A day in the Life of a Practice Assistant in a Busy GP Practice
In a bustling general practice (GP) office, the role of a practice assistant (PA) is essential to keeping the wheels turning smoothly. From the first call in the praktijkondersteuner huisarts morning to the last patient of the day, practice assistants are involved in nearly every aspect of a GP practice. They juggle clinical, administrative, and interpersonal tasks with remarkable efficiency, ensuring that both patients and healthcare providers have the resources they need to succeed.
But what does a typical day look like for a practice assistant in a busy GP practice? Let’s take a closer look at the daily routine and responsibilities of a practice assistant in a high-demand healthcare setting.
- The Morning Rush: Preparing for a full Day of Appointments
A practice assistant’s day often starts early, long before the first patient walks through the door. The morning is critical for getting the practice ready for a full day of appointments, and practice assistants are often the first ones in.
7: 30 AM – Opening up and Preparing the office: The practice assistant arrives early to ensure everything is set up for the day. This might include checking appointment schedules, ensuring the patient waiting area is clean and comfortable, and organizing patient charts. They’ll also ensure that all medical supplies are stocked and that any necessary equipment is functioning, such as taking inventory of stock, ensuring examination rooms are prepared, and sterilizing any medical tools that will be used during consultations.
8: 00 AM – Checking In Patients: As the first patients start to arrive, practice assistants are at the front desk, greeting them, verifying personal details, and checking insurance information. They are the ones who update patient records, answer any questions, and ensure that the patient’s details are accurate. Practice assistants also provide new patients with the required forms to fill out, making sure all information is in order before the GP sees them.
With several patients often arriving around the same time, this can be a busy period. Despite the high volume, practice assistants maintain a friendly, calm demeanor, ensuring that patients feel welcome and comfortable, setting the tone for a positive visit.
- Morning Consultations: Supporting the GP
Once the GP starts seeing patients, the pace picks up, and practice assistants quickly shift into their clinical support roles.
9: 00 AM – Assisting with Clinical Tasks: For each patient, practice assistants perform a variety of tasks. This can range from taking vital signs (blood pressure, heart rate, temperature, weight) to preparing patients for examinations. In some practices, the PA may help set up any necessary equipment, perform basic lab work, or conduct initial assessments, depending on their level of training.
When the patient enters the examination room, practice assistants may also assist the GP with certain procedures, helping with positioning patients or preparing materials for a particular exam. Throughout this process, they maintain a high level of confidentiality and ensure patient comfort.
10: 30 AM – Answering Patient Queries: While the GP focuses on the clinical side of things, practice assistants often manage patient queries in between consultations. This might involve answering phone calls, explaining medication instructions, providing health education, or offering support for follow-up care. They may need to reschedule appointments, confirm details for upcoming tests, or assist with completing medical forms.
In many busy practices, practice assistants are multi-tasking during these moments, answering calls and updating patient records while maintaining an organized and calm environment for both patients and the team.
- Midday Duties: Managing the Back-End and Continuous Support
As the morning consultations wrap up and the lunch hour approaches, practice assistants still have several ongoing responsibilities. Midday is often when administrative tasks take center stage.
12: 00 PM – Lunch Breaks and Continued Administrative Work: While one practice assistant may take their lunch break, the remaining team members keep things running smoothly. Midday is an important time for following up with patients—practice assistants confirm test results, make sure prescriptions are filled, and help schedule any necessary follow-up appointments or specialist referrals.
They also often ensure that patient charts are updated in real-time, entering information from morning consultations into the practice’s electronic health records (EHR) system. This ensures that Gps have the most up-to-date information for each patient and streamlines workflow throughout the day.
1: 00 PM – Managing the Afternoon Patient Flow: In the afternoon, the pace picks up once again as the afternoon patient appointments begin. Practice assistants play a crucial role in ensuring that patient flow continues to run efficiently. They will review the afternoon’s schedule, help the GP prepare for upcoming consultations, and check that all necessary tests, reports, and medical records are ready.
For each new patient, practice assistants will ensure all relevant information is updated, send reminders to patients about the visit, and assist in making patients feel comfortable during their wait.
- Clinical and Administrative Balancing Act
As the afternoon wears on, practice assistants continue their balancing act of supporting both the clinical and administrative sides of the practice.
3: 00 PM – Managing Test Results and Orders: Practice assistants are key players when it comes to managing test results. They ensure that lab reports, imaging, and diagnostic results are entered into the system, flagged for review, and communicated to both the GP and the patient. In busy practices, these test results can come in quickly, and it’s the PA’s responsibility to stay organized and ensure that the GP is made aware of anything urgent or important.
This might include calling patients to inform them about follow-up tests, scheduling appointments for additional testing, or coordinating with other medical specialists for referrals. Practice assistants may also help prepare patients for any minor procedures or vaccinations that the GP has scheduled later in the day.
4: 30 PM – Responding to Patient Concerns: As the day progresses, practice assistants may have to address patient concerns that pop up last minute. Whether it’s rescheduling a missed appointment, providing clarification on instructions given by the GP, or helping patients with prescription refills, this time often involves juggling multiple tasks to ensure patients feel cared for and supported.
- End of Day Wrap-Up: Preparing for Tomorrow
As the final patient of the day leaves, the practice assistant’s responsibilities aren’t quite over.
5: 30 PM – Closing Duties: Practice assistants have a few closing duties before leaving the office. This could involve finalizing patient records, ensuring that all files are correctly filed and secured, and making sure the practice is organized for the next day. They may also handle the office’s supplies, checking inventory and placing any necessary orders.
At the end of a busy day, practice assistants are often the last ones to leave, ensuring that the practice is clean, organized, and ready to handle the next day’s appointments.
- Balancing the Emotional and Mental Demands of the Job
While the physical demands of the role can be intense, there are also emotional and mental demands. Practice assistants often interact with patients who are stressed, worried, or anxious about their health, and it’s crucial to maintain empathy and professionalism throughout the day.
A large part of the job involves offering reassurance, managing difficult situations, and being a calm presence in a busy and sometimes high-pressure environment. Emotional resilience and good interpersonal skills are vital in this role, as practice assistants are constantly required to shift between different tasks while remaining patient and focused.
Conclusion: The Backbone of a Busy GP Practice
A practice assistant’s day in a busy GP practice is a whirlwind of activity, requiring flexibility, adaptability, and exceptional organizational skills. From preparing the office and supporting clinical tasks to answering patient queries and managing administrative duties, the practice assistant is often the glue that holds everything together.
Their contributions allow general practitioners to focus on diagnosing and treating patients, ensuring that patient care is as effective and efficient as possible. Though often behind the scenes, practice assistants play an essential role in ensuring that patients receive the best care possible, helping to create a seamless and positive healthcare experience for all involved.
In a busy GP practice, the role of the practice assistant is truly invaluable, and they are crucial in making the practice run smoothly, day in and day out.