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Polaris 3900 Sport/P39, Owner'S Manual

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Registration Reference Manual

 

Deducted Patient – DP

 

 

Two numbers (the patient’s old NHS number and the new number) may be displayed 
side by side. The highlighted number is the active NHS number, and this is used to 
identify the patient on the ‘live’ database. The other number is the patient’s alternative 
NHS number, which is displayed for information only.  

Once the new NHS number has been made active, it cannot be amended or deleted 
from the system by the Authority. For details on activating the national NHS number, 
refer to the ‘New NHS Number Reference Manual’. 

Active old format numbers may be amended and deleted on screen. 

NOTE 

Ø

 

You can initiate an advanced trace against the PDS using Ctrl T from the 
Key field, but only if the patient displayed on the screen has a 10 digit 
NHS number in this field. 

Allocated NHS Number 

If NHSCR cannot find an NHS number for a patient, a new NHS number will be 
‘allocated’ to the patient. Immigrants registering for the first time are typically given 
‘allocated’ numbers. Previously recognised on the system as Z numbers, allocated 
numbers now follow the new 10-character format for all NHS numbers.  

An allocated number can now be identified on the 
system by the prefix 

A

. (The example opposite 

illustrates an allocated number.) 

Birth Date. . 20.11.1967 
NHS No. . . A 345 728 8211 
Sex . . . . . F

As with all new format NHS numbers, a new allocated number cannot be amended or 
deleted from the system by the Authority.  

Temporary NHS Number 

A temporary number cannot be assigned to deducted patients. 

Sex 

M

 – Male, 

F

 – Female, 

I

 – Indeterminate 

Do not amend the 

Sex

 field if contraceptive service data exists for this patient. 

Date Added 

The date the patient was added to his/her GP’s list. 

Birthplace 

The patient’s place of birth.  

Reason for FP69 Action text 

The reason for the FP69 status entered on the AD screen. This information will only 
appear if details were entered on the AD screen and if the patient was deducted via the 
FP69 application. 

This text cannot be amended.  

Drugs Dispensed 

Y

 – yes to indicate that drugs are being dispensed. 

N

 – no or a blank space if drugs are not being dispensed. 

If you enter 

Y

, the system will check that the GP is a registered dispensing doctor. If 

the GP is not registered, the 

Y

 indicator will be rejected. 

 

Version: 2.97

 

Section 4

  3-7

 

Summary of Contents for 3900 Sport/P39

Page 1: ...ight 2017 Health and Social Care Information Centre NHS Digital is the trading name of the Health and Social Care Information Centre Registration User Reference Manual Version 3 1 1 Published September 2017 ...

Page 2: ......

Page 3: ... Manual Contents Version 3 1 1 C 1 Contents Section 1 Introduction Page Organisation O 1 Quick Guide Q 1 Introduction to the Registration System I 1 The System I 1 Recommended Procedures I 4 Before Registering a Patient I 7 ...

Page 4: ...d Selection 3 1 The RS Screen 3 1 Example RS Deduction Screen 3 2 Directions to Select a Patient 3 2 Example RS Screen 3 3 Directions to Select a Patient 3 3 Example RS Screen with Function Boxes 3 4 Directions to Select a Patient 3 4 Soundex Surname Search 3 5 Example RS Screen with Soundex Surname Search 3 6 Hints on Searching for a Surname 3 7 Restricting the Search 3 7 Error Messages 3 8 The P...

Page 5: ...ation 7 2 Database Disk Space 7 2 Directions to Access the RA Screen 7 3 Example 1 The RA Screen At the Patient s Original HA 7 4 Example 2 The RA Screen At the Patient s New HA 7 4 Displaying User Names Pop up box 7 5 Example 3 The RA Screen with Pop up Box Showing User Names 7 5 Displaying the NHS Number Source 7 6 Example 4 RA Screen with NHS Number Sub screen 7 6 Applications Which May Be Capt...

Page 6: ...10 4 Figure 2 Example CQ Screen with Ended GPs pop up Box 10 5 Understanding the CQ Screen 10 5 Figure 3 Example CQ Screen with Progress Message 10 5 Error Messages 10 6 The IQ Screen Temp Old NHS Number Volumes 11 1 Using the IQ Screen 11 1 Directions to Access the IQ Screen 11 2 Figure 1 Example IQ Screen 11 2 Figure 2 Example IQ Screen with NHS MONTH Qualifier 11 3 Understanding the IQ Screen 1...

Page 7: ...ith Patient Details 1 10 Directions to Register a Patient 1 11 Acceptance Codes 1 12 Code 1 Birth 1 13 Code 2 1st Acceptance 1 14 Code 3 Transfers In 1 15 Code 4 Immigrant Returning Immigrant 1 16 Code 5 Ex Services 1 17 Code 6 Internal Transfer 1 18 Directions to Register an Internal Transfer 1 18 Code A Amend 1 19 Directions to Amend Patient Details 1 19 Understanding the ID Screen 1 21 Patient ...

Page 8: ... Deletion of Additional Patient Notes 3 7 Direction to Perform a Bulk Deletion of Additional Patient Notes 3 7 Figure 6 PN Screen Pop up Showing Multiple Additional Patient Notes 3 7 Figure 7 PN Screen Pop up Box to Confirm Bulk Deletion of Additional Patient Notes 3 8 Error Messages 3 9 The N0 Screen ONS Live Patient Reconciliation 4 1 ONS Live Patient Reconciliation NHS No Cross Reference File 4...

Page 9: ...Registration Reference Manual Contents Version 3 1 1 C 7 Section 3 Patient Details Screens Page Directions to Access the CH Screen 6 2 Example CH Screen 6 2 Understanding the CH Screen 6 3 ...

Page 10: ...rstanding the DL Screen Reason DDR 2 14 Patient Note Additions 2 15 Example Deductions List Screen with Patient Notes Pop up Window 2 15 Example Patient Notes Update Confirmation Pop up 2 15 Example Max Number of Lines Warning Pop up Window 2 16 Special Circumstances 2 17 Error Messages 2 18 The DP Screen Deducted Patient 3 1 When to Use the DP Screen 3 1 Access 3 1 Directions to Access the DP Scr...

Page 11: ...to Confirm Bulk Deletion of Additional Patient Notes 4 8 Error Messages 4 9 The DE Screen Deducted Exemptions 5 1 When to Use the DE Screen 5 1 Access Rights 5 1 Directions to Display the DE Screen 5 2 Example The DE Screen 5 2 Example Past Window 5 3 Understanding the DE Screen 5 3 The DH Screen Deducted Historic Details 6 1 Using the DH Screen 6 1 Direction to Access the DH Screen 6 2 Example DH...

Page 12: ... 2 3 Directions Cancel a Print 2 3 Restart Codes 2 4 FP99R 2 4 Z68 FP22 FP69 2 4 M R Logged In List 2 4 Urgent Medical Record Request 2 4 M R Labels 2 4 Suspended List 2 4 FP92 FP96 2 5 FP4 2 5 Prescription Prepayment Exemption Reminder Certificates FP95 FP92 2 5 Bulk Transfer Address Labels 2 5 Understanding the RR Screen 2 6 Using the RR Screen to Restore an Archived Print 2 8 Directions to Rest...

Page 13: ...line Items 1 15 Example A Letter Containing Data Items 1 16 Paragraph Library 1 17 Creating Updating Deleting Paragraphs 1 17 Directions to Access the Index Screen 1 17 Example Paragraph Library Index Screen 1 17 Directions to Create a Paragraph 1 18 Directions to Update a Paragraph 1 18 Directions to Delete a Paragraph 1 18 Example A Paragraph Library Screen 1 19 Understanding the Paragraph Libra...

Page 14: ...Contents Registration Reference Manual C 12 Version 3 1 1 Section 6 Letter Library Page Letter Samples 3 1 ...

Page 15: ...t the Parameter Screen 1 9 Understanding the FP4 Parameter Screen 1 10 Error Message 1 10 C FP22 Parameters 1 12 When to Use Option C 1 13 Restart Procedures 1 13 Directions to Access the FP22 Parameter Screen 1 14 Example FP22 Parameter Screen Page 1 1 14 Example FP22 Parameter Screen Page 2 1 14 Directions to Set the Parameter Screen 1 15 Understanding the FP22 Parameter Screen Page 1 1 15 Direc...

Page 16: ...ns to Access the Z68 Parameter Screen 1 37 Example Z68 Parameter Screen 1 37 Directions to Set the Parameter Screen 1 37 Understanding the Z68 Parameter Screen 1 38 Error Message 1 38 I Urgent Medical Record Request Parameters 1 39 When to Use Option I 1 39 Processing 1 39 Letter Library 1 39 Restart Procedures 1 40 Directions to Access the Urgent Medical Record Request Parameter Screen 1 40 Examp...

Page 17: ...ng Linking Parameter Screen 1 58 Example Address Matching Linking Parameter Screen 1 58 Directions Setting Matching and Linking Parameters 1 58 Understanding the Address Matching Linking Parameter Screen 1 59 Error Messages 1 60 O Maintain Ctrl Key Sequences 1 61 When to Use Option O 1 62 Directions to Set the Maintain Ctrl Key Sequences 1 62 Example Initial Maintain Ctrl Key Sequences Screen Page...

Page 18: ... Parameters Screen 1 82 Example AJ BOAJ LX ID and AJ DPAJ Parameters Screen with Pop up Box 1 83 Understanding the AJ BOAJ LX ID and AJ DPAJ Screen 1 83 Error Messages 1 85 V DDR Parameters 1 86 When to Use Option V 1 86 Direction to Set the DDR Parameter Screen 1 86 Example DDR Parameters Screen 1 86 Understanding the DDR Parameters Screen 1 86 Error Message 1 86 W Registration Print Parameters 1...

Page 19: ...se Option Z 1 96 Directions to Set the MRE Box Number Parameters Screen 1 96 Example MRE Box Number Parameters Screen 1 96 Understanding the MRE Box Number Parameters Screen 1 96 Directions to Set the MRE Box Number Prefixes Screen 1 98 Example MRE Box Number Prefixes Screen 1 98 Understanding the MRE Box Number Prefixes Screen 1 98 Error Messages 1 99 ...

Page 20: ...lid Status Codes Pop up Box 2 6 Figure 3 MR Screen with Reason Codes for Medical Records Pop up Box 2 7 Understanding the MR Screen Patient Details 2 8 Figure 4 MR Screen with Patient Details 2 8 Possible Screen Messages 2 9 GM Services Pop up Window 2 9 Figure 5 MR Screen with GM Services Pop up Box 2 9 Previous Medical Record Details 2 9 Figure 6 MR Screen with Previous Medical Records Pop up Bo...

Page 21: ...g the ML Screen Displaying Box Contents 6 4 Figure 5 ML Screen with Box Contents Pop up Box 6 5 Figure 6 ML Screen with Removed MREs Pop up Box 6 6 Error Messages 6 7 RB Patient s MRE Boxes Screen 7 1 Using the RB Screen 7 1 Directions to Access the RB Screen 7 2 Figure 1 RB Screen 7 2 Understanding the RB Screen 7 2 The Upper Part of the Screen 7 2 The Lower Part of the Screen 7 2 Figure 2 RB Scr...

Page 22: ...anual C 20 Version 3 1 1 Section 8 Medical Records Page Directions to Access the ER U Screen 8 8 Figure 4 ER Screen Qualifier U 8 8 Understanding the ER U Screen 8 8 Data Validation 8 8 Successful Updates Report 8 9 Error Messages 8 10 ...

Page 23: ...7 End of Financial Quarter 2 6 Allocating the Receiving GPs 2 6 Abeyance Procedures 2 7 Directions to Set an Abeyance 2 7 Ending an Abeyance 2 8 Deleting an Abeyance 2 8 Terminating an Abeyance 2 8 Allocating the Receiving GPs 2 8 Dispersal Procedures 2 9 Directions to Set a Dispersal 2 9 Cancelling a Dispersal 2 9 Deleting a Dispersal 2 9 Understanding the B1 Screen 2 10 Error Messages 2 15 The B...

Page 24: ... C 22 Version 3 1 1 Section 9 Bulk Transfers Page Analysis Print for Bulk Transfers 5 1 Exception Report 5 1 Error Codes 5 1 Summary Print 5 2 Full Print 5 2 Analysis System Print Preparation Screens 5 3 Print Restart 5 3 Error Messages 5 4 ...

Page 25: ...the PC C View Amend Screen 2 6 Example Export Patient Data Pop up Window 2 7 Error Messages 2 9 PC CH Screen Practice List Closure History 3 1 Using the PC CH Screen 3 1 Directions to Access the PC CH Screen 3 2 Example PC CH Screen 3 2 Understanding the PC CH Screen 3 2 Example PC CH Screen with User ID Pop up Box 3 3 Example PC CH Screen Export Patient Data Pop up Box 3 4 Error Messages 3 5 EL S...

Page 26: ...en NHS Number Qualifier 1 2 Understanding the AH Screen 1 2 Example AH Screen with Type Description Pop up Box 1 3 Example AH Screen with UserID Pop up Box 1 4 Error Messages 1 5 AQ Screen Patient Assignment Enquiry 2 1 Using the AQ Screen 2 1 Directions to Display the AQ Screen 2 2 Example AQ Request Screen 2 2 Example AQ Display Screen 2 2 Understanding the AQ Screen 2 3 The Download File 2 5 Er...

Page 27: ...up Box 1 19 Updating the PDS 1 20 Screens ID and LX 1 20 Figure 11 No Response Timeout Received from the PDS 1 20 Figure 12 No Response Received from the PDS Update Cannot Proceed 1 21 Figure 13 No Response Received from the PDS 1 21 Figure 14 Successful Retrieval Updating the PDS 1 22 Figure 15 No Response Received from the PDS Timeout Limit Reached 1 22 Figure 16 Serious Error Occurred During NH...

Page 28: ...Updating the PDS Pop up Box 1 41 Figure 44 No Response or Error Message Received from PDS 1 41 Figure 45 Error Sending Update to the PDS 1 41 AJ BOAJ Processing 1 42 DL LX and AJ BOAJ Interaction with the PDS Removals 1 43 DL and LX Screens 1 43 Figure 46 No Response Received from PDS 1 43 Figure 47 Update Cannot Proceed Message Deduction Request 1 44 Figure 48 Error During Retrieval Deduction Req...

Page 29: ...ot Available on the PDS 4 8 Advanced Tracing Pop up Box 4 9 Figure 10 UP Screen Advanced Trace Pop up Box 4 9 Error Messages 4 10 The SN Screen Update NHS Number 5 1 Using the SN Screen 5 1 Directions to Access the SN Screen 5 2 Figure 1 The SN Screen 5 2 Figure 2 SN Screen with Patient Details Retrieved from the PDS 5 2 Understanding the SN Screen 5 3 Figure 3 SN Screen with Update NHS Number Fie...

Page 30: ...ing a Temporary Exception 7 5 Figure 3 BQ View Batch Information Screen for an Unresolved Error 7 5 Understanding the BQ Batch Update Screen 7 5 Figure 4 BQ Batch Update Screen 7 6 BQ Batch Zero 7 7 Figure 5 Initial BQ Screen Showing Batch Zero 7 8 Understanding the BQ Screen for Batch Zero 7 8 Understanding the BQ View Batch Information Screen for Batch Zero 7 9 Figure 6 BQ View Batch Information...

Page 31: ...e RE Screen Registrations Expected 1 1 Email Notifications 1 1 Weekly Emails 1 1 Monthly Emails 1 2 Using the RE Screen 1 2 Directions to Access the RE Screen 1 5 Figure 1 RE Screen Blank Qualifier 1 5 Understanding the RE Screen 1 6 Figure 2 RE Screen with Notes Pop up Box 1 6 Error Messages 1 7 ...

Page 32: ...k Qualifier 1 3 Figure 2 VO Screen Qualifier R 1 3 Figure 3 VO Screen AT Code Qualifier 1 3 Figure 4 VO Screen SUMMARY Qualifier 1 4 Understanding the VO Screen 1 4 Current Organisation List 1 4 Closed Organisation List 1 4 Current Organisation Composition 1 4 Historic Organisation Composition 1 5 Practice List 1 5 Practice Relationships 1 5 Patients GP Current Organisations 1 5 Patient Count by C...

Page 33: ...isplay the RI Screen to Amend Code Details or Delete Codes 1 3 Figure 3 RI Screen with a Qualifier of A 1 3 Understanding the RI Screen Entering New Codes 1 3 Understanding the RI Screen Amending Details or Deleting Codes 1 4 Error Messages 1 5 HO GMS Nursing Residential Institute Postcodes Screen 2 1 Using the HO Screen 2 1 Directions to Display the HO Screen 2 2 Figure 1 HO Screen 2 2 Directions...

Page 34: ... Example AJ ASCT Screen 2 Initial Ad Hoc Count A3 5 Example AJ ASCT Screen 2 Ad Hoc Count A3 6 Directions to Request a Report from an Ad hoc Count A3 7 PPA Returns A3 8 Directions to Report on End of Quarter Counts A3 9 Example AJ ASCT Screen 2 End of Quarter Count A3 10 Understanding the AJ ASCT Screen A3 10 Error Messages A3 13 Printed Reports A3 16 Ad Hoc Totals Report A3 16 Ad Hoc Fringe Detai...

Page 35: ...rand Total A6 9 District Totals A6 9 GP Statements A6 9 Recalculated Capitation Deprivation Area Counts A6 10 14 Day Proportional Counts A6 10 AJ DADA Delete Selected Aged Data A7 1 When to Use AJ DADA A7 1 Warning A7 1 To Display Another System Screen A7 2 Print Restart Procedures A7 2 Access Rights A7 2 Processing Printing A7 2 Directions to Display the AJ DADA Screen A7 3 Example AJ DADA Screen...

Page 36: ... Download A10 5 Detailed Download A10 6 Error Messages A10 7 AJ DSPR Remove Patient Dispensing Markers A11 1 Using AJ DSPR A11 1 Directions to Use AJ DSPR A11 2 Figure 1 The AJ DSPR Screen A11 2 Understanding the AJ DSPR Screen A11 2 Download Results File Layout A11 4 Error Messages A11 5 AJ FPAN FP69 Audit Analysis A12 1 Using AJ FPAN A12 1 Directions to Access AJ FPAN A12 2 Figure 1 AJ FPAN Scre...

Page 37: ...nd PCG Data A16 2 Example AJ GRED Screen 1 A16 3 Understanding Screen 1 A16 3 Example AJ GRED Screen 2 A16 4 Understanding Screen 2 A16 4 Error Messages A16 5 AJ IMEL Immigrant Enquiry Analysis A17 1 When to Use AJ IMEL A17 1 Processing A17 2 Labels A17 2 Download File Format A17 2 Print Restart Procedures A17 5 Access Rights A17 5 Directions to Access the AJ IMEL Screen A17 6 Example The AJ IMEL ...

Page 38: ...AJ NRIP Screen A21 2 Understanding the AJ NRIP Screen A21 2 Printing A21 2 Error Messages A21 3 AJ OSMR Outstanding Medical Record Requests A22 1 When to Use AJ OSMR A22 1 Count A22 1 Email A22 1 Print A22 1 Unix Download File A22 2 Restart Procedures A22 2 Access A22 2 Directions to Access the AJ OSMR Screen A22 2 Figure 1 AJ OSMR Screen Organisation Set to HA A22 3 Figure 2 AJ OSMR Screen Organi...

Page 39: ...port Details A26 5 Restart Procedures A26 5 How to Use the AJ PISI Screen A26 6 Directions to Display the AJ PISI Screen A26 6 Example AJ PISI Screen When Accumulated Figures Exist A26 6 Example AJ PISI Screen When Accumulated Figures Do Not Exist A26 6 Directions to Perform All Functions Available on AJ PISI A26 7 Understanding the AJ PISI Screen A26 8 Application Code Action Code Combinations A2...

Page 40: ...ints A31 2 Error Messages A31 3 AJ RIC Registration Integrity Checker A32 1 When to Use AJ RIC A32 1 Integrity Check Reports A32 1 Report Restart A32 1 Directions to Access AJ RIC A32 2 Example AJ RIC Screen A32 2 Directions Setting AJ RIC A32 2 Error Messages A32 3 AJ RPSE Random Patient Selection A33 1 Using AJ RPSE A33 1 Directions to Display the AJ RPSE Screen A33 2 Example AJ RPSE Screen A33 ...

Page 41: ...rch B 2 New Key Functions VT100 Keyboard B 3 Old Key Functions VT100 Keyboard B 4 New Key Functions VT320 Keyboard B 5 Appendix C Sample Forms Labels C 1 FP95 Prescription Prepayment Reminder C 1 C P11 Prescription Exemption Reminder C 2 FP92 Prescription Exemption C 3 FP96 Prescription Prepayment C 4 FP69 Lost Trace C 5 FP4 NHS Medical Card C 7 FP99R Reminder Notification C 8 M R Label for 1st Ac...

Page 42: ... Example Spreadsheet Showing Intra PCT Patient Movements Count D 26 Search All Medical Record Movements by Status Date D 27 Directions D 27 Download File Layout D 28 Identify Children Missed by FP69 of Parents D 29 Directions D 29 Download File Layout D 30 House Names Containing Key Codes D 32 Directions D 32 Retained Medical Records Analysis D 33 Directions D 33 Email Notification D 34 Download F...

Page 43: ...ownload File Formats D 64 List Patients within a Certain Distances of Multiple Postcodes D 66 Directions D 66 Limitations on Calculated Distance D 68 Email Contents D 68 Download File Format D 68 Request ADMRE Labels for a GP s List D 71 Directions D 71 Report GP Partnership Links Control Settings for Practices D 72 Directions D 72 Email Attachments D 73 Bulk Change Residential Institute for Patie...

Page 44: ...Contents Registration Reference Manual C 42 Version 3 1 1 ...

Page 45: ...egistrations Expected Section 13 o NHS Primary Care Organisations Section 14 o Residential Institutes Section 15 Appendices has four appendices which contain o descriptions of the Analysis Jobs used which are available within the Registration system Appendix A o descriptions of key functions used with the two screen types which are available within the Registration system Appendix B o examples of ...

Page 46: ...al Record Logged In Print ML Screen RB Screen ER Screen Introduction B1 screen B2 screen Bulk Transfer Address Label Analysis Print for Bulk Transfers Section 10 Section 11 Section 12 Practice Closed Lists Patient Assignments Interaction with the PDS Introduction PC C screen PC CH screen EL screen AH screen AQ screen Interaction with the PDS PX screen AR screen UP screen SN screen UQ screen BQ scr...

Page 47: ...Rs 4 7 1 DX Integrity Checker Monitor 2 9 1 EL Current Practice Closed Lists 10 4 1 ER MRE Re boxing 8 8 1 FA FP69 Audit 2 13 1 FH HA Details 2 2 1 GC GP Capitation Enquiry 2 7 1 HO GMS Nursing Residential Home Postcodes 15 2 1 ID Identity Details 3 1 1 IQ Temp Old NHS Number Volumes 2 12 1 LL Letter Library 6 1 1 ML MRE Box Labels 8 6 1 MR Medical Record Selection Screen 8 2 1 N0 Live Patient Rec...

Page 48: ...ted 13 1 1 RI Residential Institute Codes 15 1 1 RP Print Preparation 5 1 1 RR Print Request 5 2 1 RS Record Selection 2 4 1 SN Update NHS Number 12 5 1 SP System Parameters 7 1 1 UP Update PDS Patient Details 12 4 1 UQ PDS Update Queue 12 6 1 UR Urgent Medical Record Request 8 3 1 VO View Organisations 14 1 1 Q 2 Version 2 90 ...

Page 49: ...nquiry Analysis App A A17 1 AJ LLSE Letter Library Selection 6 2 1 AJ MREL Print Medical Record Envelope Labels and List of GP Patients App A A18 1 AJ MRST Medical Records Statistics App A A19 1 AJ NHST NHS Number Batch PDS Trace App A A20 1 AJ NRIP Invalid Postcodes App A A21 1 AJ OSMR Outstanding Medical Record Request App A A22 1 AJ PCAS Patient Age Sex Breakdown by PCO GP App A A23 1 AJ PCOR P...

Page 50: ...sed to look at historic patient details for deducted patients DL The DL screen is used to deduct patients from the live database DN The Deducted Notes DN screen is used view and amend patient notes for a deducted patient Existing NHSCR and HA GP Links messages which are currently displayed on the Deducted Patient Details Screen may be viewed and deleted HA GP Links messages must be complete DP The...

Page 51: ...numbers for patients on the authority s live register N1 The N1 screen controls the upload of data from Unix It is used to upload data which has been received on tape from ONS and then downloaded onto Unix Tapes from ONS contain matched live NHS number pairs and N1 uploads the data from Unix and creates a cross reference index NI This screen displays live patients sequenced by NHS number For each ...

Page 52: ...SP application controls most of the parameter options in the Registration system A General Parameters B FP4 parameters Medical Cards C FP22 parameters GP s notification of deduction D FP69 parameters Labels for lost trace E FP92 parameters Prescription exemption certificates F FP96 parameters Prescription prepayment certificate sequence G New GP Contract Parameters H Z68 parameters GP s notificati...

Page 53: ...re the first forename is temporary It will also indicate whether the PDS still holds the same value or now has a likely true first forename BQ The purpose of the BQ screen is to report on conditions which occur for background processes when updating patient records These conditions occur when attempting to update the PDS but because of data issues the update cannot be performed ID In addition to t...

Page 54: ...ion NHS Commissioning Board Regions CBRs NHS Commissioning Board Area Teams ATs and Clinical Commissioning Groups CCGs Residential Institutes Screen Description HO The GMS Nursing Residential Home Postcodes HO screen is used to maintain a list of valid postcodes for GMS nursing residential homes RI The Residential Institute Codes RI screen enables multiple residential institute codes as used in th...

Page 55: ...r all GPs on your database AJ DPRA A facility for the bulk deduction with a deduction type of R A of a small number of patients up to a maximum of 50 to their housing NHAIS system AJ DPRB A facility for the bulk deduction of a larger number of patients more than 50 to their housing NHAIS system AJ DSPR This screen allows you to remove the dispensing marker from a selected group of patients The gro...

Page 56: ...ormance Service Reports should provide you with information to plan future HA needs and supply statistical data required by the DH The Performance Indicator Report will enable HA management to get an overview of staff performance and workload for a particular period of time The Service Indicator Report will produce workload statistics which will satisfy some of the service indicator figures that H...

Page 57: ... of patients based upon the parameters entered Output can be produced as a listing labels or both In addition data regarding the selected patients can also be written to a Unix file for use in systems outside NHAIS AJ SAP Patient s have the right to request a print of all the data about them which is held on an NHAIS system AJ UPNO AJ UPNO produces an analysis of the PDS Updates from NHAIS audit f...

Page 58: ...Quick Guide Registration Reference Manual Q 12 Version 2 90 ...

Page 59: ...here appropriate cross references to other manuals are given The System Patient and GP The Registration System holds details showing when and with which GP the patient has registered and also controls the production of FP4 Medical Cards Patient details may be amended whenever necessary Deducted files hold details of the patients who are no longer registered with a GP in the HA area Bulk Transfers ...

Page 60: ... the Patient s Charter including the monitoring of outstanding Medical Records Letters may be generated electronically to request the transfer of outstanding records Prescription Certificates The system allows pre payment maternity and chronic sickness prescription exemption certificates to be produced in addition to reminder notifications Details recorded on the issue of certificates enable spot ...

Page 61: ... are limited to the major data files and HSCIC Utilities which cover specific areas and conditions e g Workload Statistics produced by AJ PISI Database Integrity Integrity checks are built into the system to ensure the continued accuracy of the data In addition major database integrity checks may be run monthly by the Customer and checked by HSCIC Support teams to identify and rectify any problems...

Page 62: ...ice should be advised by telephone to remove all old details from their system and re input new patient details The GP should either transcribe the patients notes or forward them to the HA to be sent to NHSCR 7 Amend the MRE status to FGP Adoptions Deletions CR 418 ba Linked or Non Linked Practices 1 Receive document from NHSCR 2 Check ID to ensure that patient details match those on CR 418 b 3 Ch...

Page 63: ... actioned The patient should then be re accepted at the practice with the option to amend the NHS number and name of the adopted patient as required 7 The HA should register the patient on the ID screen using code 2 1st Acceptance and cancel the FP4 FP99 and Z68 prints if not parallel running NHSCR do not need to be informed 8 Enter all previously deleted CS CM RF and PE details 9 MRE status shoul...

Page 64: ...ient and the new records to the GP 8 Change the MRE status to FGP Forwarded to new GP 9 Remove the adoption note added to the PN screen Adoptions Additions Non Linked Practices 1 Practice enter the patient as a first acceptance and insert FP58B in the GP text field 2 HA update LX to ID screen the MRE Status should be set to APR Awaited Pending Reply 3 FP58B transfers automatically to the AD screen...

Page 65: ...low as a basis for your search Screen Search Criteria Look For ID DP Surname Forename Similar spellings e g Deborah Debra Surname Forename DoB Debbie Surname DoB Shortened names e g Edward Ted Elizabeth Betty NHS No Similar name same address DoB etc DoB NP Post Code Is this a valid code NI ND Part Whole NHS No SI DI Surname Similar spellings e g Reed Reid Read Part Surname First Letter of Surname ...

Page 66: ...Introduction Registration Reference Manual I 8 Section 1 Version 2 62 ...

Page 67: ...ase is available via N3 only Using the FH Screen The HA Details screen will display the address contact names and contact numbers for all HAs This application has two functions Used as a directory for staff to view names and addresses of other HAs Used by the print applications to automatically add HA name and address details to Urgent Medical Record Requests NOTE The Urgent Medical Record Request...

Page 68: ...ails Registration Reference Manual 1 2 Section 2 Version 2 62 Access Rights All users have access to view details Users with FULL access may update and or delete details Old key functions apply on these screens ...

Page 69: ... key of FH with an HA cipher in the qualifier and press Enter FH HA Details Qualifier page WESSEX TEST HA Address WESSEX HOUSE 23 METEOR STREET WESSEXSHIRE Postcode WE5 5XX Telephone Number 0800 8080 Fax Number 0800 7070 General Manager JAMES ELDRIDGE General Manager Ext 222 Action D Delete Example HA Details Screens ...

Page 70: ... the HA you wish to update in the qualifier field and then press Enter 2 Overtype details to alter text tab through the fields using Return Details are held on two screens press key 2 to page onto the second screen key 1 to page back to the first screen again Details on screen 1 must be entered in UPPER CASE details on screen 2 may be entered in both UPPER and lower case 3 To update the screen wit...

Page 71: ...ns to Delete an HA Entry 1 Enter a key of FH with the cipher of the HA you wish to delete in the qualifier field and then press Enter 2 Enter D in the Action field to delete the whole entry and then press Enter to update the screen The message HA DETAILS REMOVED will be displayed ...

Page 72: ...sing an invalid format Use normal PO format to update post code PHONE NO invalid Only numeric characters may be entered in the Telephone Number field FAX NO invalid Only numeric characters may be entered in the Fax Number field invalid An invalid character has been entered in the address details field Remove the character from the address details NAME invalid Only enter alphabetic characters may b...

Page 73: ...tificate if they know that they will require medication certain medical appliances and or elastic hosiery on a regular basis When an Exemption or Prepayment Certificate is due to expire the HA may send the patient one of the following Reminder Notifications so that he she can re apply CP11 FP91 Reminder for Prescription Exemption Certificate FP95 Reminder for Prepayment Certificate Use this screen...

Page 74: ...on 2 Version 2 9 Processing Validation The system will perform a series of validation checks on every patient issued with a Prescription Exemption or Prepayment Certificate before passing details to the Reminder Notification application for preparation and printing ...

Page 75: ...repared via the RC screen PRINTING is controlled by the RR screen CP11 91 95 s are queued on the RR screen for printing separately Print Restart Procedures Please refer to the RR screen description Section 5 Chapter 2 Access Rights Users with FULL ABBREVIATED access may set request Reminder Notifications ...

Page 76: ... Qualifier Job Name PRESCRIPTION REMINDERS PRINT Description This job allows you to prepare Prescription Exemption Reminder Certificates and Prepayment Reminder Certificates using a date input for which Prescription Reminders are required The RR application must be used to initiate printing Details Last date for which Prescription Reminders were issued 23 04 2013 Enter new reminder date Enter Y to...

Page 77: ... wish to update the screen with the details entered press PF2 to restore the screen The message DATA RESTORED will be displayed Understanding the RC Screen Last Prescription Reminder Date The previous date when Reminder Certificates were processed New Reminder Date The reminder date must occur after the previous reminder date It may be set up to two months from the current date The date must be in...

Page 78: ...er today s date or a previous date in the Reminder Date field Re enter the date DATE too far ahead Do not enter a date that occurs over two months from the current machine date Re enter the date DATE before last Do not enter a date that occurs on or before the last reminder date used Re enter the date START missing You have not entered the Start command in the Processing field Enter Y to queue the...

Page 79: ...of patient details displayed on the screen and the procedures used to select a patient will vary These two factors are influenced by the application from which the RS screen was displayed Variations found in the RS screens can be explained using the three examples below RS Deduction This screen is displayed if the system cannot uniquely identify a patient on the deducted patient files RS Screen Th...

Page 80: ...545 GREEN JONES Mrs Alan V 08 03 36 000012 4 674 181 2157 TEST349Y2 JONES Mr Barrie 08 03 36 000043 5 859 201 3815 JONES Mr Bob 08 03 36 000020 Enter Line No 1 17 in Qualifier to identify Patient Record required Directions to Select a Patient 1 Enter the relevant line number in the qualifier field and then press Enter Providing the Key field has not been overtyped the original screen will be re di...

Page 81: ...REEN JONES Mrs Alan V 08 03 36 000012 4 674 181 2157 TEST349Y2 JONES Mr Barrie 08 03 36 000043 5 859 201 3815 JONES Mr Bob 08 03 36 000020 Enter Line No 1 17 in Qualifier to identify Patient Record required Directions to Select a Patient 1 Enter the relevant line number in the qualifier field and then press Enter Providing the Key field has not been overtyped the original screen will be re display...

Page 82: ...r Alexander 10 06 79 000839 11 939 521 2O62 TEST786323Y JONES Ms Alexandra 19 02 44 000309 12 515 737 5532 DHA 2402583 JONES Mr Alfred 25 05 27 000309 13 543 005 4435 MSFVE 6 JONES Miss Alison Laura 29 09 84 000839 14 427 962 3543 PFQC 338 JONES Mr Andrew C 25 08 59 000308 15 MCOT 361 764 354 7863 JONES Mrs Angela 16 04 56 000804 16 MIJJ 128 987 236 5353 JONES Mrs Anne 05 04 51 000839 17 875 667 8...

Page 83: ...followed by in the qualifier field Then press Enter Additional qualifier details may be included These are described under the heading Restricting the Search on page 4 7 The RS Soundex Search screen will be displayed listing all the potential spelling variations found on the database To select an option 2 Enter the line number in the qualifier and then press Enter If function keys have been displa...

Page 84: ... Alan Victor 08 07 52 000025 8 231 562 9119 NHS 3322883 JONES Mr Alan Victor 05 03 36 000037 9 228 352 6854 TEST87545 JONES Mr Albert Ian 27 12 53 000011 10 123 536 0299 PYHPK 205 JONES Mr Alexander 10 06 79 000839 11 939 521 2O62 TEST786323Y JONES Ms Alexandra 19 02 44 000309 12 515 737 5532 DHA 2402583 JONES Mr Alfred 25 05 27 000309 13 543 005 4435 MSFVE 6 JONES Miss Alison Laura 29 09 84 00083...

Page 85: ...nsonants in the surname For example the surname BENNETT could be spelt or misspelt as BENETT The search also ignores any vowels entered in the surname so that it does not matter whether you enter A E I O or U The letters W H and Y are also ignored Restricting the Search You may wish to display a Soundex list for a commonly occurring name such as SMITH In these instances you will find it more effec...

Page 86: ... the Patient Required field Enter the correct number Error Value Entered Is Too Large You have not entered a valid number in the Patient Required field Enter the correct number Invalid Key You have not changed the Key field Enter the screen identifier in the Key field Qualifier no record for this NHS number You have not entered a valid NHS number or line number Enter the correct details ...

Page 87: ...ess expectant mothers or mothers who have borne a child in the past 12 months to be issued with medication certain medical appliances and elastic hosiery free of charge Prescription Pre Payment Certificates FP96 may be purchased by any patient who does not qualify for a Prescription Exemption Certificate Patients can purchase a four or twelve month Pre Payment Certificate if they know that they wi...

Page 88: ...rt Procedures Refer to the RR screen description Section 5 Chapter 2 Exemption Certificates are prepared via the RP screen and printed via the RR screen Access Rights Users with FULL ABBREVIATED access may use the PE screen Users with READ ONLY access can view this screen but may not enter data ...

Page 89: ...he Certificate number 4 Enter Y if the Certificate is a Renewal or N if it is the first issue NOTE Renewal details are not required when recording a Type M Maternity Exemption Certificate 5 Enter Y to indicate whether the entry is historic passed from the patients previous HA for information purposes only or N if the certificate has been issued or is to be issued by your HA 6 Repeat steps 1 5 to r...

Page 90: ...pe A D Chronic Sick 5yrs from 1st of month adjusted back to last day of month of birth NB Leave To field BLANK M Maternity up to 21 mths from 1st of month H Pre payment 4 to 12 mths from any day Past Enter Certificate details are displayed in chronological order of start date with the latest certificate on the first line If you are adding the first exemption certificate the screen will display a s...

Page 91: ... press Window Page On Back keys To return the screen to a full display press the ESCAPE key Example Past Window PE Prescription Exemption NHS no 1343566789 BILLINGHAM Mrs JANE JONES DoB 23 01 1963 Age 32 years SANDBANK EXETER Dr G GETWELL 000001 PRESCRIPTION EXEMPTIONS Type From To Cert No Renewal Historic H 01 07 1994 30 06 1995 8754 345 Y M 01 10 1993 31 05 1994 93637 15 H 01 05 1993 31 08 1993 ...

Page 92: ...tificate enter N to indicate that the certificate is not a renewal When recording the second or subsequent issue of a certificate enter Y An entry is required in this field for all Exemptions and Pre Payments recorded except M Maternity Statistics for Maternity Exemption Certificates are recorded separately Renewal details are required for statistical purposes by the DH application A record of eac...

Page 93: ...e the certificate has been issued or will be issued by your HA If the field is left blank the system will accept this as an N entry Exemption Print required Enter Y to request a print of the last Exemption or Pre Payment Certificate entered Enter N or leave this field blank if a print is not required ...

Page 94: ...ust not be in the future when recording a Type A D Certificate Re enter DAY must be the 1st The FROM date must be the 1st of the month when recording a Type A D or H Certificate Re enter DATE overlap The date entered must not lie within an existing Exemption Certificate period Re enter DATE than 1 mth ahead The FROM date must not occur more than one month in the future when recording a M or H Cert...

Page 95: ...before 16th birthday Prescription Exemption and Prescription Pre Payment information cannot be entered for a patient who will be under 16 years of age as of the entered From date NOT first issue The Certificate type has previously been issued to the patient Enter Y in the Renewal field to indicate a subsequent issue NOT REQUIRED FOR MATERNITY A renewal entry is not required when recording a Type M...

Page 96: ... a partnership capitation details start with the current quarter If the partnership has ended this will be the end date of the partnership Figures are also displayed for all previous configurations in a partnership A new configuration is created when a GP either joins or leaves the partnership If A is entered at the end of the qualifier the capitation figures displayed will include patients transf...

Page 97: ...nior partner s code all capitation figures for GPs within the partnership are accumulated to create the totals Partnership code A P senior partner s code A all capitation figures for GPs within the partnership are accumulated to create the totals including patients taken over from another GP s list by GPs within the partnership when the other GP is in abeyance NOTE If GP details have been displaye...

Page 98: ...EAS End 65 65 74 75 TOTAL Disp 3mls Spec Total H J4 M J3 L J2 J1 07 99 1997 0 1 1998 0 24 0 603 0 0 4 0 0 0 2 04 99 1999 0 1 2000 0 26 0 655 0 0 4 0 0 0 2 01 99 44 0 1 45 0 26 0 674 0 0 4 5 4 1 0 10 98 44 0 1 45 0 25 0 648 0 0 4 07 98 432 53 18 503 0 2 0 52 0 0 83 04 98 437 53 14 504 0 2 0 52 0 0 83 The example above is for the single handed GP 000067 The GP started during the quarter ending 01 07...

Page 99: ...rmation will include the partnership number partnership name senior GP s name and the partnership start date In this example capitation details have been displayed for the senior partner who is in a partnership whose start date extends back to 23 10 91 The following messages can occur on the second line of the screen GP ENDS BEFORE QUARTER The GP end date occurs before the start of the current qua...

Page 100: ...nership had a previous configuration i e the partnership had the same senior GP but the GPs within the partnership were different then details of the previous configuration s would be available on subsequent pages NOTE The capitation figures for a partnership for previous quarters may differ from those printed on the corresponding capitation report AJ CAPR In particular On the capitation report a ...

Page 101: ...ins one or more GPs currently responsible for all or part of the lists of more than one other GP these GPs being in a state of Abeyance Understanding the QC Screen Qtr RURAL PRACTICE DEPRIVED AREAS End 65 65 74 75 TOTAL Disp 3mls Spec Total H J4 M J3 L J3 J1 07 99 1997 0 1 1998 0 24 0 603 0 0 4 0 0 0 2 Qtr End Capitation details for the GP partnership will start at the GP end date and continue unt...

Page 102: ...3mls The total number of patients registered for Rural Practice payments who live over 3 miles from the surgery Spec The total number of patients registered for Special Rural Practice payments Total The total number of registered patients for whom the GP partnership receives Rural Practice Payments DEPRIVED AREAS H J4 M J3 L J2 J1 For each quarter the top line shows the total number of patients re...

Page 103: ...t not be a dummy GP of ZZZ100 or above Re enter PARTNERSHIP NOT KNOWN There is no record of the requested partnership Check the code entered PARTNERSHIP START AFTER TODAY The requested partnership has not started yet The partnership start date is entered on the GP screen It is not possible to display capitation information for a partnership which has not yet started GP CODE NOT KNOWN There is no r...

Page 104: ...the patient numbers for this GP alone without the abeyance can be displayed by entering just this GP s code as a qualifier for the GC screen or the patient number totals including the abeyance can be displayed by entering this GP s code followed by A as a qualifier If the GP code followed by A is entered information will be displayed at the bottom of the GC screen giving the code of the GP whose p...

Page 105: ...nce Example GC Screen With Capitation Figures For An Individual GP GC GP Capitation Enquiry Qualifier 000040 Q Code breakdown available GP S TOTALS GP 000040 ABC BLACK Partnership Details Address THE SURGERY No P 000040 53 LIMES ROAD Name BLACK PTRS A EXETER Senior GP ABC BLACK DEVON Start Date 13 09 94 End Date RT4 4TY Q Code QT1 PATIENT TOTALS 65 897 65 74 79 75 155 TOTAL 1131 DEPRIVED AREA PAYM...

Page 106: ... Patients Taken Over from Another GP s List For a GP who is wholly or partially responsible for another GP s patient list as a result of an abeyance either the patient numbers for this GP alone without the abeyance can be displayed by entering just this GP s code as a qualifier for the GC screen or the patient number totals including the abeyance can be displayed by entering this GP s code followe...

Page 107: ...Section 2 Version 2 27 GP RESPONSIBLE FOR ABEYANCES The GP is currently responsible for all or part of more than one other GP s list these GPs being in a state of Abeyance These messages will appear whether or not A is entered after the GP code in the qualifier ...

Page 108: ...n display press the Return key Example GC Screen For A GP with Pop up Box GC GP Capitation Enquiry Qualifier 000040 Q Code breakdown available GP S TOTALS GP 000040 ABC BLACK Partnership Details Address THE SURGERY No P 000040 53 LIMES ROAD Name BLACK PTRS A EXETER Senior GP ABC BLACK DEVON Start Date 13 09 94 End Date RT4 4TY Q Code QT1 QCDE 65 65 74 75 TOT J4 J3 J2 J1 H M L DISP 3M SPEC TOT TOT ...

Page 109: ...mple above is for the partnership of which GP 000040 is the senior partner The totals shown are for the whole partnership Number of patients broken down according to age o Patients under 65 years old o Patients aged between 65 and 74 o Patients aged over 75 o Total number of patients Numbers of patients registered for this GP with Deprived Area status o Ward based levels High Medium and Low o Enum...

Page 110: ...en over all the patients of GP 000077 who is in abeyance and that the capitation figures shown include these patients If as a result of abeyance s one or more GPs in the partnership is are responsible for all or part of the patient list s of one or more other GPs one of the following messages will be displayed on line 2 of the screen P SHIP RESPONSIBLE FOR ABEYANCE SEE B1 SCREEN FOR XXXXXX The par...

Page 111: ... Details Address THE HEALTH CENTRE No P 000040 HIGH RARRRD Name BLACK PTRS A POOLEY COOL Senior GP ABC BLACK BO1 1TT Start Date 13 09 94 End Date Q Code QT1 QCDE 65 65 74 75 TOT J4 J3 J2 J1 H M L DISP 3M SPEC TOT TOT 5366 846 760 6972 100 63 190 254 1 0 749 17 25 2 716 5 GP CODE 000040 DR ADRIAN BRIAN COLIN DAN BLACK QAW 1 0 0 1 1 0 0 0 0 QT1 660 62 114 836 9 7 20 24 70 2 5 0 77 QT2 236 17 41 294 ...

Page 112: ...OSED BEFORE TODAY The requested partnership is not current GP CODE NOT KNOWN There is no record of the requested GP Check the code entered GP START AFTER QUARTER The start date of the requested GP is after the close of the current quarter The GP start date is entered on the GD screen GP IN ABEYANCE The requested GP is currently in abeyance GP CANCELLED The requested GP has been cancelled GP ENDS B...

Page 113: ...GC GP Capitation Enquiry Registration Reference Manual 6 10 Section 2 Version 2 27 ...

Page 114: ... Use of the RA Screen RA auditing is optional The default installation for all sites will be for the capture of all the Registration changes detailed at the end of this section However at the time of the installation each site will be given the opportunity to determine which applications they wish to capture information for Switches will then be set accordingly for example if a site wish to captur...

Page 115: ...l Support Team For sites supported directly this must be arranged through the National Help Desk Database Disk Space It is estimated that the RA audit will require the following disk space Approximately 25Mb per annum for a site recording all registration transactions per 250 000 patients Approximately 3Mb per annum for a site recording only FP4 and Prescription Exemption transactions per 250 000 ...

Page 116: ...n Exemption type on the PE screen i e where the type of an existing entry is changed is not captured for Registration Audit All PE Historic entries are classified under one category PE Screen Historic If the reason for Deduction of a patient is changed on the DP Screen from O R to an O R sub code or vice versa or from one O R sub code to another sub code this change will not be captured for Regist...

Page 117: ...T119 HA Deduction Set id CR4 Example 2 RA Screen at the Patient s New HA RA Registration Audit Qualifier 738 645 4678 Date Time Applctn User Description 1 09 07 2012 14 39 HA CR4 HA Reg Set id QCT119 Acc Date 10 07 94 2 21 08 2012 11 27 PE CR4 Presc Exemption Type A 1st Issue 3 23 11 2012 11 38 AD CR4 Amendment Alternate Name Change 4 23 11 2012 11 38 ID CR4 Address Amendment 5 14 12 2012 14 06 DL...

Page 118: ... 2001 13 54 DL SDR011 PETER HOOPER 2 18 10 2001 14 40 GF SDR002 HARRY BAMFORD 3 18 10 2001 13 33 GF SDR002 HARRY BAMFORD 4 10 12 2001 11 16 PN SDR011 PETER HOOPER 5 10 12 2001 14 39 PN SDR011 PETER HOOPER 6 10 12 2001 11 27 PN SDR011 PETER HOOPER 7 10 12 2001 11 53 PN SDR011 PETER HOOPER 8 10 12 2001 11 38 PN SDR011 PETER HOOPER 9 10 12 2001 11 38 PN SDR011 PETER HOOPER 10 10 12 2001 14 06 PN SDR0...

Page 119: ... NHAIS PDS Interaction The screen shown below in Example 4 shows basic patient details their name address date of birth age and their GP and the GP s code The date time and source of the NHS number are shown in rows below these details If D is displayed after the patient s age this indicates that the patient is deceased and the age displayed is that of the patient at the time of their death For ot...

Page 120: ...codes will be displayed together with the bulk transfer action date BT CS OLDGP to NEWGP DD MM CCYY or if GP codes are not found Bulk Transfer with CS claims BCHS Bulk Transfers Where possible the old and new GP codes will be displayed together with the bulk transfer action date BT CHS OLDGP to NEWGP DD MM CCYY or if GP codes are not found Bulk transfer with CHS claims BCL Bulk Transfers BT CHS CS...

Page 121: ...duction code and dd mm ccyy is the date the deduction is due Deduction Services Deduction Service Dependant NHS No Change DN Deducted Notes Deducted Patient Note Amendment Deducted Patient Note Created Deducted Patient Note Deleted Additional Patient Note Deleted DP Deducted Patient Details If the patient s deduction code is changed to O R it will be recorded as an Other Reason deduction DP screen...

Page 122: ...est Patient Assignment Patient Assignment XXX Open List Patient Assignment XXX Closed List HA Health Authority Boundary Changes HA Reg Set Transfer Set id 1st acceptance date transfers in HA Deduction Transfer Set id transfers out ID Identity Details Registration Birth Registration 1st acceptance Registration Transfer in Registration Immigrant Registration Ex Service GP Code Address Change Change ...

Page 123: ...k update Remove Patient s Postcode Address File Qrtly Update Amendment PE Prescription Exemption If a historic prescription exemption is recorded RA will list the entry as PE screen Historic It will not indicate the Exemption Type Presc Exemption Type A Renewal Presc Exemption Type A 1st Issue Presc Exemption Type B Renewal Presc Exemption Type B 1st Issue Presc Exemption Type C Renewal Presc Exem...

Page 124: ...Registration Reference Manual Registration Audit RA Application Information Description Recorded UR Urgent Medical Record Request Urgent MR request Version 2 89 Section 2 7 11 ...

Page 125: ... qualifier Enter a valid qualifier No NHS No source data available No NHS number source transactions have been logged for this NHS number Try again with another NHS number QUALIFIER must be present An NHS Number must be entered within the qualifier field Enter a valid NHS number QUALIFIER invalid Enter an NHS number at the start of the qualifier field 7 12 Section 2 Version 2 89 ...

Page 126: ...umber of errors encountered by each registration integrity checker as recorded on the Central File Display the number of errors resolved by support Provide a facility to monitor when checks are performed and warn the appropriate user that a check is required The period between checks may be set by the Key User or Additional User Integrity Checker Monitor If any of the database integrity checkers h...

Page 127: ... software This figure may be changed as required After this time has expired this screen will be automatically displayed when a Key User signs on to the system Dep t IC Description Completed Expry Next Run Errors Fixed Reg n Master Patient Records 12 Dec 98 1 22 Dec 98 4 0 MR File for live 12 Nov 98 0 12 Nov 98 1 0 Ded Master Patient Records 3 Jul 98 90 1 Oct 98 0 0 Ded NHS Number Index 3 Jul 98 9...

Page 128: ...8 0 12 Nov 98 1 0 Ded Master Patient Records 3 Jul 98 90 1 Oct 98 0 0 Ded NHS Number Index 3 Jul 98 90 1 Oct 98 0 0 Ded Date Of Birth Index 3 Jul 98 90 1 Oct 98 0 0 Ded Prescription File 3 Jul 98 90 1 Oct 98 0 0 Posting Out Date Index 3 Jul 98 90 1 Oct 98 1 1 Postcode Index 3 Jul 98 90 1 Oct 98 136 0 MR File for Deducted 3 Jul 98 0 3 Jul 98 0 0 MR Indices File 28 Apr 99 0 28 Apr 99 0 0 Live New Nu...

Page 129: ...screen will warn the Key Additional Users if the expiry period has passed This field may be amended by the DX screen Key Additional Users Next Run The date by which each integrity checker must be run This date will be updated automatically whenever a new check is run The time interval between the last and next runs is set in the Expiry field Errors The number of errors found by each integrity chec...

Page 130: ...ERROR MESSAGE MEANING UPDATE missing To update details enter Y in the Update field UPDATE not Y To update details enter Y in the Update field KEY USER missing Enter Key User details in the Key User field KEY USER invalid The User ID entered does not match the Key User ID held on the HA system Re enter ADD USER invalid The User ID entered does not match the ADDITIONAL User ID held on the HA system ...

Page 131: ...DX Integrity Checker Monitor Registration Reference Manual 8 6 Section 2 Version 2 9 ...

Page 132: ...ails which are identified by the database cypher These will continue to be maintained via the FH screen see Section 2 Chapter 2 Use this screen to Specify the organisation type e g HA PCT etc for communications screens letters statements and reports The organisation type may be specified either at system level or at application group level i e Registration Finance Screening or a user defined appli...

Page 133: ... the name The length of the organisation name address should be taken into consideration when setting up these details This is particularly important for applications which have very limited space in terms of output e g FP4 Medical Cards which cannot output a name address line longer than 29 characters If a particularly long name is necessary this may be facilitated by spanning the name over the N...

Page 134: ...lication group OType set non standard communications details for your organisation at system level where OType HA or PCT OType Grp set non standard communications details for your organisation at application group level APPGRP create new application groups or delete user defined groups APPGRP Grp link a user defined application group to specific applications or view linked applications for one of ...

Page 135: ...anisation Communications Qualifier ORG page Effective Date 26 11 2002 DD MM YYYY Organisation Type PCT Figure 2 OC Screen 1 qualifier ORG page 2 OC Organisation Communications Qualifier ORG page Effective Date 20 11 2002 DD MM YYYY Organisation Type HA Figure 3 OC Screen 1 qualifier ORG page 3 ...

Page 136: ...ou are using this screen to change the type of your organisation enter the organisation type At present the only valid organisation types are HA and PCT A list of valid organisation types may be accessed when the cursor is positioned on this field by pressing the Ctrl and L keys at the same time To select an organisation type from the pop up box move the highlight to it using the arrow keys and th...

Page 137: ...dard details for an application group In terms of priority if the organisation type has been defined for an application group then this will take precedence for the relevant application over any definition of organisation type at system level Note that within definition of organisation type at application group level a user defined application group will take precedence over a pre defined one i e ...

