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Reclaiming Your Time: How Templates Can Boost Efficiency in Australian General Practice

 

In an era where 70% of Australian GPs express concern about their administrative workload—up from 60% just a year ago—finding practical ways to reduce this burden has never been more critical. As this administrative load continues to be cited as the primary reason GPs plan to leave practice within the next five years, implementing effective solutions is essential for both individual wellbeing and workforce sustainability.

The Real Impact of Templates on Your Practice Time

Pre-made electronic templates within clinical information systems offer a practical solution for standardising and expediting common clinical and administrative tasks. But what tangible benefits can they deliver to your practice?

Documented Time Savings

  • Consultation Documentation: Tools like 'autofills' in Best Practice or 'auto text' in Zedmed can save significant typing time for routine consultations. For instance, using shortcuts for immunisation checks or standard advice for common conditions reduces documentation time while ensuring thoroughness.

  • Chronic Disease Management: Tools like MyGPMPtool (MGT) may save practices an average of 20 minutes per Care Plan and TCA by automating administrative tasks like auto-population, document delivery, and compliance tracking. This represents a up to a 90% reduction in administrative time related to CDM.

  • AI-Enhanced Documentation: Beta testing of AI scribes like Smart Scribe showed an average saving of five minutes per patient consultation—potentially translating to annualised cost savings of up to $40,000 per GP through automated transcription of clinical notes and referrals.

Where Templates Save Time Most Effectively

Templates deliver time savings in two key areas:

  1. Reduced Documentation Time: Auto-population, shortcuts, and AI scribing directly cut down on typing or writing time for notes, letters, and plans.

  2. Reduced Administrative Tasks: Perhaps even more significant is the automation of peripheral tasks like data lookup, calculations, formatting, printing, scanning, faxing, tracking compliance, and managing referrals.

Which Templates Deliver The Most Value?

Australian general practices typically benefit most from these template categories:

  • Consultation Notes & Documentation Aids: Shortcuts for routine consultations or specific conditions that serve as both time-savers and best practice prompts.

  • Referral Letters: Standardised templates that auto-populate patient information and meet the requirements of receiving services.

  • Chronic Disease Management Plans: Templates for GPMPs and TCAs that ensure MBS compliance while streamlining documentation.

  • Health Assessments: Structured assessments for specific patient groups (75+, Aboriginal and Torres Strait Islander health checks, Heart Health Checks).

  • Practice Administration and Policy: Templates for practice policies and procedures required for accreditation and operational management.

Making Templates Work Effectively in Your Practice

The efficiency gains from templates aren't automatic—they depend on thoughtful implementation:

Integration is Key

Templates that integrate directly with your clinical software deliver the greatest time savings through:

  • Automatic population of patient demographics, history, medications, and allergies
  • Direct access within your familiar software environment
  • Automated saving of completed documents into patient files
  • Seamless connection with secure messaging services

Templates that require switching between applications or handling paper forms sacrifice much of their potential time-saving benefit.

Focus on Quality Over Quantity

Rather than adopting every available template, focus on those that:

  • Address high-frequency tasks in your specific practice
  • Integrate well with your clinical software
  • Have been designed with user experience in mind
  • Allow appropriate customisation while maintaining standardisation
  • Genuinely reduce administrative steps rather than simply relocating them

Beyond Basic Templates: The Next Frontier

The most significant time savings now come from advanced tools that go beyond simple pre-filled templates:

  • AI scribes that automatically convert consultations into structured notes
  • Integrated tools that automate workflows across the patient journey
  • Templates connected to decision support systems that combine efficiency with clinical guidance

Balancing Efficiency and Personal Care

While templates deliver clear time-saving benefits, they work best when they enhance rather than replace clinical judgment. The most effective approach:

  • Use templates as frameworks that guide best practice while allowing personalisation
  • Customise templates to reflect your practice style and patient population
  • Remember that the goal is to spend less time on administration and more time on patient care

Conclusion: Reclaiming Time for What Matters

In a healthcare environment where administrative demands continue to increase, templates represent one of the most accessible tools for Australian GPs to reclaim valuable time. When thoughtfully selected, customised, and integrated within existing workflows, they can significantly reduce the administrative burden—ultimately allowing you to focus more on what drew you to general practice in the first place: providing quality, personal care to your patients.

By strategically implementing templates as part of a broader approach to practice efficiency, you can work toward a more sustainable and satisfying professional life while maintaining the high standard of care your patients deserve.

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