Practice Audits

Practice Audits

  • Are you fully aware of everything that you can claim?
  • Do you understand all aspects of running your Practice.
  • Are you fully maximising on your income?
  • Are there ways that you could save money in your Practice?

To date, I have carried out Audits in over 50 GP Practices throughout Ireland. In 100% of those Practices, I identified unclaimed income of amounts varying from €4.5K to €37K.

This was a huge surprise even to me. Much of it was easily recognisable, particularly as I know where to look and what to look for, however, there are times when I need to dig a little deeper.  Without exception, there have been areas within every Practice I have worked in that was losing out on income.

To date Best Practice has provided accredited Practice Management training to over 400 GPs, Practice Managers & their Staff at several different locations throughout Ireland both live and online. What is always evident at these workshops was that many staff and GPs who attended are busily working in their Practices day to day, but don’t have time to investigate what they might be missing out on.

In my experience, I have observed that many Practice staff evolve into new roles in their various Practices over time and as such do not receive any formal training in areas like PCRS and Managing Practice finances. As a result, they are not always aware of what needs to be claimed or how to optimise on Practice incom

“Can’t say enough about how much Asumpta has helped our practice. An initial meeting followed by a surgery visit identifying important areas of focus. She was able to quickly get a sense of us as a team which was crucial in terms of identifying and implementing improvements without making anyone feel at fault. Asumpta spent a short period of time with us but has made an enormous difference not just in the numbers but also the people and why they are doing what they are doing. You will gain far more than you spend here”
Dr. Dan Delaney
GP - GP Ballyhaunis

Since April 2020, I have been working 90% remotely and it has been even more efficient in that I do not always need to travel to a Practice.

Here is a short Case Study:

2 Partner GP Practice, 1 GP Assistant, 1.5 FTE Practice Nurse, Practice Manager, 5 Admin Staff 2.5 FTE

This was your typical busy Practice where one day rolled into the other. The PM was caught up in all aspects of the Practice and did not give herself the time to focus on all aspects of her role.

The Audit

Carried out an audit of PCRS using the GP Online Application Suite over a 3 year period.
I looked at all income that is paid through the PCRS

The Findings

Unclaimed annual Leave                      €10,650.00
Unclaimed Study Leave                        €14,595.76
Unclaimed sick Leave (current year)   €   5,917.20
Total unclaimed Leave                          €31,162.96

The Outcome

  • Annual leave claims were submitted (all paid)
  • Study leave – a little more challenging as paperwork was missing 26 out of 49 Days claimed (all paid)
  • Sick Leave – Submitted Claim (all paid)
  • Many other areas were identified where income was not claimed
  • Responsibility was delegated for some tasks
  • Training provide to appropriate staff.
  • Practice was given a template to ensure claims were submitted going forward
  • Practice more efficient and streamlined.
“Can’t say enough about how much Asumpta has helped our practice. An initial meeting followed by a surgery visit identifying important areas of focus. She was able to quickly get a sense of us as a team which was crucial in terms of identifying and implementing improvements without making anyone feel at fault. Asumpta spent a short period of time with us but has made an enormous difference not just in the numbers but also the people and why they are doing what they are doing. You will gain far more than you spend here”
Dr. Dan Delaney
GP - GP Ballyhaunis

What you can expect with a Practice Audit


  • An introductory video call usually by Zoom
  • Discuss your challenges
  • Prioritise what is most important & agree objectives
  • A contract and confidentiality agreement will be sent via email.
  • On receipt of signed contract, organise a time to login to Practice remotely
  • Access Practice PC securely using teamviewer. (this can be installed free of charge)
    A full audit of PCRS and payments administered through it.
  • A full report on all my findings with recommendations within 24 hours.
  • 30 min follow up call by Zoom

The following is just one very simple case study where I worked inhouse. There are many others where it is impossible to see the solution as you are so busy working in it every day but equally, it is often more effective when changes are suggested through an external consultant. Having previously worked as a Manager in General Practice for 17 years, I know and understand the dynamics of working in this unique environment. I can empathise with staff and work with them in a non judgemental way.

Case Study

A GP was frustrated that his Secretary was taking so long to complete processes. The Receptionist had been doing the same job for a long number of years and the GP did not want to upset her.

Quick Observations

I sat and observed how the Receptionist was working for a very short time. I noticed quite quickly that she was duplicating a lot of her work:

  • The computer monitor was to the right of where she was dealing with patients which meant she was writing things down while dealing with patients, and then having to move her chair over to enter the information into the PC.
  • Her credit card terminal had a chord attached and each time she used it, she had to hold it in place for the patient to enter their PIN.
  • The phone was difficult to access.
  • Prescriptions and certs which she needed regular access to were under her desk in an awkward position                       The Receptionist was clearly struggling with all the difficult manoeuvre’s that she had to complete on an ongoing basis.

Solutions

  • There was no room for the Monitor to be placed where the Receptionist needed it so a decision was made to modify the desk.
  • We ordered a wireless terminal
  • The phone was moved to make it more accessible
  • Certs and Prescriptions were put on the desk

Outcome

  • Reception was modified at minimum cost.
  • No more duplication as Receptionist no longer needs to write things down.
  • Workflow has improved significantly
  • Receptionist is much happier in her role
  • Happy GP and happy Receptionist.

There are many case studies, simple solutions like the example above and many others that may require a bit more work. I have worked with many GPs who have transformed their working day just by taking a step back.

I can help you successfully navigate many issues that you have in your Practice including:

  • Staff difficulties
  • Prioritising tasks
  • Disagreements with colleagues
  • Effective delegation of tasks