Page 138: ... has all fields displayed as blank If previously defined non standard communications details exist they can be viewed by paging on not shown If earlier details exist on page 2 of this screen they may be amended if they are still current Non current details may be viewed but not amended Org National Code A valid organisation national code can be selected from a pop up box which will be displayed wh...

Page 139: ...hanged if required Fax no When you have selected a valid organisation code the standard fax number will be displayed This may be changed if required Effective Date You can enter the date from which this definition of non standard communication details is to take effect in DD MM YYYY format If left blank this field will default to today s date End Date You can enter the date after which the non sta...

Page 140: ...rp Understanding OC Screen 4 Setting Organisation Address at Application Group Level qualifier OType Grp This screen is used to define non standard communication details for an organisation type application group organisation code For example a qualifier of PCT REG Figure 6 will define details for the organisation type of PCT for all applications which form part of the Registration application gro...

Page 141: ...fined group The screen shows all three standard application groups REG FIN and SCR as well as details of any user defined groups which already exist The three standard groups cannot be deleted Action Enter D alongside any application groups that you want to delete This will also unlink any applications which were linked to the deleted group Description This free text field describes the user defin...

Page 142: ...n to one user defined application group There may be more than one application in each user defined group This linkage may be changed if required by first deleting the application from one user defined application group and then linking it to another Note that for application REG FIN and SCR this screen will be read only There is no facility to link unlink applications to these groups Action Enter...

Page 143: ...ce Manual 9 12 Section 2 Version 2 9 by typing G and then keying in the first part of the name of the required application When you have made your selection the pop up box will disappear and the selected application name will be displayed in this field ...

Page 144: ...sly specified Effective Date in an earlier definition of non standard values EFF DATE today The Effective Date is before today s date EFF DATE next The Effective Date is after a previously defined Effective Date EFF DATE prev end The Effective Date is before or on the end date of the previous record EFF DATE non std You have changed the Effective Date to one which is after the Effective Date alrea...

Page 145: ...D DATE eff date The End Date is before the Effective Date END DATE overlap The End Date cannot overlap the beginning of an existing Effective Date END DATE today The End Date cannot be before today s date END DATE non std The End Date has been changed to one which is before the End Date already set for non standard communication details for this Organisation Type Screen 2 Query Message Qualifier O...

Page 146: ...ore today s date EFF DATE next The Effective Date is after an Effective Date which was defined later EFF DATE n a The Effective Date may only be set if non standard details have been assigned EFF DATE range The Effective Date does not lie within the dates when the organisation exists operationally EFF DATE app grp The changed Effective Date should not be before the system application group level E...

Page 147: ...alues Is this what you want Screen 5 Reject Messages Qualifier APPGRP ERROR MESSAGE MEANING ACTION ACTION must be D Only D Delete can be entered in the Action field NAME invalid The new application group name must be unique NAME incorrect The application group name must consist of at least one alphanumeric character CREATE v delete You cannot delete application groups at the same time as creating ...

Page 148: ...plication group NAME invalid Any application selected for linkage to an application group must be known to the system CREATE v delete You cannot link a new application to an application group at the same time as unlinking applications from it Screen 6 Query Messages Qualifier APPGRP Grp ERROR MESSAGE MEANING ACTION Link new Application Are you sure you want to link this application to this applica...

Page 149: ...ame into effect in April 2004 The status of this process can be monitored by redisplaying the CQ screen The status shown will be one of the following Processing Completed Error Refer to Support Team If following quarter closure the displayed status shows error or is not displayed at all it is essential that you contact your support team As part of CQ processing analysis job AJ ASCT will automatica...

Page 150: ...CT13 OTOLJAN13 Each record in the Unix file will be a single patient record containing the following data items Data items are separated by the delimiter 1 Destination Database Cipher 2 GP National Code GNC 3 Sequence Number 4 Record Type N normal Back C credit or Back D debit 5 Patient NHS Number 6 Patient Date of Birth 7 Patient Sex 8 New Starter Marker 9 Nursing Residential Home Marker 10 Postc...

Page 151: ... one of the bulk transfer on the B1 screen 1 There are outstanding FP69s FP69s must be processed so that all patients to be deducted with an old quarter date are removed before the quarter is closed There are outstanding pending DDRs with a deduction due date within the quarter that is about to be closed These DDRs must be processed so that all patients to be deducted with an old quarter date are ...

Page 152: ...om the previous quarter are cleared down at the close of the current quarter For example if in October you are closing the July September quarter transactions for the April June quarter will be cleared from the queue NOTE Since age reassessment is carried out during the close quarter procedure you will probably find some discrepancies between the ad hoc capitation report prepared prior to closing ...

Page 153: ...n with Ended GPs Pop up Box Understanding the CQ Screen Ended GPs with patients why not Bulk Trans This field will only be displayed if there are ended GPs with patients on the system You will not be able to bulk transfer those patients once the quarter is closed You must enter notes explaining why said possible bulk transfers have not been performed Enter Y to close the quarter If it is OK to clo...

Page 154: ... has been rebooted with a date in the new quarter CANNOT close quarter until 3rd A quarter can only be closed from the third day of the registration quarter e g 3 January FP69 print preparation not run since the quarter end date cannot close There are FP69 labels awaiting preparation To ensure FP69 labels are prepared regularly you cannot close the quarter before FP69 labels have been prepared via...

Page 155: ...ore closing the previous quarter CANNOT CLOSE QUARTER WHILE TRENT BACKGROUND JOBS ARE RUNNING One or more Trent jobs are currently running These must complete before you close the quarter CLOSE QUARTER FAILED TO START TRY AGAIN LATER The whole system is too busy to allow the main background update process to start Try again later or contact your support team if the situation persists CANNOT CLOSE ...

Page 156: ...actions There are PDS Allocations Queue transactions in existence for the quarter which is to be closed with statuses of U Update pending P Pending or E Error Outstanding PDS Update Queue transactions There are PDS Update Queue transactions in existence with statuses other than C Complete 10 8 Section 2 Version 3 1 ...

Page 157: ...date in the past you specify and monthly counts figures those taken on the 14th of each month so that trends within these volumes can be identified There is a current push within the Health and Social Care Information Centre for patient registrations with long term temporary or old format NHS numbers to be resolved either by the allocation of a real 10 digit NHS number to the patient or by the pat...

Page 158: ... Count of temp NHS Numbers 181 days 24 Count of temp NHS Numbers 180 days 103 Count of temp NHS Numbers with FP69 status 0 Total count of old format NHS Numbers 424 Count of old format NHS Numbers 7 days 0 Count of old format NHS Numbers 14 days 0 Count of old format NHS Numbers 28 days 1 Count of old format NHS Numbers 91 days 21 Count of old format NHS Numbers 181 days 5 Count of old format NHS ...

Page 159: ...month shown first Each month s volumes are displayed within two rows the first row shows the month in MM YY format The character T shows the volumes for temporary NHS numbers and the second row displays the character O which shows the volumes are old format NHS numbers NOTE The FP69 count represents the number of patients within the total figure which have an FP69 status and are already marked for...

Page 160: ... the Original Acceptance Posting Date was between seven and 14 days ago The number of these where the Original Acceptance Posting Date was between 14 and 28 days ago The number of these where the Original Acceptance Posting Date was between 28 and 91 days ago The number of these where the Original Acceptance Posting Date was between 91 and 181 days ago The number of these where the Original Accept...

Page 161: ...rsion 2 62 Section 2 11 5 Error Messages ERROR MESSAGE MEANING ACTION QUALIFIER invalid The qualifier must be one of either NHS NHS followed by a valid date in DD MM CCYY format or NHS MONTH Please check the qualifier and re enter using one of those shown above ...

Page 162: ... next to the date of birth which indicate whether the patient has an Immigrant status shown with a flag of I an FP69 status indicated with a flag of F an outstanding NHSCR transaction which will show a flag of N The definition of a patient having an outstanding NHSCR transaction is if the patient details on the ID screen shows one of the following items of text on line 2 Reply in batch CR Deductio...

Page 163: ... RISBY Mary Rachel 126 305 4544 KNIGHT Reginald B 000013 01 05 1964 126 311 8003 GORE Nicholas B 000092 06 10 1961 FIN 126 314 5604 OSBORNE Neil P 000666 18 04 1956 126 352 6608 WILLIAMS Belinda Elaine 000010 19 12 1969 126 474 6466 ROGERS Hazel Hazel 000039 03 07 1953 CAR Hazel Hazel 126 533 7020 BUTCHER Simon D 000078 04 06 1951 126 535 7552 DOLE Nancy Yvette 000078 18 05 1932 Note Previous Name...

Page 164: ...Registration Reference Manual NHS Number Index NI Version 2 24 Section 2 12 3 ...

Page 165: ...tuses that were set at and after the time of this development being released Using the FA Screen To access this screen enter a key of FA and a qualifier of an NHS number of a live or deducted patient on the system The header section of the screen displays the name date of birth address GP practice and date added of the patient For live patients their age will also be shown The lower section of the...

Page 166: ...XT 12 04 2010 GF Remove FP69 Status 13 11 2009 5E1 R00010 000033 EX1 3EQ AD Set FP69 Status Reason 8 Expiry 13 05 2009 Free text NO TRACE OF PATIENT ANYWHERE 17 01 2010 AD Remove FP69 Status Figure 1 FA Screen Understanding the FA Screen For each setting of an FP69 status the following information recorded at the time the FP69 status was set is displayed the date the FP69 status was set the patien...

Page 167: ...is pop up box may be accessed in the normal manner usually using keys Ctrl Shift FA FP69 Audit Qualifier 353 557 4471 page PARKER Penny LIVE Date of Birth 06 08 1941 Age 69 108 Honiton Road EXE EX1 3EQ Dr I Champagne 000033 Practice R00010 Date Added 23 03 1993 Date PCO Prac GP UserID User Name 21 10 2010 5E1 R00010 AUTO69 FP69 R U AUTOMATIC DEDUCTION Expiry 21 0 Free text 08 02 2010 5E1 R00010 SD...

Page 168: ... Error Messages ERROR MESSAGE MEANING ACTION QUALIFIER INVALID Please enter an NHS No A qualifier of a valid NHS number must be entered QUALIFIER INVALID NHS No not found The qualifier entered is not a valid NHS number or there is no record of this NHS number on the system ...

Page 169: ...has not been made A patient can be registered with an NHS GP with one of six acceptance codes These codes are listed at the top of the ID screen and are 1 Birth 2 1st Acceptance 3 Transfer in 4 Immigration 5 Ex Services 6 Internal transfer Some Authorities refer to Code 6 as an amendment code because patient details already exist on the Authority database ID Screen Interaction with the Personal De...

Page 170: ...as a 10 digit NHS number this will invoke a trace against the PDS for the patient using their NHS number Details of this interaction can be found later in this manual see Section 12 Chapter 1 Interaction with the Personal Demographics Service Access Users with FULL access may register and amend patient details They may also link a patient address to a demolished PAF address and unlink patient addr...

Page 171: ...n for each code NOTE NHS number is not a mandatory item However it is recommended that Medical Record Envelopes or Medical Cards are not issued if this information is not known For all new acceptance types medical records details for previously deducted patients will be used to determine the MR status and date Deducted Live AFH AFH new FP99 will not be set ACR ACR AGP AGP NHSCR All communication w...

Page 172: ...SP screen has been set to N no Address Matching and Linking details described in this section will not be available ID Abbreviated Address Entry If the abbreviated address entry field on the SP screen has been set to Y yes the system will allow partial address entry of premise and postcode for matching If a match is found using partial details and an Address Code has been defined then remaining ad...

Page 173: ...es Matching to continue if the patient s address contains part premise details for example a house name and number but the PAF contains only a house number or vice versa ID Advisory Locality Fuzzy Matching This option enables Matching to continue if an exact match using the patient s Address Code cannot be found but match es can be found with other localities within the same town For further detai...

Page 174: ... the assignment of an asylum seeker These Assignment Types can be selected from a pop up window A Practice List Closure indicator set according to the status of the Practice List If the Practice List is active closed the Assignment will be set as Closed List otherwise the Assignment is set as Open List NOTE After update the ID screen will indicate the patient s current registration was entered as ...

Page 175: ...ails2 are taken from the system ensuring that any amendments made after the initial FP4 request are included on the card To ensure that details on the FP4 match information held on the system printing should take place as soon as possible after the preparation stage To prevent printing of multiple FP4s for the same patient duplicate FP4 requests made before print preparation will not be processed ...

Page 176: ...a code 1 5 the system will automatically set the FP99 status field to the highlighted value below and an electronic notification will be passed to NHSCR The FP99 field may be manually amended with the alternative code shown N indicates that an FP99 is not required Care should be taken if manually amending the FP99 status to ensure that patient records on the Authority NHSCR databases do not become...

Page 177: ...iew existing patient details enter a valid qualifier and press Enter Qualifiers Either a valid NHS number Or a combination of surname forename other forename DoB Remember to include all commas e g Qualifier SMITH 12 02 92 If the system cannot uniquely identify a patient the RS Record Selection screen will display a list of all the potential matches found For further details on the RS screens refer...

Page 178: ...mple ID Screen with Patient Details ID Identity Details Qualifier 345 728 8291 CODE 1 Birth 2 1st Accpt 3 Trans In 4 Imm 5 Ex Serv 6 Int Trans A Amend Prac Code R00010 GP Code 000001 A JONES Drugs Dispensed Y N N Surname CAINE Residential Institute Forenames MICHELLE RPP Rate Full Half Title MISS Distance miles Prev Name Special Units B S Extra Names Assignment Type W units Existing Ass t DRI Open...

Page 179: ...atient details in the qualifier For full description of each acceptance code see the following pages 2 Enter mandatory details Mandatory fields for each addition type are listed on the following pages 3 Enter any other details required by your HA 4 Press Enter The system will set the appropriate default settings in the FP4 FP99 Z68 and CR283 fields 5 If required amend the FP4 FP99 Z68 and CR283 se...

Page 180: ... if the patient has been previously deducted the deducted M R status is not AFH ACR AGP or RFH the system will automatically assign an M R status of NOT Not Required If NHSCR confirm that a patient should be registered as a 1 Birth or 4 Immigrant then NHSCR will change the M R status to FMR First Medical Record If a patient is registered with a dummy GP the system will assign an M R status of NOT ...

Page 181: ...he child and so should be available to and known by the child s parents Babies must be registered within twelve months of birth After this period an alternative registration code must be used Births must be registered with an NHS GP at the Authority using a GMS1 form and quoting the NHS number allocated to the child at birth Mandatory fields GP Code Surname Forename House Name and or Street Addres...

Page 182: ...Services for the first time Prints Notifications Generated Z68 FP4 and M R label prints after a reply has been received from NHSCR FP99B electronic notification to NHSCR Registering an adopted child so that the previous identity can be deleted For adoption procedures refer to the Recommended Procedures section in the Introduction to the Registration System chapter at the end of Section 1 Prints No...

Page 183: ...tion details are normally supplied on an FP4 Medical Card or FP1 if no Medical Card is available Mandatory fields GP Code Surname Forename House Name and or Street Address Code Birth Date Sex Previous Authority s Cipher name of Previous GP patient s Previous Address Prints Notifications Generated FP4 medical card and M R label after confirmation has been received from NHSCR Z68 print FP99C electro...

Page 184: ...roduce labels for patients who carry an immigrant status Labels may be attached to a letter sent to the patient requesting confirmation that they are still resident at the same address and being treated by the same GP Mandatory fields GP Code Surname Forename House Name and Address Code or Road Street and Address Code Birth Date and Sex In addition to the mandatory fields the GP may be expected to...

Page 185: ...ce A medical summary of the patient s medical history may be forwarded by the most recent service unit NHSCR will provide details if there is a previous record of registration In most cases a new Medical Record Envelope has to be issued with a reconstructed set of clinical notes Mandatory fields GP Code Surname Forename House Name and or Street Address Code Birth Date and Sex In addition to the ma...

Page 186: ...efault setting in the FP4 FP99 Z68 and CR283 fields FP4 will be set to N if the patient has an active old format NHS number 5 If required amend the setting in the FP4 FP99 Z68 and CR283 fields 6 Press Enter to confirm the details If you do not wish update the screen press PF2 The message DATA RESTORED will be displayed The system will issue a code identifying the type of internal transfer recorded...

Page 187: ...ode Surname Forenames Title House Name Road Street Address Code Locality Postcode Birth Date NHS No Sex Drugs Dispensed Residential Institute RPP Rate Distance Special Units H W Units This record can be viewed on the CH screen M R status may only be updated on the MR screen Amending GP Code Amendments made to the GP Code may generate a query message if the GP is in a Practice that has a current ac...

Page 188: ...area indicator Date of Birth Residential Institute RPP figures These amendments may affect capitation figures Amending the Assignment Type If you need to amend the assignment type move to the Assignment Type field press your key combination to display the pop up window and select the new assignment type from the list Deleting the Assignment Type To delete the current assignment type move to the As...

Page 189: ...east two characters one of which must be alphabetic e g A and a blank space You cannot use the following when entering patient surnames a trailing hyphen e g Surname consecutive apostrophes or hyphens e g O Surname or Surname Surname spaces around hyphen characters spaces around an apostrophe where the first character of the surname is O e g O Surname or O Surname consecutive use of an apostrophe ...

Page 190: ...Ml Air Marshall G C Group Captain WCom Wing Commander Bro Brother Sr Sister Visc Viscont Mx non gender specific title If the title is less than four characters long a trailing full stop can be included Prev Name Use this field to record the patient s previous surname for example the maiden name of a married woman Additional previous names can be entered on the AD screen Refer to Section 3 Chapter ...

Page 191: ...is field is useful if the patient spells his her surname in several ways or is sometimes known by another name Valid characters are A Z or a blank space Extra names must consist of at least two characters one of which must be alphabetic An entry here is automatically added to the Surname Index ...

Page 192: ...ndatory fields press Enter The system will insert the locality post town and county details set up for the Address Code on the Address Table If the system cannot find a match for the Address Code an error message will be displayed Address Codes ensure that addresses with the same locality town and county are entered on the system in the same format NOTE If House Name Road Street or Address Code ar...

Page 193: ...t the postcode is different the patient address will be updated with the PAF postcode The postcode can only be amended if the address is set to an Unlinked status If a unique match cannot be found and the address is amended the postcode will be removed In this instance the postcode may be re entered NOTE Entry of a postcode may be mandatory This is controlled by the parameters set on the SP U scre...

Page 194: ...tcode relates to the address These statuses will only be displayed if Related Address Code Part premise and or Fuzzy matching had been used during the matching process For the first four codes above the system will Link on update unless manually overridden For the last three codes the address will Unlink on update Demolished status A flashing status field of DA to indicate if a match has been foun...

Page 195: ... address including the appropriate Address Code An address will not be displayed if a match could not be found if there are multiple possible matches or if Matching has been disabled A message will be displayed in its place NO MATCHES FOUND A match with PAF could not be found Matching Not Available The SP Parameter to enable Matching has been set to N no Multiple Matches The system has found more ...

Page 196: ...to which the patient s GP is currently related The following points about this field should be noted If PC and or HG screen relationship information is such that it is not possible to ascertain the PCO Code corresponding to the patient s GP as of today s date a value of UNK Unknown will be displayed for PCO of Responsibility If PC and or HG screen relationship information is such that it is possib...

Page 197: ...OMBE STREET FLATS you can set the address for ALL Address Code EXE Q Code QT1 patients to NOT Demolished Locality Post Town EXETER Set to NOT Demolished Y N N County DEVON Dep N N Postcode EX1 1DD Exact DAActn PCO of Resid 5FR Resp PCO 5E1 Birth Date 11 10 1966 Age 46 Figure 2 ID Screen with Option to Undemolish Address If you want to undemolish the patient s address enter Y otherwise enter a valu...

Page 198: ...vating the national NHS number refer to the New NHS Number Reference Manual A change to an NHS number may be issued by NHSCR Active old format numbers may be amended and deleted on screen Allocated NHS Number If NHSCR cannot find an NHS number for a patient a new NHS number will be allocated to the patient Immigrants registering for the first time are typically given allocated numbers Previously r...

Page 199: ...ional Data below for details Birth Place The patient s place of birth This information is very useful to NHSCR when trying to trace a patient This field is mandatory if the patient is registered with a GP on the GP Links System NOTE If a patient has a DDR pending the abbreviation DDR will appear as flashing text after the Birth Place field M R Status This is a read only field This status field wil...

Page 200: ... screen can display one or more codes to indicate if a patient has some optional data The codes are shown under the Date Added field and are described below APN Patient Notes exist and can be viewed via a window on the PN screen DDR Deduction at doctor s request is pending for this patient FP69 This patient has FP69 status set on the AD screen IMM This patient has Immigrant status set on the AD sc...

Page 201: ...ables detailing the payment rate that may be claimed by individual GPs or partnerships can be held on the RM screen For details on setting up and maintaining Tables refer to the RM section in the Address System Reference Manual Online Tables may be used to automatically generate RPP mileage on entry or amendment of patient address details override manually entered RPP values check RPP claims made ...

Page 202: ...ayed Check the RPP units entered for the new GP patient location RPP Rate F Full H Half Distance The distance in miles between the GP s main surgery and the patient s home This may be between three and 50 miles Special Units A code to indicate any special travelling difficulties the GP has in reaching the patient s home B Blocked Route S Special District W Walking Enter any value from 3 upwards Va...

Page 203: ...en enabling RPP mileage to be entered with an agreed tolerance above and below the value held on the online Table If the value is outside the leeway a query will be displayed to check the RPP Table Display the RPP window to compare RPP units RPP Units are over written with the value on the Table Any details entered by the operator or passed by the GP will be overwritten with the RPP value on the T...

Page 204: ...e available for the site that requested them A pop up window showing the possible Assignment Types and their descriptions can be accessed by positioning the cursor in the Assignment Type field ASSIGNMENT TYPES CODE DESCRIPTION ASS ASSIGNMENT OF ASYLUM SEEKER DPR PATIENT WISHES TO MOVE TO OTHER PRACTICE DRI REMOVED FROM PREV PRACTICE DDR IMM DRO REMOVED FROM PREV PRACTICE DDR ORD IMM ASSIGNMENT OF ...

Page 205: ...hat database s successor database i e a cipher of BOL will automatically be amended to WIG a cipher of BUY will automatically be amended to ROC a cipher of GMH will automatically be amended to SLF a cipher of GWY will automatically be amended to CLD a cipher of HAL will automatically be amended to YW a cipher of OLD will automatically be amended to GMK a cipher of POS will automatically be amended...

Page 206: ...t of NHS patients added to the GP list since the last Z68 was produced FP99 Electronic notification of change of HA request for return of M R CR283 Electronic notification to NHSCR to indicate a change in surname forename or date of birth When a patient is registered the system will set the appropriate status in the print notification field A message confirming the status in these fields will be d...

Page 207: ...on 2 68 Section 3 1 39 Registration code FP99 type 5 Ex Service H A Amend B G H Care should be taken if manually requesting FP99s NOTE Outstanding Medical Records should be requested using the AJ OSMR print Refer to Appendix A Chapter 20 for further details ...

Page 208: ...The patient has not been the subject of a Bulk transfer To display the Bulk Transfer Window place the cursor in the FP4 field and press the Ctrl and keys at the same time To remove the window either press Esc or the Ctrl and keys again Title MS Distance miles Special Units B S Bulk Transfer Run Information H units W units Bulk Transfer without CS CHS claims Date 13 06 1996 For TRANSFERS IN Only Fr...

Page 209: ...tion can be invoked by entering Ctrl and F You can return to the ID screen by pressing the Unfreeze key If deducted notes exist for the patient line 4 of the screen will display Deducted Notes exist ID Identity Details Qualifier 345 728 8291 CODE 1 Birth 2 1st Accpt 3 Trans In 4 Imm 5 Ex Serv 6 Int Trans A Amend Deducted Notes exist GP Code 000001 A JONES Drugs Dispensed Y N N Surname CAINE Reside...

Page 210: ...ice Details ID Identity Details Qualifier 445 900 1221 CODE 1 Birth 2 1st Accpt 3 Trans In 4 Imm 5 Ex Serv 6 Int Trans A Amend GP Code W385 B J WILSON Drugs Dispensed Y N N Surn Residential Institute Fore PCG Practice RPP Rate Full Half Titl Distance miles Prev PCG 4MR53 PINHOE Special Units B S Extr H units Practice M22334 FIRTREE W units Hous Road Street 1B STOCKTON ROAD For TRANSFERS IN Only Ad...

Page 211: ... same as that on the RE screen DRUGS RPP not changed Patient details have been amended Press Enter to confirm that Drugs Dispensed Residential Institute and RPP rate are correct Disp indicator OK Press Enter to confirm that the details in the Drugs Dispensed field are correct Distance OK Press Enter to confirm that the details in the distance fields are correct GP CODE absent You must enter a GP C...

Page 212: ...ce Check and re enter as appropriate GP RECORD IN USE You have attempted to update a patient record their GP s record is currently in use elsewhere Try again in a few minutes CODE GP conflict You cannot use action code 1 or 6 with a dummy GP Code Check details CODE GP Conflict You cannot amend a ZZZ001 or ZZZ002 to a real GP code or a true dummy GP code ZZZ100 CODE GP Conflict Can t amend a true d...

Page 213: ... a flag has been set on the SP A screen title must be present if sex is M or F You can omit the title only if the patient s sex is indeterminate Enter a title for the patient if this is mandatory on your system TITLE invalid You have entered an invalid Title See the Title field description on page 1 20 for a complete list of valid titles TITLE SEX conflict The patient s title conflicts with his he...

Page 214: ...DE not known You have entered an invalid Address Code You must only enter a code which has been set up on the Address Table screen ADDCODE not unique You have not entered a unique code Please check Address Table screen for list of all codes ADDCODE withdrawn The Address Code entered is no longer valid Check the Address Code and re enter as appropriate Q CODE absent The patient s Q code is missing ...

Page 215: ...Welsh postcode override file ADDRESS in Scotland ADDRESS in Wales Patients resident in Scotland or Wales cannot be registered on your NHAIS system If this address is in England you will need to raise a support log to request that this postcode is added to the English postcode override file DoB invalid You have not entered a valid date of birth Re enter in the format DD MM YY DoB in future You must...

Page 216: ...ers are A Z 0 9 or a blank space NHS No invalid For registration types 2 3 4 or 5 to non dummy GPs the NHS number must either be blank or 10 numeric characters Temp NHS deleted You cannot delete the temporary NHS number Enter details correctly NHS No already exists The NHS number you have entered has been assigned to another patient Check the number NHS No BCS details exist Breast Cancer Screening...

Page 217: ...e date correctly DT ADDED in new qrtr You must not enter a date before the current quarter end date Enter correct date DT ADDED before qrtr The capitation report has already been run for the quarter this date falls in Therefore the doctor will not receive payment for this patient Check the date and press Enter to confirm if correct DT ADDED before DoB The Date Added must be after the patient s dat...

Page 218: ...he HO Screen and your SP G Screen indicates that Postcode vs RI Code validation is required Check to see if the patient address relates to a Nursing Residential Home on the RI Screen the code for which should be recorded against the patient RPP invalid You have entered an invalid character in the RPP Rate field Valid characters are F H or blank RPP not set for GP If RPP details are entered the pat...

Page 219: ...ne of the following values GP Code Date Added or NHS Number You must change these one at a time Internally transfer a patient to a dummy GP whilst also specifying an Assignment Type You cannot assign a patient to a dummy GP list Check RPP TABLE The RPP Units entered on ID do not match the units held for the GP on the RPP Table Display the RPP pop up window to compare the values ASS delete invalid ...

Page 220: ...d characters are A Z or a single non leading blank space PR GP cannot enter Previous GP details must exist if you are trying to amend this field PREV GP deleted When amending patient details do not delete the name of the previous GP Re enter the previous GP s name PREV ADD absent You must enter at least one line of details in this field if the patient is a transfer in PREV ADD not rqd Previous add...

Page 221: ... address You have requested to Unlink a Linked address Press Enter to confirm this POST IN DT missing You must not delete the existing date while amending it Type over the existing date if you are changing it POST IN DT change You can only change the date if the code is set to Amend Set the code to A or 6 then change the date POST DT after DT AD The original acceptance post in date must be before ...

Page 222: ... s new NHS number refer to your ENR guide for details Z68 invalid Enter Y yes to request a Z68 Enter details correctly FP99 invalid You have entered an invalid character in the FP99 field Valid characters are B G H or N FP99 incompatible Please check your Authority s operational procedures before requesting electronic notification FP99 type C REPLY awaited The patient has an outstanding FP99 notif...

Page 223: ...code INT unpaid claim has been found for that GP INT P Claim by gpcode INT paid claim has been found for that GP Cannot create Historics contact SUPPORT TEAM System error Contact your Support Team Please check items marked below are correct send if OK BCS EXISTS Displayed if there are more than 3 query messages and BCS details exist for the NHS number entered Check the details before pressing Ente...

Page 224: ... registration again If the problem persists raise a support log with the NHAIS Help Desk quoting this reject message PDS ALLOCATE pending An entry on the AR screen needs action before the registration can proceed to Allocate an NHS number PDS Regn later The Practice Code on the PDS is different to that for the GP as at the Date Added and the effective date for that code on the PDS is later than th...

Page 225: ...on whenever A patient is added to the system from the ID screen Patient details are amended on the MR screen FP69 details are prepared either for Prior Notification transactions or for preparation of labels for printing FP69 If there is some doubt as to whether a patient is still resident within the area covered by the relevant GP practice an FP69 status and expiry date will be established on the ...

Page 226: ...or the lack of response from the patient Request for Deduction transaction to have the patient removed altogether No response at all allowing an FP69 run to automatically deduct the patient this will be advised to the practice with a Deduction Type of R U If a response is not received to either the form or the electronic notification and the expiry date has passed the patient may be deducted from ...

Page 227: ...ecord Selection screen will be displayed listing all possible patient matches For further details on the RS screen see Section 2 Chapter 4 Example AD Screen AD Additional Details Qualifier 102 335 6864 SMITH Mr Aa Charles DoB 01 01 1901 Age 106 33 Niceroad EXETER Dr A Bbblackkkk 000040 EX2 5SE Q Code QT2 Additional notes Maximum 200 chars Place of Birth ALTERNATE NAMES Surname Forename s Previous ...

Page 228: ...acceptance details are passed to the FP99 application if FP99s are required Place of Birth The patient s birth place details will only appear in this field if relevant information has been entered on the ID screen Additional notes Enter any additional information that would be useful to NHSCR Up to 200 characters may be entered Valid characters are A Z 0 9 or these punctuation characters a blank s...

Page 229: ...ion when a patient is registered with an acceptance code of 4 on the ID screen You may manually amend any of these details Status set Enter Y yes to indicate immigrant status Enter N no or a blank space if the patient is not registered as an immigrant This status is automatically set to Y when a patient is registered on the system with a status of 4 immigrant Date Enquiry due The Enquiry due date ...

Page 230: ...ld LC FP69 capture field settings Y enabled a new FP69 status on the AD screen will be captured and notified to the practice within an FP69 Prior Notification transaction N disabled a new FP69 status on the AD screen will result in an FP69 label being produced as with the old procedure parallel running a new FP69 status on the AD screen will result in both an FP69 Prior Notification transaction an...

Page 231: ...6 Temporary NHS Number Extra Name 7 Multiple Occupancy 8 Other Reason IMMIGRANT DETA Enquiry due FP69 DETAILS Status set Expiry Date Reason for F G oto Free Text Expiry Date The system will automatically set the expiry date to six months after the FP69 status is set to Y If this date coincides with the financial quarter end date the system will set a date one day prior to this You may manually ame...

Page 232: ...rior Notification transaction If the FP69 status field is set to Y and the reason given is 8 Other Reason a message must be entered into the Free text field to accompany and explain the FP69 Prior Notification transaction Otherwise completion of the Free Text field is optional If the FP69 status is removed either directly on the AD screen or according to a wish expressed on the LX Amendment Detail...

Page 233: ...ac EXAMPLE FREE TEXT FOR AD SCREEN ALTERNATE NAM Previous Na est est Extra Name IMMIGRANT DET Enquiry due FP69 DETAILS Status set Expiry Date Reason for G oto Free Text For more information on the SP P screen please refer to section 7 of this manual NOTE The Free Text field cannot be amended if the FP69 status field is set to Y and if the information has been committed However if the FP69 status i...

Page 234: ...or a single non leading blank space IMM STATUS invalid You have entered an invalid character in the Immigrant Status field Valid characters are Y N or a blank space IMM not allowed IMM STATUS cannot be set if Prescription Exemption details exist IMM FP69 conflict You cannot set the Immigrant Status to Y if the FP69 status is set to Y unless yours is an English NHAIS system and the patient in quest...

Page 235: ... date format in the Expiry Date field Enter the date in the format DD MM YY EXP DT before today You must not enter a past expiry date Enter a valid date EXP DT over 1 yr You must not enter an expiry date that occurs more than a year in the future Enter a valid date EXP DT qrtr date The expiry date must not coincide with the end of quarter date 1st Jan Apr etc Enter a valid date FP69 STATUS not set...

Page 236: ... Messages ERROR MESSAGE MEANING ACTION PREVSNM same as current The entered surname is identical to the current surname If this is what is required then pressing the Enter key will apply the update ENQUIRY DUE date OK Once immigrant status has been set the enquiry due date is automatically set If this date in unacceptable it can be amended prior to update EXPIRY DATE OK The system has automatically...

Page 237: ...Registration Reference Manual Additional Details AD Version 2 95 Section 3 2 13 ...

Page 238: ...ed patient detail screens such as ID and AD will display the message Patient Notes exist if information is entered in these fields Figure 1 below illustrates the patient notes messages on a patient s Identity Details screen ID Identity Details Qualifier 345 728 8291 alert message Patient Notes exist CODE A 1 Birth 2 1st Accpt 3 Trans In 4 Imm 5 Ex Serv 6 Int Trans A Amend GP Code 000001 A JONES Dr...

Page 239: ...name DoB If the system cannot uniquely identify a patient from the details entered the RS screen will display a list of potential matches PN Patient Notes Qualifier 400 000 2414 ADAMS Mr Lawrence DoB 08 11 1952 Age 49 House Name Road Name PIN Dr S Smith 000020 Q Code QT2 Exclude HA GP Links transaction with Exclusion Code of PNE N S croll alert messages These fields should be used to record additi...

Page 240: ... this patient are of sufficient importance Y can be entered in this field This will ensure that any HA GP Links transaction received for this patient is excluded from update and allocated an Exclusion Code of PNE irrespective of any streamlining settings within the system for the PNE code S croll This field is used if the first line of Patient Notes is deleted It can either contain S or be left bl...

Page 241: ...nd subsequent lines will remain unchanged Inserting Lines of Patient Notes A line of Patient Notes can be inserted by entering I in the single character field to the left of an existing line of Patient Notes The new line will be inserted immediately above the line where I is entered If you enter I or i and then press Return the new line will be inserted and will contain the default text NEW LINE Y...

Page 242: ... GP HA GP Links batch record has not been updated then only the completed updated record will have its message deleted NHSCR and or HA GP Links messages may only be deleted if the screen displays both messages and either the NHSCR batch record has been completed or deleted or the HA GP Links batch record has been updated or deleted there is only an NHSCR batch record which has been completed or de...

Page 243: ...ew delete Figure 3 PN Screen with Option to View Delete Additional Patient Notes 1 Press the normal pop up keys usually Ctrl L from the View Delete field This will display a pop up box containing the patient s earliest additional patient note as shown below in Figure 4 Additional Patient Notes THIS IS AN ADDITIONAL PATIENT NOTE THIS IS ANOTHER LINE OF TEXT OF THE SAME ADDITIONAL PATIENT NOTE Delet...

Page 244: ... patient notes to be deleted ID Type Message Date Time Total Del 1 RPSE PATIENT NOTE ADDED BY A RUN OF RPSE 20 06 2006 09 12 461 2 LLSE THIS IS AN ADDITIONAL PATIENT NOTE T 22 06 2006 13 46 54 3 LLSE A RUN OF LLSE ADDED THIS NOTE 03 07 2006 16 07 123 Figure 6 PN Screen Pop up Showing Multiple Additional Patient Notes For each note the following details are displayed the note ID the application fro...

Page 245: ...y to abandon Figure 7 PN Screen Pop up Box to Confirm Bulk Deletion of Additional Patient Notes 5 Hit the Y key to remove the selected additional patient note or notes from all patients and delete the note from the system If any other key is pressed no deletion will take place NOTE Once the Y key is hit the note will be deleted Pressing the restore key PF2 after this box has closed will not restor...

Page 246: ...inks transaction with Exclusion Code of PNE field Check and re enter EXCLUDE not req d You have entered Y in the Exclude HA GP Links transaction with Exclusion Code of PNE field but there are no patient notes Check and re enter INSERT and DELETE You are not allowed to insert and delete lines of Patient Notes at the same time Insert the new lines first and then delete the unwanted ones or vice vers...

Page 247: ...to N or the Exclude HA GP Links transaction field has been changed while patient notes exist Check that the setting of the Exclude HA GP Links transaction field is appropriate DATA to be lost OK You have chosen to insert a line of Patient Notes when there are already 15 existing lines If you do this the last line will be lost Are you sure this is what you want NO SCROLL You have chosen to delete l...

Page 248: ...Registration Reference Manual Patient Notes PN Version 2 28 Section 3 3 11 ...

Page 249: ...umber Having processed the Health Authority download reconciliation file ONS then send back a file containing the new NHS numbers which they matched along with their old format NHS numbers The Health Authority then uploads this file into their live database The Live Patient Reconciliation NHS Number Cross reference process at the Health Authority consists of two screens the N0 the letter N and zer...

Page 250: ...N0 ONS Live Patient Reconciliation Registration Reference Manual 4 2 Section 3 Version 2 9 Live Patient Reconciliation N0 Screen Health Authority ONS N1 Screen Unix ...

Page 251: ... authority cipher at NHSCR e g those dummy GPs set up for dispersed practices Use this screen to list information of all downloads define the parameters for a new download extract the data to be downloaded AJ NNLD create the download tape AJ NNTD Directions to Display the N0 Screen 1 Enter a key of N0 the letter N and zero and a qualifier for the screen you require To specify new parameters and op...

Page 252: ...N ZZZ120 DR H TURNER Enter Y To De select ALL Dummy GPs except ZZZ001 and ZZZ002 Enter Y To Set up Analysis Job For Reconciliation Selection Example The Updated N0 Screen N0 Live Patient Reconciliation Qualifier 000015 page This Screen Enables The Selection and Export of Live ONS Reconciliation Data STATUS Selection Parameters Set GP CODE DE SELECT DESCRIPTION ZZZ001 MOVED DR S REQUEST ZZZ002 MOVE...

Page 253: ...incorrectly you can specify the sequence number in the qualifier and make corrections to the screen before the patient details are extracted STATUS This shows the status of the job New Reconciliation Download Selection Parameters Set Extraction Running GP CODE The GP s code DE SELECT Enter Y in this field to de select the GP Leave this field blank if you do not wish to de select the GP DESCRIPTION...

Page 254: ... that you do not wish to include in the reconciliation You should de select those dummy GPs which relate to patients who are not posted to your authority e g patients for contraceptive services Do not de select those that relate to patients who have been posted with your authority cipher at NHSCR e g those dummy GPs set up for dispersed practices Directions to Extract Patient Details AJ NNLD 1 Onc...

Page 255: ...The Selection and Export of Live ONS Reconciliation Data STATUS Extraction Running GP CODE DE SELECT DESCRIPTION ZZZ001 MOVED DR S REQUEST ZZZ002 MOVED PAT S REQUEST ZZZ111 Y DR A JONES ZZZ112 DR G HUGHES ZZZ113 DR J LEWIS ZZZ114 DR R BOOTH ZZZ115 Y DR S EVANS ZZZ116 DR M HARPER ZZZ117 DR T DAWSON ZZZ118 Y DR W HENDERSON ZZZ119 Y DR E SIMPSON ZZZ120 DR H TURNER Enter Y To De select ALL Dummy GPs e...

Page 256: ...a if an error has been made in its selection Deleting the data will re display the N0 screen with the status Download deleted Entering Y in the Enter Y To download To Tape field will transfer the patient details to a temporary Unix file to be copied to tape The Unix directory and filename must be specified and the Tape Device number entered STATUS This shows the status of the job Reconciliation Aw...

Page 257: ...Enter the name that is to be given to the temporary Unix file e g EXPORT DAT this will be displayed in upper case on the screen Enter Device Identity Enter the tape device number This will be in the range 47 to 50 Enter Y To Download To Tape Enter Y in this field to download the patient details to tape ...

Page 258: ...yed in upper case on the N0 screen They are converted to lower case for Unix 3 Enter your tape device number in the Enter Device Identity field This will be in the range 47 to 50 You must download to either DAT or EXABYTE 4 To download the patient details to tape enter Y in the Enter Y To Download To Tape field The background analysis job AJ NNTD will be placed on AJ Q to await scheduling 5 Put th...

Page 259: ...006 28 06 01 1 000 801 LIVE INDEX REBUILT 13 07 01 000007 28 07 02 1 000 901 LIVE INDEX REBUILT 13 08 02 000008 28 08 03 1 001 001 LIVE INDEX REBUILT 13 09 03 000009 28 09 04 1 002 001 LIVE INDEX REBUILT 13 10 04 000010 28 10 05 1 003 001 LIVE INDEX REBUILT 13 11 05 000011 28 11 06 1 004 001 LIVE INDEX REBUILT 13 12 06 000012 28 01 07 1 005 001 LIVE INDEX REBUILT 13 02 07 000013 28 02 08 1 006 001...

Page 260: ... field or the File Name field as well as in the Delete field FILE name invalid The file name is invalid Enter a valid file name FILE no directory The directory specified does not exist Enter a valid directory FILE already exists The file already exists Enter a different file name DEVICE not entered The Download field contains Y but the Device field is blank Enter your device number between 47 and ...

Page 261: ...correct record count records written to Unix file where record count is the number maintained during processing and is compared to the number of patients extracted There is a mismatch between the header record and the number of records written to Unix Query Messages ERROR MESSAGE MEANING ACTION DE SELECT ALL dummy GPs Confirm that you want to de select all dummy GPs DELETE data Unix file not yet c...

Page 262: ... Date Selection Process Started 01 01 97 Time Selection Process Started 19 21 Date Selection Process Completed 01 01 97 Time Selection Process Completed 20 13 Number of Patients selected 1 000 000 Dummy GPs For Whom Patients were Selected ZZZ001 Moved at Doctor s Request ZZZ002 Moved at Patient s request ZZZ111 DR A Jones ZZZ222 DR R Gilmour NOTE Please include a copy of this report with the tape ...

Page 263: ...oot file system 2 The command you type depends on whether your machine is an HP machine or an IBM machine For an HP machine type either cpio ivrB dev rmt 0m for an uncompressed drive or cpio ivrB dev rmt 0hc for a compressed drive You will be prompted with rename filename Enter the filename as shown in lower case and press Return Make a note of the filename NOTE This is only an example If you thin...

Page 264: ...nix This is described on the previous page Use this screen to upload the ONS data from Unix AJ NNLB monitor the progress of AJ NNLB Directions to Display the N1 Screen 1 Enter a key of N1 and a qualifier of a valid download sequence number e g 000015 Press Enter The N1 Job Request Screen will then be displayed NOTES If the qualifier is left blank the latest download sequence number will be automat...

Page 265: ...le Name Enter Y To Set Up Analysis Job to Create New Live NHS Number Index Understanding the Upload Job Request Screen STATUS This shows the status of the job and will read Download to ONS Complete Directory Enter the name of the Unix directory created e g DOWNLOAD the screen will display this in upper case File Name Enter the name of the Unix file name created e g EXPORT DAT the screen will displ...

Page 266: ...They are converted into lower case for Unix 3 To create the new live NHS number index enter Y in the Enter Y To Set Up Analysis Job to Create New Live NHS Number Index field 4 Schedule the background analysis job AJ NNLB on the AJ Q The N1 Run Details Screen will now be displayed NOTE Once this job has started it cannot be suspended 5 If the job goes into error correct the error and re start the j...

Page 267: ...Index Pairs Created 502 000 Date Time processing of New Live File Started 21 12 1997 10 00 HRS Understanding the Run Details Display Screen NOTE This screen is read only STATUS This shows the status of the job and will read Creation of Live NHS Number Index Running Number of Number Pairs Received From ONS This field shows how many number pairs were received from ONS Number of New Live Number Cross...

Page 268: ...ross Index Pairs Created 998 057 Date Time processing of New Live File Started 21 12 1997 10 00 HRS Understanding the Live Index Rebuilt Screen NOTE This screen is read only STATUS This shows the status of the job and will read Live Index Rebuilt Number of Number Pairs Received From ONS This field shows how many number pairs were received from ONS Number of New Live Number Cross Index Pairs This f...

Page 269: ...ad sequence number you have specified either has not finished downloading or has been deleted DIRECTORY missing You have not entered a directory name in the Directory field FILE NAME missing You have not entered a file name in the File Name field FILE name invalid The file name or directory structure you have specified is not a valid Unix file name or directory FILE no directory The directory spec...

Page 270: ...ipher It has not been possible to read the Health Authority cipher Contact Support File is for Download nnnnnn where nnnnnn is the extracted file sequence number Ensure that the sequence number in the qualifier matches the download tape sequence number Record count incorrect record count records included on tape where record count is the number taken from the trailer record and is compared to the ...

Page 271: ... Live NHS Number Index Creation Process Started 01 03 97 Time Process Started 19 21 Date Live NHS Number Index Creation Process Completed 01 03 97 Time Selection Process Completed 20 13 Number of Patients Initially Selected 1 000 000 Number of Number Pairs Received From ONS 0 998 453 Number of Rejected Records Not On Live Database 0 001 547 Number of Cross Reference Index Pairs Created 0 998 453 E...

Page 272: ...N1 ONS Reconciliation Import Registration Reference Manual 5 10 Section 3 Version 2 9 ...

Page 273: ...nt patient s record is amended the previous details are stored in this file This will only display historic details for current patients Use DH for deducted patients Using the CH Screen To call up the screen use a key of CH and a qualifier of NHS No or if this is not known Surname Forenames Date of birth including all the commas The details on the screen cannot be amended The first screen to be di...

Page 274: ...ELL Drugs Dispensed Y N N Surname MITCHELL Residential Institute KB Forenames CHRIS RPP Rate Full Half Title Distance miles ____________________________________________ Special Units B S H units House Name W Road Street 34 GREVILLE ROAD Assignment Type Address Code EXE DHA EX ___________________________________ Locality UPPER CRAWKLY Post Town EXETER Prev HA Code County DEVON Prev GP Code Postcode...

Page 275: ...c record or the next chronological historic record which can be accessed by paging back from that CH screen Previous Historic Details as at This field shows the date that the patient s registration information was changed to the displayed historic values The presence of a date in this field indicates that further historic information is available for this patient which may be accessed by paging on...

Page 276: ...HSCR and if the patient has already been deducted by a member of HA staff but with a different date of death then the date of death sent by NHSCR will automatically overwrite that entered at the HA GP Links Linked GPs may request the following deductions over the network D Death E Embarkation and O R Other Reason For further details refer to GP Links documentation FP69 The FP69 application can aut...

Page 277: ... g new address or to stipulate in the free text field the possible reason for the lack of response from the patient Request for Deduction transaction to have the patient removed altogether No response at all allowing an FP69 run to automatically deduct the patient this will be advised to the practice with a Deduction Type of R U Unable to Deduct FP69 The FP69 application will not deduct a patient ...

Page 278: ...dresses may be Linked to the PAF address Unlinked addresses are those which have either never been Linked or have become Unlinked When deducted from the live database the patient s address will have the Link Unlink status removed Patients deducted with the codes DDR and DPR are not removed from the live database and their Linked Unlinked address status will therefore remain the same Child Health S...

Page 279: ...already set to AGP or AFH the status will remain unchanged Patients deducted with the codes R A New HA same GP and R C Registration cancelled will have their MR status set to NOT Not Required providing their MR status is not already set to an awaited or retained code The Medical Record movement date will be automatically set to the date at deduction Request for the Return of Medical Records MR AJ ...

Page 280: ...atient s deduction and Medical Record Status are set as below MR Status Code Deduction Code Reason RFH Retained At HA D Death E Embarkation SER Services M H Patient Of A Mental Hospital O R Other Reason R U Returned Undelivered DDR Deducted At Doctors Request DPR Deducted At Patients Request Patients deducted using codes DDR and DPR are held on the live files under a dummy GP FCR Forwarded To NHSC...

Page 281: ...Deductions Introduction Registration Reference Manual 1 6 Section 4 Version 2 16 ...

Page 282: ... Awaited Pending Reply With Stage 3 NHAIS PDS Interaction you can no longer deduct multiple patients at the same time Details of this interaction can be found later in this manual see Section 12 Chapter 1 Interaction with the Personal Demographics Service Four different DL sub screens are available for the manual deduction of patients from your Core System Entering a key of DL and a qualifier of R...

Page 283: ...DL Deductions List Registration Reference Manual Access Users with Full or Abbreviated access may deduct patients 2 2 Section 4 Version 2 90 ...

Page 284: ...or R A enter the receiving HA s Q code or cipher 6 Press Enter The screen will be redisplayed with basic patient identification details shown to the right of the entry including where known the national practice code for the patient s current GP of registration If there are any existing NHSCR messages for the patient shown on ID Screen line 2 the message NHSCR TRN O S will also be displayed below ...

Page 285: ...eductions List Qualifier NHS No Type Deduct New Name and Address DoB GP Code New Acc CSA Date ________________________________________________________________________________ E Embarkation R Removal to New CSA A C Adopted Child R A New CSA Same GP DPR Ded at Patient Request O R Other Hit CTRL L 2 4 Section 4 Version 2 90 ...

Page 286: ...iles A C Adopted Child E Embarkation R A New HA Same GP R Removal to New HA O R If the deduction type is O R you may expand on the reason using one of the O R deduction codes listed below One of these codes may also be entered into the blank Type field For directions on how to use these codes see below RFI Removal from Residential Institute PAR Practice advise patient no longer resident PSR Practi...

Page 287: ...he cursor in the blank Type field and press the Ctrl and L keys at the same time A pop up window listing O R Deduction Codes will be displayed 2 Use the keys to highlight your choice and press Return 3 The selected code will be added to the Type field 4 When Enter is pressed to confirm the deduction the Type will revert to O R and the sub code will be re displayed beside the patient s address see ...

Page 288: ... 768 9363 O R 30 09 95 BURTON Mr Alan 22 09 1955 905 PAR Little House The Road EXE Practice C00040 Deduct Date The date of deduction The date must be within the current open quarter except for deduction types R or R A If this field is left blank the system will set the deduction date to the current date New Acc Date The acceptance date If this field is left blank it will default to the deduction d...

Page 289: ...tive NHS number you must also enter a Service Desk incident number SDIN 8 Press Enter The screen will be redisplayed with basic patient identification details shown to the right of the entry including where known the national practice code for the patient s current GP of registration If there are any existing NHSCR messages for the patient shown on ID Screen line 2 the message NHSCR TRN O S will a...

Page 290: ...mend this default value Eff NHS The R C deduction type is used to remove duplicate NHS number patient registrations from HA Core Systems This field allows you to enter the other NHS number under which the patient is registered within the Core System By entering the effective NHS number in this field you will ensure that this number is both recorded within Deducted Patient Notes DN screen and advis...

Page 291: ...t Registration Reference Manual An SDIN must not be entered unless an effective NHS number has been entered or if the patient is registered with a dummy doctor that is GP codes ZZZ100 ZZZ999 2 10 Section 4 Version 2 90 ...

Page 292: ... that have occurred abroad Therefore if Y is entered in the Notify NHSCR field for a date of death within the last three months a query message PLACE OF DEATH abroad will be displayed 5 Enter the date of death This field must not be left blank or the reject message DATE missing will be displayed 6 Press Enter The screen will be redisplayed with basic patient identification details shown to the rig...

Page 293: ...ield is left blank the system will set the deduction date to the current date Notify NHSCR Enter either Y or N in this field to denote whether NHSCR are to be notified of the deduction If the field is left blank a default setting will apply NHSCR wish to be notified of deaths which occurred more than three months ago and deaths which occurred abroad The rules for the default settings of this field...

Page 294: ... patient identification details shown beneath the entry including where known the national practice code for the patient s current GP of registration If there are any existing NHSCR messages for the patient shown on ID Screen line 2 the message NHSCR O S will also be displayed below the deduction due date In the absence of any NHSCR messages if one or more GP Links message exists the message GP LI...

Page 295: ... Surname Index screen Deduction Code Enter the deduction code This may be either I Immediate Deduction when the usual notice period given to a patient is waived N Normal Deduction used when the patient is given the usual notice period or O Out of Area Request Deduction Due The date of deduction For an immediate deduction this must be within the current open quarter It may be the current date or a ...

Page 296: ...ode 342 ________________________________________________________________________________ E Embarkation R Removal to New CSA A C Adopted Child R A New CSA Same GP DPR Ded at Patient Request O R Other Hit CTRL L Enter patient notes as required When you have finished entering the patient notes press Enter to exit the box A further window will then appear asking you to confirm that you wish to add the...

Page 297: ...ting notes If the maximum of 15 lines of notes is exceeded the notes displayed at the top of the patient s PN screen will be lost first Pressing any other key apart from Y will abandon the notes update and no change will be made to the patient s notes Pressing Y will do nothing NOTE If the first line of the patient s existing notes is Patient Notes exist or a system flag is set the first line of n...

Page 298: ...a screen but can be printed using applications CR and AJ CR If the woman is re registered then her Cytology Record may be reinstated If an entry is present on the file CP as a consequence of the entry of a result deduction is not permitted The job AJ CP must be run to clear the entry from the file CP before the woman can be deducted If a woman has both live and deducted tests deduction will not be...

Page 299: ...he patient details in some way Refresh the screen and try again PATIENT housed The patient is registered with a practice housed on this system so an R A deduction is not required CYTOLOGY print O S The patient has a cervical screening result on the CP screen The Cervical Screening job AJ CP must be run to clear the entry from the file before the patient can be deducted CYTOLOGY AJ CD running Cytol...

Page 300: ...uct a patient to the system that houses the patient s practice M R status APR A patient cannot be deducted when the M R status is set to APR Awaited Pending Reply DATE not required A new HA acceptance date is not required for the deduction type Delete date details REMOVAL before Orig The new HA acceptance date must be after the original acceptance posting date for the patient on ID Check and re en...

