Induction and Workplace Orientation Program

General Practitioner

Balance! Healthcare

Balance! Edmonton Family Practice

Balance! Springwood Family Practice
Blackheath Family Medical Centre

Welcome to Balance! Healthcare.

This document has been developed as an addendum to the Practice Induction Manual specifically for
General Practitioners. Please refer to the Practice Induction Manual for standard practice induction
information.

The Induction Program

To ensure staff and patient safety, staff should demonstrate knowledge of the key procedures listed in the
Policy and Procedure Manual and key operating systems relevant to their role within the practice, by the
end of the orientation period. To this end, we conduct a comprehensive induction program that, for
General Practitioners, will take several days to complete so that you will feel confident to start seeing
patients within our practice environment.

During the course of your employment, it is expected that you will familiarise yourself with the contents of
the Policy and Procedure Manual, the Best Practice User Guide and the printed and online resources
available to you. Your colleague General Practitioner, the Practice Nurse and the Practice Administration
Manager can assist you in this.

All new staff must complete a ‘Staff Induction’ checklist or form as part of their orientation.

Prior to your induction you should have read, understood and signed the employment contract and/or
your Job Description. You should be familiar with the scope of your role and the terms and conditions of
your employment. You should also have provided copies of your Medical Registration, RACGP
Membership, CPD, Professional Indemnity Insurance, CPR and Immunisation status to the Recruitment
Manager and/or the Practice Administration Manager. You will not be permitted to deliver primary
health care to patients until these documents are provided and you have a Medicare Provider Number
and Prescriber Number.

Updated 13/08/13
Structure of the Practice

Balance! Healthcare GP Superclinics bring together General Practitioners, Nurses, Medical

specialists, Allied Health professionals and other health care providers to deliver better health
care, tailored to the needs and priorities of the community. The practice operates on the “hub
and spoke” model with Springwood being the hub practice and many spokes, located both on
and off site.

Balance! Healthcare Pty Ltd operates as a corporate structure, a propriety limited company.

Administrative support is provided by the Practice Administration Manager and the Medical
Receptionists.

Clinical support is provided by your colleague General Practitioners, Practice Nurses, Specialists
and Allied Health Professionals that operate in our “hub and spoke”. On site spokes are listed
in the Practice Information Sheet and in the contact list in the Best Practice software. Off site
spokes are listed in the Contact List in the Best Practice software. Both on and off site spokes
have a notation in the Contact List to identify them as a spoke of the practice.

Personnel Issues

Contractual enquiries should be directed to the Recruitment Manager and/or CEO.

HR enquiries should be directed to the Centre Manager and/or the CEO.

Payroll enquiries should be paid to the Payroll Department. The Practice Administration Manager
can assist you with this.

Rostering, leave and administrative enquiries should be directed to the Practice Administration
Manager and/or Centre Manager.

Ordering of Supplies

The Practice Nurse looks after all clinical consumables and clinical equipment ordering.

The Practice Administration Manager looks after all stationery and office supplies ordering.

Policies Affecting Emergency Procedures

Emergency Evacuation drills are conducted quarterly and include procedures for evacuating
ambulatory and non-ambulatory patients from anywhere in the building. Evacuation posters are
located in each room in the practice detailing the nearest exit. The alarm will be raised using
the alert button (see below) from a Reception computer and by the Fire Warden calling an
evacuation. The assembly point is outside the Ambulance Station and is detailed on the
evacuation poster. Please familiarise yourself with your nearest exit and the evacuation
procedure.

From time to time, medical emergencies will present at the practice. All staff are trained in
infection control procedures and reception staff are trained in patient triage in order to assist
with medical emergencies at the practice.
Updated 13/08/13
All staff, both clinical and administrators, will assist any patient presenting with a medical
emergency and will not depart the site until handover has occurred to a qualified clinician or
emergency services.

The practice is equipped with an automatic defibrillator and all staff are required to have a
current First Aid Certificate and participate in ongoing CPR training.

Alert buttons are located in each consulting room and at the Reception desk in case of
emergency. Activation of the button will create a pop up alert on the computer screen of every
logged on computer in the building notifying an emergency alert and the location. If a patient is
having a medical emergency and you need assistance, you are in distress or feel threatened, do
not hesitate to activate the alert button. If you have an emergency alert appear on your desktop,
please immediately respond to the location to provide assistance.

Blood & body fluid, spills, needle stick injuries and other emergency procedures are detailed in
the Practice Policy and Procedure Manual. Please take the time to familiarise yourself with this
manual

Professional Conduct

It is expected that, at all times, you will present yourself in a professional and courteous manner
to both patients and staff. This includes your speech, dress and behavior.

Please check the relevant policies in the Policy and Procedure Manual and check with the
Recruitment Manager, Centre Manager or CEO if you are unsure.

