AB’s , usually Denplan- they don’t always go to reception and if reception is busy don’t always see them leave.
See note above re new process.
Treatment blocks- please do not book exams over treatment blocks. They are there for a reason. CN Tuesdays especially have gone back to being full of exams and CN not loving this. We are all guilty! Likewise with Emergency blocks, if booking over please put another block in at a different time on the same day. If there is not another space the same day, the appointment is not available to book; emergency blocks need to be left book same day emergencies in.
Upstairs check- we still need to be checking that pts booked into upstairs surgery are ok with using the stairs.
Emails- make sure emails are saved to relevant person who the email is about.
Archived cards- please write date in pencil upper left. This is the date they last attended the practice, not the date they told us they were leaving. They can then be filed in correct date.
Denplan- when we send the email containing the Denplan Essentials link, please give Denplan info booklet (in cupboard behind reception) and draw attention to the separate insurance info- no hard sell but as well as worldwide cover this also covers out of hours emergencies when they are at home. We have noticed recently not all (only a few) haven’t taken out additional insurance (60p per month). This is now noted on their records as they would have to pay if they called out CN/MC/LG out of hours.
Also, when we see they have joined Denplan Essentials, at their next visit, we must get a Denplan Essential contract signed, and scan to pts records. Their online form is just their contact with Denplan. This will show as a pop up on the patient records.
LG/upstairs- we have placed an advert in SK magazines for next publication. Denplan are providing us with a full practice postcode report. This will enable us to do a targeted leaflet drop. Any willing posties, please let me know.
Screens – We had mixed feedback. We are going to trial just having one screen up to stop patients peeking over but allowing reception to hear better.
Tomorrow (24/08)- unusually there are 2 x locums as ML and ZT off for GSCE results- RS on reception and OC in with hyg. Any probs- please call.
Emergency Drugs- End of August BUCCOLAM and GTN spray both will expire- both ordered several days ago but on back order. There is a note on emergency bag- new drugs should arrive next week. Please make sure they get locked away in filing cabinets (Controlled drug!)
Next week (29/08-01/09)- MC and NR off- ZT, ML, RS also off – all surgeries and reception covered. I’m back from Wales Tues PM if any issues- I have out of office on my emails but will check occasionally- WhatsApp me if any issues.
15/09/2023- Night out – it’s great that lots can make it – I’m sorry not all can make it, I have booked the restaurant (Mekong Cat) for 8pm, we will meet 700pm-715pm for drinks- details to follow.
XMAS DO – I propose FRIDAY 08/12 or FRIDAY 15/12- I’ll put a poll on the group and we’ll go with the most popular. It is also Nat’s 40th and Sarah’s 50th in December so lots to celebrate. Once we’ve got a date, we’ll decide what we want to do.
And finally, thank you for all your hard work , you are all fab !
Mandy 😊