Page 301: ...nt has already been deducted at GP s request PENDING DDR The patient already has a DDR pending DUMMY GP CANNOT DPR A patient cannot be DPR d if they are registered with a dummy GP ZZZ 99 Query Messages QUERY MESSAGE MEANING ACTION DATE before Added The deduction date is before the date added for the patient on ID Check REMOVAL before Added The new acceptance date is before the date added for the p...

Page 302: ...to Y DATE OF DEATH Notify CR This message is displayed when the date of death is more than three months ago and the Notify NHSCR flag is set to N REMOVAL date OK This message is displayed when the patient s removal date is before the start of the current quarter DELETE prev deducted A deducted record already exists for a listed patient i e this is the second deduction within a relatively short per...

Page 303: ...atient via a pop up box for users with screening access only initiate an advanced trace against the PDS using Ctrl T from the Key field but only if the patient on the screen has a 10 digit NHS number and view details via a pop up window that were held on the patient s AD screen prior to deduction specifically o additional notes o previous names o extra names o immigrant details o FP69 details Acce...

Page 304: ...alifier 546 768 9363 CODE A mend D elete Audit details exist GP Code 000001 A AMBER Drugs Dispensed Y N Surname BURTON Residential Institute Forenames ALAN RPP Rate Full Half Title MR Distance miles Prev Name Special Units B S H units W units House Name THE HOUSE Road Street THE ROAD Address Code EXE DHA EX DEDUCTION DETAILS Locality Reason for Deduction R U FP Post Town EXETER New HA County DEVON...

Page 305: ...of a child s previous identity are deleted from the system Deleting a patient from the system will remove all records from the files including any associated details on outstanding Medical Records Patients who cannot be deleted Patients registered with a Linked GP should not be deleted if they have any outstanding transactions You cannot delete a woman who has an outstanding Cervical Screening Ded...

Page 306: ... entered press PF2 to restore the screen The message DATA RESTORED will be displayed Procedures to amend patient details on the DP screen are very similar to those on the ID screen When details are amended on DP any associated deduction details will also be updated Amendments cannot be made to the patient s NHS number surname or forename if the patient s details are being processed by the Child He...

Page 307: ...east two characters one of which must be alphabetic Title Valid titles Mr Mrs Miss Ms Rev Dr Sir Lord Lady Earl Maj or Col Prev Name The patient s previous name for example the maiden name of a married woman Valid characters are A Z or a blank space The previous name must consist of at least two characters one of which must be alphabetic House Name Address Line 1 Enter all elements of the address ...

Page 308: ...ss Code has been used Postcode The postcode must be at least six characters long and it must correspond to the patient s address and locality codes If you amend the patient s address details and do not update the postcode the system will automatically erase this field Please ensure that postcode details are correct Q Code The patient s Q code will be displayed Each patient has a Q code which indic...

Page 309: ...ystem as Z numbers allocated numbers now follow the new 10 character format for all NHS numbers An allocated number can now be identified on the system by the prefix A The example opposite illustrates an allocated number Birth Date 20 11 1967 NHS No A 345 728 8211 Sex F As with all new format NHS numbers a new allocated number cannot be amended or deleted from the system by the Authority Temporary...

Page 310: ...educted patient s record For further details on RPP Tables refer to the RM section of the Address System Reference Manual Distance The distance in miles between the GP s main surgery and the patient s home Special Units Use these codes to indicate any special travelling difficulties the GP has in reaching the patient s home B Blocked Route S Special District H Hard or difficult walking this field ...

Page 311: ... PSR Practice advise removal via screening system o PVR Practice advise removal via vaccination data o CGA Correspondence states gone away o OPA Practice advise outside their area If the reason for the deduction is amended to O R a query message will remind you that a more meaningful deduction code may also be used This will occur even if you over type an existing O R code Where available informat...

Page 312: ...de to O R see Figure 2 overleaf NOTE Ø To remove the list from the screen without selecting an option press Escape 1 Place the cursor in the blank Reason field and press the Ctrl and L keys at the same time A pop up window listing O R Deduction Codes will be displayed 2 Use the keys to highlight your choice and press Return The code selected will be displayed as the Reason for Deduction 3 When Ent...

Page 313: ...te the patient was deducted from the live files New HA Acc Death Date The date the patient was accepted by the new HA or the date of death The system will not accept a date before the original acceptance date displayed in the Original ACC Post NHSCR field NOTE Ø You can now enter a date later than the Date Deducted if the Reason for Deduction is either R Removal to new NHAIS system area or D Death...

Page 314: ...d HA AGP Awaited from old GP APR Awaited pending reply from NHSCR CGP Cancelled record returned to GP EFG Envelope only sent to GP EFH Envelope only sent to HA FCR Forwarded to NHSCR FFH Forwarded to new HA FGP Forwarded to GP FMR First Medical Record Assigned by NHSCR for Birth or Immigrant registrations NOR No original available NOT Not required RFH Retained by HA 3 12 Section 4 Version 2 97 ...

Page 315: ...rd or backward through any additional information indicated by or at the bottom or top of the window border 4 To close the pop up box press the Return key The display will revert to the DP screen Example DP Screen with Pop up Box Displaying Cervical Screening Details DP Deducted Patient Qualifier WAH 4 page CODE A mend D elete Cervical Screening Details found on the Deducted Files Sending HA Accep...

Page 316: ...reen as below Example DP Screen Displaying Additional Details Exist Message DP Deducted Patient Qualifier 546 768 9363 page CODE A mend D elete Audit details exist Additional Details exist GP Code PEPA4 L PARKER Drugs Dispensed Y N Surname PARKER Residential Institute D Forenames PETUNIA RPP Rate Full Half F Title MS Distance miles 10 Prev Name LONG Special Units B S H units Total units 16 W units...

Page 317: ...ditional Details DP Deducted Patient Qualifier 546 768 9363 Additional Details ADDITIONAL NOTES THESE ARE SOME ADDTIONAL NOTES TO SHOW WHAT THE NEW POP UP BOX ON THE DP SCREEN MIGHT LOOK LIKE I NEED TO ENTER THREE LINES OF NOTES TO SHOW HOW MUCH ROOM THEY CAN TAKE UP ALTERNATE NAMES Surname Forename s Previous Names POSTINGS POLLY SULLIVAN PETAL LONG PANSY Extra Name PARKERSON PETRONELLA IMMIGRANT...

Page 318: ...ional Notes or Previous Names DP Deducted Patient Qualifier 546 768 9363 Additional Details ALTERNATE NAMES Surname Forename s Extra Name PARKERSON PETRONELLA IMMIGRANT DETAILS Status set Yes Enquiry due 12 12 07 Enquiry Sent 27 04 09 FP69 Status Set 08 05 09 FP69 DETAILS Status set Yes Reason 4 Notification of Property Destruction Expiry Date 27 10 09 Reason for FP69 Action THIS IS AN EXAMPLE OF ...

Page 319: ...D GP details do not exist on ID Check GP details GP CODE absent You must enter full GP details in the GP Code field GP CODE not known You must enter a valid GP code GP not available on DP GP details do not exists for the DP application Check GP details GP non dispensing GP does not dispense drugs Drugs indicator is set to Y Check GP and Drugs indicator fields SNAME absent Enter a surname SNAME too...

Page 320: ... Z 1 9 or a blank space Enter details correctly ACODE LOG conflict The Locality field conflicts with the Address Code Enter the correct details ADDRESS LINE missing You must enter at least one address line ADDRESS LINE invalid Valid characters are A Z or a blank space Enter details correctly POST CODE invalid The post code must conform to the normal Post Office format Enter the correct details BIR...

Page 321: ...de Enter the correct code M F or I DT ADDED absent This entry must be before the deduction date Check patient details DT ADDED invalid Enter the date in the correct format DD MM YY DT ADDED in future The date cannot be in the future Enter the correct date DT ADDED in new qtr You have entered a date that will fall in the next financial quarter Re enter this date when the present quarter has finishe...

Page 322: ...on code as listed on page 3 9 PATIENT housed The patient was registered with a practice housed on this system so an R A deduction is not applicable CONFIRM O R Type The reason for the deduction has been amended to O R You have the option to enter an additional O R Deduction Code to expand on the reason Either enter the additional deduction code in the Type field display a help list of codes or pre...

Page 323: ... correct date REM DT after Deduct The new HA acceptance date must not be after the deduction date unless Reason for Deduction is R or D Enter the correct date REMOVAL DT invalid New HA acceptance date must be a valid date Enter the date in the format DD MM YY REMOVAL DT absent The new HA acceptance date must be present CHS run processing You must not make changes to NHS number Surname or Forename ...

Page 324: ...tails on the PN screen refer to Section 3 Chapter 3 Notes may be written in two areas on the screen The first field is used to highlight important information about the patient Any details entered will be repeated at the top of the DP screen The remaining fields are used to record additional or background information Associated patient detail screens will display the message Patient Notes exist if...

Page 325: ...ed the RS screen will display a list of potential matches DN Deducted Patient Notes Qualifier 768 766 8170 SMITH Mr Alan Nigel DoB 26 12 1948 Age 52 6 Knightstone Mead Brompton Regis DUL Dr AS Walker SKY Q Code QT2 S croll alert messages This field should be used to record additional information Figure 2 DN Screen If D is displayed after the patient s age this indicates that the patient is decease...

Page 326: ...eleted by overtyping it with spaces or by using the 4 and or 5 keys on the numeric keypad in the normal way When you then press Return the lines of Patient Notes will normally scroll up so that there are no blank lines The only exception is the first line of Patient Notes which will not scroll up unless S is entered in the S croll field If the first line of Patient Notes is deleted and the S croll...

Page 327: ... key control sequence such as Ctrl Shift from the Key field DN Deducted Patient Notes Qualifier 930 722 6709 Reply in batch F1060 5 expected UPDATE NHSCR RECORD CHURCHILLS Mr Peter DoB 22 05 1988 Age 16 38 Sherwell Hill TOR Dr S Goldengps SPUD Q Code QT1 S croll Patient enlisted AF as apprentice Notes for NHSCR CHANGED Q CODE RECENTLY BUT WITHOUT CHANGE OF ADDRESS OR GP PATIENT IDENTITY NOT CONFIR...

Page 328: ...essage deleted NHSCR and or HA GP Links messages may only be deleted if the NHSCR batch records exist and the HA GP Links batch record has been updated or deleted there are only NHSCR batch records or there are only HA GP Links batch records and they have been updated or deleted The following messages will be displayed on line 4 of the screen if there is an outstanding NHSCR message or if the HA G...

Page 329: ...e 4 DN Screen with Option to View Delete Additional Patient Notes 1 Press the normal pop up keys usually Ctrl L from the View Delete field This will display a pop up box containing the patient s earliest additional patient note as shown below in Figure 5 Additional Patient Notes THIS IS AN ADDITIONAL PATIENT NOTE THIS IS ANOTHER LINE OF TEXT OF THE SAME ADDITIONAL PATIENT NOTE Delete Y N Figure 5 ...

Page 330: ...ional patient notes to be deleted ID Type Message Date Time Total Del 1 RPSE PATIENT NOTE ADDED BY A RUN OF RPSE 20 06 2006 09 12 461 2 LLSE THIS IS AN ADDITIONAL PATIENT NOTE T 22 06 2006 13 46 54 3 LLSE A RUN OF LLSE ADDED THIS NOTE 03 07 2006 16 07 123 Figure 7 DN Screen Pop up Showing Multiple Additional Patient Notes For each note the following details are displayed the note ID the applicatio...

Page 331: ...er key to abandon Figure 8 DN Screen Pop up Box to Confirm Bulk Deletion of Additional Patient Notes 5 Hit the Y key to remove the selected additional patient note or notes from all patients and delete the note from the system If any other key is pressed no deletion will take place NOTE Once the Y key is hit the note will be deleted Pressing the restore key PF2 after this box has closed will not r...

Page 332: ...llowed to insert and delete lines of Patient Notes at the same time Insert the new lines first and then delete the unwanted ones or vice versa INSERT invalid You cannot insert lines of Patient Notes after the last existing line Just type the new line s of text into the blank fields at the bottom of the screen SCROLL invalid The S croll field contains something other than s or S Either enter S or s...

Page 333: ...ter 5 Prescription Exemption Certificates FP92 are produced to enable patients with chronic illness expectant mothers or mothers who have borne a child in the past 12 months to be issued with medication certain medical appliances and elastic hosiery free of charge Prescription Pre Payment Certificates FP96 may be purchased by any patient who does not qualify for a Prescription Exemption Certificat...

Page 334: ...H 01 05 1985 31 08 1985 76464231 1 Y Y H 01 01 1985 30 04 1985 7656534 Y Y H 01 05 1984 31 08 1984 67453542 Y Y Type A D Chronic Sick 5yrs from 1st of month adjusted back to last day of month of birth NB Leave To field BLANK M Maternity up to 21 mths from 1st of month H Pre payment 4 to 12 mths from any day Past Enter Certificate details are displayed in chronological order of start date with the ...

Page 335: ... Screen Type The code indicating the Exemption Certificate Type A D Chronic Sickness H Pre Payment M Maternity From The date from which the Exemption or Pre Payment Certificate was valid To The last day of the month in which the Exemption or Pre Payment Certificate was valid NOTE To details are not required when recording an Exemption Certificate for Types A D Chronic sickness Cert No The Exemptio...

Page 336: ... are held for historical information only The field is used to indicate to the Work Load Statistics program AJ PISI that the entry relates to old certificates issued by the patient s previous HA AJ PISI reports are used to project revenue for pre payment certificates if historical details are not identified figures may be misleading Y indicates that the certificate is historic A blank or N indicat...

Page 337: ...ction Amendments made through the DP screen for deducted patients will not create an historic details entry This will only display historic details for patients who have been deducted Use CH for current patients Using the DH Screen To call up the screen use a key of DH and a qualifier of NHS No or if this is not known Surname Forenames Date of birth including all the commas The details on the scre...

Page 338: ...ROVE Drugs Dispensed Y N N Surname SMITH Residential Institute Forenames BORIS WILLIAM RPP Rate Full Half Title MR Distance miles ____________________________________________ Special Units B S H units House Name ARGYLL GARDENS W Road Street LOWER ARGYLL ROAD Address Code EXE DHA EX ___________________________________ Locality UPPER CRAWKLY Post Town EXETER Prev HA Code County DEVON Prev GP Code Po...

Page 339: ...ic record or the next chronological historic record which can be accessed by paging back from that DH screen Previous Historic Details as at This field shows the date that the patient s registration information was changed to the displayed historic values The presence of a date in this field indicates that further historic information is available for this patient which may be accessed by paging o...

Page 340: ...display details for the selected NHS number only A date qualifier will display details for pending DDRs which are due for deduction on the date entered The date must be in either DD MM YYYY or DD MM YYYY format where the day and month may be entered as one or two digits and the year may be entered as two or four digits For each DDR the following will be shown Delete option field NHS Number Patient...

Page 341: ...7890 N Normal Deduction 18 10 2003 JONES TOM 01 01 2000 000020 HONEY BS 10 10 2003 223 456 7890 O Out of Area Request 08 11 2003 GELDOF BOB 01 01 1999 000030 MARMALADE O 09 10 2003 Deduction Codes are N ormal and O ut of Area Figure 1 The DS Screen Blank Qualifier Understanding the DS Screen Del Enter D in this field to delete a deduction request Deduction Code Use this field to change the deducti...

Page 342: ...rmat DD MM YYYY or DD MM YYYY DATE DUE not future The Deduction Due date must be in the future DEL D or blank The DEL field must contain D or be left blank CODE O or N The Deduction Code must be O or N Query Messages ERROR MESSAGE MEANING ACTION DATE DUE change Check the Deduction Due Date is correct DATE DUE 60 days Check the Deduction Due Date is correct CODE change Check the Deduction Code is c...

Page 343: ...DS Status of Pending DDRs Registration Reference Manual 7 4 Section 4 Version 2 22 ...

Page 344: ...educted at doctor s request DDR via the DL screen key DL with a qualifier of DDR or those deducted at patient s request DPR via the DL screen Using the DR Screen The information can be obtained in the form of counts or patient details for the whole database a PCO a practice or a GP NOTE The detail of DDRs and DPRs undertaken prior to the development of this screen will not be displayed nor be avai...

Page 345: ... are displayed downloaded Figure 1 The DR Screen Understanding the DR Screen Analyse by DDR or DPR The DDR and DPR fields are used to select which deduction type information is required A Y should be entered in the DDR field to select deductions at doctor s request or in the DPR field to select deductions at patient s request Date Range From To The From and To dates are used to select the range of...

Page 346: ...PCO is selected a summary line consisting of the PCO code and name and the total number of DDRs DPRs for that PCO within the specified date range For DDRs counts broken down by deduction code will also be displayed See Figure 3 If PR for practice is selected a summary line consisting of the practice code and name and the total number of DDRs DPRs for that practice within the specified date range a...

Page 347: ...TRUST 2 Figure 3 The DR Screen Showing Details for Analysis Type PC DR Deducted at Doctor s Request Qualifier Count of DDRs by Practice for PCO E12345 SLEEPY HOLLOW PCT From 01 01 1948 To 01 09 2003 Status Type Deducted Practice Code Practice Details Counts Total I N O M12345 PEACK PRACTISE 123 90 30 3 N23001 NORTHERN PRACTICE 11 8 3 0 T00001 HUGH AND HUGHSON 7 0 6 1 Counts are I mmediate N ormal ...

Page 348: ...ase From 01 01 1948 To 01 09 2003 Status Type All Deduction Code Totals Immediate Deduction 50 Normal Deduction 28 Out of Area Request 26 Figure 6 The DR Screen Showing Details for Analysis Type CO DR Deducted at Doctor s Request Qualifier Patients Deducted at Doctor s Request for PCO E12345 SLEEPY HOLLOW PCT From 01 01 1948 To 01 09 2003 Status Type Deducted Date Date Requested Due Status GP Deta...

Page 349: ...r superseded if you only wish to include records for which the DDR did not take place on the due date because for example the patient had registered with a different practice or had been deducted for another reason Leave this field blank to include records with all status types NOTE This field should be left blank if analysing by DPR as all DPRs are carried out immediately and therefore have the s...

Page 350: ...sation Code Total number of deductions Number of Immediate Deductions Number of Normal Deductions Number of Out of Area Deductions Trailer Record NHAIS System Cipher Extract Data in CCYYMMDD format Number of deduction requests included within the extract The patient details will be written to a tilde delimited file containing the following information Header Record NHAIS System Cipher Extract Date...

Page 351: ...superseded Deduction Code I for immediate N for normal or O for out of area Trailer Record NHAIS System Cipher Extract Date in CCYYMMDD format Number of deduction requests included within the extract Records within the files will be separated by carriage returns and line feeds ASCII characters 13 and 10 If an email address is specified for the download the file will be sent as an attachment with t...

Page 352: ...of has been selected GP CODE invalid A valid local GP code must be entered when an organisation type of GP has been selected PCO CODE invalid A valid PCO code must be entered when an organisation type of PC has been selected PR CODE invalid A valid practice code must be entered when an organisation type of PR has been selected ANALYSIS TYPE invalid Analysis type must be PC PR GP CO or PA CO is not...

Page 353: ...ory FILE cannot be opened You do not have the necessary permissions to create the specified file FILE open error Either you have specified a read only directory name or the UNIX filename already exists EMAIL invalid The data in the Export data field contains but is not a valid email address Query Messages ERROR MESSAGE MEANING ACTION PATH ADDRESS correct Please confirm that you have specified the ...

Page 354: ...Registration Reference Manual Analysis of DDRs DPRs DR Version 2 43 Section 4 8 11 ...

Page 355: ...re a print a print file is created This print file holds all the relevant patient details and print parameter options The print file must be initiated from the RR screen described in Chapter 2 of this section A separate job must be run for each print type You can monitor the print preparation job on the RP Q screen Follow existing procedures to view this screen Access Rights User access to this sc...

Page 356: ... n a Cancelled FP1A Nominal Index Card 0 Cancelled FP22 Medical Record Requests n a 21 03 13 Cancelled FP4 Medical Cards 0 15 07 13 To Print FP69 Lost Trace Address Labels 0 29 05 13 Printed FP92 Prescription Exempt Cert 0 Printed FP96 Prescription Prepay Cert 0 In Error MRE Med Record Envelope Labels 1 21 05 13 To Print MRL Urgent Medical Records n a 18 07 13 Printed MRT Med Recs labels for FGP 0...

Page 357: ...RINT follow the procedures outlined below ERROR Contact your Support Team for help TO PRINT There are two options o Access the RR screen and set the print type to finally print o Access the RR screen and cancel the print type The RP screen will now display the print state as cancelled Set the Action field to P NOTES If a print type is cancelled and a new preparation job is run the data for the can...

Page 358: ...print the archived print files is available from the RR screen Example RP Screen with Print Archive Pop up Box RP Registration Print Prep Qualifier WARNING MRE LABELS HAVE NOT BEEN PREPARED IN LAST 7 DAYS Print No to Last Type Description Prepare Prepared Print State Action ADMRE ted ADMRED ADMRE Preparation History ted BTLB Date prepared Time prepared User ID Records elled FP1A elled FP22 20 06 2...

Page 359: ... preparation job This will display one of five states ERROR Print preparation or printing ended in error Call your Support Team to resolve the problem PRINTED this will include the last print date This indicates that the print process has been completed The print preparation job may be run again TO PRINT The print preparation job is complete and the document is ready to print from the RR screen CA...

Page 360: ...nded in error Call your Support Team to resolve the problem SMARTCARD required Cannot prepare this print type and thus update the PDS without a valid Smartcard The SC screen can be consulted to ascertain the problem Delete not allowed On RP qualifier Q screen if the status is E for error and you try to delete this entry this error produced Please contact the support desk to clear the error FP4s Au...

Page 361: ...FP69 labels With regard to this message see the note below WARNING MRE FP69 Labels Have Not Been Prepared In Last Seven Days A period of eight days has passed since MRE and FP69 labels were produced Prepare print the MRE and FP69 labels With regard to this message see the note below NOTE The production of warning messages regarding the preparation of FP69 labels is controlled by a system flag If y...

Page 362: ...RP Print Preparation Registration Reference Manual 1 8 Section 5 Version 2 82 ...

Page 363: ...that have been prepared via the RP screen cancel a print restart a cancelled print restore an archived print and download FP4 SUSP and FP22 data to UNIX files NOTE Before printing ensure that the correct stationery has been loaded onto the printer Access Rights User access to this screen will be decided at your HA NOTE Old key functions apply on this screen Version 2 83 Section 5 2 1 ...

Page 364: ...2 Medical Record Requests PLAIN 15 Cancelled 6 FP4 Medical Cards CARDS 28 To Print 7 FP69 Lost Trace Address Labels LABELS 41 Printed 30 05 13 8 FP91 Prescription Exempt Remd CARDS 0 Cancelled 9 FP92 Prescription Exempt Cert CARDS 0 Printed 23 01 07 10 FP95 Presc Prepay Reminder Cert CARDS 0 Cancelled 11 FP96 Prescription Prepay Cert CARDS 1 In Error 12 MRE Med Record Envelope Labels LABELS 2 To P...

Page 365: ...e restart code in the Restart Point field Press Enter NOTE The screen cannot display all the print types available To view the remaining prints press 2 to page forward 1 to page back Directions Cancel a Print 1 Enter a key of RR with a blank qualifier and press Enter 2 Enter C in the Action field next to the print you wish to cancel Press Enter NOTE If a print type is cancelled and a new preparati...

Page 366: ...letter to an HA enter the HA cipher and letter type for example CR 2 would restart printing reminder letters type 2 for Cornwall HA To restart a letter to a GP enter the GP code for example 00001 will restart printing all letters for a GP with a code of 00001 1st notification letters type 1 Reminder letters type 2 M R LABELS 1st ACCEPTANCE BIRTH IMMIGRANT AND EX SERVICE REMOVALS TRANSFERS IN INTER...

Page 367: ...ill restart printing at the first patient with a postcode of EX1 1AA NOTE If you have selected a download of FP4 data you cannot specify a print restart point PRESCRIPTION PREPAYMENT EXEMPTION REMINDER CERTIFICATES FP95 FP92 Restart by entering the patient s Surname or Surname NHS number for example SMITH NHS00000 will restart printing from the surname Smith NHS number NHS00000 BULK TRANSFER ADDRE...

Page 368: ...ION a print type that is currently running the preparation job Action This field is located next to the print types and is optional Enter C to cancel a print type that is ready to print WARNING if a print type is cancelled and a new print preparation job is run the data for the cancelled print will be will be irretrievably lost Option Enter the number of the print you require The number is to left...

Page 369: ...in this chapter on page 2 10 Restart Point Printing can only be restarted if the Print State shows PRINTED Follow existing procedures to reset the state field to printed This field is optional and can be used to start printing at a particular point The code you enter here will depend on the print type This field is useful if a printing problem has occurred Rather than reprinting the entire documen...

Page 370: ... 2013 16 09 SDTOFF 22 04 2013 12 10 SDTORF 1 CANCELLED 22 04 2013 12 23 SDTORF 22 04 2013 12 05 SDTORF 1 CANCELLED 22 04 2013 12 07 SDTORF G oto Enter Option Printer No Restart Point Action C ancel a print This pop up box will list the previously archived print files along with any actions performed on them specifically when and by whom the file was printed cancelled or restored The active print f...

Page 371: ...6 40 SDTORF 21 05 2013 11 09 SDTORF 1 CANCELLED 20 06 2013 16 40 SDTORF 25 04 2013 16 09 SDTOFF 4 PRINTED 09 05 2013 09 20 SDTORA PRINTED 25 04 2013 16 09 SDTOFF 22 04 2013 12 24 SDTORF 1 CANCELLED 25 04 2013 16 09 SDTOFF 22 04 2013 12 10 SDTORF 1 CANCELLED 22 04 2013 12 23 SDTORF 22 04 2013 12 05 SDTORF 1 CANCELLED 22 04 2013 12 07 SDTORF You have selected the print prepared on 21 05 2013 at 11 0...

Page 372: ...to allow sites to print dates in their preferred format Field Name Format NHS Number Unformatted Title Uppercase Full Name Uppercase Surname Uppercase Forenames Uppercase Initials Uppercase Date of Birth DD MM YYYY Address line 1 Uppercase Address line 2 Uppercase Address line 3 Uppercase Address line 4 Uppercase Postcode GP Name GP local code FP4 preparation date DD MM YY Patient Q code NHS Numbe...

Page 373: ...ng Application This field will show either ID for the ID screen GF for a GP Links application e g AJ BOAJ or the LX screen or NH for NHSCR replies SUSP and FP22 Download Files The UNIX files will be created as tab delimited for easy import into external products such as Microsoft Excel The use of a tab delimiter additionally allows for the inclusion of NHS number barcode fields The first record in...

Page 374: ... GP Local Code Practice Name PC Screen Practice Code PC Screen GP Name GP Local Code Transaction Type e g 1st application for MR Patient NHS Number formatted Patient Alternative NHS Number Patient Surname Patient Previous Surname Patient Forenames Patient Title Patient Date of Birth DD MM CCYY format Patient Gender Patient Address Line 1 Patient Address Line 2 Patient Address Line 3 Patient Addres...

Page 375: ... of Deduction DD MM CCYY Year record marked as RFH CCYY format Date record marked as RFH CCYYMMDD format Date record marked as RFH DD MM CCYY format User ID of member of staff that re registered the patient Patient Gender Patient Surname Patient Forenames Patient NHS Number Patient Date of Birth DD MM CCYY format Patient Previous Surname Patient Title Patient Previous Address line 1 Patient Previo...

Page 376: ...printer line number OPTION not allowed You may only print a report or download data when the state is set to TO PRINT or PRINTED Follow the correct procedures for the print state shown OPTION not available You have tried to download data to a UNIX file but no UNIX path has been set up for the print on the SP S screen Make sure you set a valid UNIX path on the SP S screen before using this option P...

Page 377: ... specified where printing is to start from in the Restart Point field Enter the appropriate restart code RECORD LOCKED PLEASE TRY AGAIN IN A FEW SECONDS Another computer program is temporarily using the record you are trying to print Re try in a few seconds Query Message ERROR MESSAGE MEANING ACTION CANCEL will allow prep OK Are you sure you want to cancel the print This will leave the way open fo...

Page 378: ...ence Manual Illustration Print Process SP LL F H R R SC R EEN R P Q SC R EEN R P SC R EEN G D G P R EGISTR ATION APPLICATIONS A P P L I C A T IO N A P P L I C A T IO N A P P L I C A T IO N A P P L I C A T IO N 2 16 Section 5 Version 2 83 ...

Page 379: ... types of letter to be sent to patients and GPs Each type of letter will require different text depending on the purpose of the letter At the end of this section some sample letters are included to illustrate the kinds of letters which can be produced Each letter type will be automatically merged with the individual details of the sender and the recipient name address etc to produce a personal let...

Page 380: ...ample if a GP s name is inserted as a data item the full name of the patient s own doctor will be inserted automatically when the letter is produced Data items are described on page 1 10 The Letter Library used with AJ LLSE allows you to Create amend standard letter text Create amend standard paragraphs Select patients Merge text with patient name and address details Print labels and listings Sele...

Page 381: ...to preview letters option of printing a range of pages greater flexibility for sequencing letters security and control of user access audit control If you are using this facility then after you have created the letter code and text on the LL screens you must duplicate the letter text in Word and ensure that it is given the same letter code The procedure for exporting letters produced by AJ LLSE so...

Page 382: ... 1 4 alphanumeric characters It is useful to remember that The letter code should relate to the letter name The letter code must be unique Your Health Authority may already have a naming convention for letters in the library NOTE Remember that you must create a letter code whether you are producing your letters via the Letter Library on the NHAIS System or via Microsoft Word If letter text is dupl...

Page 383: ...ere is an Action field where you can enter a code to perform an action on that text line The possible codes which you can enter and the actions associated with them are D Delete This will delete a line of text I Move Enter I in the field next to a line of text if you want to move it to another part of the letter Insert Enter in the field next to the position where you wish to insert a line of text...

Page 384: ...Letter Library may relate to other medical areas such as Cervical Screening These letters will also appear on the INDEX SCREEN Directions to Access the Index Screen 1 Enter a key of LL with a blank qualifier Press Enter Example Index Screen LL Letter Library Qualifier page INDEX TO LETTER LIBRARY Code Letter Name BULK BULK TRANSFER 1NUM NHS NUMBER CHECK 1IMM IMMIGRANT QUERY Type Letter Code in Qua...

Page 385: ...the letter belonging to that code will appear on the screen 3 Type in the Letter name description and usage 4 In response to the prompt Data Items and Paragraphs allowed enter Y 5 Key in the main text Check for typing errors Then press Enter NOTE This is the procedure for creating letters via the NHAIS System For letters generated by AJ LLSE see Chapter 2 of this section you can also create and pr...

Page 386: ...r letter before starting to type Aim to make the letters in your library as clear and concise as possible If no details are entered on page 1 but text has been input further on then a dummy header record should be created to indicate that text follows on pages 2 and 3 To see the letter printed set up the letter on your Test Training Database and do some test runs of related applications Result of ...

Page 387: ...screen Or if you know the letter identifier enter a key of LL with the correct letter code in the qualifier Press Enter 3 Revise the letter Press Enter Deleting a Letter Directions to Delete a Letter 1 Call up the Index Screen with a key of LL and a blank qualifier Press Enter 2 Enter D in the Action field next to the letter code you want to delete 3 Press Enter The letter code will disappear from...

Page 388: ... Request letter containing the patient was registered on the system in this area on URRES1 will be replaced with the patient was registered on the system in this area on 15 11 2008 For Cytology letters the reserved words CYRES1 CYRES2 CYRES3 and CYRES4 are available Reserved word CYRES1 will be replaced by the Last Test Date CYRES2 will be replaced by the Patient s GP s Name CYRES3 will be replace...

Page 389: ...r Press the Ctrl Shift and keys at the same time for terminal emulation via a PC The first page of the pop up list will then appear 2 Note the name of the Data Item you want to use 3 To scroll through the list use keys 2 and 1 to page on back 4 To return to the letter press the same key combination as you used to display the pop up list either Ctrl and or Ctrl Shift Example LL Screen with Pop up L...

Page 390: ...SNO NHS Number you must allow for the maximum length of expansion and then judge how much of the remaining text will fit on the same line Failure to consider this may result in losing text Don t leave spaces after the Data Item as the computer will print these spaces Description of Data Items ADDITEM1 Additional Item 1 ADDITEM2 Additional Item 2 ADDITEM3 Additional Item 3 ADDITEM4 Additional Item ...

Page 391: ... Practice Address PREVFHSA Previous HA PREVGP Previous GP Name SURGADD Full Surgery Address SURGADD1 1st Line of Surgery Address SURGADD2 2nd Line of Surgery Address SURGADD3 3rd Line of Surgery Address SURGADD4 4th Line of Surgery Address SURGTEL Surgery Telephone Number SURNAME Patient Surname TITLE Patient Title NOTE An additional item is a piece of text or data that is common to all letters fo...

Page 392: ...ill appear as Your new GP is based at the Willows Health Centre Green Grass Lane Oakford Newshire OK2 3JJ If you are happy with this change you will be registered with Dr Jean Brown New lines are automatically inserted to make room for each line of the address You will need to be aware of this and how it may affect the layout of your letter If the multi line item has been placed near the end of a ...

Page 393: ...tice you are currently registered with on GPENDTE NEWGPNM will be joining the practice at that date If you will agree you will be re registered with this G P and no further action will be necessary on your part If you wish to re register with another GP please contact your practice SGOT Action Codes D Delete I with Insert 0 9 Resequence Insert Blank Line This example Bulk Transfer Letter has data ...

Page 394: ... Paragraphs To create a new paragraph call up the Paragraph Library INDEX SCREEN which will display a list of all paragraphs currently in existence Directions to Access the Index Screen 1 Enter a key of PU with a blank qualifier Press Enter Example The Paragraph Library Index Screen PU Paragraph Library Qualifier page INDEX TO PARAGRAPH LIBRARY Code Paragraph Name 1R1P 1ST RECALL NO TEST NO PRIOR ...

Page 395: ...PU and a blank qualifier Press Enter 2 Enter a new paragraph code displayed in the Index in the qualifier Press Enter Or if you know the paragraph identifier enter a key of PU with the correct paragraph code in the qualifier Press Enter 3 Revise the paragraph Press Enter Directions to Delete a Paragraph 1 Call up the Index Screen with a key of PU and a blank qualifier Press Enter 2 Enter an ACTION...

Page 396: ...ifies an individual paragraph and must therefore be unique The code may be from 1 4 alpha numeric characters It is advisable to give a paragraph a code that conveys the purpose of that paragraph for example 1SOH Surgery Opening Hours Paragraph Name This is needed to define a paragraph It is advisable to use a name that conveys the purpose of that paragraph i e an expansion of the Paragraph Code De...

Page 397: ...of text within a page type the appropriate numbers in the action field s e g to move line 1 to line 6 and vice versa type 1 in the field next to line 6 and type 6 in the field next to line 1 Then press Enter Line 1 will replace line 6 and vice versa Insert Blank Line To create a blank line insert in the field where the blank line is needed Inserting a Paragraph When inserting a Paragraph within a ...

Page 398: ...code of I You have entered to insert a line of text but there is also another action code of You have entered without having entered I More than one line has been given the same number from 0 9 NAME MISSING You must enter a letter paragraph name when you create a new letter paragraph code Query Messages These query messages are shown when the field Data items and Paragraphs Allowed is set to Y QUE...

Page 399: ...any pair is not a valid letter library Data Item name Paragraph not allowed Text begins with and ends with and the enclosed string is a valid paragraph reference LAST LINE WILL BE LOST entered and 51 lines of letter exists reformat the letter to fit within 51 lines NB CERVICAL SCREENING LETTERS MUST BE LESS THAN 30 LINES This letter is over 29 lines long For cervical screening letters any lines ov...

Page 400: ...LL Letter Library Registration Reference Manual 1 22 Section 6 Version 2 28 ...

Page 401: ... with a particular GP The types of letter that can be sent out to particular patients using AJ LLSE include Bulk transfer for retiring GP FP69 status Immigrant status Prescription Exemptions and Reminders Querying NHS number For example when patients are transferred from one GP to another via Bulk Transfer a letter is generally sent out to the patients informing them of the change However your org...

Page 402: ...ode corresponding to a letter code defined on the LL screen The procedure for printing letters via Word is briefly described on page 2 10 and is given in detail in the Print Management Reference Manual Directions to Access AJ LLSE Screen 1 Selection Screen 1 Enter a key of AJ with a qualifier of LLSE 2 Press Enter The following screen display will then appear AJ Analysis Job Qualifier LLSE NO ADDI...

Page 403: ...ypad The following screen display will then appear AJ Analysis Job Qualifier LLSE NO ADDITIONAL NOTES page Letter Library Contents Screen Name Title Matter being dealt with by New GP Name Add Items Health Authority Title Address Sort Sequence Rule 1 By Surname Only Letter Labels Listing Patient Limit Flag HoH Label Head of Household Rule 5 No Head of Household Parent Guardian for PEP letters Y Inc...

Page 404: ...specific NHSCR Reminder batch ID specific surname s specific GP or partnership details a specific date of birth or age range FP69 Immigrant Drugs status queried NHS number status a specific gender certain postcodes a specific postcode or partial postcode a specific Residential Institute Code prescription reminders or prescription exemptions specific Q code s specific Primary Care Group or Primary ...

Page 405: ...This may be used for the generation of Registration Confirmation Letters If an entry is made in this field all other fields on this screen must be left blank NHSCR Batch NHSCR is the NHS Central Register All communication with the NHSCR database is sent electronically NHSCR will attempt to match patient details sent to them over the network by your HA with patient details held on the NHSCR Central...

Page 406: ...or PCT codes in the PCG codes fields D o B Patient s Date of Birth This should be entered in the format DD MM YYYY for example 01 09 1995 Age Patient s age Must be a whole number of years between 0 and 120 FP69 If there is some doubt as to whether a patient is still resident within the area covered by the relevant GP practice a patient is given FP69 status The selection screen allows all patients ...

Page 407: ...p is used for entry the text POPUP will appear in the field to indicate that the pop up must be used for any further adjustment If you use a Unix file containing postcodes there is no limit on the maximum number of postcodes you can use R I This field selects patients by Residential Institute Enter a valid RI code from the RI screen to select patients registered at that RI to select all patients s...

Page 408: ...ed notes and none of the excluded notes will be selected A selection pop up box is available from each of the ID fields This will list all additional patient notes currently set up on the system Additional Patient Notes Pressing the normal pop up keys usually Ctrl L from the Qualifier field will display a pop up box which will allow entry of up to three lines of additional patient notes These note...

Page 409: ...s field or via a pop up box The significance of the numbers 1 to 12 is 1 Items sorted by patient s surname only This is also the default if nothing is selected in this field 2 Items sorted in order of GP code then Patient Surname 3 Items sorted in order of GP code then Patient Postcode then Patient Surname 4 Items sorted in order of Partnership code then Patient Surname 5 Items sorted in order of ...

Page 410: ...d separately The listing contains the name address and NHS number of each patient Patient Limit This is a numeric field It gives the option of producing a random batch of patients who meet certain selection criteria providing the patient limit is less than the selected total For instance a selection that matches 10 patients and has a patient limit of 6 will result in 6 patients being randomly sele...

Page 411: ...ion being sent For example a communication about a particular PCG might only need to be sent to Heads of Household at PCG level If two patients with the same Surname and registered with two different GPs within the same PCG are living at the same address the previous single Head of Household rule same GP and Surname would have resulted in 2 separate letters labels being generated Specifying a Head...

Page 412: ...the details you have entered on the AJ LLSE screens are correct and then enter Y in this field to queue the job for processing NOTE The analysis job is running on a constantly changing database It is therefore unlikely that you will be able to reproduce the same printout s with the same selection of patients if the job is run again It is advisable to retain the entry on PQ APPA until you are sure ...

Page 413: ... data files on the SP S screen Call the AJ LLSE screen and put the job in the processing queue Run AJ LLSE via the AJ Q screen When AJ LLSE has completed its run call screen PQ AP select the AJ LLSE print and type UNIX in the Printer field The data will be downloaded to the UNIX directory which was specified on the SP S screen The status of the download can be viewed on screen PQ UNIX When the dow...

Page 414: ...on request screen AJRUNDATE Date of run OPNM Operator name OPTITLE Operator title MATTERNM Matter being dealt with by NEWGPNM New GP name ADDITEM1 Additional item 1 ADDITEM2 Additional item 2 ADDITEM3 Additional item 3 ADDITEM4 Additional item 4 HANAME Health authority name HADD1 HA address line 1 HADD2 HA address line 2 HADD3 HA address line 3 HADD4 HA address line 4 HAPC HA postcode NHSNO NHS nu...

Page 415: ...3 Family forename 3 FAMLYNM4 Family forename 4 FAMLYNM5 Family forename 5 FAMLYNM6 Family forename 6 FAMLYNM7 Family forename 7 FAMLYNM8 Family forename 8 PREVGP Previous GP s name PREVFHSA Previous FHSA PATADD1 Patient address 1 PATADD2 Patient address 2 PATADD3 Patient address 3 PATADD4 Patient address 4 PATADD5 Patient address 5 PATADD6 Patient address 6 SURGADD1 Surgery address 1 SURGADD2 Surg...

Page 416: ...me SURGCL3 Surgery closing time SURGDAYS3 Surgery days open SURGTYP3 Surgery type SURGOP4 Surgery opening time SURGCL4 Surgery closing time SURGDAYS4 Surgery days open SURGTYP4 Surgery type PATPOST Patient Postcode UNIQUEID Unique reference for record File 2 File 2 is tab delimited and contains exactly the same data as file 1 but with the following two fields added as the last two columns in the f...

Page 417: ... more than once NO Such DHA Code You have attempted to enter a district code which does not exist on the DD screen FP4 invalid The FP4 field contains an invalid character Either enter Y or leave the field blank FP4 only If you have entered Y in the FP4 field all the other fields on this screen must be left blank FP4 no records You have entered Y in the FP4 field but there are no records in the cur...

Page 418: ...not allowed INVALID Format A date is not in the format DD MM YYYY or it contains characters which are not numeric other than or INVALID Date You have entered an invalid date The date you have entered is either non existent e g 29 02 1999 or more than 120 years ago D O B To Missing You have entered a date of birth in the D o B from field but not in the to field D O B From Missing You have entered a...

Page 419: ...e entered a date in the Immigrant Date to field but not in the from field IMM From after To You have entered a date in the Immigrant Date from field which is after the date in the to field Y or N only The FP69 field contains an invalid character Either enter Y or N or leave blank Y only You have entered an invalid character in either the NHS field or the Drugs field Either enter Y or leave blank M...

Page 420: ... the HG screen DUPLICATE PCG Code You have entered the same PCG PCT code more than once NHS No only If you have entered one or more NHS numbers all the other fields on this screen must be left blank INVALID NHS No You have entered an NHS number for which no live patient exists on your system DUPLICATE NHS No You have entered the same NHS number more than once INVALID Add Note You have entered an a...

Page 421: ...EALT by Missing You have entered a letter code but you have left the Matter being dealt with by field blank MUST BE Y or N You have entered something other than Y N or a blank in the Health Authority Title Address field MUST be 1 12 You have entered an invalid code in the Sort Sequence Rule field Either enter the required number 1 12 or make your selection from the pop up box available from this f...

Page 422: ...t contain either Y or N BARCODE invalid The Include NHS Number Barcode field contains an invalid character Either enter Y or N or leave blank CONFIRM Y only Y must be entered in the When details complete enter Y to validate and queue job for processing field UNIX POSTCODE INPUT FILE PROBLEM The Unix path filename specified in the Postcode pop up box cannot be opened UNIX POSTCODE INPUT FILE EMPTY ...

Page 423: ... Reminders or E xemption Certificate Reminders NHS Nos Patient Limit The selection criteria you have chosen are valid but the run will take a considerable time to complete On Screen 2 additional Query messages may appear drawing the user s attention to unusual combinations of Head of Household Rule and Patient Selections Brief messages will be displayed along with other query messages A more infor...

Page 424: ...the Head of Household Rule may be in conflict with the patient selection DoB Hoh Conflict Conflict Between Same GP Surname and DoB Selection Conflict Between Same Surname only and DoB Selection Conflict Between Same P ship Surname and DoB Selection Conflict Between Same PCG T Surname and DoB Selection If no other selections have been made and the Head of Household Rule is not 5 No Head of Househol...

Page 425: ... If the Head of Household Rule is not 5 No Head of Household then the Head of Household Rule may be in conflict with the patient selection NHS Hoh Conflict Conflict Between Same GP Surname and NHS Selection Conflict Between Same Surname only and NHS Selection Conflict Between Same P ship Surname and NHS Selection Conflict Between Same PCG T Surname and NHS Selection If the Head of Household Rule i...

Page 426: ...f Household Rule is not 5 No Head of Household then the Head of Household Rule may be in conflict with the patient selection CERT Hoh Conflict Conflict Between Same GP Surname and Cert Selection Conflict Between Same Surname only and Cert Selection Conflict Between Same P ship Surname and Cert Selection Conflict Between Same PCG T Surname and Cert Selection If the Head of Household Rule is not 5 N...

Page 427: ...e and Add Note Selection Conflict Between Same Surname only and Add Note Selection Conflict Between Same P ship Surname and Add Note Selection Conflict Between Same PCG T Surname and Add Note Selection If the Head of Household Rule is not 5 No Head of Household then the Head of Household Rule may be in conflict with the patient selection Conflict Between Same GP Surname and other Selections Confli...

Page 428: ...anual Letter Samples Version 2 9 Section 6 3 1 Letter Samples This chapter shows three sample LL screens and the letters produced The examples shown in this chapter are Medical Card Query NHS Number Query Surgery Opening Times ...

Page 429: ...r You have registered as a National Health Service patient of CURGPNM To enable us to issue you with a medical card and to provide the doctor with the correct medical records please complete the details overleaf and return within FOURTEEN DAYS in the prepaid envelope provided If you do not give the information requested the Authority must in compliance with the appropriate regulations take steps t...

Page 430: ...o enable us to issue you with a medical card and to provide the doctor with the correct medical records please complete the details overleaf and return within FOURTEEN DAYS in the prepaid envelope provided If you do not give the information requested the Authority must in compliance with the appropriate regulations take steps to remove your name from the doctor s list Yours sincerely Mary Smith Ad...

Page 431: ...ed that you are registered on the list of CURGPNM from whom any necessary medical treatment can be obtained Your National Health Service number was not given at the time of your registration and the Authority is trying to obtain it through the Central Register When it is known a Medical Card will be issued without delay Although the number is essential for registration purposes you may nevertheles...

Page 432: ...ary medical treatment can be obtained Your National Health Service number was not given at the time of your registration and the Authority is trying to obtain it through the Central Register When it is known a Medical Card will be issued without delay Although the number is essential for registration purposes you may nevertheless consult your doctor or make use of the General Dental and General Op...

Page 433: ...thority recently took over the responsibility for running the practice of CURGPNM with whom you are registered At the present time surgeries are being covered by locum doctors at ADDITEM1 but I am writing to advise you that with effect from ADDITEM2 the surgery will be relocated to ADDITEM3 These premises were previously used as the surgery before CURGPNM moved in ADDITEM4 From ADDITEM2 the practi...

Page 434: ...from MONDAY 18TH MARCH 1996 the surgery will be relocated to 14 STATION ROAD These premises were previously used as the surgery before Dr Veronica Vermillion moved in APRIL 1995 From MONDAY 18TH MARCH 1996 the practice will be looked after by Dr Simon Harrison Dr Simon Harrison s surgery times will be as follows Monday 9 30am 11 30am 4 30pm 6 30pm Tuesday 9 30am 11 30am 4 30pm 6 30pm Wednesday 9 3...

Page 435: ...Letter Samples Registration Reference Manual 3 8 Section 6 Version 2 9 ...

Page 436: ...eters Set Rural Practice Payment Table parameters NOTE Once parameters have been set they will only need to be amended if you wish to change your operating procedures Registration Parameters A General parameters B FP4 Medical Cards C FP22 GP s notification of deduction request for return of MRE Medical Record Envelope D FP69 Labels for lost trace E FP92 Prescription Exemption certificate F FP96 Pr...

Page 437: ...reen to request printing PS screen to view printer status Access If you want to amend the parameters on a particular SP sub screen you need Full access to both the main SP screen and the individual sub screen you want to update If you want to view the parameters on an SP sub screen you will need Full access to the main SP screen and read only access to the sub screen you wish to view Help To displ...

Page 438: ...int Parameters F FP96 Parameters X MR Label Application Parameters G New GP Contract Parameters Y MRE Box Label Description Text H Z68 Parameters Z MRE Box Number Parameters I Urgent M R Request Parameters J MR Labels 1st Acceptance Birth K MR Labels Rem In Int Transfers L Prescription Prepayment Parameters M E Mail address Parameters N Address Matching Linking Parameters O Maintain CTRL Key Seque...

Page 439: ...ould allow you to register patients with a GP whose list is in abeyance Use this screen to enter various fields of information to be utilised in letters to patients out of the System s bulk transfer facilities You can also use this screen to set the default cursor position on the MR screen Directions to Access the General Parameters Screen 1 Enter a key of SP with a qualifier of A and press Enter ...

Page 440: ...patients N Internal Transfer codes PT and PX Is the M R status to be changed automatically to FGP for these codes Y or N Y Adding Patients to a GP in Abeyance Allow patients to be added to an Abeyance GP Y or N Y Bulk Transfer Practice Reallocation Letter Names Name Title Matter being dealt by Default cursor position to Quick Update field on MR Screen Y N N Version 2 94 Section 7 1 5 ...

Page 441: ...p and users must take care to check that the fields have been set up correctly before initiating a Bulk Transfer with Letters run Enter the Name of the person sending the letter e g J Smith OR Jane Smith Enter the Title of the person sending the letter e g Registration Manager Enter the name of the person dealing with the matter in the Matter being dealt by field e g TOM BROWN 6 By default the cur...

Page 442: ...sign percentage asterisk plus sign tilde forward slash backward slash 0 9 any numeric character colon semicolon angle brackets equals sign at sign question mark square brackets ampersand brackets circumflex _ underscore braces vertical line quotation marks Remove the invalid character Version 2 94 Section 7 1 7 ...

Page 443: ...y issues a temporary number if the NHS No field is left blank during registration If the patient has an active old NHS number The new 10 character NHS number must be implemented made active before a manual request is made When an FP4 is prepared for printing via the RP screen the current patient details2 are taken from the system ensuring that any amendments made after the initial FP4 request are ...

Page 444: ...Postcode Order on patient alphabetically surname Current sequence A Automate FP4 download file production Y N Y Specify time at which FP4 download file should be created 14 00hrs Directions to Set the Parameter Screen 1 Select the order in which you wish the print to be output in the Current Sequence field 2 Enter Y to specify whether you want to automate the production of the FP4 download file N ...

Page 445: ...f a download file containing FP4 information The file will be in the same format as that produced when printing to UNIX from the RR screen and will be located in the destination reference defined on the SP S screen for job code KEY RR and print type FP4 The process that creates the file will send progress emails to the members of the FP4 email group on the SP M screen Specify time at which FP4 dow...

Page 446: ...t one entry for the FP4 email group on the SP M screen TIME invalid Enter a time in hours that is a whole number in the range 0 to 23 TIME missing If the Automate FP4 download file production field is set to Y a time must be entered TIME not req If the Automate FP4 download file production field is set to N a time must not be entered Version 2 94 Section 7 1 11 ...

Page 447: ...ient is registered on the ID screen with the acceptance code 6 Internal Transfer A patient is deducted from the live register R A and R C Deductions Patients deducted with the codes R A New HA same GP and R C Registration cancelled will have their MR status automatically set to NOT Not Required providing their MR status is not already set to an awaited or retained code The message on the FP22 will...

Page 448: ...he M R 2 Additional 1st notification 3 Reminder notifications The message found at the top of the print will depend on the notification type e g Type 1 1st application for the return of Medical Records and notification of removal from doctor s list Type 2 Notification of deduction for which no full Medical Record was issued Please forward clinical notes if held Type 3 Reminder for the return of Me...

Page 449: ...abetic G GP code P Practice order S Practice order on GP order Alphabetically by GP code surname Current sequence P Letter Production Is a letter to accompany the FP22 Reminders Y or N Y For Print Sequence A or G Numbers of Reminders sent 1 4 5 9 9 Letter Library Code For Print Sequence P or S Letter Library Code FP22 Medical Records Officer MR Example FP22 Parameter Screen Page 2 SP System Parame...

Page 450: ...Y in those fields for which you want the reason for deduction to be suppressed in external communications 8 Press Enter Understanding the FP22 Parameter Screen Page 1 Reminder Periods The length of time in days between sending the original request and issuing reminder notifications This may be from 1 to 999 days Policy within your HA will determine the length of time you specify Print Sequencing S...

Page 451: ...or Sequence P or S another covering letter may be specified Refer to Section 6 Chapter 1 for detailed instructions on setting up the Letter Library Directions to Display a List of Letter Library Codes 1 Place the cursor in the appropriate Letter Library Code field and press the Ctrl and L keys at the same time A pop up box will be displayed on the screen Scroll through the list using the keys or t...

Page 452: ...d Letter Library Code Enter a valid code To view a list of valid codes press the Ctrl and L keys at the same time FIELD not empty The Letter Library Code has been specified in the wrong field determined by the setting of the Print Sequence field Enter the Letter Library Code in the correct field NAME invalid The name of your Medical Records Officer contains one or more invalid characters Valid cha...

Page 453: ...ication Can you check the patients on this list with those on your patient list and return the Medical Record to this HA unless otherwise requested An entry on the last column of the FP22 indicates the number of previous applications for the record Medical Records for which up to 4 reminder requests have been sent are required as quickly as possible If you are not in possession of a record request...

Page 454: ...atients on this list with those on your patient list and return the Medical Record to this HA unless otherwise stated Requests for Medical Records on this list have been made previously An entry on the last column of the FP22 indicates the number of previous applications for the record Medical Records for which up to 9 reminder requests have been sent are required immediately If you are not in pos...

Page 455: ...return the Medical Record to this HA unless otherwise stated Requests for Medical Records on this list have been made on several occasions An entry on the last column of the FP22 indicates the number of previous applications for the record Medical Records for which over 9 reminder requests have been sent are required urgently We would be grateful if you would arrange for the record s to be sent to...