Clinical Protocols

Whenever possible, you will be supported by a Practice Nurse when you are consulting in
rooms. The Practice Nurse will endeavour to see new patients to collect basic medical history
and information on your behalf to free your time to better care for our patients. Practice Nurses
will also participate in Health Assessments, GP Management Plans etc to collect basic data for
you.

You must maintain current Medical Registration, Professional Indemnity Insurance and CPR
Certificate as well as provide your CPD statement to the practice whenever you renew or update
these items.

It is expected that you will participate in peer education processes and attend monthly Clinical
and Staff Meetings. It is also expected that you will interact and share care of patients with
Specialists and Allied Health Professionals within our “hub and spoke” model.

Demonstration on the Uses of Unfamiliar Equipment

During your orientation program you will be shown how to use the clinical and office equipment.
If you encounter any unfamiliar equipment, please advise the Practice Administration Manager
who will make additional time available for you to be trained in the use of the equipment.

Updated 13/08/13
Professional Resources and Services

The practice encourages you to familiarise yourself with resources and service available in our
community.

In the first instance, please check the Contact List in the Best Practice software. Your colleague
GPs, Practice Nurses and administration staff can also assist you.

There are patient information printed resources located in the waiting room and in the Treatment
Room for information and distribution.

The information TV located in the waiting room will also advertise resources and services
available.

Australian healthcare system

The Australian healthcare system is overseen by the Department of Human Services (Medicare &
PBS) and Department of Health and Ageing (DoHA). As part of your orientation program you
will spend time with a colleague General Practitioner who is familiar with the system. More time
will be allocated if you are an Overseas Trained Doctor (OTD). He or she will explain how the
system works and how we deliver services and collect fees through the MBS item numbers for
primary health care services. If you have further questions following your orientation program,
please advise the Practice Administration Manager who will allocate further time with your
colleague.
If you are an OTD then you will find that some medications have different names in Australia.
eg Acetaminophen (Tylenol) is known as Paracetemol. Please take the time to familiarise
yourself with the medications available in Australia using the electronic MIMS in Best Practice
and the PBS website using the link in Online Resource below.

IT & Software

At your commencement you will have been advised of your MS Windows username and
password. Please take the time to change your password from the generic one to one which
you will remember. The MS Windows username will also be allocated an email address which
should follow the protocol of firstinitialsurname@bmgpsc.com.au. Please ensure that you check
your email regularly as our practice uses this medium as a daily communication tool for practice
information and messages.

Once you have logged in to MS Windows and changed your password, please go into the
Control Panel>Screen Saver Settings and set the screen saver to come on after 5 minutes at tick
the box saying “On resume, display login screen”. This is important for patient confidentiality
and protects our IT system from attack. If you have any problems, please ask the Practice
Administration Manager for help.

You will also have been advised of your “Best Practice” username and password. Again, please
take the time to change your password from the generic one to one which you will remember.
Updated 13/08/13
The practice uses “Best Practice” software for appointments, clinical notes, recalls & reminders
and billing. During your orientation process you will receive comprehensive training in the use
of this software with both the Practice Administration Manager and your colleague General
Practitioner. There is also a Best Practice Users Guide available to you which is located at
Reception.

Online Resources

MBS Online – A list of all the Medicare item numbers, their descriptions and fees
Doctor Connect – Information on working as a Doctor in Australia
Nepean-Blue Mountains Medicare Local – Blue Mountains GP Support and Programs
Far North Queensland Medicare Local – Cairns GP Support and Programs
Pharmaceutical Benefits Scheme – Information about prescriptions and medication
Medicare Australia – Department of Human Services
Australian medical expressions – Information courses
Training and Education resources – Postgraduate and CPD education

Updated 13/08/13
General Practitioner Name:
Commencement Date:
Position: General Practitioner
Contract Signed on:
(tick as completed)
Personal Details
Qualifications Insurance &
Training
Induction
OH&S & Practice policies
Superannuation, Tax
Payroll and Leave
Computers
Medicare & Vet Affairs
PBS
Membership
Stationery & Marketing
Updated 13/08/13
Practice Checklist
• Resume
• Staff information sheet.
• Contract
• Copy of Position Description
• Staff Contact Details Form completed
• Inform Medical Practice Insurance of new staff member.
• CME CPD Points (RACGP)
• Copy of Medical Practitioner Registration (AHPRA)
• Copy of Professional Indemnity Insurance
• Copy of CPR Certificate
• Induction times organized (2 days)
• Welcome morning tea organized.
• Appropriate Immunisations or Consent refusal form signed.
• Confidentiality Statement signed in contract
• Superannuation if applicable
• Tax Declaration ATO if applicable
• Banking Details for Payroll Processing
• ABN and Business Name (If applicable)
• MS Windows username & password
• Email set up
• Best Practice username & password
• Best Practice sessions set up
• Contact pathology/Imaging providers to add another provider for electronic
downloading.
• Application for a Provider Number
• Application for Prescriber Number (if required)
• Registration for Online Claiming Banking Details Form with practice details.
• Registration for PIP for practice to receive PIP payments
• Registration for SIP for GP to receive SIP payments
• Application Form for 90 day pay Dr cheques
• Registration as an LMO (Veterans Affairs) 1300 550 457
• Australian Childhood Immunisation Register Forms
• Worksafe Registration and Direct Debit form
• PKI Information
• Order blank Prescription Pads
• Prescription Shopping Information Service Access Registration Form
• Doctors Bag book
• Registration with Translator Interpreter Service (TIS)
• Application for Medicare Local
• RACGP
• Update Practice information sheet
• Update Practice stationery, business/ appointment cards etc
• Update FaceBook
• Advertisement in Blue Mountains Gazette or The Cairns Post News (whichever
relevant)
GP Induction Program

