Administrative Systems in a diabetic retinopathy screening programme

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Administrative Systems in a diabetic retinopathy
screening programme

• B Pickwell, T Daubney, K Good United Lincolnshire
  Hospitals NHS Trust

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Lincolnshire as part of the east midlands
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3 Administrators

• 4 vans (7 Photographers or
  Photographer/Graders)
• Central appointments/results system
• 101 GP practices
• 103 screening venues
• 30,000 people with diabetes (and rising!)

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A week in the Office

• Setting up future clinics/venues
• Generating/mailing 600-700 appointment letters
• Maintaining clinic lists (electronic and paper)
• Updating register (new referrals and validation
  lists)
• Dealing with approx 500 results
• Telephone calls (constant changes of appointment
  and general enquiries)
• Constant checking of re-invite request lists

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Screening Register

• One centrally-held Register for accurate call
  recall (updated from GP practice diabetes
  registers via validation lists)
• Archiving system - temporary or permanent (great
  care vital!)
• Flagging system (for those with special needs)
• Returned Mail Systems used
• OpenExeter
• NSTS (National Strategic Tracing Service)
• PAS (Hospital Trust Patient Administration
  System)
• Ask Practice!

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How Do We Cope ?!

• Approved system (change-over in June 2005 from
  locally-initiated database) to ensure systematic
  progression round the county

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An Administrator is

• Often the first person in the Team to speak to
  clients (Reassuring voice for nervous
  first-timer enquirers)
• Sometimes the only person in the Team to speak to
  clients in the case of adamant refusals (Need
  good powers of persuasion and a sympathetic ear!)
• A person who can make a BIG difference to your
  attendance rate!

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Good Administration Vital

• In helping to ensure the organisation of a
  smooth-running service that meets quality
  standards
• In maximising throughput by good organisational
  skills
• In maximising attendance by good customer liaison
  
• In helping to minimise risk

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• Thank you
• And please look after your
• Administrative Staff.
• They are as vital to the Programme as your
• Retinal Screeners!