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Registration Links User Guide

1. At the same time any incoming transactions from the TP are picked up by the practice These may also include Deductions patients removed or Approvals of new patients and once accepted by the practice will automatically update the patient s Registration screen Full audit trails of all data exchanged between the TPs and the practices is possible The practice must run a Quarterly Archive once they have been notified that the previous quarter has been closed The Archive removes all Completed Transactions for that quarter to archive disk and produces a Quarterly Certificate and Capitation Report of all registration transactions for each TP and each GP One copy is sent to the TP Linked and Manual Practices can only link either electronically or manually to a TP which is deemed active that is it is the viable TP covering the practice s area or county The link is set in Vision File Maintenance in Organisation Details for the relevant TP setting Link to Yes there is an electronic link No no electronic link or Down usually there is a link but it is not operational at present In Options Setup System from the Vision front screen Select Registration Links needs to be checked Note where practices have patients on the border of England and Scotland the choice has to be made for the responsible HA or HB to be in either England or Scotland ie running English Registration Links or Scottish Partners If practices a
2. 2 The practice should enter the date the records are posted off to the TP in Date Records sent to TP on the Registration Other screen 3 Once the TP has safely received the records it replies with a MRF Medical Records Flag Removal Transaction which resets the Records requested by TP back to a blank Note The medical records flag is not set if the deduction has the reason Internal Transfer within Practice The practice should regularly run the two reports within Registration Action Medical Records not received by TP and Medical Records not sent to TP The Medical Records not received by TP Report finds patients with Records requested by TP checked and a date entered in Date Records Sent to TP This means the practice have sent the records off to the TP but the TP have not received them if they had they would send the Medical Records Flag Removal Follow the lost records up with your TP The Medical Records not sent to TP Report finds patients with Records requested by TP checked and no date entered in Date Records Sent to TP This means the TP has requested the records but the practice have not sent them off or have not entered a date in Date Records Sent to TP Pack the records up enter the date and send them off to the TP Within Registration Links you can run a Report called Records required by TP and filter this by TP see Records Required Sent reports page 85 When a new patient is registered e When a n
3. e DEF Deduction Transaction FP22 GP22 see Incoming Deduction page 37 when a TP is deducting a patient from the GP List for one of several deduction reasons e ACG Acceptance Rejection Transaction See Incoming Wrong TP Rejection page 41 The TP reject in response to a GP s Acceptance Transaction being transmitted to the incorrect TP e DRR Deduction Request Rejection Transaction see Deduction Reguest Rejection DRR page 28 England and Wales only The following are also Incoming Transactions but you will not see these on the Incoming Transactions file as they are applied to the patients records directly you can however list them for the current quarter until archived in the Completed Transactions File e APF Approval Transaction 268 GP7A 8A see Approval Transaction APF page 27 This approves an Applied For newly registered patient on to the practice list making them permanent e MRF Medical Records Flag Removal Transaction This sets a flag when a patient is deducted from the patient list until the records are sent back to the TP See Medical Records Transactions MRF MRS page 29 e MRS Medical Records Sent Flag Transaction This sets a flag when a patient is added to the patient list until the records are received from the TP by the practice e FPN FP69 Prior Notification Transaction see FP69 Prior Notification FPN page 30 England and Wales only e FFR FP69 Flag Removal Transaction