Page 456: ...e this screen to select the print sequence for FP69 labels Processing Labels should be processed at least once a week The FP69 application will produce a label for any patient for whom an FP69 status has been set since the previous job run For further details about FP69s refer to Section 3 Chapter 2 the AD screen PRINT PREPARATION is controlled by the RP screen PRINTING is controlled by the RR scr...

Page 457: ...rameter Screen SP System Parameters Qualifier D FP69 Parameters Print Sequencing A Alphabetic G GP code P Practice order S Practice order on GP order Alphabetically by GP code surname Current sequence A Directions to Set the Parameter Screen 1 Select the order in which you wish the print to be output in the Current Sequence field 2 Press Enter 1 22 Section 7 Version 2 94 ...

Page 458: ...e field A print Labels in alphabetic GP surname order G print Labels in GP code order P print Labels in alphabetical order by practice code S print Labels in practice order by GP code GPs in a partnership will be printed in order of seniority Error Message ERROR MESSAGE MEANING ACTION Invalid Character You have entered an invalid character in the Current Sequence field Valid characters are A G P o...

Page 459: ...are entered on the PE screen Use this screen to Select the print sequence for FP92s Specify whether contact telephone numbers are to be printed on the FP92s and if they are what they are Automate the production of download files of FP92 and FP96 information FP92s can be printed when required PRINT PREPARATION is controlled by the RP screen PRINTING is controlled by the RR screen Restart Procedures...

Page 460: ...utomate FP92 FP96 download file production Y N N Specify time at which the download file should be created 00hrs Directions to Set the Parameter Screen 1 Select the print order in the Current Sequence field 2 Specify whether contact telephone number should be printed on the FP92s by entering either Y or N 3 If you enter Y in the Contact telephone numbers field enter the telephone numbers and exten...

Page 461: ...tion Enter Y in this field if you wish the system to automatically produce a daily download of FP92 and FP96 information to UNIX Two files will be created one of FP92 and one of FP96 information These will be located in the destination reference defined on the SP S screen for job code UT FP926 The process that creates the file will send progress emails to the members of the FP926 email group on th...

Page 462: ...valid character in the Current Sequence field Valid characters are A N or X Or the Current Sequence field is empty Or the Automate FP92 FP96 download file production field is either empty or contains a character that is not Y or N TEL no invalid You have entered an invalid character in the Telephone Number field Valid characters are numeric characters blank or TEL no too short A telephone number m...

Page 463: ...sing In order to automate FP92 and FP96 file production there must be at least one entry for the FP926 email group on the SP M screen TIME invalid Enter a time in hours that is a whole number in the range 0 to 23 TIME missing If the Automate FP92 FP96 download file production field is set to Y a time must be entered TIME not req If the Automate FP92 FP96 download file production field is set to N ...

Page 464: ...nd if they are what they are If you wish to reset the Prepayment Reminder Charges use the FP96 Prepayment Charge screen option L on the SP Menu screen NOTE The system may be configured to automatically produce a daily download of FP92 and FP96 information to UNIX This is done via the SP E screen The text towards the bottom of the screen will indicate whether FP92 and FP96 download files are automa...

Page 465: ...ify contact telephone numbers Telephone Number Extn Home QT1 Large Unit Home HA Resident QT2 Large Unit Resident HA Resident QT4 Additional Resident HA Automated production of FP92 FP96 download files is turned OFF This can be amended using the SP E screen Directions to Set the Parameter Screen 1 Select the print order in the Current Sequence field 2 If you want to include contact telephone number...

Page 466: ...ent is registered with a fringe Q code the telephone number for the home Q code will be used Error Messages ERROR MESSAGE MEANING ACTION Invalid Character You have entered an invalid character in the Current Sequence field Valid characters are A N or X Invalid Character You have entered an invalid character in the Contact Telephone Number field Valid characters are Y or N TEL no invalid You have e...

Page 467: ...es QUERY MESSAGE MEANING ACTION BLANK telephone nos No telephone numbers are defined but the Contact Telephone Numbers field is set to Y TELEPHONE nos off Telephone numbers are defined but the Contact Telephone Numbers field is set to N 1 32 Section 7 Version 2 94 ...

Page 468: ...ot the Acceptance Amendment will be allocated an Exclusion Code AJ BOAJ and that Acceptance Amendment will have to be processed manually or it will be rejected on the ID Screen You should use the HO screen if you want to validate the RI Code and postcode within a patient Acceptance Amendment where the RI Code on the RI screen is a Nursing Residential home under terms of the New GP Contract Use the...

Page 469: ...er of G and press Enter Example New GP Contract Parameter Screen SP System Parameters Qualifier G New GP Contract Parameters Enable Residences Postcode Checking Facility Y N N Directions to Enable Residences Postcode Checking Facility 1 Enter Y in the Enable Residences Postcode Checking Facility field 2 Press Enter 1 34 Section 7 Version 2 94 ...

Page 470: ...Parameter Screen Enable Residences Postcodes Checking Facility Enter Y or N to enable or disable the residences postcodes checking facility Error Message ERROR MESSAGE MEANING ACTION INVALID character You have entered an invalid character Enter either Y or N Version 2 94 Section 7 1 35 ...

Page 471: ...quested A patient is registered on the ID screen with an acceptance code 1 6 ID Codes 1 Birth 2 1st Acceptance 3 Transfer in 4 Immigrant 5 Ex Services 6 Internal Transfer Z68s can be printed when required It is recommended that this is done at least once a week PRINT PREPARATION is controlled by the RP screen PRINTING is controlled by the RR screen Restart Procedures These are described in Section...

Page 472: ...Parameters Qualifier H Z68 Parameters Print Sequencing Select sequence in which Z68 s are to be printed A Alphabetic G GP code P Practice order S Practice order on GP order Alphabetically by GP code surname Current sequence A Directions to Set the Parameter Screen 1 Select the order in which you wish the print to be output in the Current Sequence field 2 Press Enter Version 2 94 Section 7 1 37 ...

Page 473: ...equence field A print Z68s in alphabetic GP surname order G print Z68s in GP code order P print Z68s in alphabetic practice code order S print Z68s in practice order by GP code GPs in partnerships will be printed in order of seniority Error Message ERROR MESSAGE MEANING ACTION Invalid Character You have entered an invalid character in the Current Sequence field Valid characters are A G P or S 1 38...

Page 474: ...un a validation check to ensure that the M R is still outstanding An Urgent Request will not be printed if the M R status field has been changed from either AFH Awaited from previous HA or AGP Awaited from previous GP Ensure that the Medical Record Officer field has been completed on the FH screen before preparing Urgent Medical Requests If the Medical Record Officer field is left blank on the FH ...

Page 475: ...ecord Request Parameter Screen SP System Parameters Qualifier I Urgent Medical Record Request Parameters Letters to previous GPs L L Code 1st Letter 1R Reminder Letters 1RP The elapsed time in weeks between producing 1st and subsequent letters 1 Letters to previous HAs L L Code 1st Letter 1RT Reminder Letters 1RTP The elapsed time in weeks between producing 1st and subsequent letters 1 Reserved wo...

Page 476: ...y typing it in manually or by selection via a pop up box see next page Letters should reflect the urgency of the request Elapsed Time Before Reminder The time in weeks that you wish to pass before reminder letters are sent Letters To Previous HA 1st Letter Reminder Letter Enter the Letter Library codes A Letter Library code can be entered either by typing it in manually or by selection via a pop u...

Page 477: ...he cursor in the appropriate LL Code field and then press the Ctrl and L keys at the same time A pop up box will be displayed on the screen Scroll through the list using the keys or the Page On Page Back keys 2 To automatically update the field highlight your choice and press Return Error Messages ERROR MESSAGE MEANING ACTION RANGE 1 to 99 You have entered an invalid character in the Elapsed Time ...

Page 478: ...he HA database via the ID screen with addition codes 1 5 will have core registration details forwarded to NHSCR via the link for attempted matching If a patient has been registered with the addition code 1 2 4 and 5 and NHSCR can find no record of a previous registration then patient details will be passed to the Label print preparation file If a patient has been registered with the addition code ...

Page 479: ...mple M R Label Parameter Screen SP System Parameters Qualifier J M R Labels Parameters for 1st Acceptances Births Labels Sequencing A Alphabetic D Patient surname G Senior GP on patient within GP surname order surname surname P GP Code order S Senior GP code R Route Name Stop order Number GP Code Current sequence R Include Route Name and Stop Number on 1st MR labels Y N Y Directions to Set the Par...

Page 480: ... possible to select a label sequence of R if no Route Names have been entered on the SP Q screen Include Route Name and Stop Number on 1st MR labels Y N Enter Y in this field if you want to include the route name and stop number on MRE and ADMRE labels printed on a laser printer otherwise enter N or leave the field blank NOTE You cannot leave the field blank if you have entered R in the Current Se...

Page 481: ...e separated during printing under two headings INTERNAL TRANSFERS TRANSFERS IN NO ORIGINAL AVAILABLE If there are no labels to be printed under a particular heading a line with the heading title will still be printed Labels will be printed in alphabetic surname order by sex starting with Males Females and lastly Indeterminates each sex group will be separated by a row of starred labels Whichever p...

Page 482: ...tem Parameters Qualifier K M R Labels Parameters for Rem In Int Transfers Labels Sequencing A Alphabetic D Patient surname G Senior GP on patient within GP surname order surname surname P GP Code order S Senior GP Code order Current sequence A Directions to Set the Parameter Screen 1 Select the order in which you wish the print to be output in the Current Sequence field 2 Press Enter Version 2 94 ...

Page 483: ...ith patients in surname order G print labels in senior partner surname sequence within a partnership P print labels in practice code order alphabetically S print labels in practice order by GP code The sequence choice will be determined by your HA Whichever sequence you select the same patient details will be included on the labels GPs in a partnership will be printed in order of seniority Error M...

Page 484: ...s When a Prepayment Certificate is due to expire the HA may send the patient a Reminder Notification FP95 to reapply Reminder Notifications are queued for processing on the RC screen for further details see Section 2 Chapter 3 Use this screen to Set Prepayment Prescription rates Set Reminder Notification rates Patients who have requested a prepayment certificate are entered on the PE screen To set...

Page 485: ...harges it should be noted that any prescriptions and reminders prepared for printing will be charged at the old rate Annual Rate 4 Monthly Rate Prepayment Cert 35 50 13 50 Prepayment Remind 40 00 14 50 Directions to Set the Parameter Screen 1 Enter amend the Annual Rate and 4 Monthly Rate Prepayment Cert field 2 Enter amend the Annual Rate and 4 Monthly Rate Prepayment Remind field 3 Press Enter N...

Page 486: ...y Rate The charge for a 4 month Prescription Prepayment Certificate Reminder Notification Annual Rate Annual Prepayment Certificate Reminder Notification 4 Monthly Rate 4 monthly Prepayment Certificate Reminder Notification Error Message ERROR MESSAGE MEANING ACTION RANGE is 0 00 to 999 99 You have entered an invalid rate Only numeric characters are valid i e in a range from 0 00 to 999 99 Version...

Page 487: ...ot be deleted Email Domain Validation The SP M screen also contains additional validation which will if it is switched on restrict the entry of email addresses to those which belong to a particular domain For example you may wish to restrict emails to only go to those people within the nhs net domain For example switching this validation on for the BSS group and making sure all members of that gro...

Page 488: ...h is pre defined on the system The valid codes are listed in the table below together with a brief description of their use Code Description ADDCD This code is used to notify Breast Screening System users when a new address code has been set up on the AT screen AJSER This code is used to automatically notify group members via email when an analysis job which has been set up as part of the Job Sche...

Page 489: ...on of the FP92 FP96 download files and the number of records the files contain FPUP This email group is used to email the specified users when a problem occurs with an AJ FPUP automated upload GPEND This code contains a list of NHAIS agency staff who should be notified whenever a GP is ended on another NHAIS system where that GP is also represented on this NHAIS system This ensures that whenever a...

Page 490: ...code whenever a PDS update being handled by the PDS Update Queue UQ goes into error on the UQ screen PPD An email is automatically sent to all the addresses associated with this code whenever a drugs file is received into the NHAIS system from the PPD which then requires that a member of staff within the NHAIS agency processes this received data RADED This is used for notifying users of any incomp...

Page 491: ...R ID non exist The user ID entered is not defined on the system USER ID no email The user ID entered has not had an email address set up on the UA screen yet NOTHING changed An amendment request has been entered with no actual changes recorded EMAIL not secure The email address is not considered to be a secure address for the sending of personally identifiable data according to the NHSnet secure d...

Page 492: ...ng data entry and validation Use this screen to Set parameter options to enable foreground matching of patient addresses against PAF Matching will be attempted if the patient has existing address details amended or if a patient is registered on the ID screen or LX LR GP Links screens Set parameter options to enable linking of matched addresses via the background job AJ BAML NOTE Parameter options ...

Page 493: ...hing required field either Y to enable foreground matching or N if foreground matching is not required continue from step 3 below 2 Enter the selection for the Related address code matching Part premise matching Advisory locality fuzzy matching and Abbreviated entry fields 3 Enter your selection in the Linking required field either Y to enable background linking or N if background linking is not r...

Page 494: ...es to perform related address code matching This is where an exact match cannot be found using the patient s address code but a relationship to another address code exists and a match can be found using this related address code Part premise matching This field may only be set to Y if the Matching required field has been set to Y and the Link on part premise match field has been set to Y Y Enter y...

Page 495: ...ackground job AJ BAML to link an address that has matched using related address code details Link on part premise match This field may only be set to Y if the Linking required field is set to Y Y Enter yes to enable the background job AJ BAML to link an address that has matched using part premise matching Error Messages ERROR MESSAGE MEANING ACTION INVALID character To switch a parameter option on...

Page 496: ...re a pop up box is normally displayed using Ctrl and L will now be displayed by using key sequence Ctrl and B By default the Ctrl key sequences are set as follows Ctrl pop up display box help also activated by Ctrl Shift and Ctrl A moves cursor to start of input field Ctrl D blanks out the current contents of an input field Ctrl F fast freeze 1 Ctrl H Displays on line 2 the URL of the index to the...

Page 497: ...ndex to the URM documentation H K Displays on line 2 the URL of that screen s URM documentation K L Pop Up List Selection Box L P Fast Freeze 2 P R Fast Freeze 3 R T Pop Up PDS Trace T NOTE Changes input here will not affect any SAT screens Example Initial Maintain Ctrl Key Sequences Screen Page 2 SP System Parameters Qualifier O page Maintain CTRL Key Sequences This Screen allows you to amend the...

Page 498: ... T Ctrl U Ctrl V Ctrl W Ctrl X Ctrl Y Ctrl Z Ctrl also activated by Ctrl Shift and Error Messages ERROR MESSAGE MEANING ACTION CTRL KEY invalid You must enter a valid Ctrl key combination Only 1 chg allowed You may only change one local Ctrl key function at a time Already exists The Ctrl key sequence you have entered already exists Version 2 94 Section 7 1 63 ...

Page 499: ...s for amending or deleting existing text The reason code refers to the FP69 reasons 1 to 8 as follows 1 No Response to Correspondence 2 Returned by Dead Letter Office 3 NHSCR Unable to Trace Patient 4 Notification of Property Destruction 5 Database Reconciliation 6 Temporary NHS Number 7 Multiple Occupancy 8 Other Reason The Type field relates to the field on the AD screen R for the Reason for FP6...

Page 500: ...shown in either the pop up windows for the Reason for FP69 Action or Free Text fields on the AD screen Example Initial FP69 Reason Free Text Selections Screen SP System Parameters Qualifier P FP69 Reason Free Text Selections Reason Type R F Text Actn Reason Type Text Action field A to Amend D to Delete Example FP69 Reason Free Text Selections Parameter Screen with New Text Added SP System Paramete...

Page 501: ...specify that you are entering or amending free text to be used by the pop up window for the Free Text field on the AD screen Text This is the text that will be displayed in the pop up windows for the Reason for FP69 Action and Free Text fields on the AD screen Enter the text to be displayed in the pop up windows NOTE You cannot enter more than 44 characters including spaces for the text Actn This ...

Page 502: ...his text for this reason code and type already exists ACTN must be D or A The action field may only contain A or D to indicate that the entry is to be amended or deleted Delete or Amend There is nothing in the action field Do you want to delete or amend the entry ACTION missing Reason Type or text fields have been changed but the action field is blank Do you wish to amend this entry ACTION no chan...

Page 503: ...or deleting existing route names Where an amended route name has been used on the PC Practice Details screen the entry on the PC screen will also be amended When a route name is deleted any entry on the practice details screen for that route name will also be deleted Directions to Set the Courier Route Names Screen 1 Enter a key of SP with a qualifier of Q and press Enter 2 Use the top part of the...

Page 504: ...rophe characters If you are amending an existing route name use the Route Name field in the lower part of the screen in conjunction with the relevant Actn field Actn In order to amend an existing route name enter an A in the Actn field and make your amendment in the accompanying Route Name field If you wish to delete a route name enter D in the Actn field and press Enter NOTE The screen will allow...

Page 505: ...ter A in the Actn field you must also change the corresponding route name ROUTE missing If you enter A in the action field the route name must not be removed Use an action of D to delete a route name CHANGE no action The route name has been amended but there is no A in the corresponding action field Delete or Amend Displayed if an Actn field contains a value of D and the corresponding route name h...

Page 506: ...e to be used on your system 6 Set the following two fields in line with policy at your site 7 To implement RPP tables as a rolling program enter N in the fourth field Once all tables have been defined this field should be set to Y 8 Set the acceptance margin in line with policy at your site 9 Press Enter Example RPP Table Parameter Screen SP System Parameters Qualifier R RPP Mileage Table Paramete...

Page 507: ...r All GPs Y N This option will enable you to implement RPP Tables on a practice by practice basis This field should be set to N until all required RPP Tables have been created to ensure that only GPs partnerships with RPP Tables are checked Setting this option to N will prevent query messages for patients whose GP Table has not yet been set up Once all Tables have been created this option should b...

Page 508: ... to either Yes or No INVALID character The acceptance margin must be a number from 0 to 99 Re enter RPP not in use The RPP option is switched off but an associated option is switched on NO auto RPP credit The Automatically Override field can only be set to Y if the Credit GPs Automatically field is set to Y Version 2 94 Section 7 1 73 ...

Page 509: ...e destination for the downloaded data UNIX directory This can be done for each of the jobs listed on the screen as shown in the figures on the next page The complete procedure for downloading data to UNIX is fully described in the Print Management Reference Manual Directions to Set the Host Download Parameters Screen 1 Enter a key of SP with a qualifier of S and press Enter 2 For each of the jobs ...

Page 510: ...AJ CYIC OPTION8 UNIX Y tmp AJ ICRF STATS UNIX Y tmp AJ KC63 STATS UNIX Y tmp AJ KM53 STATS UNIX Y home twr AJ LLSE LETTERS UNIX Y tmp AJ NACD NACDA UNIX Y home twr AJ NACD NACDB UNIX Y tmp AJ PPVA LETTERS UNIX Y tmp AJ RAUD AUDIT UNIX N tmp AJ RP HMR101 5UNIX Y tmp Example Host Download Parameters Screen Page 2 SP System Parameters Qualifier S page Host Download Parameters Job Print Host Active De...

Page 511: ...ination reference The name of the UNIX directory where the downloaded data will be stored For jobs where the Active flag has been set to Y this field must contain a valid UNIX directory name Error Messages ERROR MESSAGE MEANING ACTION INVALID host You have entered something other than UNIX in the Host field INVALID character You have not entered either Y or N in the Active field NO at start A UNIX...

Page 512: ...ived from linked Practices 3 Set the second field to Y if you want the system to automatically add RPP information from your system s RPP tables to TR and INT claims for which the GP has not actually included any RPP information If you only want to verify RPP information contained in TR and INT claims against the RPP tables without adding RPP information to claims then this field should be set to ...

Page 513: ... in TR and INT claims against the RPP tables without adding RPP information to claims then this field should be set to N Automatically Override with RPP Table Values Y N This field should be set to Y if you want the system to automatically replace any RPP information within received TR and INT claims with values from your system s RPP tables If you do not want the system to automatically replace R...

Page 514: ... Address Code based RPP tables for that GP Partnership will be scanned to see if an RPP table entry exists for that Address Code If so this RPP table entry will be used Claims will be processed as follows If the first field on the SP T screen is set to N i e the RPP tables are NOT to be used to validate RPP information in received TR and INT claims then the validation will be carried out as before...

Page 515: ... the SP T screen is set to Y i e the RPP tables ARE to be used to validate RPP information in received TR and INT claims and the third field is also set to Y i e you DO want the system to automatically replace claimed RPP values with values from the RPP tables then o If an RPP table entry is found the received RPP information in the claim will be replaced by the information in the traced RPP table...

Page 516: ...orary Address within the claim to match entries in your Address Code Table 2 Assuming that you decide to use the SP T facility you may wish to review the existing streamlining settings of the Query Messages RPP MILEAGE 0 RPP MILEAGE 10 and WALKING UNITS 15 Error Messages ERROR MESSAGE MEANING ACTION INVALID character The field must be set to either Yes or No INVALID character The acceptance margin...

Page 517: ... Enter a key of SP with a qualifier of U and press Enter 2 Enter Y or N in the eight fields as required 3 Press Enter Example AJ BOAJ LX ID and AJ DPAJ Parameters Screen SP System Parameters Qualifier U AJ BOAJ Parameters Allow Key data manipulation for Acceptances Y N Y Print UTR Report in Partnership Code order Y N Y Treat Reconciliation in same Partnership as same GP Y N N LX Parameters Postcod...

Page 518: ...th forenames database forenames overwriting transaction forenames NHS number insertion and so on Conversely setting it to N means AJ BOAJ will be more rigid in its matching which in turn will result in fewer apparently definite matches Print UTR Report in Partnership order When this flag is set to Y the Unmatched Transactions Report will print in partnership order Thus the transactions in each sec...

Page 519: ...ed with dummy GP When this is set to Y it is mandatory for registrations and address amendments made on the ID screen to have a postcode if the patient is registered with a dummy GP that is a GP where the GP code starts ZZZ AJ DPAJ Parameters There are two parameters for AJ DPAJ Include Patient Surname Statistics When this flag is set Y patient surname statistics will be included within the statis...

Page 520: ...Registration Reference Manual SYSTEM PARAMETERS SP Error Message ERROR MESSAGE MEANING ACTION INVALID character Only Y or N allowed Check and re enter as appropriate Version 2 94 Section 7 1 85 ...

Page 521: ...r Deductions at Doctor s Request DDR A Deduction at Doctor s Request DDR is given a Deduction Code when it is set up on the DL DDR screen Codes of Normal and Out of Area are subject to a time delay before they are automatically processed For Normal the delay would normally be 8 days For Out of Area the delay would normally be 30 days This screen allows for these default values to be modified if re...

Page 522: ...n the RP screen unless both the MRT and MRTA print types are not required Directions to Set the Registration Print Parameters Screen 1 Enter a key of SP with a qualifier of W and press Enter 2 For each registration print you need enter Y in the relevant Required field Enter N in those fields where you do not need the print 3 Press Enter Example Registration Print Parameters Screen SP System Parame...

Page 523: ... required if the print type has a status of Printed or Cancelled on the RR screen FP4s Automated The FP4 print type may not be set to not required if automatic production of FP4s is enabled on the SP B screen FP92s FP96s Automated The FP92 and FP96 print types must not be set to not required if automatic production of FP92s and FP96s is enabled on the SP E screen Query Message ERROR MESSAGE MEANIN...

Page 524: ...cal Record Envelope MRE will transition from their old Practice to their new Practice via each Practice s NHAIS System Agency Where an NHAIS Agency runs both NHAIS Systems there is no requirement for an MRE label to be created and printed via the MR Label Printing Application on the losing NHAIS System This screen allows you to specify which other NHAIS Systems are operated by the Agency running t...

Page 525: ...erence Manual Error Messages ERROR MESSAGE MEANING ACTION CIPHER invalid Cipher does not exist CIPHER Home Cannot enter the cipher of this system CIPHER duplicated You have entered the same cipher more than once 1 90 Section 7 Version 2 94 ...

Page 526: ...riptions It is possible for support personnel to set a flag which will make the data displayed on the SP Y screen completely read only NOTE If this flag has been set the SP Y screen will be completely read only You will not be able to add a new box label description or to amend or delete any existing box label descriptions A range of box label descriptions have been devised for possible national c...

Page 527: ...xes containing MREs for both live and deceased male patients This label description corresponds to a box with characteristics XM found within the box number If established within your NHAIS System the label descriptions above will be read only entries so cannot be amended or deleted In the unlikely event of a site wishing to use the SP Y screen to add a box label description to the system any such...

Page 528: ...nter Example MRE Box Label Description Text Screen SP System Parameters Qualifier Y MRE Box Label Description Text Label Description Actn Label Description Deceased Female Deceased Male Live Female Live Male Action field A to Amend D to Delete In the example screen above the site is storing MREs in separate boxes based on the patient s gender and whether the patient is live or deceased As a result...

Page 529: ...umeric space hyphen period comma and apostrophe DESC already exists The new label description already exists MULTIPLE Amends You may only amend one entry at a time ADD vs Action You cannot add a new label description and amend an existing one at the same time DESC missing The Actn field has been set to A amend and the label description blanked out This is an invalid action Enter D in the Actn fiel...

Page 530: ...M PARAMETERS SP Query Message ERROR MESSAGE MEANING ACTION DELETE Label Description s You have entered a D in the Actn field to delete a label description Are you sure you want to delete this label description Version 2 94 Section 7 1 95 ...

Page 531: ...s MRE Box Number recording enabled Y Validate MRE Box Number Prefixes Y page on to enter valid prefixes for MRE box numbers Validate contents of non local MRE boxes Y Test MRE Box Number Barcode ML screen patient list order S urname N HS No D ate D Non local MRE box contents validation rules Patient Type Box Type Deceased Female Indeterminate XF Live Deceased Female Indeterminate Deceased Male XM ...

Page 532: ...ty works as follows if this field is set to Y the first MRE assigned to a new non local MRE box number will determine the characteristics of that box number By the above example screen on page 96 If the first MRE assigned to the box is for a deceased female the box will assume the characteristics of XF Validation will only allow an MRE for a live or deceased female to be assigned that box number S...

Page 533: ...ARDVARK3 B 2 4 6 8 10 12 C 7 D 1 EF 2 F 20 GG 2 HE 2 KC LF0 6 KC LX0 KPCSKMRY 8 T654 Action field A to Amend D to Delete Understanding the MRE Box Number Prefixes Screen Page 2 of the SP Z screen is used for maintaining MRE box number prefixes and an optional length for the box number for non local boxes Local box numbers are not validated against this value These prefixes can be between 1 and 10 ...

Page 534: ...s In this example CROW56789 with nine characters would be a valid box number However CROW5123 with only eight characters and CROW590909 ten characters would not be valid box numbers NOTE Length is not a mandatory field so if a length value is specified validation will ensure that the box number has the correct number of characters If no length value is specified no such length validation will be u...

Page 535: ... delete has been entered in the Actn field CHANGE no action An existing prefix has been changed but nothing has been entered in the Actn field LENGTH invalid An entry has been put into the Length field which is either not numeric or not between 1 and 20 or is a value less than the length of the corresponding prefix LENGTH exists This length already exists for the prefix Query Message Page 1 ERROR ...

Page 536: ...creen The MR Medical Record Selection screen allows you to specify search criteria in order to find and update patient medical record statuses You can search in three ways by patient details such as NHS number name and date of birth by organisation such as GP practice and current medical record status or by organisation and the reason and or date of movement ...

Page 537: ... a patient is registered with the acceptance code 3 the system will usually automatically assign an M R status of AFH Awaited from Previous HA However if there is an entry for the patient on the RE screen where the practice matches the practice of registration and if the patient has been previously deducted the deducted M R status is not AFH ACR AGP or RFH the system will automatically assign an M...

Page 538: ...nvelope only to GP and the patient s transaction type is set to 3 Transfer in or 6 Internal Transfer If required the Label field on the MR screen can be used to request an ad hoc label for the patient NOTE A label cannot be requested if the patient is registered with a dummy GP or has a temporary NHS number M R Logged In List Patient details will be passed to the list if the M R status is set to a...

Page 539: ...he patient is deducted and the M R status is set to one of the following M R Status Code Deduction Code Reason RFH Retained at HA D Death E Embarkation SER Services M H Patient of a Mental Hospital O R Other Reason R U Returned Undelivered DDR Deducted at Doctor s Request DPR Deducted at Patient s Request FCR Forwarded to NHSCR S D Service Dependant FFH Forwarded to HA R Removal to Another HA NOR ...

Page 540: ...N N N1 N Y Y Y Y Y2 Y Y3 Y Y N APR N Y Y N1 Y Y Y Y Y Y Y Y Y N FFH N Y1 Y1 N N1 Y Y Y3 Y3 Y Y3 Y3 Y3 N FGP N Y1 Y1 N Y N1 Y3 Y3 Y3 Y3 Y3 Y3 Y3 N FCR N Y1 Y1 N Y Y N1 Y3 Y3 Y3 Y3 Y3 Y3 N NOR N Y1 Y1 N Y Y Y N1 Y Y Y3 Y3 Y3 N NOT N Y1 Y1 N Y Y Y Y N1 Y Y3 Y3 Y3 N RFH N Y1 Y1 N Y Y Y Y Y N1 Y3 Y3 Y3 N CGP N Y1 Y1 N Y3 Y3 Y3 Y3 Y3 Y N1 Y3 Y3 N EFG N Y1 Y1 N Y Y Y Y3 Y3 Y3 Y3 N1 Y3 N EFH N Y1 Y1 N Y Y...

Page 541: ...to F AGP 6 FGP F AFH Any code except D E SER DDR DPR M H O R FGP F AFH R FFH F AGP R FFH F ACR R FFH F ACR Any code except S D FGP F ACR S D FCR F AGP S D FCR R AGP D E SER DDR DPR M H O R R U RFH R AFH D E SER DDR DPR M H O R R U RFH X Any code Any code NO UPDATE You should also be aware of the following The system will not accept an M R status update to AFH awaited from previous HA unless o ther...

Page 542: ... affected and updates will take place If required the M R status may be manually amended If the M R status is changed from APR to ACR or AFH because the HA have accepted an amendment from NHSCR that the patient has been registered at a previous HA NHSCR will pass previous HA cipher details to the Registration database If NHSCR confirm that a patient should be registered as a Birth 1 or Immigrant 4...

Page 543: ...M R Status Codes Registration Reference Manual 1 8 Section 8 Version 2 72 ...

Page 544: ...the screen as well as flags which are used when printing medical records via the MR NHAIS Label Printing Application Screen Layout The top half of the MR screen is used to enter patient specific search criteria NHS number surname forenames and date of birth The lower half of the screen is used to search by GP code partnership code HA cipher or Q code and by either current medical record status or ...

Page 545: ... of birth their current medical record status the date the current status was changed the reason for movement the addition or deduction code the date of movement NOTE When using the MR screen to search for patient medical records please be aware of the following If you search using an NHS number you cannot use any other search criteria You can only search using either patient criteria in the upper...

Page 546: ... a medical record label You can also fast freeze to one of several screens from the MR screen and these are listed on page 13 Using the MR Flag Screen The MR Flag screen is used to set the initial cursor placement on the MR screen change for a patient and to set the darkness of label prints For more details see Directions to Display the MR Flag Screen on page 15 Version 2 94 Section 8 2 3 ...

Page 547: ...e you enter a comma for example SMITH 01 01 1950 FLAG to enter the MR Flag screen See page 15 2 Press Enter 3 You can also search using organisation specific details by entering a key of MR with a blank qualifier Enter a previous GP partnership code Q code or HA code This field is mandatory for this type of search Next enter a current medical record status and optionally the date the status change...

Page 548: ...r an NHS number Remember if you enter an NHS number you cannot specify any other search criteria NOTE The next three fields Surname Forename s and Date of Birth can be used together Surname Enter a patient s surname The hyphen apostrophe and space characters are all valid in this field You can also use a Soundex search in this field by entering an at symbol after the surname Forename s This is an ...

Page 549: ...l Record NOR No original available NOT Not required RFH Retained at HA You can select a valid status code from a pop up box by pressing Ctrl L MR Medical Record Selection Qualifier MEDICAL RECORD SELECTION CRITERIA List of Valid Status Codes mbinations of the following AFH Awaited from previous HA AGP Awaited from previous GP APR Awaiting reply from NHSCR CGP Cancelled rec returned to GP EFG Envel...

Page 550: ...nal Transfer A C Adopted Child D Death Pr DDR Deduction at GPs req ctice code or H Cipher DPR Deducted at persons req Qu E Embarkation M H Mental Hospital and O R Other reasons PT Int Trans in P ship or PX Int Trans in P ship by Addr R Removal to another area Addition code and R A New HA same GP G oto ction or Addition Figure 3 MR Screen with Reason Codes for Medical Records Pop up Box The reason ...

Page 551: ...have specified When you have found the specific patient you are looking for you will see the MR patient details screen an example of which is shown in Figure 4 MR Medical Records Qualifier 222 222 2222 page Surn Harlesworth Baniste Mrs NHS No 222 222 2222 Fore Barbara Address 1 Hunter Lane Prev Charlesworth Baniste Aaaaaaaaaaaaaaaaaaaaaaaaaaaaaa DoB 29 02 1924 Sex F Exeterrrrrrrrrrrrrrrrrrrrrrrrr ...

Page 552: ... in the Qualifier field and press Ctrl Shift MR Medical Records Qualifier 222 222 2222 Surn Harlesworth Baniste Mrs NHS No 222 222 2222 Fore Barbara Address 1 Hunter Lane Prev Charlesworth Baniste Aaaaaaaaaaaaaaaaaaaaaaaaaaaaaa DoB 29 02 1924 Sex F Exeterrrrrrrrrrrrrrrrrrrrrrrrr GP Name SPANGLES Franklin Postcode EX6 5RR Q Code QT2 GP Code 000010 Partnership Code 000010 National Code 897010 PR Cur...

Page 553: ...cords Pop up Box M R Status Enter the medical record status in this field For records with a status of either AFH awaiting from previous HA or AGP awaiting from previous GP you will be able to access a fast update pop up box within this field To display the fast update pop up box place the cursor in the first part of the field between the two left hand square brackets and press Ctrl L MR Medical R...

Page 554: ... EFH Envelope only to HA For Transfers In only FCR Forwarded to NHSCR HA SUN Med Card N FFH Forwarded to new HA GP Name HOLDSWORTHY FGP Forwarded to new GP Address THE OLD GRANARY NOR No original available HUDDLESTON NOT Not required EREHWON 24 01 1989 G oto Figure 8 MR Screen with Valid Status Code Pop up Box NOTE If a medical record status of RFH is entered for a patient that is currently regist...

Page 555: ...in this field For live patients the label will be queued under the job name ADMRE For deducted patients the label will be queued under the job name ADMRED Enter N in this field when amending the MR status to suppress the production of MR labels of type MRED and MRT If a label would have been produced had N not been entered an entry will be made on the MR logged in list Enter C in this field to can...

Page 556: ... Box numbers must be up to 20 alphanumeric and space characters MR Medical Records Qualifier 777 777 7777 INS MRE Box Number GP Code 000006 Partnership Code 000008 National Code 851006 PR 856565 Current Medical Record Details M R Status RFH Date New GP HA Reason for Movement Current Status Awaited from previous GP Clin Notes Fwd Label Figure 10 MR Screen with MRE Box Number Pop up Box Additionally...

Page 557: ...MR Screen Registration Reference Manual RB screen Patient s MRE Boxes press Ctrl E in the Key Qualifier Fast Update or M R Status fields 2 14 Section 8 Version 2 94 ...

Page 558: ...g Screen Display the MR screen with the cursor in the Fast Update field Y N This field allows you to set the initial position of the cursor for a patient on the MR screen Enter Y to initially place the cursor in the Fast Update field or N to place the cursor in the Key field NOTES If the system setting for the cursor to be initially placed in the Fast Update field is set you will not be able to ch...

Page 559: ...ou wish to make the labels print darker enter D in the Label Darkness field and a value of between 1 and 20 in the Level field where 1 in the lightest and 20 is the darkest If the standard label is too dark go for a lighter value by entering L in the Label Darkness field and a value of between 1 20 in the Level with 20 being a very light font Do you wish Deducted labels to print Cipher instead of ...

Page 560: ...mat Re enter the date of birth in either DD MM YY or DD MM CCYY format Enter correct STATUS N for no has been entered in the pop up box asking for confirmation that a status of RFH is correct for this patient Enter the correct status for this medical record Enter NHS no only You have tried to search for a patient using both an NHS number and another search element You can either search using only ...

Page 561: ...n the format DD MM YY or DD MM CCYY MVMT REAS invalid You have entered an incorrect reason for movement code Check and re enter NHS No invalid The NHS number entered contains invalid characters Enter only alphanumeric characters A Z or 0 9 or space question mark or forward slash NHS No too long You have entered too many numbers for the NHS number Check and re enter No label to cancel You have ente...

Page 562: ...d a date of birth which is in the future Check and re enter QUALIFIER Date of Birth invalid There are invalid characters in the date of birth you have entered as part of the qualifier Check and re enter QUALIFIER Forenames entered without surname You have attempted to search using a patient s forename without also entering a surname Enter a surname QUALIFIER Forenames invalid You have entered inva...

Page 563: ... or a reason for movement code in the required field You can use a pop up box to select an entry from either of these fields by pressing Ctrl L STAT vs MVMT search You have tried to search using both current status and reason for movement Delete one of the entries and try again STATUS change invalid This change of status is not permitted Press Ctrl L for a list of valid status codes STATUS invalid...

Page 564: ... press Enter to confirm the change M R date OK The M R status date has defaulted to today s date If this is correct press Enter to confirm the change M R status and date OK The fast update field has been used Press Enter to confirm that the new M R status and date are correct Produce Adhoc M R Label Press Enter to confirm that a label is required STATUS changed to Awaited Press Enter to confirm th...

Page 565: ...ARKNESS missing Darkness field is empty DARKNESS invalid Must be S L or D LEVEL must be 0 If a standard darkness then the level can only be 0 LEVEL not numeric If a lighter or darker level is required it must be a numeric value LEVEL 1 20 too high A maximum value of 20 is allowed LEVEL 1 20 too low A minimum value of 1 is allowed CIPHER missing Printing of Cipher if available is empty CIPHER inval...

Page 566: ...Registration Reference Manual MR Screen Version 2 94 Section 8 2 23 ...

Page 567: ...ters are selected on the SP application For further details on SP see Section 7 Validation Before Requests are printed the system will run a validation check to ensure that the M R is still outstanding Patient details will automatically be deleted from this application when the M R status has been changed on the MR screen from AFH or AGP1 Please ensure that the Medical Record Officer field has bee...

Page 568: ... of their Medical Records has been received Entries on this list will be deleted automatically when the status indicates that the Medical Record has been logged in Specification Enter the required NHS Numbers below NHS Number NHS Number NHS Number AA112233B B123Z TEST1 Directions to Add a Patient 1 Enter the patient s NHS number in the NHS Number field 2 Press Enter to update the screen The messag...

Page 569: ...rrect number MR not outstanding The M R status for the NHS number you have entered is NOT set to AFH or AGP Check that this patient still requires an Urgent Medical Record Request letter NHS No on hit file The NHS number has already been added to the UR application Check that you have the correct patient details Online Help Access on line help by entering a key of and a qualifier of UR ...

Page 570: ...n shaded Note that these samples include reserved words Policy on the use of reserved words will be determined by your HA Up to 25 lines of free text may be inserted into HA letters and 16 lines may be inserted into GP letters The system will automatically insert all the other information for example Medical Record Officer name HA address patient s name previous or extra names and so on when the U...

Page 571: ...h Previous Name s Extra Name NHS Number NHSTEST1 Date of Birth 21 06 1960 Address in your area The House The Road The Town Doctor in your area William Smith This patient was accepted on URRES1 by a doctor in this area who urgently requires the relevant medical record I would be grateful therefore if you would make the necessary arrangement to forward the record to this office as soon as possible A...

Page 572: ...Madam Name Mr R Holsworth Previous Name s Extra Name NHS Number NHSTEST1 Date of Birth 21 06 1960 Address in your area The House The Road The Town Doctor in your area William Smith Further to my letter dated URRES2 I have not yet received the medical record for this patient I would be most grateful if you would arrange for the record to be sent to this office without further delay If the doctor in...

Page 573: ... Dear Doctor Name Mr R Holsworth Previous Name s Extra Name NHS Number NHSTEST1 Date of Birth 21 06 1960 The medical record for this patient is required urgently by his her new doctor A request for this record was made on URRES2 I have not received the medical record to date and would therefore be grateful if you would arrange for it to be sent to this office without further delay If you are not i...

Page 574: ...UR Urgent Request Registration Reference Manual 3 8 Section 8 Version 2 27 ...

Page 575: ...ay be stored at the HA when a patient is deducted from the live register with one of the codes listed below A C Adopted Child D Death DDR Deducted at Doctor s Request DPR Deducted at Patient s Request E Embarkation M H Mental Hospital O R Other Reason R A New HA same GP R Removal R C Registration cancelled S D Service dependant SER Services Medical Records placed in suspension are issued with a M ...

Page 576: ...uld have to be written on each MRE if this indexing system were adopted The Suspended Print will identify each MRE by the movement code as well as by patient surname In this way the print can be used as a shopping list by members of staff retrieving MREs stored alphabetically or numerically A Suspended Print may be prepared printed when required possibly on a daily basis PRINT PREPARATION is contr...

Page 577: ...lled S D Service dependant SER Services Movement Code A system generated code from 000001 999999 This numeric code can be used as a quick indexing system for MREs stored at the HA The movement code will have to be manually written to the MRE if this indexing system is to be adopted NHS No Patient s NHS number Patient Title Surname Forename s The patient s title and full name followed by any previo...

Page 578: ...sion 2 27 Any exceptions found while printing the list of reinstated patients will be detailed under the headings Persons who have been deducted from the live register Persons who have been deleted from the system Medical Record details not now present for this patient ...

Page 579: ...xample AGP AFH APR or ACR and the M R status is amended to a non awaited code Details will not be passed to the application If the M R status is set to FGP or EFG and the acceptance code on ID was either 3 or 6 If the M R status is set to NOR M R Status Codes ACR Awaited record at NHSCR AFH Awaited from previous HA AGP Awaited from previous GP APR Awaited pending reply CGP Cancelled record returne...

Page 580: ...s will be printed in logged in date order by movement code Patients will be listed alphabetically within the movement code If the movement is a removal details will be printed in HA cipher order PRINT PREPARATION is controlled by the RP screen PRINTING is controlled by the RR screen Restart Procedures These are described in Section 5 Chapter 2 the RR screen ...

Page 581: ...previous GP D Death DDR Deducted at doctor s request DPR Deducted at patient s request E Embarkation M H Mental Hospital N Internal transfer by notice O R Other reason R C Registration cancelled R A New HA same GP R Removal R U Returned undelivered S D Service Dependant SER Services X Internal transfer by change of address Surname Forename s Patient s surname and forename s NHS No Patient s NHS nu...

Page 582: ...M R Logged in Print Registration Reference Manual 5 4 Section 8 Version 2 27 ...

Page 583: ...c characters for example SY DM0000025 LNPLF0000274 The characteristic code relates to the label description and determines the types of records that can be placed in the box See the SP Y screen documentation for further details of label descriptions and characteristics Using the ML Screen This screen can be accessed on using one of the following methods Entering a key of ML and a blank qualifier i...

Page 584: ... abel or N HAIS Printer Enter L to print a single label to your local label printer or N to print a sheet or sheets of labels to an NHAIS laser printer Label Description A label description as defined on the SP Y screen must be entered A pop up box of valid label descriptions is available from this field see Figure 2 Additional Label Text This is an optional field allowing you to define any other ...

Page 585: ...S Printer Label Descriptions Label Description Live Additional Label Text Live Mixed If an NHAIS printer please specify Number of Sheets Printer No G oto Last label s requested by you TESLX0000057 to TESLX0000072 Figure 2 ML Screen with Label Descriptions Pop up Box ML MRE Box Labels Qualifier This screen allows you to request a print of labels for boxes used for storing retained medical records L...

Page 586: ...nter Figure 4 ML Screen with Box Number Qualifier Understanding the ML Screen Displaying Box Contents This read only screen displays information regarding the contents of the specified box NOTE Only MREs relating to this NHAIS system will be included If the box has a label that was printed on this NHAIS system s ML screen and you have full access to the screen you may reprint the label on your loc...

Page 587: ...WN TEST 1 RANOFF MR 13 02 2014 11 08 UNKNOWN MDDBK 164 SDTORF RB 28 02 2014 11 22 UNKNOWN NEWBS 19 1 18 SDTOFF ER I 24 03 2014 14 49 Figure 5 ML Screen with Box Contents Pop up Box Entry of Ctrl Shift in the Qualifier field will display a pop up box showing all the MREs that have been removed from the box See Figure 6 The following information be displayed NHS number user who put the MRE in the bo...

Page 588: ...ox Number 999 378 3465 IN SDTORF MR 28 02 2014 11 17 OUT SDTORF MR 28 02 2014 11 17 999 213 4742 IN SDTORF RB 05 02 2014 14 26 OUT SDTORF ER I 28 02 2014 11 56 PEPA13 999 254 4284 IN SDTORF RB 31 01 2014 15 11 OUT SDTORF MR 04 06 2014 15 37 PEPA 377 IN SDTORF MR 28 04 2014 09 08 OUT SDTORF MR 28 04 2014 09 08 Figure 6 ML Screen with Removed MREs Pop up Box 6 6 Section 8 Version 2 83 ...

Page 589: ...on the SP Y screen TXT invalid The Additional Label Text may only contain alphanumeric space hyphen comma period and apostrophe characters SHEETS missing If an NHAIS printer is requested the Number of Sheets must be specified SHEETS invalid The Number of Sheets field may only contain numeric characters SHEETS not req If a label printer is requested the Number of Sheets field must be left blank PRI...

Page 590: ...date and M R Status fields on the MR screen If an old format NHS number is entered the screen will only display the box numbers recorded against that number If the system has a record of the corresponding new format number this will be displayed on line 2 of the screen Similarly if a new format NHS number is entered the system has a record of the corresponding old format number and there are box n...

Page 591: ... Part of the Screen N ew or R eplace all Enter N in this field if you wish to enter a new additional location for a patient s retained medical records for example in the case that a patient s medical records have become split and parts are already in storage Enter R if you wish to replace all the current locations of a patient s retained MREs with a new location for example in the case that all th...

Page 592: ... past is available from the Key field RB Patient s MRE Boxes Qualifier 555 555 5555 2001 Age 12 Patient s MRE Box History erington PEPA10 Box Number Action Date Time User Appl PENNYBOX1 IN 15 11 2013 10 04 SDTORF RB OUT 15 11 2013 10 04 SDTORF RB Box Number PENNYBOX1 IN 15 11 2013 10 04 SDTORF RB OUT 15 11 2013 10 04 SDTOFF ER B New Box No PENNYBOXRAN3 PENNYBOXRAN3 IN 25 11 2013 14 30 SDTOFF RB OU...

Page 593: ...or New Box Number fields contain box numbers that do not start with a valid prefix as defined on the SP Z screen BOX already listed The Box Number or New Box Number fields must not contain box numbers that are already listed on the screen BOX TYPE invalid The Box Number or New Box Number fields contain box numbers with characteristics that do not match those of the patient for example the fourth a...

Page 594: ...in another area where XXX is the Q code or cipher of that area NHS Number not known You may only add or amend box numbers for a patient that is known on the system i e has an entry on the MR screen Query Messages ERROR MESSAGE MEANING ACTION BOX new The entered box number does not have any records recorded against it Are you sure that you are starting a new box Press Enter to confirm DELETE Box Nu...

Page 595: ... successful updates is also produced The ER I Screen A new box number and a flag to indicate if the MREs have already been recorded in the system are entered in the top half of the screen The NHS number of the patient whose records are to be placed in the box is then entered On update the first two fields will remain populated and the cursor will be positioned in the NHS Number field to allow rapi...

Page 596: ...e ER U Screen This screen may be used when moving all MREs currently associated with a set of box numbers to a new set of box numbers using details supplied in a Unix file A report file of successful updates will be produced 8 2 Section 8 Version 2 83 ...

Page 597: ...are being boxed on this NHAIS system for the first time This will cause new MRE box number records to be created for each NHS number entered below Enter Y if you are moving records that are already recorded as being in MRE boxes on this NHAIS system This will cause an existing MRE box number recorded against the patient to be replaced with the new box number If the patient has more than one MRE bo...

Page 598: ...0 5954 999 000 7396 999 000 7442 999 000 7450 999 000 7469 999 000 7507 999 000 7515 999 000 7523 999 000 4770 999 002 4789 999 002 4819 999 708 4825 999 561 6564 999 401 0418 999 021 0607 999 665 2537 999 570 7514 999 742 5778 999 745 1115 999 000 0987 480 488 489 526 MALC 123 MZG 123 more Press Y to confirm the above changes of MRE Box Number Figure 2 ER Screen Qualifier B Understanding the ER B...

Page 599: ...existing and corresponding new box numbers for the patient The file must be a comma separated text file CSV and must contain one record per line where a record consists of an existing box number optional followed by a comma and the NHS number of the MRE then the new box number For example if you wish to move an MRE for a patient with NHS number 1111111111 from OLDBOX1 to NEWBOX1 the record would b...

Page 600: ...cord for this NHS number Duplicate entries for Box NHS no The file contains more than one record where the NHS number and the original box number are the same or more than one record where the NHS number and the new box number are the same Following the processing of the data file an email will be sent to the addresses registered on the SP M screen for the ER group This will contain details of the...

Page 601: ...und in the processing of the data a comma separated file will be created containing the following information for the failed records Row Number the row number the record appeared in the original file Original Box Number NHS Number New Box Number Failure Reason Version 2 83 Section 8 8 7 ...

Page 602: ...ew box numbers The file must be a comma separated text file CSV and must contain one record per line where a record consists of an existing box number followed by a comma and then the new box number For example if you wish to move all MREs from OLDBOX1 to NEWBOX1 the record would be OLDBOX1 NEWBOX1 Enter output path Enter the Unix path for the destination of the successful updates file A default p...

Page 603: ...tted as a local box number and the cipher indicates that the label has been printed on this NHAIS system but the sequence number indicates that this label has not yet been printed If all the records in the file are valid they will be listed on the screen along with the number of MREs in each of the existing boxes An additional prompt Press Y to confirm the above changes of MRE Box Numbers will be ...

Page 604: ...not the correct type for the box For example the medical records for a live male cannot be placed in a box for deceased males MREs RECORDED missing You must enter a value in the Have these MREs already been recorded field MREs RECORDED invalid The value entered in the Have these MREs already been recorded field must be Y or N NHS Number missing You must enter a value in the NHS Number field NHS Nu...

Page 605: ...ANING ACTION BOX missing You must enter a value in both the Existing Box Number and New Box Number fields BOX no pats The Existing Box Number must currently have MREs associated with it BOX invalid char The Existing Box Number and New Box Number fields must only contain alphanumeric space or hyphen characters BOX PREF invalid The New Box Number field contains a box number that does not start with ...

Page 606: ...he first record within the CSV file does not contain exactly two commas PATH missing The output path field is empty PATH invalid The output path must exist in the UNIX file system START invalid Something other than Y or y has been entered in the Enter Y to start field Query Messages ERROR MESSAGE MEANING ACTION UNIX PATH FILE correct Confirm that everything is correct ER U Screen ERROR MESSAGE MEA...

Page 607: ...e CSV file location cannot be opened FILE not csv The CSV file location must end with CSV PATH missing The output path field is empty PATH invalid The output path must exist in the UNIX file system START invalid Something other than Y or y has been entered in the Press Y to confirm field Version 2 83 Section 8 8 13 ...

Page 608: ...ransfers A bulk transfer will move en masse a GP s patient list to one or more receiving GPs Patients may be transferred in this way when a GP resigns or is removed from the HA s medical list Abeyance An abeyance is the situation when a GP s list is to be transferred and successor to receive the list has not been found or agreed by the Medical Practices Committee In this situation patients are hel...

Page 609: ...eared before initiating the second part of a Bulk Transfer i e before running the Bulk Transfer from the B2 Screen It is also advisable to telephone the practice 48 hours in advance of the Practice Reallocation Job being run This is to prevent any new transactions involving the donating GP for the practice being sent via the link prior to the practice Reallocation Transfer Letters Letters can be s...

Page 610: ...er practices When a practice splits for example a five partner practice is divided into two new practices one with three of the former partners and the other with remaining two the partners may decide to take their lists of patients with them to their new respective practices These are not new patients and so it would be inappropriate for the New Start field to indicate otherwise and for the new s...

Page 611: ...rther details of the analysis print see Section 5 Transfer Types Bulk Transfers A Bulk Transfer will move a GP s list en masse to one or more receiving GPs The receiving GPs must be in a practice on the PC screen as of the day after the displayed action date Patients may be bulk transferred when a GP resigns or is removed from the HA s Medical List There are a variety of reasons why GPs may be rem...

Page 612: ... procedures are followed when performing a Bulk Transfer Abeyance or Dispersal Proportional Credit Deduction Counts If a patient is set to be processed for a Bulk Transfer and then registers with another GP in the HA as an internal transfer before the Bulk Transfer has been processed then proportional Credit Deduction counts will be issued to the GP who was originally set to receive the patient as...

Page 613: ...ulk Transfer Screen 1 B1 Access Rights Users with FULL access may perform any function on the B1 screen Users with ABBREVIATED access may perform restricted functions Old key functions apply in this screen Version 2 89 Section 9 2 3 ...

Page 614: ...Rachel Parker Type of Transfer B ulk only A bey and D isp Action Date 01 09 06 RPP Drugs if Type B From To New Start Receiving Doctor if Type A Resp Pay Mkr Y N N N N N N N N N N N Transfer CHS and or CS Claims A CHS B CS C Both CHS CS N No Produce MRE Labels N Sorted by GP Code only Alternative signature N Signatory Letter OR Labels N HoH Rule 5 No Head of Household Sort Rule 1 By Surname Only Ho...

