Important Information About the Chislehurst Partnership Merger

 
THE CHISLEHURST PARTNERSHIP
MERGER OF
WOODLANDS & CHISLEHURST MEDICAL
PRACTICES
 
Go live date 2/5/23
 
THERE WILL BE TIME
ALLOCATED AT THE END FOR
YOUR QUESTIONS
 
Why is this happening?
 
The two practices have been working closely together for several
years, and a merger will further strengthen the partnership and
enable the merged practice to provide patients with more services
from a wider range of experienced clinicians.
 
The merger will also provide security for both practices, enabling
primary care in the heart of Chislehurst to thrive and become more
sustainable and resilient providing high quality for patients.
 
What is happening?
 
The partnership merger has already taken place1st July 2022
Over the first Bank Holiday weekend in May the Woodlands Practice (the
smaller site) computer system will be merged into the Chislehurst
database. This will be conducted by the supplier (EMIS) supported by the
local IT team. This includes a system back up at both sites and list
reconciliation when new site goes live on 2
nd
 May 2023.
Woodlands will close at 1pm on Friday 28
th
 April 2023 with out of hours
cover. There will be no access to their database after this time
On the 2
nd
 May when the system will go live there will be an EMIS engineer
and support staff at the sites to assist.
 
TIMELINE
 
KEY POINTS
 
CHISLEHURST SITE – 42 High Street
 
Remains business as usual prior to merge date – please
note the teams at this site will not have any access to the
records of Woodlands patients until after the ‘go live’ on
2
nd
 May 2023
 
7 days prior Woodlands site
 
No new patient registrations will be processed; registrations accepted at
Chislehurst
Online services will be withdrawn – we appreciate the inconvenience this will
cause. Please do not attempt to pre-order medication too early to try and
compensate. Overloading the system at this crucial time is likely to cause more
delays for you. There is an email address that you can use in the interim. Please
ensure you provide the full information about each drug needed NAME,
STRENGTH, DOSE, QUANTITY – selicb.woodlandspractice@nhs.net
Test results will be sent via email instead of direct to the EMIS system. This may
result in a short delay being added into patient records. The current process
already has a failsafe mechanism in place so anything urgent is already
telephoned to the surgery
Future appointment bookings will be temporarily restricted to prevent duplication
 
FRIDAY 28 APRIL 2023
WOODLANDS SITE – 11 Red Hill
 
Site will close at 1pm – there will be no access to the
database until Tuesday 2
nd
 May 2023.
There will be an out of hours triage medical support for this
afternoon and a number will be provided by staff.
The team will not be able to access your records during
this time
 
WEEKEND 29/4/23 – 1/5/23
 
Databases will be merged by EMIS. This is an external
process. Out of hours cover will be available in the usual
way however they may not have access to your GP
medical record
 
TUESDAY 2/5/23
 
Merged database opens at both sites
EMIS teams on site to assist with any queries
Likely reduced appointments to allow time to cover the
above and reduce patient wait times in the event of any
issues
Most appointments will be book on the day for urgent
matters
 
FAQ’S 1
 
Question:
What is happening to the
phone numbers?
 
Answers:
Both sites are currently committed to
separate contracts so the phone
numbers will remain the same. We are
reviewing new contract providers.
Staff at both sites will have access to
the new appointment book and
patient database
Please continue to utilise the surgery
telephone number you are currently
using
 
2
 
Question:
What happens if the
system loses my record?
 
Answers:
EMIS have full responsibility and
records can be restored from the
back ups taken prior to closure
Reconciliation of patient records
transfer will be completed to ensure
the process has been completed
successfully
 
3
 
Question:
How do I get my online
access back?
 
Answers:
After 2
nd
 May
, please register with the 
NHS
app 
(if you have not already done so)
 
to
enable access to the new practice site
‘The Chislehurst Partnership’
We appreciate that not having this access
for a short period of time will add extra
pressure to the phones for appointment
booking so we ask you to please be
patient and remember we cannot accept
medication requests by phone
 
4
 
Question:
Will my full record transfer
over?
 
Answer:
Yes
 
5
 
Question:
As a Woodlands patients I
was previously on electronic
repeat dispensing. How do I
get this reinstated?
 
Answer:
After 2
nd
 May
, when you next
request your medication, please
make a note on your request
that you would like this to
happen. Provided you remain
stable, the medication is
appropriate for this service, your
review and blood tests where
applicable are up to date the
GP can consider this
 
6
 
Question:
Can I still see my usual
Dr/Nurse?
 
Answer:
Staff at both sites will have
access to the appointments for
both sites and the booking
process will remain the same
 
7
 
Question:
Are there any controls
over who can view the
records at each site?
 
Answers:
All clinical and non clinical staff have
smartcards which define their level of
access.
Access can be audited if you have
any specific concerns – these can
be raised with the Practice Manager.
We cannot restrict staff access to
any specific records since it prevents
them from performing their roles
 
8
 
Question:
What changes will be
made to the day to day
running of the new
partnership?
 
