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"Busy Phone Lines Primary health Clinic"

About: Swan Hill District Health Medical Centre

(as a service user),

Immersive Reader

Over the last few months I have found it increasingly difficult to get through on the lines to contact SHDH primary clinic (most of the time I just now don't try). The message says the best way to book is via hotdoc, but when you go onto the app it sometimes says please call. I also note the message on the phone line says we are currently experiencing a higher volume of calls. (although this message seems like its now permament) 

I appreciate the staff have to answer phones and deal with face to face enquiries and its not their fault.. So has there been any management review or look at ways of making some changes to ensure community members can speak to someone when needed. has there been any review of how the phone lines could be made more efficient?

Is there a need for another staff member (noting the cost is a drop in the ocean of a very very large budget)? has there been a look at best practices of others health services? are there staff members at other SHDH sites e.g headspace who may not get alot of calls who could chip in and help? The better use of technology? for example?

I believe that many regional health services opted to fight against flagged mergers that may have created efficiencies but I understand most did not want to do this in the name of losing the connection to their community. So I guess the question is, now this is not happening? how can we ensure this health service does not have callers feel like they are calling Telstra and a mere number that was one of the so called dangers if they were to merge?

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Responses

Response from Samantha Hellsten, Manager, Primary Health Medical Centre, Swan Hill District Health 3 weeks ago
Samantha Hellsten
Manager, Primary Health Medical Centre,
Swan Hill District Health
Submitted on 27/06/2025 at 2:06 PM
Published on Care Opinion Australia at 4:38 PM


Immersive Reader
picture of Samantha Hellsten

Thank you for taking the time to share your feedback regarding difficulties in contacting the Clinic. We really apologise for the frustrations and inconvenience caused.

We are aware of the current issues with our phone system and over the past few months have been actively working with our IT provider to review, and make regular improvements to the system. This month we completed a major system upgrade to address many of the challenges you’ve mentioned but I agree there is definitely still more work to be done in this space.

We have now enlisted the support of an external provider who specialises in telephony services for general practice to help assist in our ongoing issues. Their understanding in the operational needs of the clinic team and the expectations of patients means they are the best move forward to help us develop more of a reliable system for all parties.

We are so committed to improving access to healthcare needs of our patients and are working tirelessly in the background, so the community feels heard and supported and not like a number in a queue. I also want to acknowledge and thank you for highlighting that this issue is not the fault of our clinic reception staff. Our team does a wonderful job working to answer calls and book as many patients as they can throughout each shift. Their efforts under pressure is really appreciated and your recognition of that means a lot.

Your feedback is important in helping us deliver a better service to the community so thanks for providing it to us. Please know we are working hard in the background trying to resolve these issues as quickly as possible and will take on board all of your suggestions as we move forward to a practical solution for all stakeholders.

Thanks again,

Samantha Hellston

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