Page 615: ...Enter the alphabetic End Point of the patient s surname 7 Enter Y if the patients should qualify as new starters and attract the additional new start weighting within FJ GSUM 8 State whether Child Health Surveillance and or Contraceptive Services claims are to be transferred 9 State whether MRE labels are required 10 If an alternative signature is required for this GP to appear on external communi...

Page 616: ... with a GP at all times and that no patient is ever registered with more than one GP at a time If requested all the drug dispensing markers and RPP units will be transferred at the same time Setting the Action Date End of a Financial Quarter The system will not accept an action date in a previously closed quarter because Capitation payments will have been calculated and GPs may already have receiv...

Page 617: ...nt marker in the Pay MRKR field This enables Finance to calculate the correct payments 7 Enter N in the Transfer CHS and or CS Claims field 8 Enter N in the MRE Labels field 9 If an alternative signature is required for this GP to appear on external communications such as Medical Cards in place of the existing GP name for whom the B1 details have been created enter Y in the Alternative signature f...

Page 618: ...s status may be manually reset to Live on the GD screen Terminating an Abeyance To terminate the Abeyance with either a Dispersal or Bulk Transfer enter T in the data entry field at the bottom of the screen NOTE Only bulk transfers can be used after the cut off date 31 12 2006 When you terminate an Abeyance with a Bulk Transfer or Dispersal the action date must occur after the Abeyance date and it...

Page 619: ...m the B1 details have been created enter Y in the Alternative signature field and then type in the name of the alternative signatory in the Signatory field 5 Enter the Letter Library code selectable from a pop up box 6 State whether address labels are required 7 Enter the Head of Household Rule selectable from a pop up box 8 Enter the Sort Rule selectable from a pop up box 9 If address labels have...

Page 620: ...rent quarter must be either processed or cancelled before the quarter can be closed The quarter must be closed if GP capitation payments are to be processed The financial quarter ends on the last day of December March June and September RPP RPP may only be set to Y for a Bulk Transfer to denote that the RPP units are all to be transferred at the same time It must be set to N for a Dispersal or an ...

Page 621: ...d when you are performing an Abeyance These details are used by the finance department to calculate payments to GPs who are temporarily responsible for transferred patients Enter A for a GP not already on the Medical list This GP will receive the outgoing GP s fees and allowances Enter B for a GP who is on the Medical list This GP will receive Capitation fees deprivation payments and Child Health ...

Page 622: ...tle and name of the HA person dealing with the Bulk Transfer must also be set up on the SP screen see Section 7 General Parameters Option A You should check the settings on the SP screen to ensure that the information is still current before setting up a Bulk Transfer to produce a letter run To set the letter run enter the appropriate letter code in the Letters field on the B1 screen Alternatively...

Page 623: ... or is entered in the HoH Flag field By default a value of 5 is displayed No Head of Household In other words by default the Head of Household rule is not invoked Possible values that may be entered in this field are 1 The Head of Household is defined as the eldest person at each address with the same Surname and GP of registration 5 No Head of Household The required value can either be entered in...

Page 624: ...row keys and then press Enter If you do not use the pop up box and enter something other than 1 7 or 8 in this field a reject message will be given HoH Flag A value of either Y or may only be entered in this field if labels have been requested on this same screen Entering a value of either Y or will result in an character being printed on each patient address label considered as being for a Head o...

Page 625: ...MS MUST BE N Invalid code entered in the TRANSFER CLAIMS field Must be N to set an Abeyance CLAIMS NOT A B C D Invalid code entered in the TRANSFER CLAIMS field Valid codes are A B C or D DATE absent An Action date must be entered DATE invalid The Action date has been entered in an invalid format Enter the date in the format DD MM YY DATE cannot change The date must be set to one day after the GP ...

Page 626: ...details in the From field when setting up a Bulk Transfer FROM invalid An invalid character has been entered in the From field Valid characters are A Z or blank GP invalid You have either entered an invalid GP code attempted to bulk transfer a GP s list from a real GP to a dummy GP i e one with a local GP code in the range ZZZ100 ZZZ999 or attempted to bulk transfer a GP s list from a dummy GP i e...

Page 627: ...date set on the GD screen ALPHA NUMERICS ONLY Only alphabetical characters and spaces may be entered in the Signatory field LABELS NOT Y N null You have entered an invalid code in the LABELS field Valid codes are Y or N LABELS REQUESTED BY ANOTHER USER PLEASE TRY AGAIN IN A MINUTE You cannot cancel transfer details set on the B1 screen if address labels are in preparation on the RP application or ...

Page 628: ...rcentages entered must not be greater than 100 Enter details correctly TYPE absent You must enter a code in the Type field TYPE B or D only An Abeyance has previously been terminated for this GP You may only transfer patients by setting up a Bulk Transfer or Dispersal TYPE change no termination An abeyance has been set You must terminate the abeyance before you can amend the Type and Set fields Fo...

Page 629: ...ered CHECK contracts This query message refers to the patients Q codes Check that receiving GPs are contracted to all Q codes of the patients being transferred Transfer within Practice This query message will be displayed if you have entered Y in the New Start field for a receiving GP that is in the same practice as the donor GP Check the New Start value is correct GP vs NEW START This query messa...

Page 630: ...AGE MEANING ACTION Prev Bulk Trans A previous bulk transfer has taken place from the donating GP to the receiving GP DRUGS no transfer The donating GP is dispensing but you are not transferring dispensing Are you sure Press Enter to confirm 2 20 Section 9 Version 2 89 ...

Page 631: ...P which is not in a PC screen practice will have an asterisk displayed next to their local code the text Receiving GP s not in PC Screen Practice transfer not possible will be displayed in the lower half of the screen and you will not be able to initiate the bulk transfer You should also be aware that you must have an authenticated Smartcard in place before you initiate a Bulk Transfer where the P...

Page 632: ...ng sent via the link prior to the practice Reallocation Access Rights Users with FULL access may perform any function on the B2 screen Users with ABBREVIATED access may perform restricted functions Old key functions apply in this screen Directions to Display the B2 Screen 1 Enter a key of B2 with the GP code in the Qualifier field To display and initiate the transfer enter the donating GP s code T...

Page 633: ... screen B1 If Bulk Transfer details have not been set for this GP page 1 will appear as below Example B2 Page 1 No Details Set Up B2 Bulk Transfer Part 2 Qualifier 000078 Dr Frank Stein page Page 1 This screen displays Transfers FROM this doctor TO other doctors Example B2 Page 1 Receiving GPs Not in PC Screen Practice B2 Bulk Transfer Part 2 Qualifier CONSV1 Dr James Paul Smith Type of Transfer B...

Page 634: ...n line three of the screen display overwriting the GP s name RPP tables exist for GP gpcode Use RM screen to transfer if required RPP tables exist for p ship sengp Use RM screen to transfer if required If either of these messages is displayed the RM screen may then be used to transfer RPP information from the sending GP to the receiving GP For information on the RM screen refer to the Address Syst...

Page 635: ...y not be able to suspend or delete the CHCT job Similarly user access may be restricted for the Bulk Transfer Letters if the user cannot access AJ LLSE A Bulk Transfer must be processed during the financial quarter that the action date falls in it may not be processed in a previous quarter This is because capitation payments will have been calculated for the previous quarter and GPs may already ha...

Page 636: ... this doctor FROM other doctor s or Abeyance GP s for whose patients this GP is responsible Donating doctor Date B T or Abeyance 000022 J Hyde 10 10 92 B T Receiving 000100 M Drudge 09 09 92 Abeyance Resp Page 2 is read only Use this screen to view outstanding Bulk Transfer details and or Abeyance details Understanding the B2 Screen Page 1 Date of Transfer The Action date set on the B1 screen The ...

Page 637: ...tract the new start weighting See chapter 1 section 9 Bulk Transfer System earlier in this manual for guidance on the use of this field Initiate Transfer Enter Y yes to initiate the transfer and queue details to the AJ Q screen for processing NOTE You must have an authenticated Smartcard in place before you initiate a Bulk Transfer where the Practice Code of at least one of the receiving GPs is di...

Page 638: ...ansfer should be processed on this day Abeyance this is the date the Abeyance was processed B T or Abeyance This field indicates whether the outstanding transfer is B T receiving Bulk transfer to be processed Abeyance Resp This GP is temporarily providing General Medical Services GMS to these patients 3 8 Section 9 Version 2 89 ...

Page 639: ...e been processed WARNING Transfer will delete outstanding B T labels Labels have been requested on the B1 screen but the label job has not been prepared on the RP screen Prepare labels if they are required LOCK FAILURE The donating doctor s file is currently in use Restart the Initiate Transfer process on the B2 screen WRONG letter sequence You have entered a surname range that has already been sp...

Page 640: ...ne Directory Service to check whether the receiving GPs Practice codes are known there Try again later Query Messages ERROR MESSAGE MEANING ACTION Transfer within Practice This query message will be displayed if you have entered Y in the New Start field for a receiving GP that is in the same practice as the donor GP Check the New Start value is correct GP xxx not on SDS GNC code xxx is not known t...

Page 641: ...t least 14 days before the transfer will take place This will give patients time to make alternative arrangements To reduce postage costs letters intended for patients in the same household may be sent in bulk to the head of household Printing Labels are printed in alphabetical order with the head of household indicated by an asterisk Three labels are printed across a page If there is insufficient...

Page 642: ...Bulk Transfer Address Labels Registration Reference Manual 4 2 Section 9 Version 2 9 ...

Page 643: ... produced an Exception Report may be printed if exceptions exist Exception Report The Exception Report lists basic details for all patients who have not been transferred and the reason why the transfer could not be processed This information will be shown as an error code Report details include Receiving GP code NHS number Patient s Surname Forename s and the Error code A message will appear at th...

Page 644: ...int will be produced for each receiving GP before the Full Print details contained in the Summary Print are listed above The Full Print provides basic details of every patient transferred with each receiving GP listed on a new page Report details include Receiving GP s name and code The total number of patients transferred to the receiving GP in three age bands under 65 65 74 and 74 and over The t...

Page 645: ...prior to printing Use this screen to request a reprint or delete specific prints Follow existing HA procedure for this screen Key PS Blank Qualifier This screen monitors the progress of the print run If required you can suspend restart or terminate the print run Follow existing HA procedure for this screen Print Restart The Exception report and Summary print cannot be restarted To restart the Full...

Page 646: ...FERRED WITHIN THIS BULK TRANSFER This message will appear on the print if no details are available to print INVALID RESTART POINT ENTERED RE ENTER RESTART POINT Either you have entered the restart code in an invalid format the GP code is not on the receiving GP list or the patient s surname contains an invalid non alphabetic character Re enter restart ...

Page 647: ...ers describing these new screens can be found in this section 10 of the user reference manual The documents can also be found online at http systems hscic gov uk ssd downloads regref index_html In addition to the new Registration screens the ID Screen Analysis Job BOAJ and Analysis Job CLDX have been amended to provide functions described below Additional validation checks for patient registration...

Page 648: ...Practice Closed Lists Registration Reference Manual 10 2 Section 10 Version 2 62 ...

Page 649: ...ssible qualifiers C and C National Practice Code When the PC Screen is accessed with a qualifier of C the screen allows you to specify a National Practice Code This must be a valid Code in terms of the main PC screen On entry of a National Practice Code the main screen is displayed allowing for the entry of information relating to that Closure When the PC Screen is accessed with a qualifier of C f...

Page 650: ... screen is used to create a new List Closure for the Practice 2 In the Practice Code field enter a valid National Practice Code This will take you to the main PC C screen shown in Figure 2 Example Initial PC C Screen PC Practice Maintenance Screen Qualifier C This screen allows you to enter information regarding a patient list closure for a given Practice Practice Code Figure 1 Example Initial PC ...

Page 651: ...he past Entry of a Start Date is mandatory NOTE If a Start Date in the past is entered any patient registrations to that practice that have occurred between that Start Date and today will not have been classified by the System as registrations occurring against an active List Closure List Closure End Date In this field enter the date to which the List Closure applies It is anticipated that most Li...

Page 652: ...ist Size For type L List Closures only enter the levels the Practice List Size must reach before the List Closure is to be considered activated or suspended Note that the Current Practice List Size is displayed immediately above these fields Notes on Activation and Suspension Rules For an established type P or L List Closure the status is determined as active or suspended according to the followin...

Page 653: ... of information regarding a Practice List Closure Practice Code P00015 PRACTICE NUMBER 15 List Closure Start Date 01 04 2004 List Closure End Date 31 03 2005 List Closure Type F Current Practice List Size 12345 Activation Suspension Limit Limit Required Reduction Percentages Required Limits for Practice List Sizes List Closure Types F Fixed Period P Percentage Reduction L Lower Limit Figure 3 PC C...

Page 654: ...t Closure End List Closure Figure 4 PC C View Amend Screen with C Practice Code Qualifier Understanding the PC C View Amend Screen List Closure End Date You may amend the End Date of an existing List Closure However you may not amend the End Date to be a date in the past amend the End Date to be before the List Closure Start Date or amend the End Date so that the date range for this List Closure o...

Page 655: ...CCYY DD MM CCYY GP Notes XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX nnn nnn nnnn ABCDEFGHIJKLMNOPQRST ABCDEFG DD MM CCYY DD MM CCYY GP Notes XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX nnn nnn nnnn ABCDEFGHIJKLMNOPQRST ABCDEFG DD MM CCYY DD MM CCYY GP Notes XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Figure 5 PC C Screen with Export Patient Data ...

Page 656: ... List Closure has been active Once a List Closure has been deleted it cannot be recovered End List Closure This field is only displayed for currently active or suspended List Closures It is not an available option for future or historic Practice List Closures Entering Y in this field will have the effect of immediately ending this List Closure Once a List Closure has been ended it cannot be re ope...

Page 657: ...pted to remove the List Closure End Date for an existing List Closure Either enter a List Closure Start Date or re enter the List Closure End Date DATES vs EXISTING You have entered a List Closure Date Range Start Date and End Date that overlaps with at least one existing List Closure for this Practice Enter a different date DELETE invalid You have entered a value other than y or Y within the Dele...

Page 658: ... e mail address or a character indicating a Unix Path or it contains a or a character which are both invalid Either enter a valid email address or Unix path filename If you are entering a Unix path the pathname must only contain a mixture of alphanumeric characters as well as dot minus forward slash or _ underscore EXPORT not allowed You need to have full access rights to the PC Screen in order to...

Page 659: ... must contain at least one character Check the path filename and re enter PATH must not end The Unix Path Filename must not end with a character Remove the at the end of the path filename PERCENT act susp The activation percentage must not be greater than the suspension percentage Decrease the value you entered for the activation percentage PERCENT invalid You have entered a Percentage Reduction R...

Page 660: ...oday will not have been recorded as registrations against this List Closure Press Enter to confirm DELETE List Closure Are you sure you want to delete the detail of this List Closure Press Enter to confirm END DATE amended Are you sure you want to amend the End Date for this List Closure Press Enter to confirm END List Closure Are you sure you want to immediately end this List Closure Press Enter ...

Page 661: ...Closure has been successfully deleted from the system Because a previous List Closure for the same Practice exists within the system this is now the most recent List Closure for this Practice and therefore is now displayed NO LIST CLOSURES REMAIN FOR THIS PRACTICE The previously displayed List Closure has been successfully deleted from the system No other List Closures for the same Practice exist ...

Page 662: ...PC C Screen Registration Reference Manual 2 14 Section 10 Version 2 15 ...

Page 663: ...l List Closures may be viewed by paging forwards and backwards in the usual manner The Practice Name taken from the PC Screen and the current Practice List Size as of today s date are displayed on the screen for the specified Practice For each Practice List Closure the following information is displayed List Closure Start Date List Closure End Date List Closure Type either o F Fixed Period o P Per...

Page 664: ... Limit Reg ns Size Act Susp Act Susp 01 04 2006 31 03 2007 F nn nnn Future nnn Export Patient Data 01 04 2005 31 03 2006 P nn nnn nn nn nn nn nn nnn nn nnn Future nnn Export Patient Data 01 04 2004 31 03 2005 L nn nnn nn nnn nn nnn Suspended nnn Export Patient Data 01 04 2003 31 03 2004 F nn nnn Historic nnn Export Patient Data Figure 1 Example PC CH Screen Understanding the PC CH Screen Display U...

Page 665: ...H Screen with User ID Pop up Box Export Patient Data Initiating a pop up box from this field see below will display a read only pop up box For each patient registration which has occurred with that Practice while this particular List Closure has been active the pop up box will show the patient s NHS number the patient s surname the patient s initials the patient s Date of Birth the Date Added and ...

Page 666: ...M CCYY GP Notes XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX nnn nnn nnnn ABCDEFGHIJKLMNOPQRST ABCDEFG DD MM CCYY DD MM CCYY GP Notes XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX nnn nnn nnnn ABCDEFGHIJKLMNOPQRST ABCDEFG DD MM CCYY DD MM CCYY GP Notes XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX nnn nnn nnnn ABCDEFGHIJKLMNOPQRST ABCDEFG DD MM CCYY DD...

Page 667: ...RT not allowed You need to have full access rights to the PC Screen in order to export patient data to either a Unix file or an e mail address FILE Directory Name The filename you have entered is the same as that of a sub directory Enter a different filename FILE already exists The Unix path filename already exists and so cannot be used Enter a different Unix path filename FILE cannot be opened Yo...

Page 668: ...the SPACE character Query Messages ERROR MESSAGE MEANING ACTION PATH S ADDRESS ES correct Please confirm that you have specified the correct Unix path filename or e mail address Press Enter to confirm the action Update Messages ERROR MESSAGE MEANING ACTION FILE S EXPORTED The requested patient download has been successfully written out to the requested Unix file or e mail address FILE EXPORT FAILU...

Page 669: ...Registration Reference Manual PC CH Screen Version 2 15 Section 10 3 7 ...

Page 670: ...tus ACTIVE A current Practice List Closure is suspended under either of the following conditions List Closure Type P or L and Practice List Size less than or equal to the suspension limit List Closure Type P or L Practice List Size not greater than the activation limit and the previous List Closure Status SUSPENDED An historic Practice List Closure is one which has an End Date in the past or has a...

Page 671: ...ctice Code order If two or more non historic List Closures exist for a given Practice these entries are displayed in reverse chronological order i e most recent Start Date first Three List Closures are shown on each page Additional List Closures may be viewed by paging forwards and backwards in the usual manner ...

Page 672: ...g ns Size Size Act Susp Act Susp A50001 5A1 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX 01 04 2005 F nn nnn nn nnn Future nnn 31 03 2006 Export Data A60001 5A1 YYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYYY 01 04 2004 P nn nnn nn nnn nn nn nn nn nn nnn nn nnn Active nnn 31 03 2005 Export Data A70001 ZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZZ 01 04 2004 L nn nnn nn nnn nn nnn nn ...

Page 673: ...ended the List Closure End Date if the original End Date has been changed The date and time for each of these actions is also shown Example EL Screen with User ID Information Pop up Box EL Current Practice List Closures Qualifier page This screen lists current Practice Patient List Closures Organisation Level Database wide Display UserID Information Types F Fixed Period P Agreed Percentage L Agree...

Page 674: ... MM CCYY DD MM CCYY GP Notes XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX nnn nnn nnnn ABCDEFGHIJKLMNOPQRST ABCDEFG DD MM CCYY DD MM CCYY GP Notes XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX nnn nnn nnnn ABCDEFGHIJKLMNOPQRST ABCDEFG DD MM CCYY DD MM CCYY GP Notes XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Figure 3 Example EL Screen with Export Pat...

Page 675: ... representing the time of day The e mail recipient will see the e mail was sent from an imaginary e mail address of LISTCLOSURE PATIENTS NHAIS Your_NHAIS_System_Cipher NOTE A user with abbreviated or read only access rights to this screen will be able to utilise the Display User ID Information and Export Data pop up boxes However such a user will not be able to write the Export Data patient inform...

Page 676: ... minus forward slash or _ underscore EXPORT not allowed You need to have full access rights to the EL Screen in order to export patient data to either a Unix file or an e mail address FILE Directory Name The filename you have entered is the same as that of a sub directory Enter a different filename FILE already exists The Unix path filename already exists and so cannot be used Enter a different Un...

Page 677: ... the space character from the Unix path Query Messages ERROR MESSAGE MEANING ACTION PATH S ADDRESS ES correct Please confirm that you have specified the correct Unix path filename or e mail address Press Enter to confirm Update Messages ERROR MESSAGE MEANING ACTION FILE S EXPORTED The patient download has been successfully written out to the requested Unix file or e mail address FILE EXPORT FAILUR...

Page 678: ...Registration Reference Manual EL Screen Version 2 15 Section 10 4 9 ...

Page 679: ...hen a PCO instructs a practice to add a particular patient to their list The practice may have an open list or an active closed list Assignments can be entered onto the system via the ID screen or come through from GP systems via Links The screen displays details for any live or deducted patient on the system even if only non assignment registrations exist Using the AH Screen The AH screen can be ...

Page 680: ...ients only address and GP The lower section of the screen displays the assignment and non assignment registrations for the patient in reverse chronological order i e the most recent first For each assignment registration the following information is displayed Date added to the GP practice list National practice code of the practice list to which the patient was assigned registered NOTE The local G...

Page 681: ... full description for the corresponding assignment type code AH Patient Practice GP History Qualifier 258 SCCC Mr Fccc Date of Birth 01 01 1905 Age 99 Hccc Rccc EXE Dr J Joachim 000101 Display Type Information Display UserID Information Date Added Prac GP O C Type T A Type Description 05 07 2004 000101 O ASS ASSIGNMENT OF ASYLUM SEEKER 04 07 2004 G21001 Figure 2 AH Screen with Type Description Pop...

Page 682: ...ransaction has been received from the practice via Links The indicator will be displayed as null if the assignment is to a practice that is not linked or if the assignment has been received from a linked practice via Links and was not entered on the ID screen This screen can be used to amend the transaction awaited indicator manually from Y to N If the indicator is set to Y and the user has full a...

Page 683: ...k the NHS number and re enter as necessary T A not valid The T A field can only be amended from Y to N Once it has been set to N it can not be changed back OOAR invalid The OOAR Out of Area Registration flag can only be set to Y or N Update Messages Message Meaning Action TRANSACTION AWAITED FLAG S UPDATED The transaction awaited flags have been successfully updated UPDATE FAILED There has been a ...

Page 684: ...Patient Practice GP History AH Registration Reference Manual 1 6 Section 11 Version 2 92 ...

Page 685: ...il address Detailed patient assignments information can be downloaded to UNIX or emailed to a specified email address On entry to the screen the message Checking Assignment data please wait is displayed at the top of the screen The assignment records are checked to see if there are any assignments to GPs that were not linked to a PCO and or practice at the time of the assignment If any are found a...

Page 686: ...linked to a PCO and or practice at the time of the assignment This means that counts at database level will not agree with those at practice or PCO level To list these records run this enquiry with an Organisation Code of U Note Depending upon the quantity of data to be analysed there may be a short delay before the results are displayed downloaded Figure 1 AQ Request Screen AQ Patient Assignments...

Page 687: ...red the current century is assumed For example 12 4 04 12th April 2004 1st December 1945 04 2 4th February 2004 Organisation Code A specific organisation code for which assignment counts detailed information is required You can enter either a National Practice Code a PCO code for the entire database or U to list assignments where the PCO and or the practice of the GP is unknown Analysis Count Leve...

Page 688: ...to Y or N to include those where it is set to N A transaction awaited flag of Y indicates that a corresponding Registration transaction is still awaited from the linked Practice the Patient Assignment having been entered on the ID Screen Leaving this field blank will include all records Export Data This is where the counts or patient assignments information will be written to This can be a UNIX pa...

Page 689: ...ignments Count o Assignments Awaiting Transaction Count Trailer Record o NHAIS System Cipher o Extract Date format CCYYMMDD o Number of Patient Assignments included within the extract The detailed patient information will be written to a file delimited containing the following information Header Record o NHAIS System Cipher o Extract Date format CCYYMMDD o Specified Start Date format CCYYMMDD o Sp...

Page 690: ...e format CCYYMMDD o Number of Patient Assignments included within the extract Records within the files will be separated by line feeds ASCII character 10 If an email address is specified in the Export Data field the file will be sent as an attachment with the name ASSIGNMENTSnnnnn TXT where nnnnn is a number representing the time of day The email recipient will perceive that the email was sent fro...

Page 691: ... DATE TO missing A date must be entered Enter a date ORG CODE invalid Code must be U a PCO code or a national practice code Enter either U a PCO Code or a national practice code ANALYSIS invalid Analysis Count level must be P N or null Re enter using either P or N ANALYSIS vs ORG Analysis Count Level cannot be higher than the Organisation Code i e level is only valid with an organisation code of a...

Page 692: ... alphanumeric characters as well as dot minus forward slash or _ underscore SPACE invalid UNIX path filename includes a space Remove the space PATH must not end UNIX path filename ends with Remove the character at the end of the path filename PATH has null entry UNIX path filename contains Re enter the path filename PATH does not exist The UNIX path entered must already exist Check the path and re...

Page 693: ...Registration Reference Manual Patient Assignment Enquiry AQ Version 2 22 Section 11 2 9 ...

Page 694: ...s stop using temporary and old format NHS numbers for all patient registrations the requirement was for all registered patients to be either successfully traced against the PDS or have new 10 digit NHS numbers allocated to them by the PDS The tracing process operated in a similar manner to that undertaken in Stage 1 except that there was a greater need for user intervention in the allocation proce...

Page 695: ...s or NHAIS systems NOTE Stage 3 processing will not be allowed if your site has any temporary or old format NHS numbers in its database Amendments and deductions initiated by NHSCR including amendments which are contained in reply transactions will not update the PDS In general when a change is made to a patient s details via a screen on the NHAIS system either LX ID or DL the following sequence o...

Page 696: ...r from PDS screen allows you to update a patient s NHS number on an NHAIS system with the NHS number retrieved from the PDS This happens when the original number has been superseded by a new NHS number The SN screen is described in detail in chapter 5 in this section of the manual UP Screen The UP Update PDS Patient Details screen allows you to update the PDS with patient details from your local N...

Page 697: ...st the dummy GP codes ZZZ100 ZZZ999 for the following patient registration types o 1 Birth o 2 1st Acceptance o 3 Transfer In o 4 Immigrant o 5 Ex Service o 6 Internal Transfers The NHAIS system will directly update the PDS for any amendments to o surnames o forenames o titles o addresses including the postcode and PAF key o dates of birth o sex and o GPs for patients registered with real GPs i e ...

Page 698: ...e patient is found their details are retrieved and an intelligent update of their details on the PDS takes place For amendments and deductions an NHS number should already exist on the PDS for the patient their details will be retrieved from the PDS before being directly updated on the PDS Any update to the PDS will translate a GP code into a GP practice code Any update to a patient s name or addr...

Page 699: ...hen you are attempting to update the screen for an individual type 1 5 acceptance transaction with a real GP and with a transaction status of either o A o U o I o X After initial entry the NHAIS system will first validate the input data up to but not including the point at which it displays any query messages After the data has been successfully validated the system will formulate and submit an ad...

Page 700: ...on User Reference Manual For the registrations of births the following guidance applies NHAIS will interact with the PDS for registrations of births by checking the provided NHS number against the PDS AJ BOAJ will allow automatic processing if the provided 10 digit NHS number is verified against the PDS and no differences are found The LX and ID screens will reject old format NHS numbers Births re...

Page 701: ...e same way as they were in Stage 1 Those transactions with a status other than I with either an entered or received NHS number will have number checked against the PDS and processed appropriately On the ID screen you will be allowed to have an NHS number allocated by the PDS for registration types 2 5 without an NHS number or with an old format NHS number on the basis of results being successfully...

Page 702: ...earched for on the PDS Only the patient s surname or previous surname see the note below first forename date of birth and sex are used for the search NOTE The pop up box will tell you if the current or previous surname is being used for the search The word Trying flashes to indicate a connection to the PDS is being sought If no response is received from the PDS in the allocated time you have the o...

Page 703: ...gainst any possible match on the PDS no matter how many times you change the search criteria NOTE If you perform a wildcard search using the ID screen the wildcard value you enter remains displayed whilst the search is carried out on the PDS The LX screen redisplays the previous value in order that you are able to see what the originally received value was The ID screen does not work in this way b...

Page 704: ...sponse from the PDS No Response Timeout or Error Messages Received Single Match Found More Than One Match Found No Match Found Pop up boxes are also used when tracing encounters Stop Noted patients and when used to update patient details See later in this chapter for details NOTE AJ BOAJ exclusion codes are allocated to the transaction depending on what response is sent back by the PDS Version 2 8...

Page 705: ...NHS number surname forenames date of birth sex and the previous surname and submit a further trace Press Enter to return to the controlling screen AJ BOAJ Processing If AJ BOAJ receives a timeout from the PDS it will allocate a non streamlinable exclusion code of PDST PDS Timeout to the transaction Processing will continue as normal Error Messages There are two types of error message both of which...

Page 706: ...o attempt another search You should raise a call with your local support team if you receive either of the two error messages quoting the token ID if one is displayed in the pop up box Point B above returning to the controlling screen in order to either amend details prior to initiating a fresh search or to revalidate and update the input also applies here AJ BOAJ Processing If AJ BOAJ receives an...

Page 707: ...und Pop up Box If the patient is dead their date of death as recorded on the PDS will also be shown Be aware that newly created birth records on the PDS might be expected to have the surname forenames date of birth sex and NHS number information but nothing for GP Practice Code title and address If you believe this to be the correct match press A to accept it If you do not believe this to be the c...

Page 708: ...e the PDS sourced surname will override the surname or previous surname you have entered if the advanced trace match was obtained on the basis of either value being entered Forenames Title Date of Birth and Sex See Update Matches below for further information After you have accepted the match and then accepted or rejected any data differences you will be able to either blank out or change the NHS ...

Page 709: ... streamlinable exclusion code of PSMS PDS Single Match Same For a match against the PDS o where at least one of surname first forename title date of birth sex and previous surname differ or o where the NHS number matches against the PDS and there is at least one difference in the core data items AJ BOAJ will allocate a non streamlinable exclusion code of PSMD PDS Single Match Differences thereby a...

Page 710: ...f you close the pop up window using C thereby rejecting the match offered against the PDS control is returned to either the ID or LX screen From there you can either amend the patient s core details so that the system submits another advanced trace or make no changes to the patient s core details and allow the system to revalidate and update so that a PDS allocation request is sent in an attempt t...

Page 711: ... NEWBERRY RICHARD ALAN MR MANOR HOUSE MANOR STREET THISTLEDOWN EXETER DEVON EX2 8JK 12 04 1964 600 000 0111 M H for History C to Close A to Accept Page 02 of 04 Figure 9 Multiple Matches Found Pop up Box Use the Page On Page Back keys to view all the possible matches Once you have found the correct match press A to accept the details As before any differences between the data held on the NHAIS sys...

Page 712: ...ield and press Enter ROWLEY ANNE MRS Enter U to use PDS details Enter N to ignore PDS details 14 04 1966 555 666 7777 F Figure 10 Update Matches Pop up Box NOTES The update matches data input box will not be displayed if the difference in the patient s title is cosmetic for example MRS is held on NHAIS but MRS is held on the PDS or the patient s title on the PDS is not a valid title on NHAIS Where...

Page 713: ...es to tell you that this is happening you may notice that the cursor flashes in the bottom right hand corner of the screen for a few seconds whilst the retrieval is taking place No Response Timeout or Error Messages Received from the PDS Retrieval If no response is received from the PDS because a timeout limit has been reached a pop up box is displayed see Figure 11 Response not received from PDS ...

Page 714: ...e Cannot Proceed Your only option at this point is to press PF2 to restore the original registration details to the LX screen or display a blank ID screen and try again later NOTE All entered data on the ID screen will be lost and you will have to restart the registration If an error occurs when sending a retrieval request to the PDS the following pop up box will be displayed An Error has occurred...

Page 715: ...em Response not received from PDS within timeout period Press Y to wait a further timeout period or press Enter to transfer to the UQ Screen PDS Update Queue Figure 15 No Response Received from the PDS Timeout Limit Reached For information on what to do when you see this pop up box please refer to the Stage 3 Exceptions Handling web page at nww hscic gov uk nhais nhais pds excphndl excpthndl A pop...

Page 716: ...new registration details No Response Timeout or Error Messages Received from the PDS Retrieve If AJ BOAJ receives a timeout from the PDS in response to a retrieval request it will allocate a non streamlinable exclusion code of PDST PDS Timeout to the transaction If AJ BOAJ receives an error message from the PDS in response to a retrieval request it will allocate a non streamlinable exclusion code ...

Page 717: ...ption to accept patient s details from the PDS or use the traced NHS number You should not allocate a new NHS number to this patient The record is not available for you to update on the PDS In this case there will be a limited amount of data displayed in the trace response no GP practice or address information will be shown However you will be given the option to accept the patient s details from ...

Page 718: ...se validate the demographic details with the patient if possible Press Enter to View patient H for History C to Close A to Accept Page 01 of 01 Figure 17 Stop Noted Due to Possible Data Quality Issues MCCAWLEY KAMEE NIRMALE MISS This record is not available on PDS Contact the National Back Office for assistance Do NOT allocate a new NHS Number to this patient Press Enter to View patient C to Close...

Page 719: ...he controlling screen in order to either amend details prior to starting a fresh search or to revalidate and update the input also apply here If you submit a trace request to the PDS with an NHS number and no match is found you will see the pop up box in Figure 20 This NHS Number is either unknown or is no longer in use on the PDS Press Enter and remove the NHS Number to trace using demographic de...

Page 720: ...S NOTE These are all non streamlinable exclusion codes except PNM4 If it is streamlined and no other non streamlinable exclusion codes exist then AJ BOAJ will use the PDS to allocate an NHS number to the immigrant registration Version 2 88 Section 12 1 27 ...

Page 721: ... wait for a pre defined timeout period or they have timed out from the AJ BOAJ automatic update of a type 4 immigrant registration Using a combination of search criteria the AR screen allows you to look through the PDS Allocations Queue and examine the entries which match your criteria For further information on the AR screen please refer to section 12 chapter 3 of this manual An Example of the Al...

Page 722: ... CR283 N Figure 21 New Registration Patient Details Not on the PDS After you have pressed Enter you are returned to the calling screen and given the opportunity to check the patient s details are correct before re sending them to the PDS ID Identity Details Qualifier PLEASE CHECK ITEMS MARKED BELOW ARE CORRECT SEND AGAIN IF OK CODE 2 1 Birth 2 1st Accpt 3 Trans In 4 Imm 5 Ex Serv 6 Int Trans A men...

Page 723: ...y messages have been cleared the screen will ask you to confirm that you want the PDS to allocate a new NHS number to the patient ID Identity Details Qualifier CODE 2 1 Birth 2 1st Accpt 3 Trans In 4 Imm 5 Ex Serv 6 Int Trans A mend GP Code 000040 M SHIRES Allocating NHS Number press Surname JENKINS A to allocate NHS No Forenames ROSS P to allocate NHS No and set Title MR Prev NHS Contact Prev Nam...

Page 724: ...ntity Details Qualifier CODE 2 1 Birth 2 1st Accpt 3 Trans In 4 Imm 5 Ex Serv 6 Int Trans A mend GP Code 000040 M SHIRES Obtaining an allocated NHS Surname JENKINS Number from the PDS for Forenames ROSS Surname JENKINS Title MR Forename ROSS Prev Name DoB 16 03 52 Extra Names Sex M House Name HEXAGON HOUSE Road Street PYNES HILL For TRANSFERS IN Only Address Code EXET Q Code QT2 Prev HA Med Card Y...

Page 725: ...cated NHS Number PDS NHS Number Allocation and Previous NHS Contact If you are attempting to get the PDS to allocate an NHS number for type 3 registrations transfers in or type 2 1st acceptance 4 immigrant and 5 ex Services registrations received via HA GP Links with old format NHS numbers the system will respond in a slightly different manner from that described earlier You will be prompted to ei...

Page 726: ...A GP Links for registration types 2 1st acceptance 3 transfer in or 5 ex Services NOTE When an old format NHS number is received via HA GP Links for a type 2 4 or 5 registration it is moved to the GP Notes field by AJ BOAJ processing LX Acceptance Details From GP Qualifier 2 Page CODE 2 1 Birth 2 1st Accept 3 Trans In 4 Imm 5 Ex Serv 6 Int Trans 3 of 4 GP Message REC D NHS NUMBER APV 654397 GP Cod...

Page 727: ...For TRANSFERS IN Only Locality Prev CSA Post Town EXETER Prev GP Name County DEVON Previous Address Postcode No Match Actn Birth Date 01 01 2001 NHS No Sex M Date Added 01 09 2006 Original Acc post NHSCR Birth Place Int Trans Code Other Info CSA Notes FP4 N FP99 B CR283 N Exclusion PNM2 PNNR FTE PTP TI NUAC Trans Status I Number 887003 Reject Text Figure 29 Entering Patient Notes after Selecting O...

Page 728: ...d 01 04 06 Int Trans Code Birth Place M R Status FP4 N Z68 Y FP99 B CR283 N Figure 30 ID Screen Showing PDS Timeout Pop up Box If you press Enter to transfer the registration to the AR screen the ID screen will display a message on line two and clear the screen the LX screen will also display a message on line two and the transaction is removed from LX ID Identity Details Qualifier R JENKINS ADDED...

Page 729: ...een will lose input data House Name HEXAGON HOUSE Road Street PYNES HILL For TRANSFERS IN Only Address Code EXET Q Code QT2 Prev HA Med Card Y N Locality Prev GP Name Post Town EXETER Previous Address County Dep N N Postcode EX2 5SE EXACT Actn L PCO of Resid 5FR Resp PCO 5C1 Birth Date 16 03 1952 Age 54 NHS No Original Acc post NHSCR Sex M Date Added 01 04 06 Int Trans Code Birth Place M R Status ...

Page 730: ...ot see any messages to tell you that this is happening you may notice that the cursor flashes in the bottom right hand corner of the screen for a few seconds whilst the retrieval is taking place Updating the PDS The NHAIS system will then format and send a message to update the PDS directly with any new details about the patient which were included in the amendment The NHAIS system will update onl...

Page 731: ...me RI Code Road Street Q Code QT2 Locality Postcode Post Town Address Code County Actn Dispensing RPP Distance Special Units Walking Units GP Message Exclusion P16Y FP4 Y CR283 Y CSA Notes Trans Status I Figure 34 Update Cannot Proceed Message Your only option at this point is to press PF2 to restore the original amendment transaction details to the LX screen or the original patient details to the...

Page 732: ...ction the following pop up box will be displayed No details have been found for this patient on PDS and there fore an update cannot be made Press Enter to continue Figure 36 Unknown Patient on the PDS Stop Noted Patients Y Stop Note If the patient record on the PDS with the NHS number from the NHAIS amendment transaction is stop noted with a value of Y the following pop up box will be displayed Th...

Page 733: ...DS No updates applied Press Enter to Continue Figure 40 Patient Has a Different Sex Patient Has a Different GP Practice If the patient record on the PDS with the NHS number from the NHAIS amendment transaction has a different GP Practice from the NHAIS value the following pop up box will be displayed Patient registered with different GP Practice on PDS No updates applied Press Enter to continue Fi...

Page 734: ...eriod or press Enter to transfer to the UQ Screen PDS Update Queue Figure 44 No Response or Error Messages Received from PDS NOTE By default the timeout for the ID and LX screens is set to 40 seconds For AJ BOAJ the limit is set to 60 seconds These default values may be amended using the TA screen within the Master Password System For information on what to do when you see this pop up box please r...

Page 735: ...pdated with the details from the amendment transaction No Response Timeout or Error Messages Received from the PDS Retrieve If AJ BOAJ receives a timeout from the PDS in response to a retrieval request it will allocate a non streamlinable exclusion code of PDST PDS Timeout to the transaction If AJ BOAJ receives an error message from the PDS in response to a retrieval request it will allocate a non...

Page 736: ...ges to tell you that this is happening you may notice that the cursor flashes in the bottom right hand corner of the screen for a few seconds whilst this retrieve is taking place Updating the PDS The NHAIS system will then format and send a message to update the PDS directly with the removal details No Response Timeout or Error Messages Received from the PDS Retrieval A pop up box shown in Figure ...

Page 737: ...etails to the LX screen or a blank DL screen and try again later If an error occurs when sending a retrieval request to the PDS the following pop up box will be displayed An Error has occurred within the PDS interface Please contact your local support team and quote token 12714 Enter Y to resend or press Enter to return to LX Figure 48 Error During Retrieval Deduction Request For information on wh...

Page 738: ...ransaction has a different sex from the NHAIS value a pop up box similar to the one shown in Figure 40 on page 40 will be displayed Patient Has a Different GP Practice If the patient record on the PDS with the NHS number from the NHAIS removal transaction has a different GP Practice from the NHAIS value the system will display a pop up box similar to the one shown in Figure 41 on page 40 Patient H...

Page 739: ... Enter to return to the calling screen Figure 50 Serious Error Occurred Deduction Request For information on what to do when you see this pop up box please refer to the Stage 3 Exceptions Handling web page at nww hscic gov uk nhais nhais pds excphndl excpthndl NOTE In both the cases above Timeout and Error the NHAIS system will not be updated with the removal details Successful Update When an upda...

Page 740: ...ll allocate a non streamlinable exclusion code of PDSE PDS Error to the transaction Processing will continue as normal No Response Timeout or Error Messages Received from the PDS Update If AJ BOAJ receives a timeout from the PDS in response to an update request it will transfer the update to the UQ screen If AJ BOAJ receives an Error from the PDS in response to an update request it will allocate a...

Page 741: ...tails from the PDS and then format and send a message to update the PDS directly with the amendment or removal that was done on the NHAIS System The general rule for PDS interaction for screen processes ID LX and DL is that the NHAIS system is updated only if the PDS update is successful However for some background and analysis jobs this general rule can be broken the NHAIS system is updated even ...

Page 742: ...t retrievals and general updates the date and time of access the application used the User ID from screen accesses only the response time of access any information sent to the PDS the result obtained back from the PDS and the result information received back from the PDS The job AJ PDSA PDS Audit File Analysis may be used by sites to undertake enquiries of this audit file Version 2 88 Section 12 1...

Page 743: ...Interaction with the PDS Registration Reference Manual 1 50 Section 12 Version 2 88 ...

Page 744: ...on the date of birth operates in a slightly different way in order to search for all patients born in July 1954 you would enter 7 1954 or 07 54 Similarly to search for all patients born in 1954 you would enter 1954 or 54 Wildcard Searches You can use the PX screen to perform wildcard searches on a patient s surname previous surname forenames and date of birth Wildcard Searches for Surname Previous...

Page 745: ...PX Screen Registration Reference Manual 2 2 Section 12 Version 2 63 Multiple Matches If the PDS returns multiple matches that is between two and 50 the results are shown in a paging pop up box ...

Page 746: ...tand alone trace to the PDS on the details as supplied below Select Patient 600 000 9712 Surname NEWBERRY NEWBERRY Prev Surname Forenames TREVOR TREVOR Date of Birth 1961 13 06 1961 Sex M M MR All NHAIS Staff should be aware that all tra HOUSENAME from the various NHAIS applications that su STREETNAME audited and that tools exist within the NHAI LOCALITYNAME PDS Audit file TOWNNAME COUNTYNAME EX2 ...

Page 747: ...race Qualifier This screen allows you to perform a stand alone trace to the PDS on the details as supplied below Patient Retrieval G8970406 SHIRES 500 036 6050 Surname JENKINS JENKINS Prev Surname Forenames JAN JAN Date of Birth 1952 15 02 1952 Sex F F MISS Range 10 04 2006 to All NHAIS Staff should be aware that all tra HEXAGON HOUSE from the various NHAIS applications that su RYDON LANE audited ...

Page 748: ... fields Date of Birth This field is mandatory if you are not searching using the patient s NHS number Enter the patient s date of birth You can use wildcard searches in this field See above for examples of wildcard searching for a date of birth Sex This field is mandatory if you are not searching using the patient s NHS number Enter the patient s sex either M F or I for indeterminate ...

Page 749: ...rs The wildcard selection character can only appear at the end of the given Previous Name PREVNM too short If the wildcard option is selected it must be preceded by at least two alphabetic characters PREVNM not reqd An NHS number has been entered and so tracing will be undertaken on the basis of this NHS number hence the entry of a Previous Surname is not required FORENAMES missing The forenames a...

Page 750: ...number has been entered and so tracing will be undertaken on the basis of this NHS number hence the entry of a date of birth is not required SEX missing The patient s sex is a mandatory data item SEX invalid The patient s sex must be M F or I for indeterminate SEX not reqd An NHS number has been entered and so tracing will be undertaken on the basis of this NHS number hence the entry of a sex valu...

Page 751: ...PX Screen Registration Reference Manual 2 8 Section 12 Version 2 63 ...

Page 752: ...ations Queue based on the transaction status a GP or partnership code a registration creation date range a date added range or the patient s surname NOTE You can use a combination of search criteria for example you could search by transaction status and GP code Using the AR Screen To call up the AR screen enter a key of AR and leave the qualifier blank The transaction status can be left blank so t...

Page 753: ...ctions for the April June quarter will be cleared from the queue Depending on where you are in the current quarter you may see between three and six months worth of transactions NOTE Deleted D transactions are kept for a further three quarters i e approximately one year before being discarded However the quarter cannot be closed if there are outstanding transactions with statuses of P E and U on t...

Page 754: ...Stat GP Practice Patient Address Added Created 21668 PARKER HATTIE 04 04 2005 F 01 05 2014 23 05 2014 C PEPA10 P54545 41 NAVARINO ROAD LONDON E8 1AD 15 40 30 21670 PARKER IZZIE 01 01 2001 F 01 05 2014 23 05 2014 C PEPA10 P54545 41 NAVARINO ROAD LONDON E8 1AD 15 45 06 22065 PARKER CAMERON 14 07 1998 M 10 06 2014 20 06 2014 C 000040 R00010 3 SOUTH STREET EXETER DEVON 10 26 39 22067 PARKES HERBERT AL...

Page 755: ...action Number 3001 Exclusion OAD Source application LX Figure 3 The AR Screen Showing Patient Details Understanding the AR Screen Page 1 NOTE You can use a combination of search criteria for example you could search by transaction status and GP code Transaction Status Enter the Transaction Status C Completed P Pending allocation of an NHS number U Pending Update following receipt of an Allocate NH...

Page 756: ...etion The PDS may refuse to allocate an NHS number to an allocate request because it believes the patient already has an NHS number recorded within the PDS If this is the case the screen will display the NHS number that the PDS believes to be the correct one for the patient Do not assume that this NHS number is definitely the NHS number for the patient You should always check that this NHS number ...

Page 757: ... the PDS but the update to the NHAIS database failed This gives you the option of manually trying to update the NHAIS database again R Reissue NHS Number Allocation Request this will send a new request for an NHS number to the PDS and close the current transaction This option will only be allowed once a trace has been performed and either o no patient was found or o none of the patients returned w...

Page 758: ...ful you can either enter A to accept a match or C to refuse a match in the normal way If you enter A to accept a match this will place the NHS number from the PDS on the AR screen and set the status to U pending update If you entered T to trace a patient and a match was returned by the PDS but declined you will have the option of additionally reissuing an Allocate Request to the PDS Enter R to rei...

Page 759: ... time outs are being experienced with the PDS with regard to the allocation of NHS numbers If you receive a time out error you will be able to use option T to submit a trace to see if the PDS has allocated an NHS number If it has the system will allow you to use this number by Accepting the Trace If after receiving the initial time out error and submitting a trace you find the PDS has not allocate...

Page 760: ... date DT ADD missing You cannot enter only the end date if you enter an end date you must enter a start date SURNAME invalid Surname must not contain non alphabetic characters DATA missing Data needs to be entered in one of the fields if the Transaction Status field is blank Page 2 MESSAGE MEANING ACTION ACT invalid V or R are the only valid entries allowed in this field Page 3 MESSAGE MEANING ACT...

Page 761: ...AR Screen Registration Reference Manual 3 10 Section 12 Version 2 87 ...

Page 762: ... with a code of ZZZ100 or greater and does not have an entry on the UQ screen PDS Update Queue awaiting manual intervention Basic details held on the NHAIS system for the patient in question will then be displayed on the left hand side of the screen whilst the patient s data as held on the PDS will be displayed on the right See Figure 3 Any PDS fields which are too long to fit on the screen are tr...

Page 763: ...e NHAIS data by entering U in the chosen update fields or N in the fields you don t wish to update NOTE With regard to the patient s title and sex if update fields are shown for both validation will sometimes prevent you from updating one without the other This is in order to prevent a possible title sex conflict being introduced to the PDS If there are issues with the patient details you have ent...

Page 764: ... NHAIS data or N to leave the existing PDS values as they are 4 Press Enter The system will attempt to retrieve the patient details from the PDS for the NHS number you have supplied UP Update PDS patient details Qualifier 600 000 5083 NHAIS data Update U N PDS data Surname JENKINS Forenames SIONED Retrieving data from the PDS Title please wait GP Code 000040 Practice R00010 Address House Name HEXA...

Page 765: ... 3 This screen gives you the option to update the PDS with the differences between the two systems UP Update PDS patient details Qualifier 700 000 0384 NHAIS data Update U N PDS data Surname DOLITTLE SURNAMELONGGGGGGGGGGGGGGGGGGGG Forenames NOT ANOTHER FORENAMESLONGGGGGGGGGGGGGGGGGG Title MR TITLELONGGGGGGGGGGGGGGGGGGGGGG GP Code 000020 Practice G00001 PROVIDERLONGGGGGGGGGGGGGGGGGGG Address House ...

Page 766: ...06 08 1964 Sex F Posting WAK Figure 4 UP Screen No Match Found on PDS Understanding the UP Screen Update Enter U to update the PDS with the NHAIS data shown on screen or N to leave the PDS values as they are Patients Registered with ZZZ001 or ZZZ002 GP Codes For patients registered with GP codes ZZZ001 or ZZZ002 you can still use the UP screen to update some details on PDS These are surname forena...

Page 767: ...ETER EXETER County Postcode PAF Key Birth Date 03 03 2003 03 03 2003 Sex M M Posting WAK Figure 5 UP Screen Unable to Update Patient Registered with ZZZ001 GP Other Pop up Boxes While using the UP screen to interact with the PDS you may encounter several other pop up boxes Amongst these are A response has not been received from the PDS within the timeout period see Figure 6 An error has occurred w...

Page 768: ...st Town EXETER County Postcode EX2 5SE PAF Key 1522100 Birth Date 15 02 1952 Sex F Posting TES Figure 6 UP Screen Response not Received from PDS within Timeout UP Update PDS patient details Qualifier 678 900 9876 NHAIS data Update U N PDS data Surname JENKINS An Error has occurred within the Forenames ARABELLA PDS interface Please contact Title MISS your local support team and quote token 31960 GP...

Page 769: ...HILL Locality Post Town EXETER County Postcode EX2 5SE PAF Key Birth Date 17 01 1960 Sex F Posting WAK Figure 8 UP Screen Patient Recorded as Dead on the PDS UP Update PDS patient details Qualifier 555 806 8655 NHAIS data Update U N PDS data Surname JENKINS Forenames CLIFF RICHARD This record is not available Title on PDS No updates applied GP Code 000040 Press Enter to continue Practice B85023 Ad...

Page 770: ...date PDS patient details Qualifier 556 000 3255 NHAIS data Update U N PDS data Select Patient B85023 RUBBISH AND RUBBISH Surname JENKINS 556 000 3255 L Forenames CAT STEPHEN JENKINS Title MR CAT STEPHEN GP Code 000040 08 09 1989 Practice B85023 M MR Address House Name Road Street 16 BROWNINGS MEAD 16 BROWNINGS MEAD Locality DUNSFORD DUNSFORD Post Town EXETER EXETER County DEVON DEVON Postcode PAF ...

Page 771: ...must be part of a Practice as at today s date as shown on the PC screen in order to use the UP screen UPDATE s invalid Can only enter U or N in the update fields Check and re enter UPDATES all N Entering N in all fields means no action will be taken Check and re enter as appropriate PRAC must update If Practice is available for update it must be one of the updated fields PRAC SDS Error The SDS che...

Page 772: ...n question on the left hand side of the screen see Figure 1 whilst the PDS is accessed to ascertain the patient information held there Once the patient s details have been found on the PDS they will be shown in a pop up box on the right hand side of the screen see Figure 2 Various responses from the PDS are possible and they are displayed in a pop up box or boxes on the right hand side of the scre...

Page 773: ... Street HIGH STREET Locality TOPSHAM Post Town EXETER County DEVON Postcode EX3 0DZ Birth Date 12 10 1988 Sex F Figure 1 The SN Screen SN Update NHAIS NHS No from PDS Qualifier 655 245 1032 Select Patient NHS No 655 245 1032 600 000 1924 Surname JONES JONES Forenames JULIE JULIE Title MISS MISS GP Code 000040 Practice B00001 B00001 QMAS RESPONSIBLE PRACTICE House Name 5 5 Road Street HIGH STREET H...

Page 774: ...se Name 5 Road Street HIGH STREET Locality TOPSHAM Post Town EXETER County DEVON Postcode EX3 0DZ Birth Date 12 10 1988 Sex F Figure 3 SN Screen with Update NHS Number Field If you now enter U in this field the NHS number present on the NHAIS system will be replaced by the NHS number retrieved from the PDS Other Pop up Boxes There are several possible responses from the PDS which may result in pop...

Page 775: ...ent Birth Date 12 10 1988 12 10 1988 DIED 10 10 2005 Sex F F C to Close A to Accept Page 01 of 01 Figure 4 SN Screen with Patient Recorded as Dead on the PDS SN Update NHAIS NHS No from PDS Qualifier 942 703 8098 NHS No 942 703 8098 This NHS number is either Surname JONES unknown or is no longer in Forenames JULIE use on the PDS Title MISS Press Enter to continue GP Code 000040 Practice B00001 Hou...

Page 776: ...eceived from PDS Forenames JULIE within timeout period Press Y Title MISS to wait a further timeout period or Enter to quite GP Code 000040 Practice B00001 House Name 5 Road Street HIGH STREET Locality TOPSHAM Post Town EXETER County DEVON Postcode EX3 0DZ Birth Date 12 10 1988 Sex F Figure 6 SN Screen with Timeout Pop up Box Version 2 99 Section 12 5 5 ...

Page 777: ...bers on NHAIS updated via this screen LX LR UX transaction s for this NHS No There are LX and or LR and or UX screen transactions in existence for this NHS number beware NOTE There may be variations to the text in this reject message UPDATE invalid Can only enter U in Update field Check and re enter PDS Match failure There are either no matches or multiple matches on the PDS for the entered NHS nu...

