Online consultations improved efficiency of care for practices primarily by giving staff greater flexibility to manage patient care and their workload and working patterns, particularly when implementation included workflow and process changes. GPs valued the ability to prime themselves with information from online consultations (such as patient history) in advance of phone or face-to-face consultations. This allowed for better research, coordination, and planning of treatment, and better management of patient expectations. In line with previous research, it was found that improvements in efficiency could be achieved when online consultations were used to deal with simple, transactional, and low-risk queries, which included processing sick notes, medication changes, submission of patient’s readings (for example, blood pressure), and links to online advice.
Unintended consequences: efficiency of care and practice workload
Patients commented on the ways that online consultations impacted the efficiency of care; however, this was more closely linked to issues around access to care than to issues about practice efficiency and workload. Consequently, the unintended consequences described focus on staff experiences of workflow and process changes that online consultations brought about. The most frequently reported unintended consequences involved the creation of extra work for practice staff, related to new processes as much as the tools themselves. The most direct way that online consultations were felt to generate extra work was by adding rather than taking away patient demand:
‘ [Online consultation] definitely didn’t deliver the benefits. It didn’t. They touted it on taking away loads of people to self-care or to pharmacies. It just created a new avenue of work, so you’d get all your existing work and then you’d get, sort of 10 to 15 reports you had to deal with on top of that.’
(GP1, Pr6, M)
Staff at a practice using an automated triage algorithm also described the extra work created by ‘overly cautious’ safety mechanisms built into the tool, which meant ‘minor things seem to get flagged up as need-to-be-seen’ (GP1, Pr5, F). For example, the practice manager described how clinicians initially had to deal with enquiries the triage algorithm inappropriately highlighted as safeguarding issues:
‘Somebody who’s depressed at 3:00 in the morning [an online consultation is] another route for them to contact us. So when we first launched we had a lot of the worried well sending things through, and it’s “I’m a bit low mood” and then that would come through as safeguarding. It took us a while to work out that actually, it’s not safeguarding […] you get an alert, [but] they [the patient] didn’t want an appointment […] But we were told about it and then of course, that lands the problem with us, and really they were just a bit blue in the middle of the night.’
(A1, Pr5, F)
In contrast to automated triage algorithms, when online consultation tools forwarded information to practice staff for triage, staff described how this created additional work for clinicians and administrative staff beyond the triage itself. For example, the additional and informal work of administrative staff was sometimes critical to integrate GPs’ ways of working into processes for safely managing any urgent enquiries:
‘ [Some GPs] didn’t seem to use the process. […] I got used to the[ir] different styles and would maybe treat those things differently by highlighting them [urgent online consultations] in red because I knew if I didn’t, then they might have got left to much later in the day […] we can see how long they’ve been sat there [the online consultation] and think, “Oh, I might send a little message saying, ‘Can I just draw your attention to this one?’” That sort of thing.’
(A2, Pr3, F)
The question of who did the initial triage was dependent on the triaging skills and confidence of staff and affected the workload distribution. In one practice that redesigned its appointment processes around an online consultation tool, the limited triage confidence of some staff increased GP workload:
‘We had two urgent care nurses but neither of them really wanted to do triage […] our receptionist didn’t really feel confident in care navigation and that side of things, so it did result in the GPs having to field most of the [online consultations]. We tried to filter off admin-y ones, but again you were limited in people’s confidence in dealing with that.’
(GP1, Pr3, M)
GPs’ limited confidence managing patients remotely and the quality of the information the GPs received from online consultations could add to the inefficiencies when many patients subsequently received phone or face-to-face appointments:
‘… our [GPs] had different degrees of confidence closing calls [sic online consultations] without seeing or phoning the patient […] a lot of GP time was being used up in dealing with calls [sic online consultations] which were then brought in anyway, so we felt the [online consultation] process actually it ended up putting more strain on the practice, rather than taking strain off the practice. [We hoped] after time it would improve, but it really never did.’
(GP1, Pr3, M)
Another unintended consequence was GP dissatisfaction with new processes that were implemented alongside the tools themselves. Staff at one practice where significant process changes were made to implement online consultations cited both retention and recruitment problems as a result:
‘We had one doctor who left because she didn’t like it [online consultations] . We’ve had one doctor who wouldn’t join the practice because they didn’t [like online consultations]. They had used a similar system before and we said, “It’s not the same, the way we use it is not the same”, but [they] didn’t want to work in that way.’
(GP3, Pr1, M)
Some GPs also reflected on the personal impact of these new ways of working, which constituted a ‘different sort of medicine’ (GP1, Pr1, F) that was an unwelcome departure from traditional, holistic, face-to-face practice. Some GPs also felt that online consultations made their work more tiring and isolating:
‘ [The] sheer fatigue of writing constantly and spending time in front of the screen is becoming more and more of an issue. That’s the downside of the digital things […] there’s more silo working and that changes the dynamics of how the organisation is working.’
(GP1, Pr4, F)
GPs spent more time in their rooms processing online consultations, which increased isolation and reduced the amount of informal interaction between staff. Furthermore, GPs felt that managing more patients remotely reduced their satisfaction with their work:
‘It’s a fairly demoralising way to work as a GP [...] you do work within a sort of call-centre-like environment. But I’ve trained to be a doctor to actually see patients.’
(GP1, Pr5, F)
One of the few positive unintended consequences reported by a minority of staff was that regardless of whether any of the intended consequences were achieved, implementing online consultations fostered a greater sense of teamworking between staff groups:
‘It made us as receptionists understand a little more about the duty doctor and kind of certainly broke down a few barriers because [the online consultation workflow meant] we were working hand in hand with the duty doctors a lot more […] Similarly with the urgent care nurses.’
(A2, Pr3, F)
Online consultations generated unintended consequences that undermined the goal of increasing the efficiency of care and reducing practice workload; directly, by increasing patient demand, and less directly, by necessitating additional processes that added to and redistributed workload, causing dissatisfaction among staff.