Step 1. Understand your current practice

In order to ascertain where the inefficiencies lie you first need to map out your current document management process. We have provided a template that will help identify the various aspects of document management, and should be completed prior to the first workshop. Please allow 45-60 minutes to complete this exercise.

Aim

  • Identify routes of document receipt
  • Identify all steps involved in processing the document, and time taken to complete each step
  • Identify how the documents are assigned in your practice

Instructions for completing the process map

There are two steps involved in this mapping exercise. Only one spreadsheet needs to be completed per practice for each step. AT Medics will collate and analyse the individual spreadsheets for each practice within your CCG/Federation/Organisation and provide you with one fully merged document. It is advisable that this one-off exercise is carried out with clinical and administrative staff so that the full range of information is covered.

Step 1

This is a snapshot exercise to help you understand your current document management process. Choose a day to conduct this exercise, and inform your practice admin staff to keep a count of the number of documents and various routes of receipt. The whole process should then be walked through with the admin staff to determine all the steps and how long each step takes.

AT medics will collate and analyse the individual spreadsheets for each practice within your CCG/federation/organisation and provide you with one fully merged document.

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Route through which document is received Post Fax Patient delivered Electronic/ practice email EDT
Number documents received
Pathway steps Time taken (min/activity) Time taken (min/activity) Time taken (min/activity) Time taken (min/activity) Time taken (min/activity)
Collection of documents
Opening documents
Date stamping documents
Sorting duplicates
Manually sorting clinical vs non-clinical records
Paper inbox for scanning
Collection of documents
Scanning
Filing to patient (finding correct patient, basic details/hosp/dept)
Assigning to clinicans
Paper outbox for shredding
Storage
Shredding
Other
Total

Step 2

Please use this spreadsheet to complete how documents are currently workflowed and reviewed within your practice. We have pre-defined the document categories, but you will be able to add to the spreadsheet if more categories emerge within your practice.

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Please book the workshop now. The documents for understanding the current business process need to be completed and submitted to at medics prior to the workshop date.

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