4. Operation D ate js70972000 Time hiano Operator ID SYS GP Code 2345122 F369 GF Mame Dr Beth Glover 0 Responsible TP Cipher LDS MHS Number j AY a17 942 SuUmamE JAL Forename ALAN Forename FORENAMETWO 0 Other Forenames JOTHERFORENAMES Date of Birth 01 01 1950 Approved WHS Number hsz 3178942 OOOO Daily Transactions Daily outgoing transactions are listed in Transaction Management Daily Transactions Change Criteria can vary the GP TP and all or one of the following Transaction types e ACG Acceptance Transaction FP1 GP1 application to go on doctor s list FP4 GP4 medical card FP13 Ex services FP58 GP58 pink white baby card e AMG Amend Out Amendment Transaction from GP Changes in personal address and registration details of permanent patients e REG Rejection Removal Transaction address change outside GP area see Rejection Transactions REF REG page 28 e DER Deduction Request Transaction request to deduct patient if died left area or embarked England and Wales only Once the end of day transmission has taken place the screen will clear and the transactions will be transferred to the Completed Transaction File They will also be stored in daily transmission batches which can be viewed in Daily Transaction Backup 58 page 63 Transaction Management and printed out from Reports A daily print out might be advisable in case of data loss The daily outgoing transact
5. Remedy Go to Transaction Management Incoming Transactions select the correct TP if more than one find the Incoming Wrong TP Rejection page 41 Transaction Process and Re Accept Deduction Request Rejection England and Wales only Warning At least one unprocessed Deduction Request Rejection transaction from the selected TP exists with a Transaction Date either prior to or equal to the second day of the new quarter Remedy Go to Transaction Management select the correct TP if more than one find the Incoming Deduction Request Rejection page 42 Transaction Process and accept it Running the Archive in England amp Wales Before archiving e Make sure all outstanding transactions are cleared as shown up on the Daily Status Summary screen See Clear Outstanding transactions before archive page 87 on page e Make sure you have done a recent backup e Have ready newly formatted disks if that is your preferred storage medium 88 To archive 1 Select Action Archive or click on Eal and then select Quarterly Archive If this menu option is disabled then either the Quarterly Archive is not due look on the Daily Status screen to see if it is or you have not cleared all the outstanding transactions Ereuna We SEWE poe TUT es Tare eta ETE E Eross Hi 2 Click on Process Quarter Archive selection E elsa in pedo Tes dhed anaes z elect La LLA ter to Archive ee 3
6. The Quarterly Archive removes the quarter s transactions from the Completed Transactions File to a floppy disk and completed DEF Deduction transactions are moved to the on line archive file in case they are needed to be used for incoming Medical Records Flag Removal MRF Transaction matching They can be retrieved or purged from Archive Select Action Archive or click on eal guate archive C Retrieve Archive from Floppy i Eige Ondine Archive i Eige Rete ed Siehe Process Retrieve Archive from Floppy Retrieve Archive from Floppy will load an archive stored on a floppy disk to the computer If you have not purged the On Line Archive you may view transactions from there However using Retrieve Archive from Floppy you may retrieve the quarter s transactions from floppy disk 94 Purge On Line Archive The On Line Archive will store each quarter s transactions after a Quarterly Archive has been run Purge On Line Archive will allow the quarters DEF transactions to be deleted from the On Line Archive There is no need to purge the On Line Archive to remove the stored transactions unless you have a problem of lack of space on your hard disk In any case you are advised to keep the last two quarter s transactions in the On Line Archive Purge Retrieved Archive Once you have retrieved an Archive from floppy disk you may purge the retrieved archive using Purge Retrieved Archive 95 Index A Accep
7. Vision 3 Registration Links User Guide 3 INDS A CEGEDIM COMPANY Copyright INPS Ltd 2014 The Bread Factory 1A Broughton Street Battersea London SW8 3QJ T 44 0 207 501700 F 44 0 207 5017100 W www inps co uk Copyright Notice 2014 INPS All Rights Reserved No part of this document may be photocopied reproduced stored in a retrieval system or transmitted in any form or by any means whether electronic mechanical or otherwise without the prior written permission of INPS No warranty of accuracy is given concerning the contents of the information contained in this publication To the extent permitted by law no liability including liability to any person by reason of negligence will be accepted by INPS its subsidiaries or employees for any direct or indirect loss or damage caused by omissions from or inaccuracies in this document INPS reserves the right to change without notice the contents of this publication and the software to which it relates Product and company names herein may be the trademarks of their respective owners INPS Ltd The Bread Factory la Broughton Street London SW8 3QJ Website www inps co uk Contents REGISTRATION LINKS What s New in Registration Links Getting Started in Registration Links Accessing Registration Links Overview Electronic Data Interchange Downloads and Uploads Day to day Transactions and Transmission Linked and Manual GP Codes Switching
