Results and Clinical Correspondence

Policy

Managing test results, significant investigations, reports, and clinical correspondence appropriately is an important part of achieving the best health outcomes for our patients.

Refer to RNZCGP: Managing patient test results, Te Whatu Ora | Health New Zealand: Transfer of Care and Test Results Responsibility, and Cole's Medical Practice in New Zealand: The management of clinical investigations

• We aim to review and action all incoming correspondence and results within appropriate time frames (usually two to three working days).
• Clinicians who will be away or unavailable for a period of time appoint a deputy to act in their absence.
• All potentially significant tests and investigations are tracked by the ordering practitioner. For significant results, the ordering clinician generates a task to themselves or the nurse in Medtech.
• The clinician who initiates any test, report, or other medical correspondence is responsible for tracking the test, managing the results, and ensuring there is a clear plan of care.
• Patients are provided with information about:
  • how they will receive test results
  • signs or symptoms that might mean they should contact their clinician before results are received.

All relevant communication with patients or other providers is documented in the patient record.

See also Results Management Procedure.

Audits

We carry out regular audits of our processes for managing results, and encourage staff to raise any concerns. Any issues that arise are reported to the clinical governance group so that opportunities for process and service improvements can be identified.

Clinical governance

Q15

We ensure that all clinical correspondence has been actioned and nothing missed. Results or reports are assigned to specific staff members, who are responsible for managing and tracking them.

A designated clinical staff member checks the inbox each week to ensure all results have been received by the correct person, reviewed, and actioned.

Any issues identified with clinical correspondence are monitored as part of clinical governance to ensure they are addressed in a timely manner.

Clinicians on leave or unavailable

Clinicians taking leave appoint a deputy to act in their absence. The deputy is responsible for checking the absent doctor's inbox and managing test results.

Handovers should occur before the clinician goes on leave and after they return to ensure that clinically significant information is transferred.

Results coming into the practice

Results can arrive at the practice in different ways, e.g. electronic results, email, or paper results. All results are directed to the right person within an appropriate time frame.

Q16

Once the result has been received by the appropriate clinician, follow the practice's results management procedure.