Optimise Healthcare Group · 34 procedures · 7 groups

Patient Pathway SOPs

Standard operating procedures for patient handling, prepared for the migration from spreadsheets and Semble to Medicus. Six core loops carry the logic that repeats everywhere - every pathway links back to them instead of restating them.

Start here - core procedures

Chase & Expiry Loop

The single method used to chase a patient for anything outstanding, and what happens when chasing runs out. Any SOP that says “chase using C1” means this procedure.

8-Week Non-Engagement Warning

The final formal stage of non-engagement: one warning letter to the patient and their GP, giving 8 weeks to respond before the case returns for a discharge decision. One template is used for every reason - the reason is the only variable content.

Contact Ladder & RAG Prioritisation

The single method used to make contact with a patient, and the order in which patients are worked. Any SOP that says “contact using C3” means this procedure.

Daily Brief & Complex MDT

The escalation gateway. Every decision that carries clinical risk - issuing a warning, stopping medication, discharging an engaged patient - passes through here before it happens.

Discharge

How a patient leaves the service, whether that is at the end of a pathway, through non-engagement, or for a one-off reason.

Tracker Hygiene & Pathway Completion

How every tracker is kept clean, so the active view only ever shows work that still needs doing.

Intake

From referral landing to the first booked appointment.

01Referral Receipt & TriageHow a referral enters the service, gets risk-rated, and is passed to admin.uses C3 02Record Creation & Document UploadGetting the patient and all their paperwork onto the system before contact begins.03First Contact & BookingGetting a new referral booked in, or discharged if they cannot be reached.uses C3 · C5

Appointments

Keeping the diary accurate and clinics full.

0448-Hour Confirmation CallsReducing DNAs by confirming attendance two days before every appointment, and recovering the slot when a patient cancels.uses 05 05Cancellation ListFilling slots that come free at short notice with patients who have asked to be seen sooner.06Ad-Hoc Bookings & Follow-UpsMaking sure patients who need a further appointment actually get one, rather than falling between appointments.uses C1 07DNA ManagementHandling missed appointments safely - confirming the patient was properly reminded, offering a rebook, and assessing clinical risk before anyone is discharged.uses C4 · C5 08QuestionnairesMaking sure the questionnaires needed for an assessment are back before the patient is seen.uses C1 · C2

Assessment & reports

Producing, checking and issuing clinical reports.

09ADHD Assessment ReportTracking an ADHD report from the end of the assessment to the final copy landing with the GP, and measuring how long each stage takes.uses 12 · 14 · C5 10Autism Assessment ReportTracking an autism report from assessment through drafting, amendments and issue to the GP.uses 13 · 14 · C5 11Full Psychiatric Assessment ReportAs per the autism report process, with an additional consent step before anything is sent to the GP.uses 14 · C4 12Post-DiagnosticClosing out the immediate post-assessment work - notes, resources, recommendations and the final letter.uses C5 13Autism 6-Week Follow-UpOffering, booking and closing out the 6-week follow-up appointment that every diagnosed autism patient receives.uses C5 14Report AmendmentsHandling requested changes to reports and letters, and recording how long they take to action.

Medication & monitoring

Titration, observations and prescribing safety.

15Titration & EpisodesManaging patients whose medication is being actively adjusted, and recording titration episodes so they can be billed correctly.uses C1 · C2 · 06 · 16 16ObservationsCollecting the observations needed before medication can be issued or continued.uses C1 · C2 · 17 17Blood Pressure MachinesGetting a monitor to patients who need one, and confirming it arrived.uses 16 18Prescription Dispatch & Lot SheetGetting prescriptions to patients and maintaining the audit trail for every prescription issued.19ECG & Investigation ChasingTracking investigations the service is waiting on from patients or external providers, and escalating when they stall.uses C1 · C2 · C4 20Pregnancy PathwayPausing a patient's pathway during pregnancy without discharging them, so they do not have to start again afterwards.

Shared care

Handover to the GP and the reviews that keep it valid.

21Shared Care Agreement & GP LiaisonGetting a shared care agreement written, signed and accepted by the GP - or establishing that it has been rejected.uses 22 · 16 22Shared Care Prescribing & 6-Month ReviewManaging patients the service continues to prescribe for because shared care was rejected, and keeping their monitoring current.uses C1 · C2 · 18 23Annual ReviewMaking sure every shared care patient with the service for more than a year has their annual review.uses C1 · C2 · C3

Governance & data

Task lists, coding, invoicing and ICB reporting.

24Clinical Task ListTracking anything the clinical team needs to chase or action, so nothing raised at MDT is lost.uses C4 25Admin Task ListTracking operational tasks assigned to admin, with a defined chase pattern and an escalation point.uses C4 · C5 26ICB Coding & Activity RecordingCapturing the coded activity data the ICB requires in order for the service to be paid.uses 27 27InvoicingTurning recorded activity into invoices, using the correct billing category and titration episode.28Master Spreadsheet & ICB ReportingHolding the position of every patient on ADHD titration, so the service can answer the ICB at any point.uses C6 · 23