8. England and Wales only Incoming transactions which do not require a response from the practice Approval and Medical Records transactions will be applied automatically to the patients Registration details and do not appear in the Incoming Transactions file but can be viewed under Completed Transactions If the incoming transaction cannot be matched ie an NHS number match or a Transaction number match then it will be placed in the Error File page 42 and should be processed from Error File The screen should be viewed daily by a user with an authority of S or higher and any appropriate action taken For example Deduction Transactions should prompt the GP practice to send the medical records back to the TP and enter the date posted on the patient s Registration screen 1 Select Transaction Management 2 Select Incoming Transactions 3 Click on the Process button 34 4 The transactions listed are those of all linked TPs all GPs and all Transaction Types 5 See Change criteria page 33 if you do not want to display all TPs or GPs but want to filter the display to one TP or one GP or one Transaction Type You can also choose a date range of transactions Refer also to General notes about Transaction screens page 32 6 From the initial Incoming Transactions screen display a second more detailed screen either by double clicking on a line or highlighting a line using the scroll arrow keys then Process 7 Any
9. Health Link Mailbox Valid Period 12 Testing the transmission At the second training day at least 2 4 weeks after the first the trainer will make a test transmission to the Health Board Before that time you should have received your upload from the Health Board and dealt with the amendments Registration messages in GP Communicator Messages in GPC from Registration Links have the icon F Below is a typical example Refer to the on screen help within GPC for further help with GPC 2s 7 r F ra Ie eee eee y y eiua me e pte me te eet re p ee i A gt f re z p l Sas Pending 3 Fey Libs Z Anatingdsbresyrepet amp Peg Lrbs VA Arcating debver eped INL NIIN The wepenge wap arlene scored mad wat bWeschangs Munia 7 Message Munters DE The maag hy been sere no he nett aed n maro orire f fre need ran diie fee mersa neter l Access and Daily Status Summary From the Vision Start up menu click on Messaging then Registration Links or select Modules Registration Links or AIt M L The system will check for outstanding medical records required see below In England and Wales the first screen you see is the Daily Status Report screen This screen will remind you if any quarterly archive is due for the selected TP and if so this must be run It also reminds you if there are any patient records of deducted patients outstanding that should be sent to the TP Daily Status Heport Q
10. Text Files tet Cancel 2 At the Select Output Filename screen click in the window File name and type in a title for the report up to eight characters with a suitable extension eg txt for Text format or dif for DIF format In Save File as Type the default is Text Files txt To change the default directory of C EXTRACT double click on the drive eg C to display all directories and select the destination To save to disk select the a drive Click on OK to return to the Output Method screen Clicking on File Options will return you to the screen from which you have just exited Reports selection Criter fe err rr Output Method Output Type S Transaction fal Trangactio Output Format Test Format ze Output Filename C Nextract transum tat File Options o Cancel Help Detailed Help Report Daily Trangac In Output Format the default is Text Format ie txt but you can click on to display the options and select from e Record format e Tab separated e Text Format e DIF Format e Comma Separated Value e Tab Separated Text Note You can at this point change the Output Type to either Printer or Window if you decide not to proceed with File Click on OK to start the report processing You may be asked to confirm or amend the Output file name and this is an opportunity to change the extension eg to csv 7 When finished s