Page 778: ... Volume 1 Supervisors and System Administrators for further information The UQ screen allows you to perform a search on the data in the PDS Update Queue using specific criteria You can use the screen to search the PDS Update Queue based upon the transaction status the GP or practice code a range of dates between which the transaction was created a registration amendment or deduction a patient s NH...

Page 779: ...the July September quarter transactions for the April June quarter will be cleared from the queue Depending on where you are in the current quarter you may see between three and six months worth of transactions NOTE Ø Deleted D transactions are kept for a further three quarters i e approximately one year before being discarded However the quarter cannot be closed if there are outstanding transacti...

Page 780: ...0 Number of transactions with status of U 0 NOTE On close of each registration quarter any C omplete transactions dated prior to the Last Closed Quarter End CQ screen will be discarded D eleted transactions will be kept for a further 3 quarters C Complete E Errors D Deletions P Processing U Updating Figure 1 UQ Screen Page 1 Search Criteria Understanding the UQ Screen Page 1 Transaction Status Ent...

Page 781: ...9 23 01 2008 C HOUSE EXETER DEVON EX2 5SE Amendment 11 52 08 23917 RILEY KATE W 05 08 1956 F 288 625 0430 29 11 2007 E PDS 000040 SUMMERLANDS COURT 5 HEAVITREE ROAD E Amendment 12 18 23 23905 DOLE VICTOR TIM 26 12 1965 M 162 821 3876 29 11 2007 C J WASNIOWSKI 35 PRINCESSHAY EXETER Amendment 10 48 11 23915 BYRNES ROSE DENISE 06 12 1964 F 748 282 5614 29 11 2007 C WHIPTON HSE FLAT 2 HOSPITAL LANE EX...

Page 782: ...may want to view the transaction again at a later date You must enter a reason for the deletion of the transaction C Compare this is useful as it may be that the update process may have worked on the PDS but for some reason the response back from the PDS to the UQ screen didn t work and so the transaction is in error This action will allow you to initiate a comparison against the PDS to see if the...

Page 783: ...Type W Units Road Street RR Address Code ALP For TRANSFERS IN Only Locality ALPHINGTON Prev HA LIP Post Town EXETER Prev GP Name MSIERG County DEVON Previous Address Postcode GFDG Birth Date 01 02 1960 GDF NHS No 555 801 0754 User PA6ORF GDFG Sex M Date Added 13 05 08 Birth Place KENT Other info FP4 FP99 C Z68 Y HA Notes Exclusion Source application ID Figure 3 UQ Screen Page 3 Detailed View of Re...

Page 784: ...r Pop up Box PDS Update Queue Page 2 Qualifier Act Token ID Patient Name DOB Sex NHS No Date Time St d UQ Error Handling Timeout 2011 E 53 E T O Timeout A timeout has occurred for this PDS Update transaction This means that a response has not yet been received back from the PDS to the Update that you have submitted A background process within the System will automatically continue to check for a r...

Page 785: ...ponse being received back or the PDS may not have even successfully received the transaction from the NHAIS system For such a transaction with an error status of E PDS you will initially be offered two options for the Action field on page 3 of the UQ screen C to compare which allows you to check the PDS to see if the transaction has already been applied to the PDS with you simply failing to receiv...

Page 786: ...erial change number SCN included within the NHAIS update transaction it was found to be out of date As a consequence the PDS did not process this update transaction as it would not have been safe for it to do so For such a transaction with an error status of E PDS you will initially be offered two options for the Action field on page 3 of the UQ screen C to compare which allows you to check the PD...

Page 787: ... you print the detail of the transaction in order that if required you may go to the relevant screen within the system to make another attempt at updating this patient in respect of this change Time out E T O A timeout has occurred for this PDS update transaction This means that a response has not yet been received back from the PDS to the update that you have submitted A background process within...

Page 788: ... information for the patient from that which existed at the time the transaction was created and it was not this transaction that updated the patient on the PDS it would not now be safe for this transaction to be applied to the PDS You will be offered a D option allowing you to delete this transaction from UQ Before deleting the transaction it is recommended that you print the detail of the transa...

Page 789: ...he future TRANS DT St En The start date range cannot be after the end date range R A D invalid Only R A and D are valid NHS invalid The NHS number must be valid DATA missing Data needs to be entered in one of the fields if the Transaction Status field is blank Page 2 ERROR MESSAGE MEANING ACTION ACT invalid Only V or R are valid Page 3 ERROR MESSAGE MEANING ACTION ACT missing Must be present ACT i...

Page 790: ...AIS system and the PDS There are two types of error Temporary exceptions are for information only They should be resolved by the next run of the batch process but should still be checked Errors which need attention You can record notes against these errors or send the details to yourself via email When the outstanding issues have been cleared you can change the error s status resolved The BQ scree...

Page 791: ...ors Entering T will show the temporary exceptions Leaving the field blank will show all errors View Batch Information Screen If you enter V and press Enter the system will display the View Batch Information screen Information about the patient is displayed in the top section of the screen followed by error information You can use the Page on and Page Back keys to move forth through the batch to vi...

Page 792: ...FP69 13 03 2008 10 00 57 0 0 1 23 BAML 13 03 2008 11 39 17 14 0 9 24 BAML 17 03 2008 10 37 38 7 0 0 25 BAML 17 03 2008 16 23 44 2 0 0 26 BAML 18 03 2008 13 11 20 1 0 0 27 BAML 19 03 2008 13 55 24 0 2 0 28 BAML 19 03 2008 14 07 00 0 1 0 29 BAML 19 03 2008 14 11 26 0 1 0 30 AJBT PABA2 03 04 2008 14 36 56 0 4 0 31 AJBT PABA3 04 04 2008 09 37 18 0 3 0 32 BAML 04 04 2008 11 16 03 0 1 0 Ac1 V to view a ...

Page 793: ...c gov uk nhais nhais pds excphndl excpthndl Understanding the BQ View Batch Information Screen The View Batch Information screen shows an individual patient record within the batch and includes the patient s NHS number name address date of birth The screen also shows their GP s name and code and the reason for the error Free Text Use the free text field to enter any patient notes NOTE The free tex...

Page 794: ...ueue Qualifier NHS No 600 000 1029 ABC Black 000040 Name WOODS Edward DoB 23 05 1974 Sex M Address HOUSE EXE POUQ Patient has a transaction on UQ already Local update didn t occur Status U nresolved R esolved U Figure 3 BQ View Batch Information Screen for an Unresolved Error Understanding the BQ Batch Update Screen The top of the BQ Batch Update screen shows the job which had the error the date a...

Page 795: ...se records which have had a status change if R U selected If you want to apply the free text notes to only those records which have had a status change of R or U enter Y in this field Or just to existing records with a status of R or U if N selected You can apply the free text notes only to existing resolved or unresolved records Enter R to apply the free text to resolved records Enter U to apply ...

Page 796: ...update has been made locally to a patient who has an S stop note on the PDS The NBO will then action the corresponding update on the PDS When you have been given an incident number by the Service Desk you will be able to resolve the entry on the BQ screen The background processes which can make entries on BQ batch zero are ADBA this is the background process to update address information on the PD...

Page 797: ...h zero looks the same as the entries for all other batch types except The Job is always blank The Date and time run is the date and time that the latest record was written into the batch The records written will always be unresolved initially not temporary exceptions For this batch The only valid entry in the Ac1 field is V to view the batch Entries of D to delete the batch and B to perform a bulk...

Page 798: ... in Batch Zero Service Desk Incident Number This is the first data entry field for batch zero You must complete this field if you want to change the status of the record to R resolved You can enter any other notes on the screen as necessary Line 9 will display one of the following Record created by Screen xx for a foreground process where the user was not known Record created by user xxxxxx and by...

Page 799: ...r B to bulk action a batch if it only contains temporary errors TOO many actions You can only action one batch at a time BATCH 0 delete You cannot delete batch zero BATCH 0 bulk You cannot do a batch update of records in batch zero EMAIL suspended The facility to email batch summaries has been removed BQ View Batch Information Screen ERROR MESSAGE MEANING ACTION NOTES missing Notes must be entered...

Page 800: ... field must be R U or N NOTES missing You must enter notes NOTES invalid Notes cannot contain the tilde character APPLY missing You must enter a value in one of the three fields APPLY only one You must only enter a value in one of the three fields APPLY invalid The first or second fields must be a Y or left blank The third field must be R U or left blank APPLY STATUS conflict You must apply the co...

Page 801: ...g will not work on the Northern Irish NHAIS system If the patient legitimately has a temporary forename you can mark the record with a status of C complete You can add notes via a pop up box from the Notes field accessed using Ctrl L to indicate any progress or the results of any enquiries Whenever the process successfully identifies a new record or it finds that the PDS value has changed away fro...

Page 802: ...hich have notes practice code P to display records for the practice where the status is P practice code N to display records for the practice where no status is set 2 If the patient legitimately has a temporary forename mark the record with C complete in the Act action field for the record in question 3 You can also use this field to initiate a PDS trace using Ctrl T or to fast freeze across to th...

Page 803: ...74 18 12 1998 F B85023 09 01 2000 Notes MILK BABY LX AMEND 920 845 7441 01 07 2000 M B85023 01 07 1999 FACE BABY P 955 887 9777 12 01 2012 M B85023 01 06 2012 Notes GO TWIN Act ion allowed C Complete record manually Figure 1 BB Screen Blank Qualifier BB Forename is BABY or TWIN Qualifier T00001 P This screen displays patients on your database whose first forename appears to be temporary and whose ...

Page 804: ... a GP Links amendment transaction exists within LX batch 10 for the patient which if updated would change the patient s forenames on the NHAIS system If such an amendment exists the text LX AMEND is displayed next to the patient on this screen Act The Act field can be found to the left of each patient record on the screen If the patient legitimately has a temporary forename enter C to mark the rec...

Page 805: ... unfreeze back to the BB screen NOTE The BB screen will auto update itself on return so any resolved records i e those updated during a fast freeze will no longer be displayed Notes The Notes field is used to access the notes pop up box Press Ctrl L You can enter up to a maximum of three lines of text See Figure 2 above NOTE Once you have entered any notes and closed the pop up box make sure you p...

Page 806: ...er C or left blank This message is shown if the action is C and status is P NOTES not req d The Notes field is only used to access the notes pop up box and is not used for data entry Query Message ERROR MESSAGE MEANING ACTION Check information below is correct and hit enter to continue This message is always displayed when an update to the screen is made Press Enter to continue ...

Page 807: ...ill not be received For example where the incorrect cipher was entered by the deducting site or the patient has been registered under a different NHS number Email Notifications The background process described above sends weekly and monthly emails to members of the RADED group as defined on the SP M Screen Weekly Emails This email is produced by the first run of the background process of a new wee...

Page 808: ... completed 2 were manually marked as complete and 4 are still outstanding For the 48 records that auto completed the average time taken from the patient being deducted to the notification being marked as complete was 6 23 days This is an automated message from the NHAIS system Please do not reply to this email Using the RE Screen The screen is accessed using a key of RE with a qualifier of one of ...

Page 809: ...matching registration transactions has next run LX SAME indicates that there is a registration transaction awaiting processing on the LX screen for this record s NHS number and the transaction has come from the expected practice LX followed by a practice code indicates that there is a registration transaction from that practice awaiting processing on the LX screen for this record s NHS number and ...

Page 810: ...that code which were R A deducted more than the specified number of days ago For example a qualifier of F 10 will show all records for women that were R A deducted more than 10 days ago 2 Press Enter RE Registrations Expected Qualifier page Registrations Expected as a result of R A Deductions Act NHS Number Birth Date Sex Practice Date of Dedn Appl from CSA Patient Name System Action Date Notes 11...

Page 811: ... notes have been entered the text Notes Exist will be displayed in inverse video after the Notes field NOTE After entering notes into this pop up box and pressing Enter to close it you must press Enter again to actually update the screen Enter Notes for 222 222 2222 111 111 1111 01 01 2001 F P00010 02 06 2012 DO LIVE PATIENT TEST ONE 02 06 2012 222 222 2222 02 02 2002 M P00010 22 06 2012 DL DO PAT...

Page 812: ...ERROR MESSAGE MEANING ACTION ACTION invalid The Act field must contain C to complete the record or be left blank Check and re enter NOTES mandatory Notes must be entered before the record can be marked as complete Press Ctrl L in the Notes field and use the pop up window to enter notes for the record ...

Page 813: ...ow you to display a list of all current organisations of a selected type a list of all closed organisations of a selected type a list of all organisations currently in a selected organisation a list of all organisations that have previously been in a selected organisation a list of all practices on your NHAIS system showing the CCG AT and NER to which they belong a list of all relationships that a...

Page 814: ...end dated relationship with the selected AT C list of all current CCGs in CCG code order C N list of all current CCGs in CCG name order C X list of all closed CCGs CCG code list of all practices currently in the CCG CCG code L list of practices currently in the CCG that exist on the PC screen CCG code X list of practices that have an end dated relationship with the selected CCG CCG code X L list o...

Page 815: ...rdered by CCG name C X All closed CCGs CCG Code All practices currently in the CCG CCG Code L Practices currently in the CCG that exist on the PC screen CCG Code X Practices that have an end dated relationship with the CCG CCG Code X L Practices that exist on the PC screen and have an end dated relationship with the CCG Figure 1 VO Screen Blank Qualifier VO View Organisations Qualifier R NHS Engla...

Page 816: ...ent NERs A to view all current ATs C to view all current CCGs The code and name of each organisation will be shown in organisation code order To view organisations in name order use a qualifier of either R N A N C N Closed Organisation List Use a qualifier of R X to view all closed NERs A X to view all closed ATs C X to view all closed CCGs The code name and start and end date of each organisation...

Page 817: ...List Enter a qualifier of P to list all the open practices on your NHAIS system For each practice the practice code and practice name will be displayed along with the codes of the CCG AT and NER to which the practice belongs NOTE If these cannot be identified for example because the practice is not currently in a CCG the CCG AT and NER that the practice was last in will be displayed Records will b...

Page 818: ...ily caretaker process Only patients registered with non dummy GPs are included Patients registered with GPs which are not linked to CCGs at the time of the count will be grouped under a CCG code of UNK if the GP has an English Q code SCO if the GP is Scottish or WAL if the GP has a Welsh Q code The list of English GPs who are not linked to a CCG can be viewed via a scrolling pop up box which is ac...

Page 819: ...S number entered is not a live patient on the system QUALIFIER INVALID GP code required To view the current organisations for a GP enter G followed by a comma then a valid local GP code QUALIFIER INVALID GP unknown The GP code entered is not recognised by the system QUALIFIER INVALID invalid date Enter a valid date in DD MM CCYY DD MM YY DD MM CCYY or DD MM YY format QUALIFIER INVALID no figures a...

Page 820: ...ails for an RI code or delete existing RI codes NOTES There is no facility to change an existing code This must be done by deleting the existing code entering a D in the action field and re entering the entry under a new code If any live patient is registered with the code then it cannot be deleted The residential institute code of N is a special code for which the RPP Units and Nursing Resid Home...

Page 821: ...matically be sequenced alphanumerically numeric first within the existing table Code Name RPP Units F H Nursing Resid Home Figure 1 RI Screen Blank Qualifier Directions to Display the RI Screen to List Codes 1 To list all code entries enter a key of RI and enter a qualifier of L The display will list all existing entries in alphabetical order RI Residential Institute Qualifier L Code Name RPP Unit...

Page 822: ...E H Y H MANYANA RESIDENTIAL HOME F Y I ST PETERS REST HOME F J TWILIGHT CARE HOME H Y K SPRIGHTLY HOUSE H Y N NEW GMS NURSING RESID HOME Y END OF R I TABLE Figure 3 RI Screen with a Qualifier of A NOTE Be careful when deleting codes as there is no checking to see if a code is in use within patient records Understanding the RI Screen Entering New Codes Code This is a locally determined two characte...

Page 823: ... Details or Deleting Codes In additional to the four fields above the Delete screen also includes an Action Field column Action Field column The Action Field column is only displayed when a code or L have been entered as a qualifier for a key of RI The Action Field is the left hand field next to the Code field The only accepted input for this field is D used to delete a code Otherwise leave this f...

Page 824: ...the character tilde Remove the character and re enter using only valid characters RPP invalid RPP units should be F H or blank Re enter using only the characters F H or leave blank HOME FLAG invalid The Nursing Home indicator must be Y or blank Either replace the invalid character or leave the field blank ACTION invalid The Action field should either be D or blank If you are deleting a Code enter ...

Page 825: ...with their optional corresponding names of residence Use the Page On Page Back keys to scroll through the records To display postcodes from a particular point enter a key of HO with a value as the qualifier This will display postcodes alphanumerically beginning with the value entered An existing entry in the postcode table can either have its name of residence amended by entering A in the Action c...

Page 826: ...HO screen with a value as the qualifier will display postcode entries from the HO table alphanumerically starting with the qualifier you entered For example if you had a large number of Brighton and Portsmouth postcodes in your HO table you can review the Portsmouth postcodes by entering a qualifier of P NOTE You may amend or delete HO screen postcode entries irrespective of the qualifier you ente...

Page 827: ...IAL HOME EX2 9NP SUNNY DAYS CARE HOME THE ELMS NURSING HOME Action A mend or D elete Figure 1 HO Screen Directions to Display the HO Screen at a Postcode Start Point 1 Enter a key of HO with a postcode start point as a qualifier e g S HO GMS Nursing Res Home Postcodes Qualifier S This screen may be used to enter the postcodes of all nursing residential homes under the New GP Contract If enabled on...

Page 828: ...t to delete the residence Postcode Enter a postcode in this field using one of the formats shown above to enter a new postcode for a nursing or residential home Name s of Residence s This is where you type the name of the nursing or residential home The field accepts a maximum of 60 characters The characters can be any combination of alphanumeric characters and can also include the additional char...

Page 829: ...but have not changed the name of residence If you have chosen to amend a residence s name type in the new details before pressing Enter DELETE selected You have entered D in the Action column but have also changed the name of residence this is invalid because the whole entry will be removed from the HO table If you are deleting the entry from the HO table do not change the name details If you are ...

Page 830: ...Manual Query Messages ERROR MESSAGE MEANING ACTION ACTION D Confirm You have entered D in the Action column for at least one existing postcode press the Submit key again to delete all the relevant postcodes from the HO table 15 6 Section 15 Version 2 90 ...

Page 831: ...Use the screens listed below to monitor and print analysis jobs Key AJ qualifier Q This screen will display the progress of the preparation job You can suspend the preparation job or delete the job if it has already been suspended or completed in error In addition jobs may be scheduled from this screen to process at a later date and time convenient to your HA Key PQ qualifier AP This screen is use...

Page 832: ...rs of staff performing the same services may help to identify staff training requirements and staffing levels for particular tasks Comparing application workload totals This data might help to identify staffing levels per application Remember that totals must be considered in relation to the procedural time differences required to perform particular tasks in each application Comparing application ...

Page 833: ...lp you to identify future health care requirements For example if the registration of births in your area is above the national average you may wish to make provision for additional Child Health services Population movement within your HA Monitoring the movement of patients within the HA and transfer of patients into other areas may help to identify population trends in your area and resultant hea...

Page 834: ...Example Graph Sample Registration of Births Over Two Financial Years 0 1 000 2 000 3 000 4 000 Quarter 1 FINANCIAL YEAR 1991 REGISTRATION OF BIRTHS FINANCIAL YEAR 1992 Quarter 2 Quarter 3 Quarter 4 Quarter 1 Quarter 2 Quarter 3 Quarter 4 To gain a complete picture of population growth within your HA area data should be collected and compared for each Registration acceptance code These figures shou...

Page 835: ...blank the job will search up to and including the latest record on file o Actual System Registration Date From and To a range of dates can be entered as described above This facility is provided since the actual date the patient was added to the system may not be the same as Patient Date Added Data fields in which multiple entries can be made for each of the following fields o NHS No o PCO code o ...

Page 836: ...ist restricted data if you choose to produce a List report and want to limit the detailed data output to just NHS number User ID and Registration Type enter Y in this field o if Summary summarise by P CO U ser ID or R eg Type if you choose to produce a summary report you must also choose whether you want to summarise by PCO P user ID U or registration type R o Unix E mail either a Unix path and fi...

Page 837: ...ummarise by P CO U ser ID or R eg type Unix E mail Start job Figure 1 Example AJ ALNO Screen Understanding the AJ ALNO Screen Patient Date Added Range From To Enter a range of dates in DD MM YY format Leaving the Date From field blank will search from the earliest record in the file Similarly leaving the Date To field blank will search up to and including the latest record in the file Actual Syste...

Page 838: ...what is contained in the record S for a summary listing which will only include the PCO code and a count of registrations if List restricted data If you enter Y in this field only the NHS number and User ID will be included in the list if Summary summarise by P CO U ser ID or R eg type If you are producing a summary report enter either P to produce a summary report by PCO U to produce a summary re...

Page 839: ...ate of run 3 Time of run The following fields are mostly as entered on the request screen 4 Date Added From 5 Date Added To 6 Registration Date From 7 Registration Date To 8 12 NHS Nos 13 20 PCO Codes 21 27 User IDs 28 31 Registration Type Codes 32 Report type List or Summary 33 Restricted if restricted List chosen 34 If summary report summed by either PCO User ID or Reg Type Registration Record L...

Page 840: ... code 10 Practice code 11 PCO code 12 User ID 13 Registration Type text rather than code Summary Record Summary Report Only There can be many instances of the summary record 1 PCO Code or User ID or Registration Type in the last record this will be TOTAL 2 Count of registrations ...

Page 841: ...ly enter 2 3 4 or 5 REGN TYPE duplicated Enter each registration type once only REPORT invalid Must be L for List or S for Summary RESTRICT unnec Restricted data can only be chosen for the List report RESTRICT invalid This can only be Y or blank SUM BY unnec If you are producing a list report entry in the if Summary field is not required SUM BY invalid Must be P U or R UNIX E MAIL invalid The down...

Page 842: ...AJ ALNO Registration Reference Manual A2 8 Appendix A Version 2 39 Query Message ERROR MESSAGE MEANING ACTION UNIX EMAIL correct Is the Unix pathname filename or email address correct ...

Page 843: ...Registration Reference Manual AJ ALNO Version 2 39 Appendix A A2 9 ...

Page 844: ...of GP patient figures demonstrating their age sex and prescribing status NOTE This return will be produced automatically and emailed to the PPA on the first day of the second month of each quarter Processing Data Count Counts will be extracted from your database for each GP on the system Counts will be broken down into single year age bands and categorised as follows Male dispensing Male prescribi...

Page 845: ...te Count data will be held until another ad hoc count has been requested Data collected from an ad hoc count will not be queued to the network for transmission as this run type is intended for in house use only Reporting Reports and downloads may be generated for Fringe data Counts on GPs responsible to another HA Responsible data Counts on GPs on your database for whom your HA is responsible Non ...

Page 846: ...ne year Temporary Resident counts may be included in both a PC and UNIX download User selected reports downloads can be broken into age bands of your choice These may be regular bandings such as every five years or non standard selections Job Processing All processing is performed via the Analysis Job Queue AJ Q ASCT jobs are scheduled to start automatically The end of quarter count will start aft...

Page 847: ...xample AJ ASCT Screen 1 AJ Analysis Job Qualifier ASCT Job Name Age Sex Counts Transfer and Report screen 1 Description This job allows accumulation of home and fringe HA GP counts reporting on same and transfer of the fringe counts to other HAs via the network quarter end counts only Quarter end counts will be started automatically by the CQ screen whereas counts for Ad hoc dates must be started ...

Page 848: ...hoc date field If a run has previously been requested over type the ad hoc date with today s date If a new ad hoc run is requested any previous ad hoc counts will be automatically deleted 3 Enter Y in the run job field and press Enter ASCT will be scheduled to start automatically on AJ Q The message Count in PROGRESS will be displayed on screen 2 during processing Example Figure 1 ASCT Screen 2 In...

Page 849: ... HAS been run for the above date Reports can be selected from those below for the count data or a new count can be done by entering todays date above The latter option will erase the current Ad hoc count data REPORTS choose F ringe or R esponsible Standard age banded report for PPA F R or Report based on bands below F R D etail or T otals only P rint or D ownload Full UNIX Pathname Download includ...

Page 850: ... do not have to be consecutive For example to request age sex count data in the age ranges 0 15 and 60 75 enter the following 0 15 60 75 To select a repeating age band enter the number followed by R in the first age band field for example 5R would automatically divide patients into 5 year age bands of 0 4 5 9 10 14 15 19 etc The highest repeat number you may select is 60 and the lowest is 1 Printe...

Page 851: ...he one just closed For example at close of quarter on 31st October 1995 a Temporary Resident count for the period 1st October to 31st December 1994 must be included All data must be sent to the PPA as a download with the information broken into single year age bands and categorised by sex and dispensing prescribing status The standard PPA report option of Accumulated data provides these details Th...

Page 852: ...e banding you require on the report You may enter the xR repeating age band option where x represents a number or up to 22 separate age bands 5 Enter P to print the report or D to download the report If you have selected the download option continue from step 7 below 6 Enter Y in the run job field and press Enter ASCT will be scheduled to start automatically on AJ Q Download 7 If you have selected...

Page 853: ... sex data The gathering of data at the end of a quarter will ensure that age sex figures collected by each HA are as synchronous as possible The count information gathered on age sex details by the close of quarter is held on file for two years This will enable future analysis and comparison of figures After two years the oldest counts will be deleted Ad hoc The date of the last ad hoc count is di...

Page 854: ... bands Data will include GP details patient s age sex and dispensing prescribing status Temporary Resident counts may be included if required Report based on bands User selected reports downloads can be broken into age bands of your choice These may be regular bandings such as every 5 years or random selections Details Totals Select whether a detailed report or a totals report is required for the ...

Page 855: ...leave the UNIX pathname field blank o UNIX enter the full UNIX path name P to request a printed report Enter Y to run job s Enter Y to queue AJ ASCT for processing Temp Resident counts required This field will only be displayed if you have requested a download Temporary Resident counts are required if you are performing a PPA download ...

Page 856: ...eted if a new ad hoc run is requested Enter Y to run job If you wish to run a new count or report you must enter Y at screen base Enter Y to initiate the analysis job REPORTS one only You have selected both report types An entry is required in either the Standard age field or user defined age bands fields Re enter PPA download only If you run a Standard report it can only be a download and not a p...

Page 857: ...cessary Y is not required in the run job field unless you have selected a new ad hoc run or requested a report Re enter your selection DATE not today You can only run a new ad hoc count for today s date PPA invalid If producing a PPA report from ad hoc counts you may select F ringe or R esponsible data If reporting from end of quarter counts you may select F ringe R esponsible N on Responsible or ...

Page 858: ...correctly PATH must begin The UNIX pathname must start with the character Re enter correctly PATH cannot end The UNIX pathname must not end with the character Re enter correctly PATH invalid The UNIX pathname must not contain the string Re enter correctly PATH not lowercase The UNIX pathname must be entered in lowercase Re enter the pathname correctly PATH invalid The UNIX pathname entered does no...

Page 859: ...eport This example illustrates the Totals Fringe report with user defined five year age bands Page 1 PRINT OF FRINGE GP COUNTS FOR COUNT DATE 12 04 95 Selected age bands Age bands 5 Regular Home HA count completed 01 04 95 Report prepared 12 04 95 Report printed 12 04 95 Total Number of Patients 1002 ...

Page 860: ...ge bands The age band selected processing dates and the total number of patients counted in the report are displayed on the front page Thereafter a separate page of figures is given for each fringe GP Page 1 PRINT OF FRINGE GP COUNTS FOR COUNT DATE 12 04 95 Selected age bands Age bands 5 Regular Home HA count completed 01 04 95 Report prepared 12 04 95 Report printed 12 04 95 Total Number of Patie...

Page 861: ... 4 0 0 0 1 3 1 5 5 9 0 0 0 7 5 0 12 10 14 0 0 0 13 4 0 17 15 19 0 0 0 10 9 0 19 20 24 0 0 0 8 9 0 17 25 29 0 0 0 6 7 0 13 30 34 0 0 0 10 15 0 25 35 39 0 0 0 12 14 0 26 40 44 0 0 0 10 11 0 21 45 49 0 0 0 7 9 0 16 50 54 0 0 0 11 10 0 21 55 59 0 0 0 9 10 0 19 60 64 0 0 0 6 9 0 15 65 69 0 0 0 7 9 0 16 70 74 0 0 0 4 7 0 11 75 79 0 0 0 3 4 0 7 80 84 0 0 0 1 3 0 4 85 89 0 0 0 0 2 0 2 90 94 0 0 0 1 0 0 1 ...

Page 862: ...or each relevant GP and Group Practice GPs are printed in GP number order within practice code order The report ends with a totals page for the HA This example illustrates the front and detailed pages of an accumulated print with user selected age bands Page 1 PRINT OF ACCUMULATED GP COUNTS FOR COUNT DATE 01 04 95 Selected age bands Data accumulated from the following HAs Devon Cornwall Avon Age b...

Page 863: ... HILL DEVON PRESCRIBING DISPENSING AGE MALE FEMALE IND MALE FEMALE IND TOTALS 0 2 0 0 0 1 3 1 5 3 4 0 0 0 7 5 0 12 5 6 0 0 0 13 4 0 17 7 8 0 0 0 10 9 0 19 9 10 0 0 0 8 9 0 17 11 12 0 0 0 6 7 0 13 13 14 0 0 0 10 15 0 25 15 16 0 0 0 12 14 0 26 17 18 0 0 0 10 11 0 21 19 20 0 0 0 7 9 0 16 21 22 0 0 0 11 10 0 21 23 24 0 0 0 9 10 0 19 25 26 0 0 0 6 9 0 15 27 28 0 0 0 7 9 0 16 29 30 0 0 0 4 7 0 11 The re...

Page 864: ...GERY THE HILL DEVON PRESCRIBING DISPENSING AGE MALE FEMALE IND MALE FEMALE IND TOTALS 0 2 2 0 0 7 0 0 9 3 4 1 5 4 5 4 0 19 5 6 4 3 32 6 15 4 64 7 8 3 2 2 9 6 0 22 9 10 12 8 21 4 3 2 50 11 12 7 6 0 3 1 0 17 13 14 6 17 0 6 4 0 33 15 16 9 20 1 16 8 1 55 17 18 6 1 3 8 6 2 26 19 20 50 62 63 64 47 9 295 21 22 17 3 8 9 0 1 38 23 24 6 5 32 4 5 1 53 25 26 7 8 19 0 5 0 39 27 28 4 14 3 7 4 0 32 29 30 5 4 2 6...

Page 865: ...D MALE FEMALE IND TOTALS 0 2 4 2 0 5 3 1 15 3 4 5 2 0 4 3 0 14 5 6 2 3 0 3 2 0 10 7 8 3 3 0 6 7 0 19 9 10 6 4 0 8 2 0 20 11 12 5 5 0 2 4 0 16 13 14 6 4 0 3 7 0 20 15 16 3 7 0 6 3 0 19 17 18 8 3 0 6 4 0 21 19 20 6 6 0 6 5 0 24 21 22 2 3 0 3 5 0 13 23 24 10 3 0 5 4 0 22 25 26 2 3 0 5 5 0 15 27 28 8 7 0 6 6 0 27 29 30 6 4 0 7 6 0 23 The rest 30 42 2 70 78 0 222 TOTALS 106 105 2 145 141 1 500 Total nu...

Page 866: ... 1 0 0 0 0 0 1 TES 634561 634561 EX Totals 7 3 0 0 0 0 10 634561 634561 EX Temporary Resident count 5 This example shows a portion of data for a single GP The comma character is used as the data delimiter 1st Field National GP Code for example 634561 2nd Field Practice Code for example 634561 3rd Field HA cipher that the GP is responsible to for example EX 4th Field Age band description for exampl...

Page 867: ...or example 634561 2nd Field Practice Code for example 634561 3rd Field HA cipher that the GP is responsible to for example EX Totals All fields following this are totals 5th Field Total number of prescribing male patients 6th Field Total number of prescribing female patients 7th Field Total number of prescribing patients of indeterminate sex 8th Field Total number of dispensing male patients 9th F...

Page 868: ... This is illustrated in the diagram shown below In the above case the reports for HA1 would show the following Fringe report Patients registered to the HA who are treated by non responsible GPs that is F Responsible report Patients registered to the HA who are treated by responsible GPs that is A B C D Non resident Patients registered to other HAs who are treated by responsible GPs that is E These...

Page 869: ...n the content of their recorded retained medical record envelope boxes The reports can be generated using a range of MRE box numbers or the date of deduction or destruction You can also specify whether counts are created and sent via email or detailed reports are generated for later downloading Version 2 83 Appendix A A4 1 ...

Page 870: ... put the job into the queue for processing Figure 1 The AJ BNAR Screen Understanding the AJ BNAR Screen Box Number range A range of box numbers to report on can be entered Either field can be left blank to signify beginning or end of range A complete box number need not be entered the root will suffice Date of Deduction Date of Destruction Either of these but not both can be entered to report on b...

Page 871: ...ction Date DD MM CCYY or LIVE PATIENT or UNKNOWN 5 Latest Date of Destruction Date DD MM CCYY or LIVE PATIENT or UNKNOWN Details Data Download If a detail report was selected a file with the following name will be written to the selected Unix path XXXAJBNAR_DETAIL_CCYYMMDD_HHMMSS txt where XXX is the NHAIS system cipher CCYYMMDD is date of file creation HHMMSS is time of file creation The tab deli...

Page 872: ...tion DD MM CCYY LIVE PATIENT if not deducted 10 Patient Date of Birth DD MM CCYY 11 Patient Full Name Surname and first forename 12 Reason for Deduction From the MR movement that put the record into storage 13 MR Movement Date DD MM CCYY the date of the MR status change that put the record into storage A4 4 Appendix A Version 2 83 ...

Page 873: ... in future Date of Deduction cannot be future date DES DATE invalid Date of Destruction invalid DES DATE 01 01 80 Date of Destruction cannot be earlier than 1 1 1980 COUNT DETAIL reqd You must choose C count or D detail report COUNT DETAIL inval Must be C or D EMAIL missing If count report selected an email address must be entered EMAIL invalid Invalid email address entered PATH missing If detail ...

Page 874: ... Report Analysis job BNIO reports on the medical record boxes that a particular user has worked on over a specified date range The details are sent to a Unix file which you can download from the location you enter on the request screen Version 2 83 Appendix A A5 1 ...

Page 875: ...an be left blank to signify Earliest or Latest on record Unix path Enter Y to put the job into the queue for processing Figure 1 The AJ BNIO Screen Understanding the AJ BNIO Screen User ID Enter a valid user ID on your system Date Range Enter the date range you want to report on The from date can be left blank to signify earliest record or the to date left blank to signify latest record but not bo...

Page 876: ...e time of the file creation The file will consist of a header record of column headings followed by a number of detail records containing the following data items Data Item Notes 1 In Out flag I or O 2 User ID 3 Date of action CCYYMMDD 4 Time of action HHMM 5 Box Number 6 NHS No 7 NHS No Barcode unencoded 8 NHS No Barcode encoded NOTE The records within the output file are not in any specific orde...

Page 877: ...ser ID invalid User ID must exist on the system DATE in future Date can only be today or earlier DATE s missing You must enter at least one of the dates DATE to from Date from cannot be later than date to UNIX missing You must enter a Unix path UNIX invalid Unix path name invalid or non existent A5 4 Appendix A Version 2 83 ...

Page 878: ... in quarterly GP statements Details will also help to determine appropriate levels of GP funding Report Overview Capitation reports may include the following information Abeyance GPs GPs who have ceased to practice and whose patient list is currently awaiting reassignment to another GP These GPs will be grouped with their partnership Totals for partnership figures including capitation counts depri...

Page 879: ...adjustment after recalculation and will indicate three types of figures A zero if two sets of patient numbers match A positive figure i e 1 if a recalculation results in an addition and A negative figure i e 1 if a recalculation results in a deduction Further report details and a sample can be found at the end of this section ...

Page 880: ... parameters entered below You may choose to print either an Ad Hoc report based on the last unclosed quarter or a Final report based on the quarter end date entered below N B Quarter end dates are 1 Jan 1 Apr 1 Jul or 1 Oct Quarter End Date for Report DD MM YY F ull or S ummary Report A d Hoc or F inal Report GP Statements required Y N Deprived Area Counts required Y N Bulk Transfer Details requir...

Page 881: ... ad hoc or final report This option will default to the ad hoc report 4 Select whether a GP statement is required This option will default to N 5 Select whether deprived area counts are required This option will default to Y 6 Select whether bulk transfer details are required This option will default to Y 7 Select the order of printing either by Q code or by PCT This options will default to Q 8 Op...

Page 882: ...lt if the field is left blank F Final The Ad Hoc report shows a snapshot of the capitation and deprivation area counts as they stood on the day the job was started The Final report shows the figures as they stood when the quarter was closed The HA report section of the print will show capitation counts both before and after age reassessment GP statements Required If you enter Y the printout will i...

Page 883: ...er one of the following P followed by a senior partner code to report on all GPs within that partnership P followed by a single handed GP to report on that GP A valid Q code to report on all GPs that are responsible to that Q code FR to report on all GPs with a non responsible Q code Leave the field blank to report on all GPs ...

Page 884: ...nd re enter FINAL not available A Final report can only be produced for a closed quarter Check the date and re enter REPORT F or S only Report may be F Full or S Summary Re enter TYPE invalid Type must be F Final or A Ad Hoc Re enter GP page invalid Enter Y yes to request GP statements or N no if they are not required Re enter Dep cnt invalid Enter Y yes to request a Deprived area count or N no if...

Page 885: ...the Restore key if you do not wish to continue CAPITATION REPORT AWAITS START COMMAND Enter Y and press Enter to start the report LOCK FAILURE The request cannot be added to the AJ Q because a record is in use else where Try again later PLEASE CHECK THAT ALL DETAILS ARE CORRECT SEND AGAIN TO CONFIRM Press Enter again to confirm your request ...

Page 886: ...inted on a separate page after the final HA s Total report In addition to the capitation and the deprived area totals this page will show the numbers of responsible and non responsible GPs together with the number of GPs whose lists have been cancelled during the quarter This section will not be printed if an individual partnership or Q code has been selected District Totals This section will be p...

Page 887: ...after recalculation will be shown on the report in the section headed HA Reports for Individual GPs Details will include the date and time the recalculation took place Recalculated figures will also be shown as an adjustment on the GP statement 14 Day Proportional Counts The 14 day proportional counts on the HA report detail the numbers of patients transferred from a GP s list via a Bulk Transfer ...

Page 888: ...A can select all patient data from before this date You can then choose to either count the number of patients records selected from before your chosen date or delete the patients records A print will inform the User of the type of run and the parameters selected For information runs a print will be available listing the patients records selected for deletion WARNING Data Deleted by this Analysis ...

Page 889: ...layed on the PS screen Access Rights Users with FULL access may use AJ DADA Processing Printing When the processing has been completed an entry listing the deletion details is placed on the print queue Job Code DADA Job Name HA Delete Aged Data For information runs an additional entry listing the patients records for deletion is placed on the print queue with a print type of CH FULL for current hi...

Page 890: ... Example AJ DADA XJ SAT Analysis Job Index Qualifier DADA This Application will count or delete selected aged data Data to be selected CH Current Historic DH Deducted Historic DP Deducted Patient Select data before DD MM CCYY Deduction type Hit CTRL L for options for deducted data Sex M Male F Female All data Information or delete run I Information run D Delete run WARNING Once deleted this data c...

Page 891: ...the details have been entered correctly the following screen message will appear AJ DADA Added to Job Queue Please Schedule Accordingly Understanding the AJ DADA Screen Data to be selected Select one of three types of data either current historic CH deducted historic DH or deducted patient DP None of the data that relates to these types will be deleted if they are attached to patient screening dat...

Page 892: ...R Other o Correspondence states gone away o Practice advise outside their area o Practice advise patient no longer resident o Practice removal via screening system o Practice advise removal via vaccination data o Removal from Residential Institute Sex Enter the sex of the patients for whom data is to be counted deleted either M male F female or both Information or delete run Choose whether this is...

Page 893: ...onal report FULL DETAILS is produced listing the patients who will be deleted for a Deducted Patient run and showing their deduction dates It lists all the patients who have historic data to be deleted for both a Deducted Historic run and a Current Historic run Sample Print Runs Examples of the two types of print run are shown below Full Details Information Print Run Example EXETER HEALTH AUTHORIT...

Page 894: ...er of records counted 15 NOTE In the above sample information print run the output is split between the number of patients and each page of deducted historic This is an example where one patient may have more than one record deleted Similarly for current historic data there could be a number of records for each patient Example 2 EXETER AJ DADA HEALTH AUTHORITY Date 18 DEC 96 Delete Aged Date Deduc...

Page 895: ...D IS INVALID Incorrect date entered in field Re enter the date DATE FOR DELETION NOT GREATER THAN 2 YEARS Date entered in field is less than 2 years ago Re enter a date that is more than two years ago INVALID DEDUCTION TYPE The deduction type you have entered is not valid Change the entry in the Deduction type field to one of the options listed on page 6 5 INVALID OPTION ENTER M F OR The character...

Page 896: ...from the last quarter as specified in the Qtr input field A detailed listing showing deprivation levels Ward ED for a selected GP partnership or all GPs on your database Patient names and address details may optionally be included To Display Another System Screen Other screens may be accessed from the Key Qualifier Selection Criteria Screen Press Escape to display this screen Access Rights Users w...

Page 897: ...ounts and payments therefrom 2 A detailed listing showing the Deprivation counts as at time of run and optionally the list of patients for each postcode Qtr GP selection GP code P ship P xxxxxx or for All Patient Details Y N Deprived Details Only Y N When above fields complete enter Y to start job Enter Directions to Request a Deprivation Listing 1 Enter the date of the quarter from which you requ...

Page 898: ...ers P xxxxxx To select all GPs within a partnership enter the Partnership code This is always the senior partner s GP code prefixed by P To select all GPs on your database Patient Details Enter Y to include basic name and address details of patients resident at each postcode on the detailed deprivation list Enter N if patient details are not required Deprived Details Only Enter Y in this field to ...

Page 899: ...YYYY format ED Dep quarter entered is invalid before 01 04 1999 No ED based deprivation information is available before 1st April 1999 ED Dep quarter entered is invalid The date you have entered is not a valid date Re enter in either DD MM YY or DD MM YYYY format The entry in GP selection field is NOT a current partnership Partnership does not exist Re enter the correct code for the partnership Th...

Page 900: ...e National Health Service Royal College of General Practitioners Survey Of Primary Health Care In London and the Acheson report indicate that there are wide variations in health care requirements from area to area1 To ensure that health care services respond the Jarman Score is used as an independent means of clarifying underprivileged areas in England and Wales St Mary s Hospital Medical School i...

Page 901: ... 20 00 24 99 40 49 99 MEDIUM 25 and above 50 and above HIGH If Deprivation Level details are missing for a postcode U for UNIDENTIFIED will be printed on the report Enumeration District Based Jarman Scores Deprivation Level Wales UPA England 14 including negative numbers 20 including negative numbers NONE 14 17 99 20 29 99 J1 18 27 99 30 39 99 J2 28 34 99 40 49 99 J3 35 and above 50 and above J4 I...

Page 902: ...e printed in brackets The total number of patients counted and the total payment for each GP can be found on the right hand side of the print Total deprivation counts for all GPs Partnerships listed on the report are printed at the end of the report beside the HA Total field Comparative Deprivation Level Report DEPL BAMBURY HEALTH AUTHORITY Date 15 04 1999 COMPARATIVE DEPRIVATION LEVEL LISTING War...

Page 903: ...e the postcode will be listed as not known Level The deprivation level for each postcode Ward ED Based H High J4 Jarman 4 M Medium J3 Jarman 3 L Low J2 Jarman 2 N None J1 Jarman 1 U Undefined N None U Undefined Count The number of patients resident at the postcode who are registered with the GP Patients Patient name and address details will be included on the report if the Patient Detail field is ...

Page 904: ...9 DEPRIVATION LEVEL LISTING BY POSTCODE FOR QUARTER 01 10 1999 AS AT 18 11 1999 Page 4 GP 000003 Practice 000049 PARTNERSHIP OF TWO Responsible to QDX DR C CHERRY 79 PUDDLE LANE EXETER EX4 1JP Postcode Level Count WARD ED EX1 1BA L U 1 EX1 1BB L U 1 EX1 1BE L U 1 EX1 1BG L U 1 EX1 1HS N U 1 EX1 1QD L U 1 EX1 2BD L U 2 EX1 3AW L U 1 EX1 3AX l U 3 ...

Page 905: ...AJ DEPL Registration Reference Manual A6 10 Appendix A Version 2 39 ...

Page 906: ...be housed on a different NHAIS system You must also enter an email address or a user ID When the analysis job finishes processing it sends an email to that address which shows the number of patients removed and the number that could not be removed if any NOTES If the number of patients to be moved is greater than the number which is considered to be a small number you may wish to check with the GP...

Page 907: ... NHAIS System Description This Analysis Job allows you to deduct all patients currently registered with the requested Practice to the Practice s housing NHAIS System The Deduction Type used will be R A Select by Practice Code Email report to Enter Y to put the job into the queue for processing Figure 1 The AJ DPRA Screen Understanding the AJ DPRA Screen Practice Code Enter a known valid practice c...

Page 908: ...ts The practice has too many patients to be moved by this job ZERO patients The practice has no registered patients EMAIL missing You must enter an email address EMAIL invalid You must enter a valid email address START missing You must enter a Y to start the job START invalid You must enter a Y to start the job Query Message ERROR MESSAGE MEANING ACTION MORE THAN xx patients This is a warning that...

Page 909: ...ier of DPRB The screen is divided into three sections each allowing you to perform a different task Only one task may be initiated at a time The first section allows you to enter a new GP practice code for batch deduction The GP practice code must have more than 50 registered patients and be housed on a different NHAIS system Pressing Ctrl L from the first Practice Code field will display a pop up...

Page 910: ...IS System Start processing a practice for the first time Practice Code Batch Size housing NHAIS system email address Suspend Restart the process for a practice Practice Code Request Download S ummary or D etail Practice Code UNIX path Enter Y to queue the job update the screen Figure 1 The AJ DPRB Screen Understanding the AJ DPRB Screen The Top Section This section of the screen allows you to star...

Page 911: ... Batch Size Use this field to enter the number of patients which will be deducted in each batch Enter a number between 10 and 50 housing NHAIS system email address This optional field allows the receiving system to be emailed automatically every time patients are deducted from this system Enter Y to queue the job update the screen Once you have completed this section enter Y in this field to submi...

Page 912: ... D etail Practice Code UNIX path Enter Y to queue the job update the screen Figure 3 AJ DPRB Screen with Practices Undergoing DPRB Processing Pop up Box The Bottom Section Use this section of the screen to request a Unix download file You can download either a summary or a detailed breakdown The summary report provides a breakdown by batch for each practice for which the DPRB process has been star...

Page 913: ...Registration Reference Manual AJ DPRB Version 2 75 Appendix A A8 5 Enter Y to queue the job update the screen Once you have completed this section enter Y in this field to submit the job for processing ...

Page 914: ...actice code 2 Status The DPRB status of the practice This will be either P for in progress S for suspended C for completed F for finished 3 Capitation The number of patients currently registered with the practice on this NHAIS system 4 Start Date The date the batch was created in CCYYMMDD format or Total 5 No of Patients The number of patients in that batch 6 No Updated The number of patients in t...

Page 915: ...n NHS number order with the earliest batches listed first The contents of the detail records are described in the table below The header record will be the data item names from the table below Col No Data Item Description 1 Prac Code This is the practice code 2 Start Date The date the batch was created in CCYYMMDD format 3 NHS No The patient s NHS number 4 NHS No Barcode unencoded 5 NHS No Barcode...

Page 916: ...ssing The batch size must be entered SIZE invalid The batch size must be numeric and be in range SIZE not req d The size is not required if the practice is empty EMAIL not req d The housing NHAIS system email address field must not be entered unless a practice code has been entered EMAIL invalid An invalid email address has been entered in housing NHAIS system email address field START vs SUSPEND ...

Page 917: ...e start field can only contain Y NOTHING selected You need to select one field Query Message ERROR MESSAGE MEANING ACTION EMAIL blank Ideally enter an email address at the receiving NHAIS system EMAIL correct Email address for receiving system correct SUSPEND Practice Do you wish to suspend the practice Press Enter to continue RESTART Practice Do you wish to restart the practice Press Enter to con...

Page 918: ...group of patients The group of patients may be selected using an input file of NHS numbers by GP code or practice code and secondarily by address code s and or postcode s Using AJ DSPR Access the AJ DSPR screen by entering a key of AJ with a qualifier of DSPR Explanations for what input is required for each field can be found below Version 2 86 Appendix A A11 1 ...

Page 919: ...pe of Run Information only or Information and Update Input file or GP Code or Practice Code Address Code s Postcode s Email summary to nick peed nhs net UNIX Path for download files download Enter Y to put the job in the queue for processing Figure 1 The AJ DSPR Screen Understanding the AJ DSPR Screen Type of Run This is a mandatory field Enter a Y in the Information only field if you just wish to...

Page 920: ...l summary to This is a mandatory field Enter an email address to which an email giving the name of the file produced by the run may be sent This field will default to the email address of the current user as defined on the UA screen within the Security System UNIX path for download files This is a mandatory field Enter a UNIX path for the destination of the report file A default path as defined on...

Page 921: ...l be included NHS number Title Surname Forename s Address Line 1 Address Line 2 Address Code Postcode GP Local Code NHS Number barcode unencoded NHS Number barcode encoded Dispensing Marker Removed This column is only present for an information and update run The column will contain either Y to indicate that the marker was removed successfully or N to indicate that the job failed to remove the mar...

Page 922: ...E invalid GP must have at least one registered patient GP Code unknown GP code must be known on the GD screen PRAC unknown The practice code must be known on the PC screen PRAC invalid The practice must have at least one GP with a registered patient ADD CODE unknown Must be known on the address table on the AT screen POSTCODE invalid The postcode entered is either in an invalid format or contains ...

Page 923: ...G ACTION EMAIL correct The email address has been changed is it correct Press Enter to confirm UNIX PATH correct Is the UNIX path entered correct Press Enter to confirm PROCESS ALL patients The Address code and Postcode fields have been left blank are you sure you want to process all patients for the selected GP Press Enter to confirm Check PRAC CONFIG A future dated GP configuration exists on the...

Page 924: ...patient FP69 audit information If you select a detailed run you can also specify which valid status code you wish to report upon The request screen will additionally allow you to specify the maximum number of days which may elapse between the deduction of a patient as R U and their re registration with the same practice at the same postcode in order for it to be classed as a response to the R U de...

Page 925: ...de initiatives containing Include reason code UNIX Path for download files Email summary report to nick peed nhs net Enter Y to put the job into the queue for processing Figure 1 AJ FPAN Screen Understanding the AJ FPAN Screen Type of Run Enter Y in either the Statistics or Detail field A statistics run will produce totals of FP69 audit records within an email attachment A detail run will produce ...

Page 926: ...code in order for said re registration to be considered a response to the R U deduction The value entered here will be saved as the default for the next run Practice Code Enter a valid practice code if you only wish to include details for patients registered with that practice at the time the FP69 status was set Enter N if you only wish to include details for patients with no practice at the time ...

Page 927: ...fied on the request screen This email will have an attachment comprising of seven sections Section 1 contains the details of the run including the date and time the run finished processing the selection criteria entered and for a detailed run the location of the download file Section 2 contains totals of FP69 audit records matching the selection criteria The totals are given in a tilde separated r...

Page 928: ...er which resulted in the patient being deducted from the database but not with reason R U o the number which resulted in the patient being deducted from the database with reason R U o the number where the FP69 status is still set and o the number re registered in response to R U deductions Section 5 contains totals of FP69 audit records matching the selection criteria broken down by reason code 1 ...

Page 929: ...le containing one record per line This file will contain details of patients with FP69 audit information satisfying the selection criteria entered on the request screen The file will be named FPANDOWNLOADCCYYMMDDHHMMSS txt where CCYYMMDD is the date that the file was created and HHMMSS is the time that the file was created The file will consist of a header record followed by a number of detail rec...

Page 930: ... 19 Reason for removal only present if status flag is D 20 Free text from LX screen 21 Title 22 Surname 23 Forename s 24 Address line 1 25 Address line 2 26 Address line 3 27 Address line 4 28 Address line 5 29 Address code 30 Postcode 31 GP local code 32 Date added 33 Practice code 34 Re registered GP local code 35 Re registered date added 36 Date Registration actioned 37 Re registered practice c...

Page 931: ...n for a live patient as shown on the ID screen If the patient is deducted the information will come from the current deducted record as shown on the DP screen Data items 34 to 38 and 42 will only contain information for FP69 audit records with a status of P This information relates to the first re registration following the R U deduction ...

Page 932: ...ICE vs PCO You may enter a practice code or a PCO Code but not both DATE in future The from date of the date set range must not be in the future DATE invalid Enter a valid date in D M Y or D M Y format FROM DATE req d If the to date of a date range has been entered a from date is also required FROM TO The from date must not be after the to date SET vs EXP DATES Only one date range may be entered T...

Page 933: ...slash character TYPE vs PATH A UNIX path must not be entered for a statistics run but must be entered for a detailed run EMAIL invalid The summary must go to a valid email address EMAIL mandatory An email address for the summary report must be entered START invalid Something other than Y or y has been entered in the Enter Y to put job into the queue for processing field Query Messages ERROR MESSAG...

Page 934: ... input file must be in comma separated values format and contain one record per line patient The input file must contain a header record followed by one or more patient records The header record must contain the following fixed text NHS Number Patient Notes Each patient record must contain the NHS number which is mandatory and patient notes which are optional and can be up to 52 characters The ind...

Page 935: ...J FPRM Screen Understanding the AJ FPRM Screen Input File Enter the Unix path and filename of the file containing the details of patients that require their FP69 status removing UNIX Path for report files Enter the Unix path for the destination of the report files A default path as defined on the SP S screen will be displayed Email summary report to Enter an email address to which a summary of the...

Page 936: ...MSS is the time that the file was created The file will consist of a header record followed by a number of detail records Each detail record will contain the following information NHS number NHS number barcode unencoded NHS number barcode encoded FP69 expiry date in DD MM CCYY format patient s practice code date FP69 status removed in DD MM CCYY format The Failure File This file contains details o...