Induction Program

Day 1

Standard Practice Induction

Practice Organisation

Explanation of the philosophy and mission statement of the Practice

Introduction to other staff and patients

Facilities

Car parking arrangements

Staff facilities

Organisational Chart

Building alarm procedures

Resource folder to include local facilities, pathology/imaging providers and patient

resources

Location of medical and stationery supplies

Working Conditions

Working hours, breaks, roster procedures, time sheets, payroll timing

Performance expectations

Policies on alcohol/drugs, harassment

Grievance procedures

Incident/Complaints reporting

Procedure for Leave provisions

Internal Communication Systems – Email, message systems

   

Updated 13/08/13
Safety and Privacy Information

General Safety rules applicable

Procedure for needle stick injures

Procedure for blood and body fluid precautions

Overview of Privacy policies

Overview of Triage

Location of hazardous substances and Material Safety Data sheets

Resources

Policy and Procedure Manual to be read and signed off on

Induction Program

Day 2

Practice Equipment & Systems

Telephone equipment

Answer Machine

Patient records

Clinical Records - identify any training required and organize.

Computer hardware and Software - Identify any training required and make arrangements.

Back up procedures if applicable – contingency plan explained

Training on use of medical equipment eg: resuscitation procedures, ECG Machine

Accreditation processes

Appointment system

Procedures for recalls and reminders

Hand washing and infection control

Updated 13/08/13
Location of fire extinguisher/evacuation procedure

Practice policy on telephone calls from patients

Clinical Orientation

Treatment & Procedure Room with Practice Nurse

Best Practice Training with Practice Administration Manager

Sit with colleague General Practitioner during consultations

Best Practice Training with colleague General Practitioner

Commence patient consultations with colleague General Practitioner accompanying

Commence patient consultations with colleague General Practitioner available

Within the first week

Key Polices and Procedures

All staff must read the Policy and Procedure Manual and sign off on key areas

Treatment Room set up

Infection Control including personal protective equipment/Spills Kit

Blood and Body spills

Sharps disposal

Needle stick injures

Staff immunisation

Policy on storage and recording of S8 drugs

Management of Hazardous waste, recyclables

OH & S

Medical Emergencies/Non Medical Emergencies

Security Precautions

After Hours Care (Doctor on call & Triage Line)

Updated 13/08/13
Translator interpreter service

Incident Reporting/Adverse events/Complaints

Privacy policy and Confidentialty

Patient rights

Telephone and electronic communication

Directory of local health and community services

Standard Staff Induction complete

General Practitioner Induction complete

At one month

Review the whole induction program gather feedback via staff surveys and interview

GP Name:

GP Name Signature:

Induction Completed By:

PAM Signature:

Date:

Updated 13/08/13

ORGANISATION
Medicare Provider Registration
Veterans Affairs
Practice Incentive Program
Australian Childhood
Immunisation Register
Translator Interpreter Service
Royal Australian College of
General Practitioners
Australian Health Practitioner
Regulation Agency (AHPRA)
Prescriptions Benefits Service
90 Day Cheques
Nepean-BM Medicare Local
Far North Queensland
Medicare Local
Updated 13/08/13
CONTACT LIST
PHONE WEBSITE
9605 7968 http://www.medicareaustralia.gov.au/provider/pu
bs/medicare-forms/files/1413-application-for-an-
additional-location-medicare-provider-registration-
number.pdf
13 32 54 http://www.dva.gov.au/
1800 222 032 http://www.medicareaustralia.gov.au/provider/inc
entives/pip/files/individual-gp-details-form.pdf
1800 653 809 http://www.medicareaustralia.gov.au/public/servi
ces/acir/index.jsp
131450 http://www.immi.gov.au/
9214 1414 www.racgp.org.au
1300 419 495 http://www.ahpra.gov.au/Registration/Registers-of-
Practitioners.aspx
13 22 90 http://www.medicareaustralia.gov.au/provider/pb
s/files/mca-pbs-4018.pdf (Manual pads)
http://www.medicareaustralia.gov.au/provider/pb
s/files/mca-pbs-4019.pdf (Computer sheets)
1800 032 259
02 4721 1150 http://www.nbmml.com.au
07 4032 3555 http://www.fnqmedicarelocal.com.au