11. The choice is e Incoming Transactions page 34 e Error File page 42 e Unacknowledged Acceptances page 46 e Completed Transactions page 50 e Daily Transactions page 58 e Daily Transaction Backup page 63 Transaction Management f Incoming Transactions Error File C Unacknowledged Acceptances Completed Transactions C Daily Transactions C Daily Transaction Backup Process Help Transaction Management Screen 31 General notes about Transaction screens The layout of all the screens within Transaction Management options is similar The top part of the screen shows the selection of Trading Partner Health Board GP Transaction Type and a date range The default is all is each category This can be changed by clicking on Change Criteria see Change criteria page 33 The relevant transactions are then listed line by line Further details can be viewed and in some cases processed for each transaction by either double clicking on one of these lines or by clicking on a line then clicking Process or View View Daily Transaction File Criteria TE GF Jal TPs jail GP s Transaction From date To date Jal Transactions ee aa aa Ye File 000 fits ae eptanc TE SUAN ME FORENS ME oy OV 7000 C 13 365 52711 2000 Acceptance GGG 07 09 1980 3111114 000590 T 2771172000 Acceptance ABALUNAM 13 11 1967 1111112 001182 TE 20 11 2000 Deduction Request ADE 1372 1996 2111113 001134 TE
12. The inclusion of the NHS number if not mandatory in Scotland but should be if known No query NHS number should be used The format of the NHS number is not validated but the characters used within it are and it must be unique The NHS number can be amended regardless of link status no Amendment Transaction is generated for linked practices There is no Security Amend NHS Number option in a Vision Registration for a Scottish practice Title Amendments to a patient s title do not generate an Amendment transaction in Scotland Birth Surname The patient s Birth Surname is part of the patient s details though not mandatory Sex The Sex field can only be male or female and not unknown or indeterminate as the second to last CHI number digit relies on this Institution codes in Scotland are the equivalent of residential institute codes in England Institution codes are not widely used by every HB and are optional Changes to the institute code will result in an Outgoing Amendment transaction Institute codes will be included in an Acceptance transaction As with England institutes are added in File Maintenance Organisation with a category of Residential Institute and the institute code added in Identifiers selecting an Identifier Type of RI 22 23 Code and in Organisation the relevant HB as TP HB CSA and the code in Identifier Value Place of birth This is included in an Acceptance transaction Rural mileage is co
13. but not the new NHS or CHI number Note a practice can usually not amend a patient s NHS or CHI Number this has to be done by the Health Authority If the electronic link is faulty Security Amend NHS CHI No can be used in Registration refer to Security in Registration page 20 Refer also to Amendment Transactions AMG AMF page 26 1 Display details of an Incoming Amendment line from Incoming Transactions by double clicking on the relevant line or click on a line then click Process 35 2 On the resulting screen the left side gives current details for the patient held on the practice database while the right hand shows the amendments the TP are making In coming Amendment FHSA 4 72 Current Details Amendments Registered GF NHS Number Sumame Forename Previous Surname Tithe Sex Date of birth 74 04 1912 House name Road 3WOODGREEN ROAD 3 WOODGREENROAD Locality WOODGREEN WOODGREEN oooO Town NORTH LONDON INORTHLONDON County Postcode o Y Drugs Dispensed RPF Mileage Blocked Special Walking Units Residential Insitute Note a percentage sign indicates that the contents of the field are to be removed England and Wales only The commands are e Accept click on Accept if you feel the amendment is justified and are happy with it This will automatically amend the patient s Registration screen e Reject click on Reject if you do not want t
14. 4 You now need to delete the error select Transaction Manager Error File in Registration Links 44 5 Highlight the error click Process and choose Delete mcomng Deduction UNMATLHED Transaction Date 25 01 1992 Time 12 35 Number 100 GP Code 2750922295 GP Name GP details not found Sending TP Cipher LDS Patient s NHS Mo TE26 Dats of deductionc 25 01 1992 Reason for deduction fi Death New TP Cipher Te e a en Error File Deduction Unmatched Amendment If the Health Board make an amendment to the patient s registration data which cannot be matched to one of your patients it will appear in the Error File You should check what the amendment is and update the information in the patient s registration screen then delete the error Unmatched Medical Record Flag Medical Record flags are notifications flags that are sent to and from the Health Board when records are sent and received When the Health Board send a new patient s paper records a Medical Record Flag sent is set which the practice should remove on receipt of the records When a patient is deducted a Medical Record Flag Removal is set which should be removed when the Health Board receive the patient s records If the flags are not matched to the patient they will appear in the Error file 1 To clear the Medical Record Flag select Security from the menu in Registration and select the patient 2 Choose Clear Medical Recor
