Workload and Staffing Levels

Policy

Staff levels for both clinical and non-clinical staff are constantly reviewed to improve the quality of our service and keep our staff safe.

We gather information on workloads and staffing levels from a variety of sources including reviews of waiting times, PES survey results and staff feedback.

Responsibilities

The management team:

• coordinates and manages safe staffing levels
• decides what staff are required
• ensures adequate coverage.

The GP Lead takes care of clinicians, including arranging locums.

The nurse manager is in charge of rostering for nurses including any temporary cover.

The practice manager attends to the roster for non-clinical staff including casuals.

Managing overload and staff shortages

Patient overload

If patient numbers and waiting times exceed acceptable levels:

• the receptionist informs patients of the wait time and they may choose to reschedule
• clinical staff may triage patients and reschedule non-urgent cases to another day
• the management team may source additional staffing.

Staff shortages

• If GP numbers are significantly reduced, consider alternatives.

  Alternatives might include:

  • telehealth
  • general advice, if appropriate
  • directing patients to another practice
  • advising patients to attend their nearest accident and emergency, or accident and medical centre.
• Contact Alliance Health Plus for advice if no GPs are available.
• Consider other staffing options if absences are impacting the service.

  For example:

  • Contact another practice, to find out if you can pool resources.
  • If you are a rural practice, contact Hauora Taiwhenua Rural Health Network. Rural services have a separate pool and may be able to help.
• Update the phone message regularly to keep patients informed.

If the practice will be understaffed due to sickness or other circumstances, see Business Continuity.