Answers:
The 2 sites now have a wider management
structure to support patients and our teams
We are working towards a more accessible
telephone system
Greater flexibility to access appointments
across both sites expanding availability
Skills integration through combining our
clinical and non clinical teams
Building resilience for the future of general
practice in Chislehurst
 
Finally
 
We have been working hard to make this transition as seamless as
possible for staff and patients an we understand that everyone may
have concerns and anxieties about how the new system will work
It is new for all of us so please be patient and kind to the staff – they
are here to help you
 
Thank you for attending
 
Question time…..
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The Chislehurst Partnership is merging Woodlands and Chislehurst Medical Practices to provide enhanced services to patients. The merger aims to strengthen the partnership, improve patient care, and ensure sustainability. Key points include the timeline, site details, and preparations needed for the transition. Patients are advised on how services will be affected before and after the merger, highlighting necessary actions to be taken.


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  1. THE CHISLEHURST PARTNERSHIP MERGER OF WOODLANDS & CHISLEHURST MEDICAL PRACTICES Go live date 2/5/23

  2. THERE WILL BE TIME ALLOCATED AT THE END FOR YOUR QUESTIONS

  3. Why is this happening? The two practices have been working closely together for several years, and a merger will further strengthen the partnership and enable the merged practice to provide patients with more services from a wider range of experienced clinicians. The merger will also provide security for both practices, enabling primary care in the heart of Chislehurst to thrive and become more sustainable and resilient providing high quality for patients.

  4. What is happening? The partnership merger has already taken place1st July 2022 Over the first Bank Holiday weekend in May the Woodlands Practice (the smaller site) computer system will be merged into the Chislehurst database. This will be conducted by the supplier (EMIS) supported by the local IT team. This includes a system back up at both sites and list reconciliation when new site goes live on 2ndMay 2023. Woodlands will close at 1pm on Friday 28thApril 2023 with out of hours cover. There will be no access to their database after this time On the 2ndMay when the system will go live there will be an EMIS engineer and support staff at the sites to assist.

  5. TIMELINE KEY POINTS

  6. CHISLEHURST SITE 42 High Street Remains business as usual prior to merge date please note the teams at this site will not have any access to the records of Woodlands patients until after the go live on 2ndMay 2023

  7. 7 days prior Woodlands site No new patient registrations will be processed; registrations accepted at Chislehurst Online services will be withdrawn we appreciate the inconvenience this will cause. Please do not attempt to pre-order medication too early to try and compensate. Overloading the system at this crucial time is likely to cause more delays for you. There is an email address that you can use in the interim. Please ensure you provide the full information about each drug needed NAME, STRENGTH, DOSE, QUANTITY selicb.woodlandspractice@nhs.net Test results will be sent via email instead of direct to the EMIS system. This may result in a short delay being added into patient records. The current process already has a failsafe mechanism in place so anything urgent is already telephoned to the surgery Future appointment bookings will be temporarily restricted to prevent duplication

  8. FRIDAY 28 APRIL 2023 WOODLANDS SITE 11 Red Hill Site will close at 1pm there will be no access to the database until Tuesday 2ndMay 2023. There will be an out of hours triage medical support for this afternoon and a number will be provided by staff. The team will not be able to access your records during this time

  9. WEEKEND 29/4/23 1/5/23 Databases will be merged by EMIS. This is an external process. Out of hours cover will be available in the usual way however they may not have access to your GP medical record

  10. TUESDAY 2/5/23 Merged database opens at both sites EMIS teams on site to assist with any queries Likely reduced appointments to allow time to cover the above and reduce patient wait times in the event of any issues Most appointments will be book on the day for urgent matters

  11. FAQS 1 Answers: Both sites are currently committed to separate contracts so the phone numbers will remain the same. We are reviewing new contract providers. Staff at both sites will have access to the new appointment book and patient database Please continue to utilise the surgery telephone number you are currently using Question: What is happening to the phone numbers?

  12. 2 Answers: EMIS have full responsibility and records can be restored from the back ups taken prior to closure Reconciliation of patient records transfer will be completed to ensure the process has been completed successfully Question: What happens if the system loses my record?

  13. 3 Answers: After 2ndMay, please register with the NHS app (if you have not already done so) to enable access to the new practice site The Chislehurst Partnership We appreciate that not having this access for a short period of time will add extra pressure to the phones for appointment booking so we ask you to please be patient and remember we cannot accept medication requests by phone Question: How do I get my online access back?

  14. 4 Question: Will my full record transfer over? Answer: Yes

  15. 5 Answer: After 2ndMay, when you next request your medication, please make a note on your request that you would like this to happen. Provided you remain stable, the medication is appropriate for this service, your review and blood tests where applicable are up to date the GP can consider this Question: As a Woodlands patients I was previously on electronic repeat dispensing. How do I get this reinstated?

  16. 6 Answer: Staff at both sites will have access to the appointments for both sites and the booking process will remain the same Question: Can I still see my usual Dr/Nurse?

  17. 7 Answers: All clinical and non clinical staff have smartcards which define their level of access. Access can be audited if you have any specific concerns these can be raised with the Practice Manager. We cannot restrict staff access to any specific records since it prevents them from performing their roles Question: Are there any controls over who can view the records at each site?

  18. 8 Answers: The 2 sites now have a wider management structure to support patients and our teams We are working towards a more accessible telephone system Greater flexibility to access appointments across both sites expanding availability Skills integration through combining our clinical and non clinical teams Building resilience for the future of general practice in Chislehurst Question: What changes will be made to the day to day running of the new partnership?

  19. Finally We have been working hard to make this transition as seamless as possible for staff and patients an we understand that everyone may have concerns and anxieties about how the new system will work It is new for all of us so please be patient and kind to the staff they are here to help you

  20. Thank you for attending Question time ..

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