Page 937: ...ctly one comma NHS no missing The record contains no NHS number NHS no invalid The NHS number is not 10 numeric characters NHS no not found The NHS number is not registered on the live database No FP69 The patient does not have an FP69 status set Patient Notes too long The Patient Notes are longer than 52 characters Patient Notes invalid The Patient Notes contain invalid characters tilde comma quo...

Page 938: ...eader record within the input file is not correct PATH mandatory Nothing has been entered in the UNIX Path for report files field PATH does not exist The path entered in the UNIX Path for report files field does not exist PATH cannot be accessed The NHAIS system does not have permission to write to the path entered in the UNIX Path for report files field PATH has null entry The UNIX Path for repor...

Page 939: ...N one field START invalid Something other than Y or y has been entered in the Enter Y to put job into the queue for processing field Query Messages ERROR MESSAGE MEANING ACTION No EMAIL The Email summary report to field has been left blank Press Enter to confirm UNIX PATH FILE correct This query message will always be displayed Press Enter to confirm A13 6 Appendix A Version 2 89 ...

Page 940: ... Runs For a single ad hoc run you must complete the following fields Input File enter the UNIX path and filename of the file containing the details of patients that require their FP69 status setting Unix Path for report files enter the UNIX path for the destination of the report files A default path as defined on the SP S screen will be displayed Email summary report to enter an email address to w...

Page 941: ... details required to set the FP69 status for the specified patients that is the information that would be entered on the AD screen A line of patient notes for the PN screen may also be included The input file must contain a header record followed by one or more patient records A parameter record may also be present and must be included in files intended for automatic upload If present the paramete...

Page 942: ...ill be used A valid future date in either DD MM CCYY or DD MM CCYY format C Reason code Mandatory if the patient is registered with a GP who has GP Links FP69 data capture enabled on the LC screen If not this field is not used One numeric character in the range 1 8 D Reason for FP69 action Optional A maximum of 44 characters The tilde backslash comma or quote characters are not allowed E Free text...

Page 943: ...on for FP69 Action Free Text Patient Notes 9047887654 1 NDRI 09 10 2 letters sent to patient address no response 9050550507 01 10 2010 FLU LETTER LIST CLEANING MAY 2010 30 03 2010 This type of file may be created using a spreadsheet xls file by doing File Save as and selecting a file of type CSV comma separated values Successful Updates Report File This success file contains details of patients th...

Page 944: ...activities since the date specified in the Exclude patients who have had their patient record amended since field If only one activity is found the patient s demographic details from before the change will also be included This additional information will be ordered within the record as follows Number of recent activities Recent activity date GP code before GP code current Practice code before Pra...

Page 945: ...status Expiry Date invalid The supplied date is not a valid future date in DD MM CCYY or DD MM CCYY format Expiry Date more than 1 year in future The supplied date is more than one year in the future Reason Code Mandatory The NHS number is registered to a GP that has FP69 data capture enabled on the LC screen and no reason code has been supplied Reason Code invalid A reason code has been supplied ...

Page 946: ...his failure reason to be reported Immigrant FP69 Conflict For Wales and Northern Ireland the patient already has immigrant status For England the patient already has immigrant status and prescription exemption information Recent Activity A current historic record has been created for the patient on or after the date entered in the Exclude patients who have had their patient record amended since fi...

Page 947: ... Reference Manual Failure Reason Description Exclusion Date invalid A recent activity exclusion date has been supplied but it is not a valid non future date in DD MM CCYY or DD MM CCYY format A14 8 Appendix A Version 2 94 ...

Page 948: ...me FP69 Details Upload Description This Analysis Job will set the FP69 status for patients whose details are supplied in the input file specified below Input File UNIX Path for report files download Email summary report to nick peed nhs net Exclude patients who have had their patient record amended since Insert Patient notes at T op or B ottom B Enter Y to put the job into the queue for processing...

Page 949: ... for which an FP69 has been successfully established The full Unix path and name of the failure file generated by the job The number of patients in the input file for which an FP69 has not been established Exclude patients who have had their patient record amended since Enter a date from which the patient record will be checked for activity If the patient s registration data on the NHAIS system ha...

Page 950: ...ntaining the details of patients that require their FP69 status setting via the automated upload will be placed Any files placed in this UNIX directory with a filename starting with the filename identifier will be automatically processed Filename Identifier Enter an identifier for these files that is a string of text with which all names of files for automated upload will begin Version 2 94 Append...

Page 951: ...e name must not be the same as an existing directory name FILE does not exist The path filename entered in the Input File field does not exist FILE empty The file entered in the Input File field does not contain any records FILE invalid The Input File must be more than one character long and must not contain the tilde or backslash characters FILE mandatory Nothing has been entered in the Input Fil...

Page 952: ...ith a forward slash character PATH vs AUTO A report file produced by the requested job will be named as a file intended for automatic upload START invalid Something other than Y or y has been entered in the Enter Y to put job into the queue for processing field SP M email missing There must be at least one entry in the FPUP email group on the SP M screen START vs AUTO Fields in both sections of th...

Page 953: ...MEANING ACTION UNIX PATH FILE correct Please check that the locations of the input and output files are correct UNIX PATH ID correct Please check that the UNIX path and filename identifier for automated uploads are correct A14 14 Appendix A Version 2 94 ...

Page 954: ...e the AJ GPDL screen to Request details of deducted patients by GP partnership or health authority Set parameters to restrict the report or request a full report Select the Unix path name to create file Queue the analysis job for processing Processing A single page print detailing the number of deducted patient records for the selected criteria The selection criteria consists of date range GP code...

Page 955: ...th 6 Group by HA the final output may be grouped in HA code order 7 Sort by GP name code or practice the final output will be ordered by the sort mechanism selected N GP surname order C GP code order P GPs by seniority within Practice name S GPs by seniority within Practice code number 8 Deducted date range this is not filled if L is specified for the first question Valid dates must be inserted If...

Page 956: ...tart the job Figure 1 Example AJ GPDL Screen AJ Analysis Job Qualifier GPDL Job Name GP DEDUCTION LISTS Description This Analysis job is designed to produce lists of deducted patients for specified GP s within specified dates Details 1 Include those patient 2 Select all G Ps or u O R Deduction Codes 3 Enter the responsible 4 Specific Deduction Re 5 Group by Responsible CGA Correspondence states go...

Page 957: ... Specific Deduction Reason Ctrl L for O R sub codes 5 Group by Responsible HA Y N 6 Sort by GP N ame GP C ode or Practice P or S 7 Deducted date range unless entered L 8 Print to Unix Y N N Path ftp GP list fill this in only if you answered L to the first question Code Deducted date range When above details complete please enter Y to start the job Figure 3 Example AJ GPDL Screen Setting the Unix P...

Page 958: ...s missing Enter the date in the correct format INVALID date The date has been incorrectly entered Re enter the date using the format dd mm ccyy DATE in future You have entered a date that is in the future Re enter the date using an appropriate date DATE before from date The date is before the from date Enter a valid range of dates Invalid list These fields should not be filled unless answer to fir...

Page 959: ...MESSAGE MEANING ACTION No from date The date will be set to first GP s from date No to date Assume same as from date Pressing Return results in a date range of one day for this GP No to date Assume same as first to date If you press Return the date range for this GP will be same as the first GP ...

Page 960: ...cords Codes can be entered to select specific ranges of GPs Partnerships Practices or PCGs Alternatively if no codes are entered the whole database will be processed Screen 2 is used to write to tape or delete a previous run When writing to tape the job cannot be suspended NOTE When using AJ GRED screen 1 an empty range will select all data For example if one range is entered e g for GP codes and ...

Page 961: ...with qualifier AP GRED to print a summary report 5 Place a tape in the tape drive then enter a key of AJ with a qualifier of GRED and press Enter again The screen shown on page 15 3 will appear 6 Complete the fields on AJ GRED screen 2 as required and start processing 7 Schedule the job via the AJ Q screen NOTE When writing to tape the job cannot be suspended 8 Unload the tape and send it to The M...

Page 962: ... Y to start processing Understanding Screen 1 GP Code Ranges Either enter a range of GP codes e g 000001 000020 or leave these fields blank to process data for all GPs on the database Partnership Ranges Either enter a range of Partnership codes e g 000011 000100 or leave these fields blank to process data for all Partnerships on the database Practice Ranges Either enter a range of Practice codes e...

Page 963: ...evice number Enter the device number of the tape drive which you have loaded with a DAT tape to receive the reconciliation data Delete previous run If you are writing reconciliation data to tape you must enter N in this field Enter Y in this field only if you wish to delete the previous AJ GRED run and return to screen 1 so that the job can be run again This can be done after the previous run resu...

Page 964: ... From field INVALID sequence The GP Partnership Practice PCG code sequence you have entered is incorrect e g the To code is less than the From code Dummy GP code selected You have entered a Dummy GP code in one of the fields This is not allowed Must be Y to start job You must enter Y in the last field to start processing Screen 2 ERROR MESSAGE MEANING ACTION DEVICE invalid The device number must b...

Page 965: ...AJ GRED Registration Reference Manual A14 6 Appendix A Version 2 74 ...

Page 966: ...t of affected patients is shown You can either continue with the job or abandon it as required See page 7 later in this chapter for details The UNIX download file may be used to create these letters using a mail merge process outside of the NHAIS system At some HAs further address checks are made at a later date A patient is assigned an Immigrant status when registered on the ID screen with the ac...

Page 967: ...migrant Enquiry letter is returned undelivered the patient s immigrant status will be deleted and an FP69 Label for lost trace should be requested on the AD screen For further details on the AD screen see Section 3 Chapter 2 Labels A line of three labels will be printed across a page If there is insufficient data to complete a line of labels the characters XXX will be printed to complete the remai...

Page 968: ...er case or both has been selected Forenames mixed case only if mixed case or both has been selected Initials Date of Birth DD MM CCYY format Date of Birth CCYYMMDD format Age years Gender Patient House Name uppercase only if upper case or both has been selected Patient House Name mixed case only if mixed case or both has been selected Patient Road Street uppercase only if upper case or both has be...

Page 969: ...e Manual Date Added CCYYMMDD format FP69 Status Y or null Immigrant Enquiry Due Date DD MM CCYY format Immigrant Enquiry Due Date CCYYMMDD format NHS Number barcode unencoded NHS Number barcode encoded A17 4 Appendix A Version 2 85 ...

Page 970: ...ostcode Surname Surname Printing will restart in surname order from the specified surname Surname Surname First Forename Printing will restart in surname order from the specified surname and forename Postcode Surname Printing will restart in postcode order from the specified postcode and surname Postcode Surname First Forename Printing will restart in postcode order from the specified postcode sur...

Page 971: ...quired Enquiry Date requested below You can also or request a Unix download file of those patient details within the same run Exclude patients who already have FP69 status Y N have screening result in last 99 months Y N Unset Immigrant status for patients excluded as a result Y N Details Previous Enquiry Date 01 06 13 Required Enquiry Date Do you want labels to be produced Sort by Postcode C Surna...

Page 972: ...download file is required 8 Specify whether you want the name and address fields within the download file to use upper or mixed case 9 You can optionally enter a title prefix to be used for minors 10 Enter Y in the Processing field to queue the job for processing 11 Press Enter The message Job Entered onto Job Queue for Processing will be displayed Understanding the AJ IMEL Screen Exclude patients...

Page 973: ...ave selected for example in surname or postcode order UNIX path for download file Enter the full UNIX path name for the download file download Name and Address fields U ppercase M ixed case or B oth Use this field to specify whether you want the name and address fields within the download file to be in upper case mixed case or both Title prefix text for minors You can optionally specify what title...

Page 974: ... details within the same run Details Previous Enquiry Date 13 06 13 Required Enquiry Date 13 08 13 Do you want labels to be produced Sort by Postcode C Surname A UNIX path for download file ftp Download Name and Address fields U ppercase M ixed case or B oth m Title prefix text for minors P G OF Enter Y to queue the job for processing Y Example AJ IMEL Screen Showing the Number of Records Selected...

Page 975: ...ered a date that occurs on or before the Previous Enquiry date Enter a date that occurs after the Previous Enquiry date DATE in future You have entered an Enquiry due date that occurs in the future Enter a date in the past or today s date LABEL invalid Enter Y if you wish to produce labels otherwise enter N or leave the field blank LABEL vs PATH Labels or a UNIX download must be selected LABEL vs ...

Page 976: ...ntain or tab characters START invalid You have entered an invalid character in the Start field Either enter Y to start processing or N if you do not wish to continue START missing You have not entered a value in the Processing field Either enter Y to start processing or N if you do not wish to continue Query Messages ERROR MESSAGE MEANING ACTION CHECK Count below Check the number of records that w...

Page 977: ...ist the GP s List and Medical Record Envelope MRE Labels for patients registered with a specific GP or Partnership NOTE The GP s List is for all patients registered with a specific GP or Partnership The MRE Labels are for all patients with a new format NHS number Directions to Display the AJ MREL Screen 1 Enter a key of AJ with a qualifier of MREL Press Enter Example AJ MREL Screen AJ Analysis Job...

Page 978: ...Patient s Surname D for Patient s Date of Birth G for Patient s Gender 4 Enter Y in the Enter Y to Start field If the details have been entered correctly the screen will display the message Please Check your Selection list send again 5 If the parameters you have selected are correct press Enter AJ MREL will be placed on the AJ Q to await scheduling The AJ Q screen will be displayed with the screen...

Page 979: ...de in this field NOTE Only the GP Partnership field or the GP Local Code field may be entered not both Output Sequence Select the sequence of output you require in this field Enter N for NHS Number S for Patient s Surname Patient s First name Patient s 1st initial Patient s 2nd initial NHS Number D for Patient s Date of Birth NHS Number G for Patient s Sex Patient s Surname Patient s First name Pa...

Page 980: ... last patient successfully printed or If a complete new page is required for the GP s List print enter the last NHS Number printed on the last successfully printed page NOTE The number may be entered with or without spaces If it is entered incorrectly and cannot be found on the file of NHS numbers to be printed then the report will restart printing from the beginning of the file To re set page num...

Page 981: ...e GD screen Invalid Output Enter M for MRE Labels or G for GP s List in the Output Required field Invalid Sequence A valid sequence must be entered in the Output Sequence field Enter N for NHS Number D for Patient Date of Birth G for Patient Gender S for Patient Surname OUTPUT Missing Either G for GP s List or M for MRE Labels must be entered in the Output Required field SELECT either You must put...

Page 982: ...WIS JONES DH HARPER MARK G 19 06 1972 675 289 7736 JD88001773 M 13 12 1987 569202 GREEN HB COOPER HELEN F 14 03 1968 685 765 8976 SR82090108 F 29 01 1988 362635 GRANGER RD SMITH KEVIN W 29 11 1982 703 733 6484 LF35520188 M 13 12 1982 742711 WILLIAMS ZJ DAWSON BEVERLEY H 02 07 1939 723 632 8435 SD33551903 F 26 08 1956 462674 LEWIS JONES DH HENDERSON PAULINE N 31 12 1953 725 626 7353 RD3733135 F 13 ...

Page 983: ...t as below An Acceptance Code of 1 Birth 3 Transfer In or 6 Internal transfer with a Medical Record Status of FGP Forwarded to GP or EFG Envelope only to new GP An Acceptance Code of 2 1st Acceptance 4 Immigrant or 5 Ex Service with a Medical Record Status of FGP Forwarded to GP EFG Envelope only to new GP or NOR No original available Patients who are deducted whose MR status is set as below will ...

Page 984: ...centage of MREs received from HAs NHSCR and GPs within a range of time spans They can be used to provide the statistics to meet the Patients Charter requirements The Patients Charter requires that HAs supply figures showing the proportion of MREs received within six weeks The relevant figures can be found in the first row of each of the tables Detailed Statistics Reports give a more precise breakd...

Page 985: ... Job Qualifier MRST Job Name MEDICAL RECORD STATISTICS Description This job will produce statistical information on the time taken to return Medical Record Envelopes from GPs within the HA other HAs and NHSCR Recipient NHAIS System TES Produce S ummary statistics or Produce D etailed statistics Enter date range dd mm yy from upto and including Enter standard return rate Enter a Y to initiate proce...

Page 986: ... D for Detailed Statistics 2 Enter the processing date range 3 For Detailed Statistics only enter the Standard Return Rate set by your HA 4 Enter Y to queue the Analysis Job for processing 5 Press Enter If details have been entered correctly the following message will be displayed CHECK INFORMATION IS OKAY Send again to confirm 6 Press Enter to confirm ...

Page 987: ...For example your HA might decide that a standard return rate of 55 should be set This means that your HA thinks it is reasonable to expect this proportion of records from GPs within six weeks and will measure the return rate of all GPs against this standard NOTE If a Standard Return Rate of 100 is entered the report will list every GP who has returned an MRE regardless of how long it took The Stan...

Page 988: ...are shown in the row along the bottom of the table The percentages tell you what proportion of all the MREs were received during a specific time period from the HA NHSCR or GPs NOTE When the percentages are calculated they are rounded up to the nearest whole number Detailed Statistics Six reports will be produced when Detailed Statistics are requested These show the number of Medical Records recei...

Page 989: ...eceived Cumulative Count Refers to all Medical Records received from the Start Date up to the end of a particular time period For example if the time period is 10 to 12 weeks the number of records counted will be all of those received up to 12 weeks after the Start Date Received Within Period Each number in this column is a percentage of each number in column 2 Number Received Within Period These ...

Page 990: ...ore shows how efficient each HA has been in returning Medical Records Column Title Meaning Total Rec d Refers to all Medical Records received from each HA No Rec d 6 Weeks The number of records received within 6 weeks of the start date are broken down into the bands described above The start date is the date added as shown on the ID screen For deductions the date added is the date the deduction wa...

Page 991: ...pecific GP No Rec d 6 Weeks The number of records received within 6 weeks of the start date are broken down into the bands described above The start date is the date added as shown on the ID screen For deductions the date added is the date the deduction was actioned on the system No Rec d After 6 Weeks Refers to the number of records received from each GP after 6 weeks from the start date The star...

Page 992: ...ndard return rate must be a number Re enter Rate not in Range The standard return rate must be a number between 1 and 100 Re enter Invalid Date range The up to date must not occur before the from date Re enter Report missing Enter S for summary statistics or D for detailed statistics in the report type field From Date missing Enter the from date To Date missing Enter the up to date Rate not presen...

Page 993: ...T DOES NOT INCLUDE OUTSTANDING MREs TO OBTAIN DETAILS OF OUTSTANDING MREs RUN AJ OSMR Senior Partner Senior Partner GP GP Total No Rec d 6 Weeks No Rec d Return Code Name Code Name Rec d 2 3 4 5 6 After 6 Wks Rate 000001 B BUTLER 000001 B BUTLER 5 0 0 0 0 1 4 20 000016 S HOLMES 000008 T ORANGE 1 1 0 0 0 0 0 100 000058 M STARLIGHT 000058 M STARLIGHT 1 1 0 0 0 0 0 100 000127 D EATH 000003 D ISEASE 1...

Page 994: ... period 01 01 96 to 31 03 96 THIS REPORT DOES NOT INCLUDE OUTSTANDING MREs TO OBTAIN DETAILS OF OUTSTANDING MREs RUN AJ OSMR HA HA Total Number Rec d 6 Weeks Number Received Return Cipher Name Received 2 3 4 5 6 After 6 Wks Rate CR CORNWALL ISLES OF SCILLY 1 0 0 0 0 0 1 0 MAN MANCHESTER 1 0 0 0 0 0 1 0 This report excludes deduction types D Death R C Registration Cancelled and R A New HA Same GP F...

Page 995: ...received and logged in MREs Number Received Total Received Received Total Received Within Within Period Cumulative Count Within Period Cumulative 6 weeks 1 1 20 20 7 to 8 4 5 80 100 9 to 10 0 5 0 100 11 to 12 0 5 0 100 13 to 18 0 5 0 100 19 to 24 0 5 0 100 25 to 29 0 5 0 100 30 to 34 0 5 0 100 35 to 39 0 5 0 100 40 to 44 0 5 0 100 45 to 49 0 5 0 100 50 to 54 0 5 0 100 55 0 5 0 100 Figure 3 AJ MRST...

Page 996: ...d in MREs Number Received Total Received Received Total Received Within Within Period Cumulative Count Within Period Cumulative 3 weeks 1 1 50 50 4 to 6 0 1 0 50 7 to 8 1 2 50 100 9 to 10 0 2 0 100 11 to 12 0 2 0 100 13 to 14 0 2 0 100 15 to 16 0 2 0 100 17 to 18 0 2 0 100 19 to 20 0 2 0 100 21 0 2 0 100 This report excludes deduction types D Death R C Registration Cancelled and R A New HA Same GP...

Page 997: ...Responsible PCT matches the entered code Leaving this field blank will ensure the selection is not limited to one PCT You can decide whether the job should be limited to tracing patients with a temporary NHS number an old format NHS number or both You can determine whether the job should be limited to tracing patients for which an NHSCR Reply is not awaited or those where an NHSCR Reply is awaited...

Page 998: ... Appendix A A18 2 Version 2 74 Summary running the job in Summary mode will include information regarding the number of patients by responsible PCT matching the entered search criteria in the output No traces are performed against the PDS ...

Page 999: ...standing the AJ NHST Screen Patient Date Added Range From To A range of dates of patient addition can be entered A blank date From will search from the earliest record on file Similarly a blank date To will search to the latest record on file i e leaving both blank will search all patients PCT Code A PCT code already defined on the system via the HG screen can be entered to limit the search to pat...

Page 1000: ...g to see if it is worth updating their NHS numbers as they may well be deducted from the system shortly Immigrant marker not set Include patients with Immigrant marker not set Entering Y for both Immigrant Marker fields includes all patients Trace patients List patients or Summary Enter T for a trace L for a List or S for a summary Trace report will attempt traces via the PDS thus potentially prov...

Page 1001: ...ed on the request screen 5 Date From 6 Date To 7 PCT Code 8 Temporary NHS Nos 9 Old format NHS Nos 10 NHSCR reply expected 11 NHSCR reply not expected 12 FP69 status set 13 FP69 status not set 14 Immigrant marker set 15 Immigrant marker not set 16 Report type Trace List or Summary Patient Record There will be multiple patient records These will appear in Trace and List reports only These will be p...

Page 1002: ...X PMM 24 PDS NHS No 25 PDS Surname 26 PDS Forenames 27 PDS DOB 28 PDS Sex 29 PDS Date of Death 30 Probable Posting based on PDS postcode The Result code in the above record layout can have the following values and corresponding meanings NOLK PDS link was not switched on when this record was processed PDST PDS timeout the PDS didn t respond within a specified time PDSE PDS error PNM No match for pa...

Page 1003: ...Registration Reference Manual AJ NHST Version 2 74 Appendix A A18 7 1 Record type 3 Detail in last record will be 4 Trailer 2 PCT Code in last record will be TOTAL 3 Count of patients ...

Page 1004: ...ed FP69 invalid You should only enter Y or blank for FP69 status set and FP69 status not set FP69 entry reqd You must enter Y for one of FP69 status set or FP69 status not set Immigrant invalid You should only enter Y or blank for Immigrant marker set and Immigrant marker not set Immigrant entry reqd You must enter Y for one of Immigrant marker set or Immigrant marker not set TRACE invalid Report ...

Page 1005: ...74 Appendix A A18 9 MESSAGE MEANING ACTION EMAIL invalid Email contains but is not a valid email address START invalid Start job must be Y Query Messages MESSAGE MEANING ACTION UNIX EMAIL correct Is the Unix pathname filename or email address correct ...

Page 1006: ...AJ NHST Registration Reference Manual Appendix A A18 10 Version 2 74 ...

Page 1007: ...is job NRIP produces a hard copy report listing which shows any patient records that have postcodes which are not valid for your area as compared with the list of postcode outcode areas that should cover your entire NHAIS system area as shown on your OM screen and any postcodes which have invalid formats ...

Page 1008: ... Jobs Qualifier NRIP Job Name INVALID POSTCODES Description This application identifies patient records with invalid postcodes Please enter Y to start the job Understanding the AJ NRIP Screen Enter Y to start the job If you want to start the job enter Y This will take you to the AJ Q screen Once you have started the job you can watch its progress on the AJ Q screen by pressing PF2 to update the sc...

Page 1009: ...ation Reference Manual AJ NRIP Version 2 74 Appendix A A19 3 Error Messages ERROR MESSAGE MEANING ACTION START invalid You entered a character other than Y in the start field Re enter using Y to start the job ...

Page 1010: ...A Doctrina CR3 129 YARD Big CV1 CAM1 CAMBRIDGE Michelle CV4 119 STUDENT Warwick STUD 300 STUDENT Warwick Dion DT6 400 000 6495 BAKER Fred Oliver 400 000 8072 BAKER Sally Caroline 747 028 3439 BARNES Garfield Ely 720 226 4668 BARNES Tim Bill 836 864 5751 BEGLEY Brenda Iris 827 751 5731 BLINK Sue 550 146 8670 BRAINES Teresa 507 860 5827 BROWN Charles Harry 473 330 4552 BROWN Yvette M 536 108 7858 BU...

Page 1011: ...en recipient which you can specify using the Unix Dir Email Address field Print The total number of outstanding medical records listed in the print is included on the header page Outstanding medical record details for the selected GP partnership or organisation will be printed on a separate page together with some basic patient details The number of weeks each patient s record has been outstanding...

Page 1012: ...Enter The screen display which appears will depend on the organisation type set on the OC screen If your organisation is set to HA reporting the screen shown in Figure 1 will appear You can then specify your count print requirements on this screen If your organisation is to PCT reporting the preliminary screen shown in Figure 2 will appear You must then specify whether outstanding MRs are to be ou...

Page 1013: ...ip by GP PG Practice R Prac by GP RG HA H Q code Q Subsidiary Print Sequence A N D G Select List or All L List of desired codes UNIX Dir Email address When details are complete type Y to start job Figure 1 AJ OSMR Screen organisation set to HA AJ Analysis Job Qualifier OSMR Job Name OUTSTANDING MEDICAL RECORD REPORT Description This Analysis job produces a listing of outstanding Medical Records by...

Page 1014: ... type Y to start job Figure 3 AJ OSMR Screen organisation set to PCT select print by GP partnership AJ Analysis Job Qualifier OSMR Job Name OUTSTANDING MEDICAL RECORD REPORT Description This Analysis job produces a listing of outstanding Medical Records by selected criteria Recipient NHAIS System LNN C ount or E mail P rint or U NIX Weeks Outstanding Range Date of Movement Range Select Print MRs b...

Page 1015: ...trict the MRs to a specific number of weeks outstanding or date of movement range Only one range option may be used 4 Enter the overall print sequence If you have requested a count continue from step 6 below 5 If you have selected P for print in step 2 enter the subsidiary print sequence 6 Select whether a count of outstanding MRs is required for all or specific GPs practices partnerships Q codes ...

Page 1016: ...cted to specific outstanding records using either of the Range field options If a print is selected and both range fields are left blank all outstanding medical records will be listed Enter U to request the output is sent to the requested Unix file including all patients meeting criteria Weeks Outstanding Range This field must be left blank if either a count has been requested or a date of movemen...

Page 1017: ...page Count A count of outstanding MRs in partnership order PG Print Details will be grouped in GP order within partnership MRs will be grouped by patient name NHS number or date order within this Each GP will be printed on a separate page Count A count of outstanding MRs in GP code order within the partnership The total number of outstanding records for each partnership will be included R Print De...

Page 1018: ...on a separate page NOTE Leave this field blank if you have chosen to send the resulting output to a Unix file or as an email attachment Select List or All Enter L to produce a report on specific GPs partnerships practices Q codes or HAs Enter to produce a report on all GPs partnerships or HAs NOTE If you choose to report on all practices all GPs will be included regardless of whether they are curr...

Page 1019: ...ers of MRs outstanding from GPs practices partnerships or from other HA areas the email will have a subject line of OSMR counts from xxx where xxx is the NHAIS system on which the job was run a file attachment with a filename of OSMRxxxdate time txt where xxx is the NHAIS system on which the job was run and date time is a unique Caché format for the system date and time Included within the body te...

Page 1020: ..._date_seq txt where UserID is the user ID of the person who requested the job date is the system date in ccyymmdd format and seq is an incremental sequence number to make the filename unique The tab delimited Unix file will have the following file structure Field No Data Item 1 Practice code for the patient 2 Partnership code for the patient 3 Local GP code for the patient 4 GNC code of this GP 6 ...

Page 1021: ...ate is the system date in ccyymmdd format and seq is an incremental sequence number to make the filename unique The tab delimited Unix file will have the following file structure Field No Data Item 1 Organisation code HA or Q code as requested 2 Patient s NHS number 3 Patient s NHS number barcode unencoded 4 Patient s NHS number barcode encoded 5 Patient s surname 6 Patient s first forename 7 Pati...

Page 1022: ...ou have entered a PCT code for which no data is held on the multi organisation database you are working on Enter a valid code in the Recipient PCT Code field This field will only be displayed if an organisation type of PCT has been set via the OC screen RANGE not required You have requested a count or email of outstanding MRs Week outstanding range and date of movement range are not required ONLY ...

Page 1023: ...r request All in the Select List or All field SELECT not reqd You have entered a value when selecting an output of E or U CODE duplicate s You have entered a code more than once GP code invalid You have selected a report on outstanding GPs and entered an invalid GP code in the List field Re enter code correctly P SHIP invalid You have entered an invalid partnership code Re enter correctly HA code ...

Page 1024: ...n to The directory name must also be in lowercase PATH does not exist You must enter a valid directory START invalid You have entered an invalid character in the Start field Enter Y to queue the job QUEUE IN USE PLEASE TRY AGAIN IN A FEW SECONDS The analysis job queue is currently in use Try to queue the job again in a few seconds Appendix A A22 14 Version 2 98 ...

Page 1025: ...ared on 01 04 96 OUTSTANDING MEDICAL RECORD COUNT FOR THE FOLLOWING GP S 000001 000002 000003 GRAND TOTAL OF OUTSTANDING MEDICAL RECORDS 12 PRINT DATE 10 04 96 TIME 2 51 PM PREPARATION DATE 10 04 96 Figure 1 AJ OSMR Count for HA ...

Page 1026: ... COUNT OF MEDICAL RECORDS AWAITED FROM GP S Page 1 Weeks outstanding 3 4 5 6 7 8 9 10 12 14 16 18 20 30 40 50 000001 0 0 2 0 0 0 0 0 1 0 0 0 0 0 0 0 000002 3 0 2 2 0 0 0 0 0 0 0 0 0 0 0 0 000003 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 2 Figure 2 AJ OSMR Count for HA ...

Page 1027: ...EDICAL RECORD PRINT FOR THE FOLLOWING GP S 000001 000002 000003 NO RANGE SPECIFIED PRINT SEQUENCE IS IN SURNAME ORDER GRAND TOTAL OF OUTSTANDING MEDICAL RECORDS 12 PRINT DATE 10 04 96 TIME 2 57 PM PREPARATION DATE 10 04 96 Figure 3 AJ OSMR Print for HA ...

Page 1028: ...renames Act NHS No Alt NHS No D of B Start Date Last Rem Wks ABOT FRANK 546 768 2345 01 02 23 26 03 96 5 Reason for Deduction Embarkation HODGE ANITA 867 455 4254 10 02 52 05 02 96 2 Reason for Deduction Death SMITH ANNA 334 768 2342 10 02 52 05 02 96 5 Reason for Deduction Services Figure 4 AJ OSMR Print for HA ...

Page 1029: ... 96 5 Reason for Deduction Removal to another area JOHNSTON JAMIE 959 414 6564 01 01 82 18 10 95 5 Reason for Deduction Removal to another area LOISE HELEN 947 200 2333 03 03 33 30 09 95 3 Reason for Deduction Deduction at GPs req MATHERS SHEILA 956 788 4546 15 02 52 30 09 95 6 Reason for Deduction Int Trans SMITH ERIC 857 930 3565 01 01 60 28 02 96 3 Reason for Deduction Removal to another area S...

Page 1030: ... CHERRY 000003 Page 1 Surname Forenames Act NHS No Alt NHS No D of B Start Date Last Rem Wks NEWTON FRED 444 555 8885 HOSS 300 10 10 10 26 01 96 50 Reason for Deduction Services WALKER CRISPIN 994 499 4499 HZK 1001 03 03 33 12 12 95 50 Reason for Deduction Int Trans Figure 6 AJ OSMR Print for HA ...

Page 1031: ...DICAL RECORD PRINT FOR THE FOLLOWING GPs NO RANGE SPECIFIED PRINT SEQUENCE IS IN NHS NUMBER ORDER Grand Total of Outstanding Medical Records 3 Printed 10 12 02 Time 9 35 AM Preparation Date 10 12 02 Figure 7 AJ OSMR Print for PCT ...

Page 1032: ...t Date Last Rem Wks BROWN ALAN 143 846 1003 NHS 2518385 27 05 1975 20 11 2001 16 10 2002 54 Reason for Deduction Int Trans ADAMS ALEX KEVIN 400 000 0284 NHS 2518545 08 08 1961 01 12 2002 1 Reason for Deduction Int Trans SMITH ANDREW JOHN 400 768 2342 20 10 1951 01 12 2002 1 Reason for Deduction Services Figure 8 AJ OSMR Print for PCT ...

Page 1033: ...MEDICAL RECORD PRINT FOR THE FOLLOWING HAs TES NO RANGE SPECIFIED PRINT SEQUENCE IS IN SURNAME ORDER Grand Total of Outstanding Medical Records 9 Printed 15 05 14 Time 3 57 PM Preparation Date 15 05 14 Figure 9 AJ OSMR Print MRE Box Numbers ...

Page 1034: ...VOR 500 000 5243 NHSA 2799 19 08 1987 03 12 2013 23 Box Number 1 PENNYBOXRAN8 BISHOP ALEX ELY 544 811 4884 NHS 105741 20 09 1950 27 09 2013 32 Box Numbers See RB screen HUNTER DEIDRE 526 538 2110 17 11 1945 01 01 2005 488 PARKER JULIAN JAY 546 446 7051 10 02 1975 13 06 2012 100 PARKER MELISSA ROWENA 560 730 7386 01 12 1993 01 09 2013 36 PARKER PRIMROSE 500 000 7035 02 03 1956 15 02 2013 64 Previou...

Page 1035: ...Figure 11 AJ OSMR Bar Codes Print 1 ...

Page 1036: ...Figure 12 AJ OSMR Bar Codes Print 2 ...

Page 1037: ...unts for a GP a Practice a PCO of registration a PCO of residence or all patients The job will generate counts of patients within the selected organisation by PCO of residence local GP Code of Registration sex either male female or indeterminate and age in years The job will create an extract file of patient counts This file can either be downloaded to Unix or emailed to an address you specify Inf...

Page 1038: ...olleague would prefer to receive the file via email enter an email address 5 Enter Y and press Enter to start processing the job AJ Analysis Job Qualifier PCAS Job Name Patient age sex breakdown by PCO GP Description This job will produce counts of patients by PCO of residence and GP of registration broken down by age and sex Output can be to a Unix file or an Email address Select ONE of the follo...

Page 1039: ...onsidered as part of that practice Similarly for reports produced for a PCO of Registration if any GP s Practice was in that PCO but has not been allocated to another via the HG screen that GP will be considered to be still with that PCO All Patients To include all patients enter All in this field Export Unix Email You can have the information from the job downloaded to Unix for use in third party...

Page 1040: ...rd o NHAIS System Cipher o Extract Date CCYYMMDD format o Type of run GP Practice PCO of Registration PCO of Residence or All o Value Requested e g GP Code Count Records o PCO Code of Residence o GP of Registration local code o GP of Registration national code o Sex M F or I o Age in whole years o Patient Count Trailer Record o NHAIS System Cipher o Extract Date CCYYMMDD format o Total Patient Cou...

Page 1041: ...han ALL in the All Patients field Re enter using only ALL EXPORT invalid The Unix download pathname and or filename must be in a valid format and cannot contain the characters or Check either the Unix pathname filename or the email address and re enter the details as appropriate PATH must not end UNIX path filename ends with Remove the at the end of the Unix path filename PATH has null entry UNIX ...

Page 1042: ...ata in the Export data field contains but is not a valid email address Check and re enter the email address START invalid Must be Y Re enter using only Y Query Messages ERROR MESSAGES MEANING ACTION UNIX EMAIL correct Is the Unix pathname filename or e mail address correct Check and re enter the details as appropriate ...

Page 1043: ...is job is first run the list of GPs will default to ZZZ001 and ZZZ002 DDRs and DPRs However you can amend this list to include any GPs you require so that for example other dummy GPs can be included The list of GP codes you specify will be kept by the system for future use Whenever you re enter the screen it will display the list as last specified by you This allows you to establish a standard lis...

Page 1044: ... Unix file or an Email address Select GP ZZZ001 ZZZ002 Report type C ount or L ist Export Unix Email Enter Y to run job Figure 1 Example AJ PCOR Screen Understanding the AJ PCOR Screen GP Enter the GP codes you want included when the job runs You can enter up to 40 individual GP codes Remember the first time you run this job the list of GPs will default to ZZZ001 and ZZZ002 Report Type Enter C or ...

Page 1045: ...Registration Reference Manual AJ PCOR Version 2 74 Appendix A A22 3 Enter Y to run the job To start processing the job enter Y ...

Page 1046: ...istration local Code o GP of Registration national Code if applicable o Count of the number of patients for that GP of registration and PCO of residence Trailer Record o NHAIS System Cipher o Extract Date CCYYMMDD format The download file uses the following format for patient record information Each field within the record is delimited with a tilde character Header Record o NHAIS System Cipher o E...

Page 1047: ...te of Birth CCYYMMDD format o Address Line 1 o Address Line 2 o Address Line 3 o Address Line 4 o Address Line 5 o Postcode o Date Added to GP List CCYYMMDD format o Sex Trailer Record o NHAIS System Cipher o Extract Date CCYYMMDD format o Number of Patients included within the extract ...

Page 1048: ...ilename ends with Remove the at the end of the Unix path filename PATH has null entry UNIX path filename contains Check and re enter the path filename PATH does not exist The UNIX path entered must already exist Check the Unix path and re enter as appropriate FILE Directory name The UNIX filename must not be an existing directory Check the filename and re enter FILE cannot be opened You do not hav...

Page 1049: ...tration Reference Manual AJ PCOR Version 2 74 Appendix A A22 7 Query Messages QUERY MESSAGES MEANING ACTION UNIX EMAIL correct If the Unix pathname filename or email address is correct press Enter to confirm ...

Page 1050: ...rly a blank Date To field will search to the latest record on file o Time From and To a range of times of requests can be entered A blank Time From will search from the earliest record on file similarly a blank Time To field will search to the latest record on file See the note in the section Understanding the AJ PDSA Screen later in this chapter for further information about using date and time r...

Page 1051: ...atient Surname would result in the analysis of all requests for patients with surname SMITH by the users SDTORF or MARY12 The report required Choose one of the three report types o Technical performance o Patient this is not available for Request Type ALL or o PCO Practice this is only available for Request Type ADV See later in this chapter for an explanation of each of the three report types Des...

Page 1052: ...ce Patient report to include Result data Y N PCO Practice Unix E mail Start job Figure 1 Example AJ PDSA Screen Understanding the AJ PDSA Screen Request Type This is a mandatory field Use this field to enter the request type for the audit A list of valid request types can be displayed and selected from a pop up box Press Ctrl Shift and L in this field to display the pop up box See Figure 2 Date ra...

Page 1053: ...ect the valid applications Press Ctrl Shift and L to display the pop up box An example is shown below in Figure 3 AJ Analysis Job Qualifier PDSA Job Name PDS Applications SIS This e audit file of PDS interactions and send a Unix file or email address ADBA Request type AFQU Date range of Reques AJBT From to Time AR From to HH MM BAML Application BOAJ User ID BQ Req S name DDRB Req F name DL PCO FP6...

Page 1054: ...essing the technical performance of the NHAIS system s interaction with the PDS Patient which is used for providing information on specific patient data and or NHAIS Systems staff usage If you select this report you also have to decide whether you want the PDS Result data included in the report along with the Request data If you do enter Y in the report to include Result data field PCO Practice wh...

Page 1055: ...18 24 User ID s 25 27 Request Surname s 28 30 Request Forename s 31 38 Request PCO s 39 45 Request Practice s 46 52 Request GP s 53 Report type TECH PAT PCO 54 Include Result data if PAT is selected from above These entries may appear in multiple fields within the email or Unix download file Depending on the report type selected there will then follow a number of the appropriate detailed records T...

Page 1056: ...r of requests resulting in an exact match 13 Above field as a percentage of the Number of requests 14 Number of requests resulting in multiple matches 15 Above field as a percentage of the Number of requests 16 Average seconds taken to fulfil request if not error or timeout Patient records The Patient report will always include Request records and if you chose Y Yes to the inclusion of Result data...

Page 1057: ...Y number of matches 14 PCO 15 Practice 16 GP Patient Result record Rec No Description 1 Request Token ID an integer uniquely identifying the request 2 Record type RESULT 3 Sequence number which uniquely identifies the result within the request 4 NHS No 5 Surname 6 Forenames 7 Title 8 Sex 9 D O B 10 Address line 1 11 Address line 2 12 Address line 3 13 Address line 4 14 Address line 5 15 Postcode 1...

Page 1058: ... application Use the pop up box to display and select valid applications APPLICATION duplicated Enter each application once only Check your Application field entries and remove any duplicates INVALID chars No field should contain or characters Remove any invalid characters USER ID duplicated Enter each User ID once only Check your User ID entries and remove any duplicates REQ S NAME not poss If Re...

Page 1059: ...tries REPORT invalid Enter Y to select report type Re enter using Y only REPORT not poss Unless Request type ADV is selected it is not possible to analyse the audit file by PCO Practice RESULT unnecessary No need to select Result Data unless choosing Patient report Remove the entry RESULT needed If choosing Patient report you must select Result Data Enter Y or N in the report to include Result dat...

Page 1060: ...rror Either you have specified a directory name or the Unix filename already exists Check and re enter EMAIL invalid Email contains but is not a valid email address Check the email address is correct and re enter START invalid Start job must be Y Re enter using only Y Query Message ERROR MESSAGE MEANING ACTION UNIX EMAIL correct Is the Unix pathname filename or email address correct If the path an...

Page 1061: ...AJ PDSA Registration Reference Manual A23 12 Appendix A Version 2 74 ...

Page 1062: ...or figures that HAs are required to supply to the DH Processing Data for these reports is logged by the workload statistics logging program onto a summary file For example each time the Registration database is updated by a member of staff with new data or amended data the logging program will record that a change has taken place The summary file will store changes to the database in blocks as acc...

Page 1063: ...n will be printed on a separate page NOTE If figures are unavailable for a requested application the message ZERO COUNT FOR THIS APPLICATION will be printed on the appropriate header page Whenever a Performance Indicator report is requested where the user has specified a UNIX Path in the UNIX d load path field two files will be produced One will contain the Performance Indicator data for the reque...

Page 1064: ...Code A code describing the application used to perform the action 3 Action Code The code of the action performed 4 Total The total number of transactions for this user ID application code and action code summed across the dates within the date range entered on the screen By example a download record may look like the following RAKS01 GF 1 59 This record indicates that between 01 12 2010 and 31 12 ...

Page 1065: ...ications 6 up to 19 max The selected Application Codes and code descriptions The selected application codes and code descriptions Next line The name of the download file containing the data is The name of the data file produced for this run By example this file may contain the following The following parameters were input to this run Performance Indicator From Date 01 01 2010 Performance Indicator...

Page 1066: ...Patients registered as a first acceptance to dummy GP codes ZZZ100 and above are not counted in the Movement In totals on the Service report NOTE Any patients registered to a GP code of ZZZ100 and above before Registration Enhancements Project Mini Release 2 was installed will be counted on the Service report Restart Procedures Use the restart point displayed on the PS screen ...

Page 1067: ...ations Enter Y EITHER All OR Enter below AD BT CH DL DN DP FP GF ID MR NH PC PE PN UNIX d load path Enter Y to start processing Example AJ PISI Screen when accumulated figures do not exist AJ Analysis Job Qualifier PISI Job Name PERFORMANCE INDICATOR SERVICE INDICATOR Description This job produces a report on Performance or Service indicators Summary Summary file figures for 2009 2010 have not yet...

Page 1068: ...delete any figures 3 Enter P to request a Performance Indicator report or S to request a Service Indicator report in the Choice field If you have requested a Performance Indicator report 4 Enter the period the report is to cover in the From and To fields 5 For users you can do one of the following Print a report on a specific member of staff by entering the user ID in the User field Access a pop u...

Page 1069: ...lows 1 Run Performance Indicators report 2 Run summary file figures accumulating statistics not producing a report 3 Run Service Indicator report Understanding the AJ PISI Screen Summary file figures Enter Y if you wish to accumulate workload statistics held in the summary file for the year indicated Enter N or leave blank if you do not wish to accumulate the statistics AJ PISI will not accumulate...

Page 1070: ...evious accumulated statistics enter the year range to be deleted in this field Valid year ranges of old accumulated statistics will be displayed in the field NOTE This field will not be displayed if there are no previously accumulated statistics to be deleted Choice Enter either P to request a Performance Indicator report or S to request a Service Indicator report Service indicator period Only ent...

Page 1071: ...port Enter Y to request a report on all members of staff NOTE Leave this field blank if you have specified a user ID in the User field All Enter Y to produce the report on all the applications listed NOTE Leave this field blank if you have requested a report for specific applications in the Applications field Applications Enter a Y next to the application listed to include statistical information ...

Page 1072: ...een Set Immigrant status BCCS B AJ BT Bulk transfer with CS claims BCHS B AJ BT Bulk transfer with CHS claims BCL B AJ BT Bulk transfer with CS CHS claims BT B AJ BT Bulk Transfer DL A C DL Screen Deduction Type Adopted Child DL D DL Screen Deduction Type Death DL DDR DL Screen Deduction Type Deducted at Doctor s Request DL DPR DL Screen Deduction Type Deducted at Patient s Request DL E DL Screen ...

Page 1073: ...if user ID is a real user or via AJ BOAJ if user ID is AUTOAC GF 4 GP Links Registration Immigrant Note done either via the LX Screen if user ID is a real user or via AJ BOAJ if user ID is AUTOAC GF 5 GP Links Registration Ex Services Note done either via the LX Screen if user ID is a real user or via AJ BOAJ if user ID is AUTOAC GF 6AC GP Links Registration GP Code Address change Note done either...

Page 1074: ... or via AJ BOAJ if user ID is AUTOAM GF D GP Links Deduction Type Death Note done either via the LX Screen if user ID is a real user or via AJ BOAJ if user ID is AUTODL GF E GP Links Deduction Type Embarkation Note done either via the LX Screen if user ID is a real user or via AJ BOAJ if user ID is AUTODL GF FP69 GP Links Amendment Amend FP69 Retention Note done either via the LX Screen if user ID...

Page 1075: ...creen Medical Record Amendment MR CAN MR Screen Medical Record Label Cancellation MR LAB MR Screen Medical Record Label Request NH A1 NHSCR Name Title Amendment NH A3 NHSCR NHS No Change NH A4 NHSCR Amendment Not name address NH D NHSCR Deduction Death NH E NHSCR Deduction Embarkation NH M H NHSCR Deduction M H NH R NHSCR Removal to another HA NH S D NHSCR Deduction S D NH SER NHSCR Deduction SER ...

Page 1076: ...n Prescription Exemption Type H 4Mnth Rnl PE HYF PE Screen Prescription Exemption Type H 1Yr 1st PE HYR PE Screen Prescription Exemption Type H 1Yr Rnl PE IST PE Screen Historic PE M PE Screen Presc Exemption Maternity PE PRIN PE Screen Presc Exemption Print Request PN A PN Screen Patient Note Amendment Note if the user ID is AUTO69 then this was done via AJ FPUP not the PN Screen PN C PN Screen P...

Page 1077: ...aracter PATH must contain The UNIX path does not contain a slash character PATH must end The UNIX path does not end with a slash character PERIOD format invalid You have entered an invalid year range in the Accumulated Figures field Re enter OUT of range You have entered an invalid year range in the Accumulated Figures field Re enter range within dates displayed CHOICE missing You have not selecte...

Page 1078: ...xist for the dates you have requested Re enter the dates correctly FIGURES accumulated Some or all figures for the dates requested have been accumulated Re enter the dates FIGURES to be accumulated Figures for the dates you requested have been requested for accumulation Re enter dates NOT both User and ALL You have requested a report on all members of staff as well as requesting a report on an ind...

Page 1079: ...ve requested a report on all applications by selecting each application individually Request this report by entering Y in the All applications field FIGURES HAVE BEEN DELETED This message will be displayed when the previous figures have been requested for deletion JOB UNABLE TO BE INITIATED The job cannot be initiated at the moment Try again later UNIX PATH correct Is the download path correct for...

Page 1080: ...s of a practice This partnership reallocation job is not appropriate for transferring patients when a GP dies or when a GP is removed from the Medical List for any other reason Where there is a change in the members of a partnership the Bulk Transfer application is used see Section 9 Before a Partnership Reallocation is performed the Health Authority and Practice must agree who will take responsib...

Page 1081: ...that the job is requested If you try and process the job any later no patients will be transferred and the error message RUN ABANDONED MUST BE RUN ON SAME DAY AS JOB REQUESTED will appear on the print The processing for the job must be completed within the same quarter scenario that the job was requested If you request the job then close the quarter via CQ screen and then try to process the job no...

Page 1082: ...table from a pop up box 8 Enter the Letter Library code selectable from a pop up box if letters are required 9 State whether address labels are required 10 If address labels have been selected enter Y in the Flag HoH Label field if you wish Head of Household labels to be marked with an asterisk 11 Press Enter The message Job entered onto Job queue for processing will be displayed NOTE Ø Unlike the...

Page 1083: ...hose patients considered to be a Head of Household or identified by an for patient address labels if Y or is entered in the Flag HoH Label field By default a value of 5 is displayed No Head of Household In other words by default the Head of Household rule is not invoked Possible values that may be entered in this field are 1 The Head of Household is defined as the eldest person at each address wit...

Page 1084: ...not require labels Flag HoH Label A value of either Y or may only be entered in this field if labels have been requested on this same screen Entering a value of either Y or will result in an character being printed on each patient address label considered as being for a Head of Household according to the requested Head of Household rule Leaving this field blank will not result in any such characte...

Page 1085: ... Check the receiving GP details with the practice GP must be entered You have not entered a donating GP code The donating GP must be entered GP not available The donating GP has ended Check the GP code and re enter GP same as Donating The receiving GP is the same as the donating GP Check and re enter as appropriate NOT in Practice All the receiving GPs must be in the same practice on the PC screen...

Page 1086: ... same partnership as the donating GP To must follow from The surname from field must precede the surname to field LABELS not Y N null Invalid entry You have entered something other than Y N or null in the Labels field NO letters labels You cannot select both letters and labels SORT Rule invalid You have made an invalid entry in the Sort Rule field Enter 1 7 or 8 or use the pop up box HoH Rule inva...

Page 1087: ...AJ PRAC Registration Reference Manual A27 8 Appendix A Version 3 1 1 ...

Page 1088: ...election criteria to be specified and allows an entry to be established on the Analysis Job Queue for AJ PREC Screen 2 is used to write to tape or delete a previous run When writing to tape the job cannot be suspended NOTES When using AJ PREC screen 1 an empty range will select all data For example if one range is entered e g for patient surnames and the remaining options are left blank the output...

Page 1089: ...er AP PREC to print a summary report 5 Place a tape in the tape drive then enter a key of AJ with a qualifier of PREC and press Enter again The screen shown on page 16 5 will appear 6 Complete the fields on AJ PREC screen 2 as required and start processing 7 Schedule the job via the AJ Q screen NOTE When writing to tape the job cannot be suspended 8 Unload the tape and send it to The Media Librari...

Page 1090: ...econd surname must contain only characters A Z hyphens spaces and or apostrophes and must come after the first surname alphabetically Date of Birth Ranges Either enter a range of dates of birth in the format DD MM YYYY or leave these fields blank to process data for all patient dates of birth on the database Date of Accp Ranges Either enter a range of acceptance dates in the format DD MM YYYY or l...

Page 1091: ...onciliation from a specific start date enter the date in this field in the format DD MM YYYY If no date is entered in this field the default historic start date will be 2 years prior to the AJ PREC run date Enter Y to start processing Enter Y in this field to start the job The job can then be scheduled via the AJ Q screen ...

Page 1092: ...r Enter the device number of the tape drive which you have loaded with a DAT tape to receive the reconciliation data Delete previous run If you are writing reconciliation data to tape you must enter N in this field Enter Y in this field only if you wish to delete the previous AJ PREC run and return to screen 1 so that the job can be run again This can be done after the previous run results have be...

Page 1093: ...code is less than the From code INVALID date You have entered a date which is not in DD MM YYYY format DATE in future You have entered a date which is in the future DATE too early The Historic start date must not be more than 2 years prior to the date of initial patient extract This will typically mean not using a date before late 1999 INVALID outcode You have entered an outcode which is not in a ...

Page 1094: ...d the job re run TAPE CREATION NOT COMPLETED The deletion of the previous run of AJ PREC cannot be performed once a request has been made to write the reconciliation data to tape DELETE PREV invalid Only Y or N can be entered in the Delete previous run field CANNOT select both The deletion of the previous run of AJ PREC cannot be selected at the same time as the write data to tape option NOTHING s...

Page 1095: ...AJ PREC Registration Reference Manual A26 8 Appendix A Version 2 74 ...

Page 1096: ...ients whose PCO of registration differs from their PCO of residence registered patients whose PCO of registration matches their PCO of residence or all registered patients Use AJ PRPR screen to produce a count or a list of patients for a selected GP a Practice a PCO of registration a PCO of residence or all registered patients The resulting output can be to sent to a Unix file or an email address ...

Page 1097: ...red patients See the note below 6 In the Report type field enter C for a count of patients or L for a detailed list of patients 7 If you want to export the data to a Unix file enter a Unix path and filename in the Export field Alternatively you can email the file to any email address you specify 8 Enter Y to run the job NOTE If a patient s PCO of registration or PCO of residence cannot be ascertai...

Page 1098: ... AJ PRPR Screen Organisation type Enter the organisation type for which the job is to be run Choose from for the entire database G for a GP P for a Practice PG for PCO of registration or PS for PCO of residence Organisation code Enter the code of the organisation for which the job is to be run This code must correspond to the organisation type entered in the Organisation type field A local non dum...

