AT Medics Document Management Toolkit

The 5 step process is designed to guide you through the EZ Doc journey from understanding your current processes and challenges to implementing the new process and embedding it within your culture.

Step one

Understanding current practice

Completing the EZ Doc template will enable you to identify all routes of document receipt, the actual process and how the documents are assigned in your practice. Understanding where the inefficiencies lie and what the challenges are vital to redesigning the pathway.

Step two

Co-Design new model of working

After understanding your current process, clinicians and practice managers will need to identify steps in the process that are necessary and should be kept as well as those that could be removed. The EZ Doc template will suggest a new document assignment process, which can then be localised to meet your organisation’s needs.

Step three

Training

To ensure that the model is successful and sustainable, we have developed a robust training programme that will be based on practical workshops, practice visits and e-learning. At the end of the training all staff will complete an assessment.

The key learning points are:

  • Understanding why effective document management is important nationally
  • Understanding read coding
  • Understanding the EZ Doc model and how to triage documents
  • Interactive session where administrative staff will practice using localised the EZ Doc model to triage documents

It is advisable to refresh the training every 6 months.

Step four

Implement

Successfully embedding a new way of working relies on a good implementation strategy. The new model will change the manner in which individuals will work, including renewing processes and policies. The implementation plan guides you through all the steps that will allow the change to be introduced and sustained over time.

Step five

Audit

In order to ascertain the effectiveness of the model, each organisation will be asked to complete a regular audit for the first month. The frequency of audits thereafter can be determined and agreed locally.

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