Mobilisation Plan for Practice Merger - Jorvik Gillygate & East Parade

Area	Action Required	Due Date	Who	Comments/issues	Key Contacts	Status
Patients
1.1 Communication	Draft letter for patients	Feb/Mar	Practice	Letters to include details of: · Neighbouring practices, · PALS / Health Watch · FAQs such as o Next steps, o Contact details of new practice o Background new practice - Introduction o Prescriptions o Referrals	Managing  Partner (MP)PM/GP
	Distribution of letter to patients	Feb/Mar	Practice	Practice to arrange distribution	PM/MP/GP
	Telephone message to be put onto practice telephone.	May	Practice	Forwarding message on old telephone system	East Parade PM
	Notice on doors & local pharmacy		Practice		Reception team Leaders
	Consider welcome message / patient group work		Practice	to consider: · Patient group invite · Welcome Leaflet · Poster	PM/MP
1.2 Records	Medical records	May	Practice	Initially to stay at WH & EP but, consider moving to one site of transferring onto to EMIS system	PM
1.3  Clinical Overview	Share Plan with Medical Director	Jan	Commissioner
Staff
2.1 Communication	Inform staff of current situation and options.	Jan	Practice	This is has been ongoing throughout regular meetings with staff inviting feedback.  But formal TUPE consultations will commence once merger approved as will additional staff meetings	Managing partner (MP)/ Practice Manager led by LMC Law Lead HR GP
Premises
3.1 Lease	Ensure premises lease are in place	May	Practice	Confirmed by CCG that notional rent to pass to Jorvik Gillygate subject to merger and purchase of East Parade medical practice.	Managing Partner
Premises
4.1 IT  Plan	·  IT Plan	May	Practice	Liaise with Embed/Necs to integrate EMIS systems Merge telephone systems	IT manager PM
4.2 BSU Transfer of Patients	· BSU/ LASCA – merger of registered patients	May	Practice	Practice need to confirm pooled list or GP List Update practice information Agreed dates	PM/CCG
Communications
5.1 OTMG / RRMG	Letter to Practice 3 to confirm approval for merger		N/A
5.2 Practices	Letter/email to neighbouring practices to inform of merger confirmation		Practice	Will be shared at next PM meeting following confirmation of merger	MP
5.3  Overview and Scrutiny	Liaise with overview and scrutiny to confirm merger date.		Practice
5.4 LMC	Communication with LMC to confirm merger date.		Practice		Dr Hartley
5.5 PCT comms team	Email to comms to inform them of potential media interest		Practice / Commissioner	N/A
5.6 FT/ s Provider arm	District Nurses/Health Visitors to be notified to liaise with patients on caseload.		Practice		PM
	Palliative care manager to be informed to liaise with nurses.		Practice		PM
	Common Mental Illness – all mental health workers to be notified and liaise with patients.		Practice		PM
	Severe and Enduring Mental Health		Practice		PM
	Mental Health Trust		Practice		PM
	Midwifery		Practice		PM
	Business Managers at FT’s to be informed		Practice /Commissioner	Patients Discharged from Hospital Local Hospitals and Trust Mental health trust Ambulance Service	PM
5.7 PALS	Inform PALS and complaints of merger		Practice	Inform of contact details for practice	PM
5.8 BSU	Need to update lists/practice information		Commissioner
	Inform courier services		Practice		PM
5.9 CCG	Need Email to CCG to cascade to Directors.		Practice		MP
5.10 OOH	Need to notify OOH - NHS111	May	Practice		MP/PM
5.11 Regional Team	Notify directors of regional NHS England team		Commissioner	Notify PCSE & merger pension codes
5.12 Notify other agencies	Local Pharmacies	May	Practice		PM
	Local Hospitals
	Business Services agency (BSA)
	SHA
Finance
6.1 Contract	Need to prepare contract schedule to reflect contract termination / merger contract value		Finance	Finance to prepare and agree sign off with practice Capitation list size 1^st January
6.2 Exeter / QMAS	Administer closure of contract on Exeter system/QMAS		Commissioner
	Practice to print off copy of population manager		Practice		PM
6.3 Bank Accounts	Payments and recoveries	May	Practice	To confirm: New / same bank accounts old account to stay open for payments and recoveries	PM & Business & Finance Manager
Contractual
7.1 Contractual	Contract Variation to add all Partners to contract		Commissioner	Date to be confirmed
	Confirm Practice agreement in place	May	Practice / Commissioner		PM/CCG
	Termination notice		Commissioner
	Confirmation of provider name	May	Practice	To confirm if name is staying the same or changing	Managing Partner
7.2 BSU	BSU/LASCA to add end date to the Exeter contract and transfer patients		Commissioner	BSU to update contract details and transfer patients
Actions from patient engagement
8.1 Appointments	Capacity of appointments		Practice	· Following merger existing clinics to be reviewed to consider better allocation across the two sites; · Following merger cross site working to be implemented for clinicians, and; · Following merger changes to be made at Practice 3 site to accommodate more clinical sessions to increase appointment availability.
	Continuity of GP		Practice	· The practices will discuss with patients and inform them that they will still be able to see their doctor although it may be at either Practice. · The practice will monitor continuity of care throughout the merger.
8.2 Adequate facilities	Telephone System		Practice	· The practice will inform patients that there will be one improved telephone system with multiple lines to improve access to the practices.
	Capacity of waiting room		Practice	· Following merger existing clinics to be reviewed to consider better allocation across the three sites; · Following merger cross site working to be implemented for clinicians,
8.3 Staffing	Concerns for staff		Practice	· We plan to work will all of the staff to ensure a smooth positive change with benefits for our staff and patients.