Practice capacity planning
Match recall work to the team available.
Understand the work due before filling the diary. AegisRX brings recall requirements, suitable combined visits and role-based worklists into the same planning conversation.
Start with the work, then plan the contacts
A patient may appear on several lists while needing only one suitable contact for some of those tasks. Other work needs a separate review, a result first or a different clinician. Counting every task as a separate appointment can obscure the practical plan.
AegisRX uses pharmacist-supported, read-only EMIS searches to bring the recorded requirements together. Your team can then review the possible combinations, allocate work and consider the available clinics. It supports planning; it does not create appointment slots or replace your booking system.
A worked example, with the calculation visible
| Planning step | Visits |
|---|---|
| Separate visits if each job is planned on its own | 15,453 |
| Less: suitable work combined into another planned visit | −2,946 |
| Less: suitable checks included in a flu clinic visit | −160 |
| Visits remaining in this example | 12,347 |
The difference is 3,106 separate visits in the example. Combining tasks does not remove the clinical work or prove an equivalent reduction in staff time: a combined appointment may take longer, require preparation or lead to further follow-up.
Read how we label and limit the worked examples. Actual results depend on patient need, the data available and what the practice can deliver.
Plan by role as well as by appointment
- Administration: invitations, replies, chasing and the agreed recording tasks.
- HCA and nursing teams: appropriate observations, tests and hands-on checks within competence and local arrangements.
- Pharmacy teams: appropriate medicines work, monitoring follow-up and reviews within their role.
- GPs and other responsible clinicians: decisions and reviews requiring their clinical input.
Worklists make these responsibilities easier to discuss. They do not authorise a person to take on a task outside their competence or change the practice's staffing arrangements.
Test the plan against your real diary
- Confirm clinical priorities and the dates by which work needs to happen.
- Review possible combinations against the patient's circumstances and preferences.
- Allow for appointment duration, preparation, result review, non-response and follow-up.
- Compare the required work with available sessions by role, including leave and existing commitments.
- Review recorded progress after each weekly or monthly extract and adjust the plan.
This makes capacity a visible planning discussion rather than a single headline saving. The practice retains responsibility for booking, care and coding completion.