Staff Meeting 25/07/2024
Staff meeting summary 25/07/2024
Present ML, MC, CN ZT, RS, NL, OC
Clinical
GDC registration - payments all made- can you all ensure your GDC declarations are all completed.
Autoclaves- I know they are being a nightmare at present, thank you for keep soldiering on – we are looking at replacing both the autoclaves in the near future.
Instruments – on Friday’s- please try and get as many instruments through if poss.- if CN/MC both start with treatment Mon mornings can be difficult with the big autoclave having to do T1, T2 and T3 before being used.
Decon room- we have had a reshuffle with the cupboards as the one above the autoclaves was getting very wet- the lab work will also be moved away from the cupboard that gets the warmest.
Bin bags- there is now a supply of binbags in the decon room for use in the surgeries- they are on top of the plastic box. There are some thinner ones in the cleaners cupboard for the waste paper and bathrooms. I have spoken to the cleaner to make sure she puts bin bags in the all the bins and puts the rubbish in the orange refuse bag.
Bleach- when you have finished the bottles in the surgery, we are now using a 5 L bleach with pump dispenser- this is currently in the handwash sink in the decon- take care as the pump dispenser is a little erratic- I will order new one!
Upstairs suction- Please make sure the big and little suction tubes are in the correct holders- if not the suction motor keeps running. Also, at end of session, make sure to turn the motor off in the locker room- yesterday, it was left running all afternoon and overheated. If you are working up there or pop up there and hear the motor running and suction not in use, please turn off.
Locker room – Please can we start using the lockers/baskets instead of putting bags on the floor.
Reception
Fraud Awareness- Zoe recently did a training session with the NatWest on Fraud Awareness – the main points were to be extra vigilant with any phone calls asking for anything to do with banking, the bank would never ask for pin numbers, passwords or ask for email addresses to send link. Or any other calls that appear odd! Mike also highlighted an issue where there have been practices that have accepted telephone payments then followed with a request for a refund- if doubt speak to me, Chris or Mike. Emails – the scammers are getting cleverer – if any doubt whatsoever or it looks suspicious - don’t click on any links. Scammers will often change one letter in the email address and all the graphics/logo’s will look accurate.
The latest one is changing the letter ‘a’ – they change it to a round ‘
which is a different alphabet and therefore it will be a scammer. Stay alert !!
I have a link from the Nat West for some Fraud Awareness training which I will send out next week.
Also, fake bank notes- I am looking into ways we can check any cash for fake notes.
Receipts- we are now sending receipts to all patients, as with the latest Exact update, it’s only a couple of clicks to send- after logging payment -choose statement, pick correct transaction’s and then click ok. I think its good practice that everyone gets a receipt. If you tell the patient they are getting an email receipt they rarely want a card receipt or a printed statement.
Endo referrals- when contacting patients- if can’t get through on the phone after 1-2 attempts, please send a letter. There is a new letter template set up called ‘ Endo- asking pt to contact’. I have asked The Whitehouse to send ref’s with patient’s email multiple times but they never do.
New Patient’s and Endo referral’s- Please do not book appt until the payment is taken- if they whatever reason they can’t pay, take details and tell them when appts available- please don’t set a task to chase payments later.
TW1 – as previously discussed, please print consent before the pt arrives so it ready in the surgery for them to sign .
FTA’s- we seem to have had more recently, we haven’t changed anything so unsure why? However, we are now applying charges for 2nd FTA or 2nd SNC. When calling patients to remind for treatments appt- if you leave a voicemail, please send text also. If you wish, or you think they need one, ask them if they would like a text too!
Reappointments- when we are reappointing patients further ahead in the book by email, please also send the DATE CHANGE text- this asks the patient to check their emails.
Contacting patients- Also, if we need to contact a patient regarding a short notice cancel or to move an appointment with short notice, they often respond better to a text than a voice mail- there is a GENERAL FREE TEXT option.
Consent- we need to be more aware of consent- ie. if any young people 16+ still using Mum/ Dad email or mobile- get consent form signed routinely.
Appointment Book Please don’t drag appointments into the bin or drag the appointments within the appointment book – we need to see the appointment trail – if it is dragged or binned there is no trail!! It needs to be cancelled to shows trail correctly – YOU KNOW WHO YOU ARE !! 😉
Emergency slots/ treatment blocks - please try to keep these slots available. Esp. emergency slots on Fridays or emergencies will have to be seen end of session.
Change of address and NHS referrals- if a patient is changing their address (and for whole family) and have an active referral- the address needs to be changed with NHS referrals- they need to call referral Centre and we must change on NHS referral site- probably better to do both. CN/MC/LG maybe worth mentioning to pt’s when you are referring on NHS pathway that they need to be aware if their address changes.
NEXT CPD TOPIC for those that like engage 😊
Health and Safety – lots on Agilio
Basic Health & Safety, Display Screen Equipment, Slips, Trips and Falls, RIDDOR, COSHH
I will also send out the Fraud Awareness training link.
Thank you for being such a great team !!
Mandy 😊