Specialist Clinics Access Policy Implementation

Assessment Feedback & Discharge Summaries

Meredith Davey, Continuity of Care Projects Manager May 2014

West Gippsland Healthcare Group

Assessment Feedback and Discharge Summary

Requested Policy Focus

• • Communication with referrer about the findings of initial assessment/ treatment Discharge summary sent to referrer and/or other provider

Baseline Audit of Physiotherapy Services

• Manual audit of 21 records, referred to the service October/November 2013 • Data illustrates baseline for communication with referrer regarding assessment and discharge

2 1 0 Number of records 4 3 6 5 10 9 8 7 Communication re assessment 1

Baseline audit results for 10.3 and 11.2

n=21

Within 5 days 0 Communication re discharge 10 Within 5 days 1

West Gippsland Healthcare Group

Assessment Feedback and Discharge Summary

Findings

• Communication regarding assessment findings occurred rarely - Often it was not appropriate to respond to the referral source, however there was no communication with the GP in these instances • Discharge communication occurred for 48% of the clients - Number of days between discharge and letter being sent ranged from 0 days - 4 months

West Gippsland Healthcare Group

Assessment Feedback and Discharge Summary •

Actions

• • Development of tools utilising organisational learning around best practice: - adoption of template from GP Feedback Project (identified Best Practice tool adapted to setting) - development/adaptation of checklist tool for clinicians to prompt key processes and timeframes Education for staff around policy requirements Presentation of tools to other relevant service managers

Patient Feedback Report GP Practice: Address:

DATE: 26 /03 /2014

Dear Dr ,

This report is to provide you with information about your patient who has been referred to the Physiotherapy Department for individual outpatient treatment. I would welcome the opportunity to discuss the patient with you, or to provide any further information you may require.

Yours sincerely

Patient Details Name: Address: Date of Birth: Referral Details Referred to: Physiotherapy Outpatients Referred by: Reason for referral: Patient consent has been obtained to share information Services Provided:

Initial assessment completed on / /2013 by Angela Jacob, Physiotherapist Assessment declined. Reason: Unable to contact client to arrange assessment

Outcomes:

Ongoing physiotherapy outpatient treatment Referral to another service/ program. Program: Reason:

Management plan and key issues: Recommendations / requests for GP follow up (if applicable):

None

Further comments / referred on:

A discharge summary will be sent on completion of physiotherapy treatment.

Service Provider details:

Best times to contact:

Mon- Fri 8.30am- 5pm

Date Time

PROGRESS SHEET

Surname: Given Names: Date of Birth: No: Progress Notes

Physiotherapy outpatients

(Date and sign ALL entries)

(AFFIX PATIENT LABEL HERE )

Sex: Seen by Name, Service & Signature

Date referral received: Registered with VINAH:



Letter and information sent:



or not required



Contacts made: Assessment booked for: Letter sent: GP



(Target 5 days) RAHS



Other



Discharge date: Discharge plan completed



Letter sent: GP



(Target 5 days) RAHS



Other



Goals achieved: Invoiced:



West Gippsland Healthcare Group

Assessment Feedback and Discharge Summary • • •

Progress to date

GP Feedback and Clinical Checklist implemented April 2014 Roll out to other staff occurring now Wider education on Access Policy requirements also underway • • •

Challenges

No previous framework or standardised forms to draw on; different disciplines have own processes and change is hard Meeting discharge summary timelines challenges historical practices, i.e. blocking out admin time Data collection – input into IPM but can’t get reports out, so lack evidence/feedback; file audits are very time consuming

West Gippsland Healthcare Group

Assessment Feedback and Discharge Summary

Next Steps

• • Re-audit practice in June 2014 Development of standardised care plan to be provided to • both the client and the GP Regular audit cycle to be implemented for process control • and to seek opportunities for continuous improvement Roll out to other specialist clinics by end of 2014 • West Gippsland Healthcare Group is on track to aligning with the Access Policy by 1 July 2015