Page 1099: ...tients enter L Export Unix Email Enter the destination for the information generated by this job If you want to create a Unix download file enter a valid Unix Pathname and a unique filename for example directory filename If you want the details emailed enter a valid email address for example joe bloggs nhs uk Enter Y to run job To start processing the job enter Y ...

Page 1100: ...tion Type o Organisation Code o PCO Match Flag Counts Records o Count of the number of patients satisfying the selected criteria Trailer Record o NHAIS System Cipher o Extract Date CCYYMMDD format For detailed patient listings Header Record o NHAIS System Cipher o Extract Date CCYYMMDD format o Organisation Type o Organisation Code o PCO Match Flag Patient Records o Code of PCO of Registration o C...

Page 1101: ...th CCYYMMDD format o Address Line 1 o Address Line 2 o Address Line 3 o Address Line 4 o Address Line 5 o Postcode o Date added to GP Practice List CCYYMMDD format o Sex Trailer Record o NHAIS System Cipher o Extract Date CCYYMMDD format o Number of patients included in the extract ...

Page 1102: ...tain a or a A UNIX path filename must only include alphanumeric or _ characters In addition the entered value must be in a valid format for a Unix file or an email address Check the Unix path filename remove any invalid characters and re enter the Unix path filename PATH must not end UNIX path filename ends with Remove the at the end of the Unix path filename PATH has null entry UNIX path filename...

Page 1103: ... address START invalid Must enter Y to run job Re enter using only Y Query Messages QUERY MESSAGES MEANING ACTION LIST MAY BE LARGE A list for the whole database or an entire PCO has been selected This may include a large number of records Press Enter to confirm you want to run the job PATH ADDRESS correct Please confirm that you have specified the correct UNIX path filename or Email address Press...

Page 1104: ...o exclude or include patients registered with dummy GP codes within the range ZZZ100 ZZZ999 is available Directions to Access the AJ QCEX Screen 1 Enter a key of AJ with a qualifier of QCEX and press Enter Example AJ QCEX Screen AJ Analysis Jobs Qualifier QCEX Job Name DEFAULT Q CODES ASSIGNED Description This report will print out details for any patient who has been assigned a default Q code Exc...

Page 1105: ...eted print the report from the PQ AP screen An example of the printout produced is given at the end of this section Print Restart Points If a print has been suspended it may be restarted from a particular point Use the PS screen to restart printing enter the place you require the print to start from NOTE Leave the Restart point field blank if you wish to start the print from the beginning Enter SU...

Page 1106: ...CTION CHOICE invalid Only Y es or N o may be entered in the Exclude Dummy GP field Check and re enter CHOICE missing The Exclude Dummy GP field is blank Enter Y or N START invalid Only Y may be entered in the Start processing field Check and re enter START missing The Start processing field is blank Enter Y ...

Page 1107: ...NORTH AND EAST DEVON HA QCEX Date 18 01 1999 Default Q Codes Assigned Page 1 Job ran on 18 01 1999 Number of default Q Codes 1 ...

Page 1108: ...ORTH AND EAST DEVON HA QCEX Date 18 01 1999 Default Q Codes Assigned Page 2 NHS Number Surname Forename D O B Address Q Code 455 822 9407 APPLE ALICE 02 02 1953 1 CRUMBLE TERRACE QDX EXETER DEVON EX4 6TY ...

Page 1109: ...lude or include patients registered with dummy GP codes within the range ZZZ100 ZZZ999 is available Directions to Access the AJ QCIV Screen 1 Enter a key of AJ with a qualifier of QCIV and press Enter Example AJ QCIV Screen AJ Analysis Job Qualifier QCIV Job Name INVALID Q CODES FOR DATABASE Description This report will print out details for any patient who has been assigned a Q Code which should ...

Page 1110: ...eted print the report from the PQ AP screen An example of the printout produced is given at the end of this section Print Restart Points If a print has been suspended it may be restarted from a particular point Use the PS screen to restart printing enter the place you require the print to start from NOTE Leave the Restart point field blank if you wish to start the print from the beginning Enter SU...

Page 1111: ...CTION CHOICE invalid Only Y es or N o may be entered in the Exclude Dummy GP field Check and re enter CHOICE missing The Exclude Dummy GP field is blank Enter Y or N START invalid Only Y may be entered in the Start processing field Check and re enter START missing The Start processing field is blank Enter Y ...

Page 1112: ...NORTH AND EAST DEVON HA QCIV Date 19 01 1999 Invalid Q Codes For Database Page 1 Details for 19 01 1999 Number of invalid Q Codes 1 ...

Page 1113: ...EAST DEVON HA QCIV Date 19 01 1999 Default Q Codes Assigned Page 2 NHS Number Surname Forename s Postcode Address GP Code Q Code 566 933 9839 BANANA BRENDA EX1 4QW FLAT 2A 000020 QT1 1 CUSTARD AVENUE EXETER DEVON ...

Page 1114: ...file A record of this data may be displayed on the DX screen DX has been designed to act as a monitor to ensure that checks are carried out on a frequent basis For further details on the DX screen refer to Section 2 Chapter 8 Integrity Check Reports After processing an entry will be made on the analysis print queue PQ AP Print the report in the standard manner A detailed description of integrity r...

Page 1115: ...ING OUT DATE INDEX Y IMMIGRANT STATUS FILE Y POSTCODE INDEX Y ADDRESS FILES Y MR FILE FOR DEDUCTED Y GP INDEX Y MR INDICES FILE Y FP69 STATUS FILE Y NEW NUMBER LIVE CROSS INDEX Y MR FILE FOR LIVE Y NEW NUMBER DEDUCTED CROSS INDEX N ORGAN DONOR FILE N Q CODE INDEX FOR LIVE Y BLOOD DONOR FILE N Run in fix mode Y N Y Enter Y to start the job OR enter S to schedule the job via the AJS Example AJ RIC S...

Page 1116: ...not yet available This option is unavailable Enter N No files selected You must check at least one file Re enter Start must be Y or S Enter Y to add the job to AJ Q or S to set up an entry on the automatic job scheduler Query Message QUERY MESSAGE MEANING ACTION Please check that the correct files have been selected This is a query to ensure that you have selected a check on the correct files Pres...

Page 1117: ...AJ RIC Registration Reference Manual A30 4 Appendix A Version 2 74 ...

Page 1118: ... both listing and labels are selected The entries on the selection screen allow you to choose patients with certain address code s DHA code s see note below GP code s national practice code s PCO code s see note below dates of birth within a date range sex and FP69 status Up to a maximum of 14 GP codes national practice codes or PCO codes can be specified as selection criteria NOTES You cannot mix...

Page 1119: ...based on the information given below The output can be produced as a listing and or labels and or a Unix file Email for parameters joe superuser nhs net Details Address Code s Use DHA Codes for wider selection DHA Codes Codes Type G Start D o B End D o B Sex M F I or blank Ignore patients who have an FP69 status Y N Y Selection control Record to start at Record interval Unix Prints Listing Y N Opt...

Page 1120: ... Start DoB field using dd mm ccyy 6 Enter the end date of birth in the End DoB field using dd mm ccyy 7 Enter the sex in the Sex field as either M F I or blank 8 Select whether to ignore patients who have an FP69 status by entering Y to ignore or N to include them 9 Enter the record to start at and the record interval in the corresponding fields 10 Enter the Unix pathname and filename in the Path ...

Page 1121: ...e s national practice code s or PCO code s If more than one national practice code or PCO code is entered as selection criteria then the listings print will start a new page for each change of national practice code or PCO code Otherwise the listings print will start a new page for each change of GP code Type This field may contain a value of G N or P The default value is G G is required if you wi...

Page 1122: ... a value of Y or N The default value is Y Entering Y will cause patients with an FP69 status to be excluded from the selection process Entering N will mean patients with an FP69 status will be included Record to Start At Enter a number to begin selecting records e g start selecting from the 49th record onward Record Interval This is interval between record selections For example selecting every 10...

Page 1123: ...ient Notes Pressing the normal pop up keys usually Ctrl L from the Qualifier field will display a pop up box which will allow entry of up to three lines of additional patient notes These notes will be added to all patients selected in this run of AJ RPSE and will be viewable from the PN or DN screens The message NO ADDITIONAL NOTES will be displayed on the second line of the screen if no additiona...

Page 1124: ...ield determines whether each patient s NHS Number is included in the labels The NHS field determines whether each patient s NHS number is included on the labels The GP No field determines whether each patient s GP code is included on the labels On change of GP labels will start printing from the first blank label available There will be no indication of change of GP except where a request for the ...

Page 1125: ...printout s if the job is run again Be sure to retain print entries on PQ APPA until you are sure they are no longer required Disk Space Usage Warning If broad selection criteria are entered very large files can be produced You must be aware of this possibility try not to make too broad a selection If whilst the job is processing excessive disk space is being used the job will automatically suspend...

Page 1126: ...e Date must be today or earlier START DATE required Cannot have End DoB without Start DoB END DATE required Cannot have Start DoB without End DoB SEX invalid Must be M F I or FP69 invalid The entry at the Ignore Patients who have an FP69 status field must be Y or N RECORD START invalid Must be whole number INTERVAL invalid Must be whole number NO List Label If a download is required this must be s...

Page 1127: ...a about them which is held on an NHAIS system This analysis job AJ SAP is used to produce these prints of upon request by a patient It was introduced to aid compliance with the Data Protection Act 1998 The analysis job takes data from several areas of the NHAIS system and compiles these into a report for the patient See later in this chapter for details ...

Page 1128: ... exists NHS Number 444 444 4444 COSGROVE Col Kevan John Derek DoB 17 11 1909 Age 95 Bfpo 179 994 Test Barracks EXE Dr M Goldengpm 000015 SELECT OUTPUT REQUIREMENTS Identity Details Y Deducted Patient Details Y Additional Details Y Deducted Cytology Test s Y Patient Notes Y Deducted Patient Notes Y Cytology Test s Y Deducted Historic Details Y Current Historic Details Y Child Health V I Info Y Cont...

Page 1129: ...Select Output Requirements fields These fields allow you to select the criteria for the subject access print Enter Y in these fields if you want the details from these screens to be included in the subject access print The fields the screens the details are taken from are shown in the table below Field Name Data Source Identity Details ID Additional Details AD Patient Notes PN Cytology Test s CY C...

Page 1130: ...egistration Reference Manual A32 4 Appendix A Version 2 74 After Selecting outputs enter Y to put job into queue Once you have selected the report criteria enter Y in this field to place the job into the queue ...

Page 1131: ... an NHS number Enter either an old or new format NHS number and press Enter Invalid No Record found The NHS number you entered was either incorrect or record was found for that number Check the NHS number and re enter if necessary Enter Y or N You have not entered Y or N in one or more fields Check each field and enter either Y or N as appropriate ...

Page 1132: ...AJ SAP Registration Reference Manual A32 6 Appendix A Version 2 74 ...

Page 1133: ... date To fields where you can enter a range of dates The default date for the From field is the date of the earliest record on file The default date for the To field is today s date Data fields use these fields to define the data you want to be included in the output file Multiple entries can be made for each of the following fields o NHS No o PCO code o User ID o Application which generated the u...

Page 1134: ... E mail Start job Figure 1 The AJ UPNO Screen Understanding the AJ UPNO Screen NHAIS system update Date range From To Enter a range of dates between which you want to search for transactions The default date for the From field is the date of the earliest record on file The default date for the To field is today s date NOTE Be aware that entries on the same line i e multiple entries for the same fi...

Page 1135: ... addr AJBT AR BAML BOAJ NHAIS system update BQ From to DDRB NHS No DL PCO Code FP69 User ID ID Application LX MK MR NHST PDSB PDSU Report type L ist PX if S SN e by P CO U ser ID or A pplication Unix E mail G oto Start job Figure 2 The AJ UPNO Screen Showing the Applications Pop up Box Report type L ist or S ummary Select which type of report you want You can either enter L to produce a report lis...

Page 1136: ... 74 Unix E mail Enter either a Unix path and filename or an email address Unix path and filenames should be entered in the format directory filename Email addresses should follow the standard format of joe bloggs nhs net Start job Enter Y to start processing the job ...

Page 1137: ...n Field No Description 4 NHAIS system update date from 5 NHAIS system update date to 6 10 NHS Nos 11 18 PCO Codes 19 25 User IDs 26 34 Applications 35 Report type List or Summary 36 If this is a summary report is will be summarised by either PCO User ID or Application Column Headings Record List Report Only If you chose to produce a list report a column headings record of which there is one only w...

Page 1138: ... DOB 8 Death date updated UPDATED if so 9 Death date 10 Sex updated UPDATED if so 11 Sex 12 Name updated UPDATED if so 13 Forenames 14 Surname 15 Title 16 Suffix 17 Name date effective from 18 Address updated UPDATED if so 19 PAF Key 20 Address line 1 21 Address line 2 22 Address line 3 23 Address line 4 24 Address line 5 25 Postcode 26 Address date effective from 27 NHAIS posting updated UPDATED ...

Page 1139: ...h 42 Previous address 43 Previous GP 44 Previous surname 45 Previous posting 46 Registration type code 47 Reason for removal updated UPDATED if so 48 Removal type 49 Reason for removal date effective from 50 Back Office Location updated UPDATED if so 51 Back Office Location 52 Back Office Location date effective from Summary Record Summary Report Only After the column headings record there will be...

Page 1140: ...plicated Enter each NHS number once only PCO unknown The PCO must be defined on the system via HG screen PCO duplicated Enter each PCO once only INVALID chars No field should contain the tilde or backslash characters USER ID duplicated Enter each user ID once only APPLICATION invalid Use the Applications pop up box to display a list of possible valid applications APPLICATION duplicated Enter each ...

Page 1141: ...ate the specified file FILE open error You have either specified a directory name or the Unix filename already exists EMAIL invalid The email address contains but it is not a valid email address START invalid Start job must be Y Query Message ERROR MESSAGE MEANING ACTION UNIX EMAIL correct Is the Unix pathname filename or email address correct Press Enter to continue ...

Page 1142: ...st either a counts run or a detail run You are then able to select either all the housing registration systems or a selection of up to five ciphers If you do not enter any housing registration ciphers and wish to enter GP practice codes instead you can enter up to five practice codes These must have a housing cipher which is different from your home NHAIS cipher If you request a counts run you mus...

Page 1143: ...housing Registration System is not the home System Type of Run C ount or D etail Select by Housing Registration System Or Select by Practice Code Unix Path for Detail files Email Counts report to Enter Y to put the job into the queue for processing Figure 1 The AJ WRNG Screen Understanding the AJ WRNG Screen Type of Run C ount or D etail Enter C for a counts run or D for a detail run If you have c...

Page 1144: ...ress Enter Y to put the job into the queue for processing Once you have entered all the relevant details enter Y in this field to place the job into the queue for processing The Detail Download File The detail download file is tab delimited and contains the following information for each patient the losing NHAIS cipher that is your home NHAIS system cipher the gaining NHAIS cipher that is the NHAI...

Page 1145: ...r this housing cipher PRAC vs HOUSING You can only enter housing ciphers or GP practices and not both PRAC missing You must not leave empty fields between practices PRAC invalid You can only enter GP practices which are housed elsewhere but not on a Welsh or Scottish system The practice must also exist on your system and have a housing cipher PRAC housed here You cannot enter a practice that is ho...

Page 1146: ...st The directory that you have entered does not exist on your system EMAIL not req d The email address is not required for a detail run EMAIL missing The email address is required for a counts run USER ID no email The User ID entered does not have an associated email address from the UA screen Master Password EMAIL invalid The email address entered is not formed correctly Query Message ERROR MESSA...

Page 1147: ...nd display a list of all the potential spelling variations based on the name SMITH Operators will find this application particularly useful when trying to locate a specific patient on the database whose surname may be spelt in several ways Using the Soundex Surname Search Application Directions to Request the Surname Search 1 Enter a valid key with the patient s surname followed by in the Qualifie...

Page 1148: ...e search also ignores any vowels entered in the surname so it does not matter whether you enter A E I O or U The letters W H Y are also ignored Restricting the Search You may wish to display a Soundex list for a commonly occurring name such as SMITH In these instances you will find it more effective to restrict the display by specifying additional patient details in the qualifier field NOTE The se...

Page 1149: ...en and to automatically update field with Ctrl and L LIST Ctrl and A Moves the cursor to the beginning of a field Ctrl and Z Moves the cursor to the end of a field Ctrl and U Converts characters in the field to upper case Ctrl and V Converts characters in the field to lower case Ctrl and L Display a Help List window Scroll through the list using either your arrow keys or PF1 and PF2 Press Return t...

Page 1150: ... OFF USER GUIDE UNFREEZE OR TAB ON FREEZE OR TAB BACK ERASE FIELD ERASE FIELD DELETE CHAR INSERT CHAR CURSOR HOME RESTORE USER GUIDE ERROR M EXETER SYSTEM KEY FUNCTIONS PF1 PF2 PF3 PF4 7 8 9 0 1 2 3 ENTER TO UPDATE SCREEN 4 5 6 UNFREEZE OR TAB ON FREEZE OR TAB BACK ERASE FIELD ERASE FIELD DELETE CHAR INSERT CHAR TRENT SYSTEM KEY FUNCTIONS GO BACK ONE SCREEN CURSOR LEFT CURSOR RIGHT TOP BOTTOM ...

Page 1151: ...fields on screen and to automatically update field with Ctrl and L LIST Ctrl and A Moves the cursor to the beginning of a field Ctrl and Z Moves the cursor to the end of a field Ctrl and U Converts characters in the field to upper case Ctrl and V Converts characters in the field to lower case Ctrl and L Display a Help List window Scroll through the list using either your arrow keys or PF1 and PF2 ...

Page 1152: ...s soon If you wish to obtain a renewal certificate please a read the notes overleaf b change any details below which are incorrect c complete the application section delete as required and d return this form and the correct remittance to the address shown above Yours faithfully R E Holsworth Chief Executive Application to renew a prescription charge prepayment certificate I enclose Postal Order Mo...

Page 1153: ...rtificate details of which are shown below expires soon If you wish to obtain a renewal certificate please a change any details below which are incorrect b complete the application section and return this form to the address shown above A new certificate will then be forwarded to you Yours faithfully R E Holsworth Chief Executive Application to renew a prescription charge exemption certificate I c...

Page 1154: ...ALTH SERVICE PRESCRIPTION CHARGES Family Health Services Authority Exemption Certificate Improper use of this certificate may lead to prosecution Please read notes overleaf Family Health Services Authority of issue NHS Number Name Address This certificate is valid for the inclusive period from to This card is the property of the Family Health Service Authority FP92 COMP ...

Page 1155: ... lead to prosecution Please read notes overleaf Family Practitioner Committee of issue NHS Number Name Address Received the sum of in pre payment of prescription charges for the inclusive period from to Certificate No THIS SUM IS NOT RETURNABLE UNLESS THE CERTIFICATE IS BOUGHT IN ERROR BY A PERSON EXEMPT ON THE DATE OF COMMENCEMENT OR DURING ITS FIRST MONTH OF VALIDITY THE HOLDER DIES OR BECOMES E...

Page 1156: ...his patient s name will be removed from your list at the end of six months unless meanwhile you can satisfy the Committee that you are responsible for providing general medical services for him her Should this person apply for treatment after his her name has been removed it will be necessary for a fresh acceptance to be sent to the HA N B 1 If you know this patient s present address please enter ...

Page 1157: ...when necessary b Where I do not agree to visit him her and I hereby give notice that I wish to terminate responsibility for him her Signature Delete the words which do not apply If supplying drugs If claiming a rural practice payment Mile s Enter D here Enter distance from main surgery to patient s residence and inform HA if claiming for other than ordinary distance ...

Page 1158: ...te of birth What to do if you want to change your doctor To the patient To the new doctor 1 Please read the notes about this on the Please fill in this part of the card other side of this card 2 Fill in this part of the card and give it to the Your name new doctor to sign it Your code number Your signature Your signature to accept this patient Date Date If you are not the patient please say what I...

Page 1159: ...ion 2 13 Example FP99R Reminder Notification Form type card REMINDER FOR RETURN OF NOMINAL INDEX CARD FP99R AND OR MEDICAL RECORD MR WATTS N D Previous Address 11 CORONATION STREET WEATHERFIELD Previous Dr ROBERTS Date Accepted 05 09 93 PLACE OF BIRTH MANCHESTER From D P ...

Page 1160: ...abel in which case initials will be displayed Date Of Birth The patient s date of birth DD MM YYYY format NHS Number The patient s NHS number Address And Postcode The patient s current address and postcode the minimum acceptable address will be house road and town Q Code The Health Authority Q code Acceptance Date The patient s acceptance date DD MM YYYY format DISP Y yes to indicate a dispensing ...

Page 1161: ...ppendix C Version 2 13 Sex The patient s sex M Male F Female I Indeterminate P The practice partnership code initials and surname of the senior GP For single handed practices S H GP details surname and initials plus the GP code GP The patient s GP and GP code ...

Page 1162: ... label in which case initials will be displayed Date Of Birth The patient s date of birth DD MM YYYY format NHS Number The patient s NHS number Address And Postcode The patient s current address and postcode The minimum acceptable address will be house road and town Q Code The Health Authority Q code Acceptance Date The patient s acceptance date DD MM YYYY format DISP Y yes to indicate a dispensin...

Page 1163: ...ppendix C Version 2 13 Sex The patient s sex M Male F Female I Indeterminate P The practice partnership code initials and surname of the senior GP For single handed practices S H GP details surname and initials plus the GP code GP The patient s GP and GP code ...

Page 1164: ...MANCHESTER STREET Label Information Title Forename s Surname The patient s name will appear on the top line It is possible that the surname and forename s may exceed the length of the label in which case the forename s will be shortened to an initial s Address And Postcode The patient s current address and postcode The minimum acceptable address will be house road and town ...

Page 1165: ...TREET LABEL DETAILS GP code The donating GP s code Title Surname Forename s The patient s name will appear on the top line It is possible that the surname and forename s may exceed the length of the label in which case the forename s will be shortened to an initial s The Asterisk appearing next to the name indicates the head of household Address and Postcode The patient s current address and postc...

Page 1166: ... appear on the top line It is possible that the surname and forename s may exceed the length of the label in which case the forename s will be shortened to an initial s Address And Postcode The patient s current address and postcode The minimum acceptable address will be house road and town Listing paper Continuous perforated paper 11 2 3 by 9 1 4 2000 sheets per box 1 part Weight 70 gms Plain not...

Page 1167: ...n large letters on the top line The forename followed by up to two initials will be printed on the line below Date Of Birth The patient s date of birth in the format DD MM YYYY NHS Number The patient s 10 character NHS number Address And Postcode The patient s current address and postcode The minimum acceptable address will be house road and town Q Code The Health Authority Q code Date Added The d...

Page 1168: ...n 2 13 Appendix C C 17 Sex The patient s sex M Male F Female I Indeterminate P The practice partnership code initials and surname of the senior GP For single handed practices S H GP details surname and initials plus the GP code GP The patient s GP and GP code ...

Page 1169: ...23 456 7891 NORMAN SEX M Removal Date 12 10 1995 Old HA SO HAMPSHIRE Ded Type DPR Deducted at Patient s Request WATTS AK DOB 21 06 1960 123 456 7891 NORMAN SEX M Removal Date 12 10 1995 Old HA SO HAMPSHIRE Ded Type R Removal New HA LNJ KENSINGTON CHELSEA WESTMINSTER Label for deduction code M H Label for deduction code DPR Label for deduction code R Label Details Surname Forename The patient s sur...

Page 1170: ...rom the HA live database displayed in the format DD MM YYYY Old HA The HA cipher and HA name The patient has been deducted from the live database at this HA Ded Type The deduction code DPR deducted at patient s request M H patient of a mental hospital R patient now registered in another HA area The patient s new HA cipher will be displayed beneath New HA The patient s new HA cipher and HA name Thi...

Page 1171: ... practices Quarterly registrations and deductions extract Registrations and deductions date range count Intra PCT patient movements count to email Search all medical record movements by status date Identify children missed by FP69 of parents House name containing key codes Retained medical records analysis List internally transferred patients Reg vs Res Project upload exception report Reg vs Res P...

Page 1172: ...e Manual Report GP partnership Links Control LC screen settings Bulk change residential institute codes for patients Unix download of Practice of Choice patients Patient count by CCG of residence Patient count by postcode outcodes D 2 Appendix D Version 3 0 ...

Page 1173: ...w processing Press Enter The Allocation Pre payment Certificate Numbers screen will be displayed 3 Enter the required information in the fields as described on the following pages 4 Enter C to begin processing Press Enter The menu options screen will be displayed 5 When processing is complete a report can be printed Select option 5 i e End of processing report from the menu option screen NOTE You ...

Page 1174: ...her Your pre printed pre payment certificates stationery will have certificate numbers commencing with either your HA database cypher or an HA Q code If your pre printed stationery contains your cypher within the certificate numbers enter this cypher if your stationery contains an HA Q code enter this Q code First certificate number used Enter the number of the FIRST certificate for the present ru...

Page 1175: ...ber do not exist on the print file Do you want to Amend Continue Quit A C Q Enter A to amend the above details Use the cursor keys to move from field to field Enter C to begin processing entering the pre payment certificate numbers onto the Prescription Exemption file Enter Q to return to the menu options screen without processing the job NOTE If you wish to suspend processing at any time choose o...

Page 1176: ...cords are received from the patient s previous HA This creates a further Medical Record status entry of AFH for GP Y against the patient s previous HA When the patient s Medical Records are finally received at the HA the patient s current Medical Record status is changed from AFH to FGP and the Medical Records are forwarded to GP Y However this leaves the patient s historic Medical Record status f...

Page 1177: ...s details are LIVE or DEDUCTED on the database If both LIVE and DEDUCTED are displayed this indicates that the patient is currently live but was previously deducted under the same NHS number Beneath these details the patient s nine most recent Medical Record entries are displayed with the most recent entry i e the current entry displayed first For each entry the details displayed are as follows Mo...

Page 1178: ...have responded to the previous prompt Enter the new required Change Date for the entry The date may be entered in any of the formats dd mm yy dd mm yyyy dd mm yy or dd mm yyyy If you do not enter anything in this field but just press Enter the Change Date will be today s date Enter Y to clear OSMR This prompt line will only appear if an Outstanding Medical Record entry exists for the record you ha...

Page 1179: ... Current Medical Record details cannot be changed using this utility Entry number not in range of 1 to n You have entered an entry number which does not appear on the screen For example if the patient had 8 historic Medical record entries and you entered the number 9 the message Entry number not in range 1 to 8 would appear xxx is not a valid status You have entered a new status which is not valid...

Page 1180: ...ho have an Original Acceptance Posting Date within a specified date range The patient information on the screen display includes NHS number Name including surname and forenames or surname and initials if there is not sufficient room Date of Birth GP Code Medical Record Status Y N marker to indicate whether the patient has an FP69 status set Y N marker to indicate whether the patient has Patient No...

Page 1181: ...e next Pressing any other key apart from Return will return you to the Utilities menu A screen display example is shown below The ComputerAllocated NHS Numbers Screen List Of Patients With Unknown NHS Numbers for Partnership 000020 Page 1 NHS Name DoB GP MR FP69 Pat Accept No Code St St Notes Date 410 APPLE J J 01 01 1990 000020 AFH N N 20 06 2000 166 BANANA ERIC 08 08 1945 000017 FGP N N 01 07 19...

Page 1182: ...r enter a printer number or enter 0 zero to display the results on screen or enter Q to quit this option 3 Either enter the device number of the printer which is to print the list or enter 0 zero if you want to view the list on screen then press Return Note that this utility expects a Printer Device number greater than 63 to be entered If you wish to print the output from this utility to a printer...

Page 1183: ...Such examples will require no action on your part 4 Live GPs with different Surnames but the same GMC code This section will list any live or ended GPs with a different surname but the same GMC Code The following examples were evident during NSTS pilot All GPs within a partnership practice were set up using the senior partner s GMC code Locum GPs were being set up using the GMC code of the senior ...

Page 1184: ...p to date GP Practice data to the NSTS NHS Trusts will be encouraged to use the NSTS GP Practice data to enable them to forward clinical notes direct to GPs rather than sending them via the local Health Authority which will not only benefit the wider NHS but should also reduce the workload for Health Authorities Directions 1 Access the Additional Registration Utilities menu display the menu page s...

Page 1185: ...ate the HA system with any of the download data and no reports are produced detailing those patients contained in the upload to go back to the Practice For a patient to be included in the upload to go back to the Practice the following criteria must all be satisfied an NHS Number must be present for the patient in the download data the NHS Number must correspond to a live patient the senior GP of ...

Page 1186: ... to H 4 Load the Practice s download disk onto the NHAIS system using either the LF R Screen or by performing a Kermit transfer via the CJ Screen 5 Access the reconciliation upload facility using the Bespoke menu If any of the following messages described in Error Messages below are displayed when the upload facility is first accessed then no further action will be permitted until the problem has ...

Page 1187: ... either step 2 above was not taken or that the reconciliation was started after step 2 was taken This reconciliation would need to be abandoned in order to use the upload facility NO RECONCILIATION UPLOAD DATA CREATED The download data was processed but did not contain any patients whose postcodes needed to be changed RECONCILIATION UPLOAD DATA CREATED The download data was processed and contained...

Page 1188: ...e or more counts by PCT and the practices within them enter T by practice enter P for the whole database including all the PCTs and the practices within them enter A If you enter P or T you can then enter practice or PCT codes 5 Enter either a practice code or enter ALL to extract data for all practices If want a subset of practices type in each practice code and press Enter To finish entering the...

Page 1189: ...d Qtr same as Start Qtr Registrations have only been logged since Qtr 1 04 Deductions since Qtr 1 07 Start Qtr 4 06 End Qtr 1 07 Analysing Finished email has been sent attached file will have following layout First line Site cipher Total Registrations Total Deductions followed by PCT code No of Registrations No of Deductions one or more of followed by repeating groups by practice of Practice code ...

Page 1190: ... the record for each group For registrations there will be many instances of this record REG PCT code Practice code NHS No Date added null DOB Sex For deductions there will be many instances of this record DED PCT code Practice code NHS No null Date deducted DOB Sex D 20 Appendix D Version 3 0 ...

Page 1191: ...eck your email address and enter Y to confirm you have entered it correctly NOTE The system will validate what you input for the remaining fields and ask you to correct any errors you may have made 4 Specify whether you want obtain one or more counts by PCT and the practices within them enter T by practice enter P for the whole database including all the PCTs and the practices within them enter A ...

Page 1192: ...continue Example of Counts Only Request This utility allows you to count Registration and Deduction types for selected Practices selected PCTs or for the whole database for a selected date range Data will be written as an attachment to an email Count only data or to Unix Detailed data details later D etailed include detailed patient data or C ounts only D Unix download directory eg download downlo...

Page 1193: ... REG TA3 1 TAK REG X 1 SECTION 3 C55555 NULL REG 2 1 200501 5AH DED E 1 B00002 5E1 DED R U 1 T00001 TAK REG T 6 T00001 TAK REG TA3 1 T00001 TAK REG X 1 Download File Layout The file attachment consists of three sections Section 1 contains site totals Section 2 contains counts by PCT Section 3 contains the counts by practice and the detailed records An example of the download file layout is shown i...

Page 1194: ... 20100806 19361008 M 000078 200501 5AH REG 2 1 200501 5AH REG 2 718 20101020 19600101 M 000078 200501 5AH REG T 9 200501 5AH REG T 6741070249 20101106 19700610 F 000025 200501 5AH REG T 6000005954 20100506 19600101 M 000078 200501 5AH REG T 6000005954 20100506 19600101 M 000078 200501 5AH REG T 6000005954 20100506 19600101 M 000078 200501 5AH REG T 6000005954 20100506 19600101 M 000078 200501 5AH ...

Page 1195: ...a comma delimited text file See below for an example of how this file looks T M92001 M92002 M92003 M92004 T M92001 1 3 1 17 1 20 6 1 3 4 3 11 3 6 2 7 1 2 1 5 2 5 1 1 1 4 1 11 5 7 5 1 3 11 2 3 1 8 3 154 T M92002 2 1 1 10 2 3 6 1 2 2 5 11 2 5 2 2 3 1 1 2 8 1 2 2 5 1 2 3 1 3 1 1 4 1 5 2 5 3 3 2 7 3 T M92003 1 3 1 1 2 10 2 1 1 1 4 2 1 1 2 1 2 1 7 16 5 92 T M92004 6 1 23 5 5 6 4 8 3 15 6 4 1 2 10 1 2 1...

Page 1196: ...e same NHAIS system i e internal transfers If a patient moved from practice A to practice B with both practices being responsible to the same PCT but the movement sees the patient changing their NHAIS system of registration the movement will not be included within the utility Figure 1 Example Spreadsheet Showing Intra PCT Patient Movements Count D 26 Appendix D Version 3 0 ...

Page 1197: ...e created 3 Enter the email address which will receive notification when processing has completed 4 Enter either the MR status to search for or ALL to search all MR statuses 5 Enter the start and end movement date range NOTE Remember if you entered ALL as shown above the range will be restricted to a maximum of one year s data This utility allows you to output details of all Medical Record movemen...

Page 1198: ... NOTE This field will be blank if you have chosen not to have MR screen patient medical record changes capture for Registration Audit RA screen display Cipher of forwarded to NHAIS system if the MR status FFH GP local code of forwarded to GP if the MR status FGP Practice code of former GP as at the MR status change date Cipher of awaited NHAIS system if MR status AFH GP local code of awaited GP if...

Page 1199: ...ble children of these patients have been left registered at that address or look at patients who will be deducted R U in the coming four weeks to see if any possible children of these patients will be left registered at that address Directions 1 From the menu select the option Identify Children Missed by FP69 of Parents 2 Enter either D for R U deducted patients or L for live patients with an FP69...

Page 1200: ...ompleted and the output data successfully written out to Unix Email Address johndoherty nhs net The background process firstly creates a list of patients that were either deducted R U in the specified date range or will be deducted R U in the next 28 days For each such patient their address on the NHAIS System is checked to see if one or more patients with the same or similar surname and aged unde...

Page 1201: ... 18 Address code common to both the child and FP69 patient 19 Postcode common to both the child and FP69 patient 20 Adult still resident indicator NOTE Fields 2 3 9 and 10 relate to NHS Number barcoding Field 20 can have one of three different values N there are no remaining adults at that address the address of the Child and the FP69 Patient with the same similar Surname Y there is at least one a...

Page 1202: ...ining Key Codes Utility Patients with a potential Door Entry Code in House Name or Road Street Page 1 NHS Number House Name Road Street 952 271 8451 ACCESS CODE OAD 964 065 6716 THE LANE SECURE CODE XYZ0 902 517 0824 WILLOW BROOK SECURECODEZ 962 812 5650 KEY PAD 1234 968 277 4343 KEY SAFE X 17 LINDA CLOSE 900 001 4587 58 BELMONT ROAD SECURITY CODEZ 900 008 4356 24 FORD STREET DOORENTRY 123 900 008...

Page 1203: ...ns 1 From the menu select the option Retained Medical Records Analysis and press Enter 2 Enter a UNIX download directory which must begin and end with a forward slash If you have previously run this utility this field will automatically display the directory used for that earlier run 3 Enter an email address This email address will receive notification when the job finishes Again if you have previ...

Page 1204: ...C MM YY to cc mm yy where X is the type of run being undertaken A for all retained medical records or S for those medical records that need to be pulled from storage CCYYMMDD is the start date you entered ccyymmdd is the end date The file will be ready for downloading from the directory you specified when you requested the job See Download File Layout below for details on the UNIX download file Th...

Page 1205: ...ype runs where multiple rows have been selected the counts will be higher than where single rows have been selected S single record type runs show the number of patients affects whilst M type runs show the actual number of MREs that need to be retrieved Download File Layout The download file will have a filename of Cipher_MRENQST_TypeX_FromCCYYMMDDToccyymmdd_nnnnn_nnnnn txt where Cipher is the NHA...

Page 1206: ...ient being deducted and their paper based MRs going into storage 14 Reason for Deduction This is the reason why the patient was deducted resulting in their paper based MRs going into storage 15 New HA Date Where the patient s paper based MRs need to be pulled from storage and forwarded to another NHAIS agency or another home country this is the date of acceptance of that patient in their new area ...

Page 1207: ...this column will be left blank 21 Notes Storage Box Number Reference The utility searches both PN Patient Notes and DN Deducted Patient Notes looking for the words BOX BARCODE and BAR CODE in uppercase If a line of notes is found containing these words it will be written to this field within the download file 22 Multiple References Indicator This field will contain Y if more than one occurrence of...

Page 1208: ...spond to entries within the download file where both fields 16 and 17 have no value These represent patient records where there is some sort of corruption within the MR information recorded for that patient and or conflict between this MR information and the status of the patient and or the actual physical location of their MRs It is recommended that if you have any of these Status errors you inve...

Page 1209: ... automatically display the email address used in the earlier run Press Return to continue 5 Next enter either A to report on internal transfers between all practices or S to report only on internal transfers between selected practices 6 If you entered S for selected practices Enter the code of the practice which you wish to report transfers from in the From Practice Code field Enter the code of th...

Page 1210: ...0 THE REQUESTED ANALYSIS HAS BEEN STARTED IN THE BACKGROUND An email will be sent when it has finished Hit return to continue List Internally Transferred Patients Utility Screen Email Notification The email sent by the process to indicate that it has completed will have a subject of the format Patient List of Internal Transfers PRACS from DD MM CCYY to dd mm ccyy where PRACS is either the text for...

Page 1211: ...em No Data Item Name Notes 1 NHAIS System Cipher 2 Losing Practice Code 3 Gaining Practice Code 4 NHS Number 5 NHS Number Barcode unencoded 6 NHS Number Barcode encoded 7 Date of Transfer DD MM CCYY format 8 Sub Type of Transfer This will be either T Internal Transfer X Internal Transfer by Address Change PT Internal Transfer in Partnership PX Internal Transfer in Partnership by Address change Ver...

Page 1212: ...ll confirm that This utility can be run after the initial data upload from NHSCFH to highlight Practices which require action in terms of their Housing Registration system cipher 3 The utility will then prompt for an email address to which the final report will be sent 4 The utility will ask you to confirm that you entered the email address correctly 5 The display will then show THE REQUESTED ANAL...

Page 1213: ...Code Practice Name Date Registered Date of Closure future Capitation Responsible Cipher BRS 200006 AMBER PRACTICE 01 07 2003 1033 BRS BRS 250007 ARMSTRONG AND PARTNER 01 04 2004 9 BRS BRS A00002 ALABATROS PRACTICE 01 07 2004 2267 GG BRS A81602 RASHOOL PARTNERSHIP 01 07 2004 0 GG BRS A81629 RAMS PRACTICE 01 07 2004 0 BRS BRS A85008 STEEL PRACTICE 01 07 2004 0 BRS BRS A85017 A85017 PRACTICE 01 07 20...

Page 1214: ...tion Utilities menu display the menu page showing the Reg vs Res Project Split Practices report option and enter the option number 2 The display will confirm that This utility can be run after the initial data upload from NHSCFH to highlight Practices which require action in terms of their split list 3 The utility will prompt for an email address to which the final report will be sent 4 Next confi...

Page 1215: ...RACTICE LNN 01 01 2003 23 N LNN E12345 GOLD AND PARTNERS LNR 20 12 2000 2955 Y LNN E81011 E81011 GMS PRACTICE LNN 01 07 2004 0 N LNN E81049 JIMS PRACTICE DN 01 01 2003 0 N LNN E84004 PABA PARTNERSHIP SY 01 01 2004 0 Y LNN F00001 JAMES AND PRICE LNN 01 07 2004 11 N Example File Attachment for Housing Option LNN as the home cipher System Cipher Practice Code Practice Name Housing Cipher Date Registe...

Page 1216: ...lity is run The gaining agency will inform the losing agency of the NHAIS system cipher or ciphers for which the utility needs to be run and provide an email address to which the files produced by the utility will be sent NOTE No patient identifiable data is included in the attached files so the email address does not have to be an nhs net address On the losing NHAIS system the utility looks for a...

Page 1217: ...w THE REQUESTED ANALYSIS HAS BEEN STARTED IN THE BACKGROUND An email with attached report will be sent to email address when processing has finished Ciphers to be included are cipher s 7 The system will generate a file and send it from xxx cfhsds nhs uk where xxx is your home cipher to the email address you specified Registration vs Resident Project Transfer of Address information This utility can...

Page 1218: ...LPHINGTON EXETER DEVON 2 LNN WAK AXM AXMINSTER DEVON 63 LNN WAK BAK BAKERS HILL EXETER DEVON 2 LNN WAK BRAMP BRAMPFORD SPEKE EXETER DEVON 1 LNN WAK BRI BRIDPORT DORSET 2 LNN WAK BRIDFORD BRIDFORD EXETER DEVON 2 LNN WAK BUD BUDLEIGH SALTERTON DEVON 1 In this example LNN is the home cipher i e the cipher of the NHAIS system on which the utility was run WAK is the gaining NHAIS System i e who request...

Page 1219: ... will generate the file and email it to the address you entered Registration vs Resident Project NHOU Exclusion Code statistics This utility will provide you with a breakdown by Practice of the number of NHOU Exclusion Codes allocated by AJ BOAJ to in coming Patient Registration transactions since 26th February 2012 An NHOU Exclusion Code is allocated to a Registration if it has been sent to the w...

Page 1220: ...dress of the person who will receive the report 3 The system will ask you to check the email address to make sure it is correct If it is OK enter Y and press Return 4 Enter the Unix pathname where the file will be created and stored 5 Press Return 6 The system will generate the file and place it in the Unix directory you specified Registration vs Resident Project Rejected Deleted NHOU Acceptances ...

Page 1221: ...dditional Registration Utilities menu display the menu page showing the GP Practice patient counts breakdown by Postcode snapshot option and enter the option number 2 You have a choice of three layouts for the counts Count by practice by postcode Count by practice by postcode by dispensing status Count by practice by postcode by gender by five year age band Enter the relevant option number and pre...

Page 1222: ...or the output files for each option will be as follows XXX_GPPRACvsPostcodeCounts_CCYYMMDD txt where XXX is the NHAIS system cipher and CCYYMMDD is today s date Count by Practice by Post Code File The file will contain a single header record containing the field headings for each field in the data records The header is followed by multiple data records the format of which is as follows Practice Co...

Page 1223: ...Male 25 29 or Female 45 49 Additional Download Information With regard to the contents of the data files please be aware of the following In the unlikely event that the system cannot ascertain the practice code for a particular GP the GP s patients will have a practice code of UNK Similarly if the system cannot ascertain the PCO code for a particular practice the practice s patients will have a PC...

Page 1224: ...e option number 2 You have a choice of three layouts for the counts Count by practice by postcode Count by practice by postcode by dispensing status Count by practice by postcode by gender by five year age band Enter the relevant option number and press Return 3 Enter the date of the quarter you want to produce a breakdown for in DD MM YYYY format 4 Enter the email address of the person who will r...

Page 1225: ...13 Qtr date above to analyse 01 04 2013 01 01 2013 Email address for report johndoherty nhs net Are you SURE you entered that correctly Y N Y GP Practice Responsible for report or All ALL This process has now started in the background Hit return to continue GP Practice Patient Counts Breakdown by Postcode by Quarter The Output File The filename for the output file for each option will be as follow...

Page 1226: ...es to obtain matches with the PAF for example where a patient with an address in the SE1 area is given an address code of SE1Z locality is blank post town is LONDON and the county is blank which matches to the PAF via a related address code SE1 locality is blank post town is LONDON and county is SE1 The utility will for example report upon a patient having an address code of SE1Z whilst having a p...

Page 1227: ...ocality or county and the patient s postcode out code does not start SW12 Press RETURN to continue or any other key to quit Patients with a London Z Address Code Postcode Conflict Initial Screen All live patients on the database will be checked and any which have a London Z address code that conflicts with the out code of their postcode will be displayed to the screen as follows Patients with a Lo...

Page 1228: ...gh the results 5 You can finish the search by either pressing Return or entering Q to quit This utility searches for R emoved Deducted patients for selected 1 or more Medical Record statuses and displays their details on the screen Medical Record status to search for eg RFH Enter Return to quit AFH Medical Record status to search for eg RFH Enter Return to quit Looking for matches please wait NHS ...

Page 1229: ... to enter a different CCG code press Return and the system will prompt you to re enter a CCG code 4 Enter the email address to which you would like the file sent 5 You can finish the search by either pressing Return or entering Q to quit Intra CCG patient movement counts to email This utility counts patient movements between practices in the specified CCG on this database during the last 52 weeks ...

Page 1230: ...lows Column A The section with T in column A shows the totals for the last 52 weeks This section is followed by a section for week 1 shown as W1 week 2 W2 and so on Column B Practice codes listed in column B are the losing practices Column C and onwards The gaining practices are shown in row 1 The number of patients show in the remaining rows for each practice D 60 Appendix D Version 3 0 ...

Page 1231: ...ces using the grid reference associated with a postcode and therefore has the following limitations Patients without a postcode will not be included The grid references used are only accurate to within a 100 metre square The grid reference associated with a postcode is an average for all the delivery addresses in the postcode and as postcodes may cover a large area it is possible that some of the ...

Page 1232: ...ing if you enter a distance greater than 10km and ask you to confirm this is OK Enter Y 4 Enter Y to include patients with a dispensing flag N to exclude them or A for all patients 5 Enter a practice code to select patients in that practice or A for all practices 6 Enter Y to if you want to include patients registered with ZZZ dummy GPs This prompt is only shown of you select all practices 7 Enter...

Page 1233: ... to include only patients with a dispensing flag N to exclude them or A for all patients Y Enter a practice code to select patients in that practice or A for all A Include patients registered with ZZZ GPs Y N N Email address for notification johndoherty nhs net Patient Details Required Y N Y Unix download directory eg download Patient Details Required Y N N THE REQUESTED ANALYSIS HAS BEEN STARTED ...

Page 1234: ...coded 3 NHS Number Barcode encoded 4 Surname 5 1st Forename 6 Other Forenames 7 Dispensing Flag 8 RI Code 9 Practice Code 10 PCT Code of registration 11 CCG Code of registration 12 House Name 13 Road Street 14 Locality 15 Post Town 16 County 17 Patient s Postcode 18 X co ordinate of Patient s Postcode 19 Y co ordinate of Patient s Postcode 20 Input Postcode 21 X co ordinate of Input Postcode 22 Y ...

Page 1235: ... the download file will contain the following data Data Item No Data Item Name 1 NHS Number 2 NHS Number Barcode unencoded 3 NHS Number Barcode encoded 4 Patient s Postcode 5 Exception Reason The UNIX download of patient exceptions will be a tab delimited file with a filename of the format cipher_PMAPUTILX_CCYYMMDDHHMMSS txt where cipher is the NHAIS system cipher and CCYYMMDHHMMSS is the date and...

Page 1236: ...ss it 3 Enter the full postcode of the location you are interested in for example a practice or pharmacy 4 Enter the distance in kilometres within which you wish to report on patients The system will issue a warning if you enter a distance greater than 10km and ask you to confirm this is OK Enter Y 5 Enter Y to include patients with a dispensing flag N to exclude them or A for all patients 6 Enter...

Page 1237: ... of the data provided by this utility and their property is close to the boundary it is recommended that the distance is manually checked using another method Enter the UNIX path and filename of a list of postcodes a simple text file containing one postcode per line upload testfile csv X postcodes found in file Enter Y to continue Y Enter a distance km 12 WARNING distance greater than 10km Enter Y...

Page 1238: ...he email is sent from PMAPUTILF cipher cfhsds nhs uk where cipher is your NHAIS system cipher The text of the email will include the following information The number of patients found within the required distance The type of dispensing flag included if one was selected Whether patients registered with dummy GPs were included or excluded The name and location of the UNIX file if patient details wer...

Page 1239: ...co ordinate of Patient s Postcode 20 Input Postcode 21 X co ordinate of Input Postcode 22 Y co ordinate of Input Postcode 23 Calculated distance km 24 Patient s Title 25 Date of Birth DD MM CCYY format 26 Date of Birth CCYY MM DD format 27 Age years 28 Address Link Status The UNIX download of patient exceptions will be a tab delimited file with a filename of the format cipher_PMAPUTILFX_CCYYMMDDHH...

Page 1240: ...tration Reference Manual The file will contain the following data items Data Item No Data Item Name 1 NHS Number 2 NHS Number Barcode unencoded 3 NHS Number Barcode encoded 4 Patient s Postcode 5 Exception Reason D 70 Appendix D Version 3 0 ...

Page 1241: ...quest ADMRE labels for a GP s list option and enter the relevant option number 2 Enter the GP s code 3 At the Patient surname From first character eg A prompt enter the first letter of the range of surnames for example A 4 At the Patient surname To first character eg Z prompt enter the first letter of the range of surnames for example M 5 The system will then set up a label entry for all matching ...

Page 1242: ...will ask you to check and confirm that you have entered the email address correctly Once you have done this enter Y and press Return 4 Decide whether you want to report on auto update settings or all settings If you want to report on auto update settings enter U and press Return If you want to report on all settings enter A and press Return 5 The system will now process the job and email the resul...

Page 1243: ...U Other Amendments The file will contain one header record followed by individual records All LC Screen Settings If you have chosen to report on LC screen settings the file will contain a header record listing the field names below matching those displayed on the LC screen The fields will be ordered within each record with one record per active partnership and in the order that they are displayed ...

Page 1244: ... In A U Immigrants A U Ex Services A U Internal Transfers A U Deduction Requests A U Amendments to Address A U Other Amendments NDS Compliance Regn NDS Compliance IOS NDS Compliance Cytology TP Batch Unlinked Addresses Allow all LR fields to be amended 6 Field Reconciliation Upload Method F H N Statistical Summary Patients Missing from Either System GP Reply Txns Patients removed during Reconcilia...

Page 1245: ...r removing the patients current RI code If you want to amend the RI code enter the new code at this prompt If you want to remove the RI code press Return 4 If you are removing the RI code the system will display the field You want to change all RI froms to no RI code Use this field to confirm your decision by entering Y or N as appropriate 5 The system gives you the option of creating and sending ...

Page 1246: ...ROM R1 RI code to transfer TO R2 Capture changes to GP Practice s Y N Y Number of patients to process ALL for all Are you SURE you want to process ALL patients Y N Y Start transfer of x patients from R1 to R2 Y N Y Email address for notification johndoherty nhs net Change process started in background await email for results Return to continue Bulk Change Residential Institute Codes for Patients D...

Page 1247: ...tinue Y N Y Processing please wait Data has been written to txt file download TES_PROCUTIL_20141208_091814 txt Column headings in first record Return to exit Unix Download of Practice of Choice Patients If you enter Y to create the download file the system will write information regarding all patients who have the out of area indicator set to a downloadable file in the directory you specified The ...

Page 1248: ...onal Registration Utilities Registration Reference Manual patient s postcode CCG of this postcode i e the CCG of residence area team of this postcode i e the area team of residence D 78 Appendix D Version 3 0 ...

Page 1249: ... non dummy GP Patients are counted by their CCG of residence ascertained from their postcode Patient Count by Resident CCG Enter CCG code OR Email or Q uit johndoherty nhs net Downloading Patient Count by CCG of Residence Using an Email Address Once the utility has finished compiling the information which may take time to complete it will email the results to the address you specified This email w...

Page 1250: ...code the utility will display the following information for all patients with that CCG code NHS number postcode practice of choice flag shown with either Y or N PAF link type NOTE If you enter a value ZZZ the screen will list all patients with no postcode If you enter a value of UNK the screen will list all patients with a postcode that does not currently map to a CCG code As the utility writes al...

Page 1251: ...wnloading while the utility checks the database for patients registered with a real i e non dummy GP Patients are counted by their postcode outcode Patient Count by Postcode Outcode Enter CCG code OR Email or Q uit johndoherty nhs net Downloading Patient Count by Postcode Using an Email Address Once the utility has finished compiling the information which may take time to complete it will email th...

Page 1252: ... enter a value ZZZ the screen will list all patients with no postcode As the utility writes all the information to the screen in one go you may have to use scroll bars in your terminal emulator window to view all the patient details Patient Count by Postcode Outcode Enter Outcode OR Email or Q uit EX5 NHS Number Postcode PoC Flag PAF Link Type 444 327 5774 EX5 5HY N No Match 444 700 7707 EX5 5RE N...

Page 1253: ...ou are Cursors are usually flashing squares or underlines Data Information Database A large store of information that can be handled by computer Default Automatic setting by the computer if no selection has been made ENR Existing Number Replacement The name of the project to replace regional NHS numbers with a national code Field An area on a computer screen requiring the input of information usua...

Page 1254: ...r to perform specific operations Qualifier The code used in conjunction with a key to select a particular screen and its functionality Related Address Code The unique code assigned by the HA to enable the substitution of alternative locality town or county details to an Address Code during PAF address matching RM Royal Mail Software Computer programs Transaction Data sent between two systems refer...

Page 1255: ...ges s CT Court FM Farm FMHSE Farmhouse FLT S Flat s HME Home HSTL Hostel HSE S House s HTL Hotel MN S Mansion s PK Park PL Place PRES Presbytery REC Rectory RES Residence RESL Residential RET Retirement SCH School STN Station TER Terrace VICGE Vicarage Organisation Abbreviations Abbreviation Meaning Abbreviation Meaning COLL College HOSP Hospital SCH School UNIV University Thoroughfare Abbreviatio...

Page 1256: ...Envelope only sent to HA FCR Forwarded to NHSCR FFH Forwarded to new HA FGP Forwarded to GP FMR First Medical Record Assigned by NHSCR for birth or Immigrant registrations NOR No original available NOT Not required RFH Retained by HA Registration Codes 1 Birth 2 1st Acceptance 3 Transfer In 4 Immigrant 5 Ex Services 6 Internal Transfer Deduction Codes DDR Deducted at GP s Request Codes DDR and DPR...

Page 1257: ...SER Services O R Other For code O R you may expand on the reason using one of the following O R deduction codes RFI Removal from Residential Institute PAR Practice advise patient no longer resident PSR Practice advise removal via screening system PVR Practice advise removal via vaccination data CGA Correspondence states gone away OPA Practice advise outside their area Version 2 13 Glossary G 5 ...

Page 1258: ...Glossary Registration Reference Manual G 6 Glossary Version 2 13 ...

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