Tasks Protocol – allocation, timescales etc.

Practice Leads

  • Doctors: Sudhir Krishnan

Date Reviewed

6th July 2016

Date of Next Review

September 2017

Timescale on Tasks (Doctors)

Doctors at Ashcroft will try their best to get the following done within the specified time frame.   Completing these is a personal responsibility and necessary to enhance patient safety, protect the doctor (from claims, complaints and negligence issues) and in general help maintain a high quality patient service.

within 2 working days

  • PRESCRIPTIONS - 2 days from the patient's request.

within 5 working days

  • TASKS - routine tasks within 5 days.   (urgent tasks = talk to the person)
  • BLOOD RESULTS - within 5 days.   Urgent requested bloods - must be followed up by person who ordered them (or agree with on-call person).
  • LETTERS - admin will scan ASAP.   Doctor will review within 5 days.   Doctor will communicate any action that needs doing to the relevant task group.

within 3-5 weeks

  • DWP reports need to be done within 3 weeks to secure the payment.
  • MEDICAL REPORTS - try to do ASAP - max within 5 weeks.

Guidance for Admin

Emergency tasks

This refers to any task that needs to be actioned within the same day.

All of these tasks should go to the on-call doctor. Please also add the patient to on-call doctor appointment list.

  • If task generated before 1pm: goes to morning on-call doctor
  • If task generated after 1pm: goes to afternoon on-call doctor

Urgent tasks

This refers to any task that needs action within 2 working days.

These should always have a red flag to let the doctor know of their urgent status and distributed among all the doctors working on that day.

If allocated doctor cannot complete due to emergency etc., please speak to admin team member who will then reallocate the task.

Routine tasks

This refers to any task that needs action within 5 working days

Allocation time periods of routine tasks

This only applies to MED3 tasks, urgent tasks, acute medication tasks, out of hours tasks and unallocated doctor’s group tasks.

  • At 9.30am, tasks should be evenly shared across the GPs doing AM surgeries
  • From 9.30am, any new tasks until 1pm, distribute them across all the GPs doing PM surgeries
  • After 1pm, please wait for the following day before allocating

Staff on leave

All tasks should be shared evenly across all GPs, irrespective of whether they are working that day, the exceptions being the tasks listed above.

If staff member is not working for 3 or more consecutive working days, please do not allocate any tasks

Tasks from temporary staff members

The named administrator should review the “assigned to staff” list, for any doctors who are not employed on a permanent basis and any tasks older than 2 weeks need to be reallocated.

Additional notes

This policy is based on equitable distribution within Ashcroft surgery, which does not discriminate based on each doctor’s working patterns. As each doctor is allocated a minimum of one administrative session per week, irrespective of their working pattern, this should allow enough time to complete tasks in a timely fashion.

There should be a named administrator who is responsible for that day’s task allocations. The responsibility for allocating this named staff member/group is with the practice manager/assistant practice manager.