15. Acceptances and Amendments to Patient Detail can be printed and sent to the TP These can replace electronic transmissions Note a transmission must be run first from the GPC workstation to generate these forms whether there are any linked TPs or not During the transmission process the system checks to see whether the link is operational If it is the transactions can be sent electronically If the link is down see Linked and Manual page 9 then the transactions will go to a Print File and the patient details are merged into the relevant standard form Select Standard Forms from the Reports menu Refer to Reports Processing page 73 for the way to print forms Note if there is more than one type of form you may need to prompt the system between each form Training Medical Centre PATIENT ACCEPTANCE Acceptance Type 3 TRANSFER IN TP Cipher 2771 GPCode CIONES Drugs Dispensed Marker GPName Dr Clive Jones Sumame SMITH Residential Inst Code Forename s Walter RPP Mileage O Title MR BR SD Marker Previous Surname Walking Units O Address RED HOUSE Previous TP LONG AVENUE ANYTOWN Previous GP DR ROTH Previous Address s AN4 5TY 4 MARYLAND ANYTOWN Date of Birth 14 04 1934 Patient NHS Number NHS1234 Sex hl Place of Birth TROON Date of Entry into UK Date of Exit from UK Date of Enlistment Joining Date of Enlistment Leaving Service Dependant OP Notes
16. OK Export ey See Export Data page 76 Close click on Lx at the top right Export Data You can export report data directly from the Reports screen explained below You can also send reports by email see Send a report by Email page 78 1 2 Having selected the criteria and report you want click on Process Display the report on screen by selecting Window as the Report Output see Reports Processing page 73 and Output of a Report page 75 Click on the Export icon e from the toolbar options at the top of the screen Export Format Character separated values Cancel Deshnatior Disk file 76 7 You may see a message about setting a default Mail client you will need to do this later if you want to send data by e mail but if you are only exporting click OK to this message 5 You can choose a wide variety of formats from the following Character separated values Comma separated values CSV Crystal Reports RPT Data Interchange Format DIF Excel 2 1 XLS Excel 3 0 XLS Excel 4 0 XLS Excel 5 0 XLS Excel 5 0 Extended XLS HTML 3 0 Draft Standard HTML 3 2 Extended HTML 3 2 Standard Lotus 1 2 3 WK1 Lotus 1 2 3 WK3 Lotus 1 2 3 WK5 ODBC dBase Files ODBC dBase Files Word ODBC Excel Files ODBC FoxProFiles Word ODBC MS Access Database ODBC Visual FoxPro Database ODBC Visual FoxPro Tables Paginated Text Record styl
17. Once you have confirmed the TP did not receive this file you should retransmit the file to the TP If you cannot find the file containing the acknowledgements or the TP claim to have received the file you should contact the HelpLine 87 Deduction Transaction Warning At least one unprocessed Deduction transaction for the selected TP exists with a Date of Deduction either prior to or equal to the last day of the quarter to be archived Remedy All Deduction transactions generated by a TP System up until that TP close a particular Registration Quarter will always be dated in that old quarter Goto Transaction Management Incoming Transactions page 34 select the correct TP if more than one find the Incoming Deduction page 37 transaction Process and either Deduct or Re Accept them Amendment Transaction Warning At least one unprocessed Amendment transaction for the selected TP exists with a Transaction Date either prior to or equal to the second day of the new quarter Remedy Go to Transaction Management Incoming Transactions select the correct TP if more than one find the Incoming Amendment page 35 Transaction Process and Accept the transaction or if an address change which you do not accept select Remove OA Rejection Transaction Warning At least one unprocessed Rejection Wrong TP transaction from the selected TP exists with a Transaction Date either prior to or equal to the second day of the new quarter
18. Quarterly Archive will archive on to floppy disk the quarter s completed transactions Quarterly archiving is mandatory and takes place at the beginning of each quarter unless you are given the option to extend the quarter see Archive Overview You should carry out a Quarterly Archive on or after the third day of a quarter month 3rd January 3rd April 3rd July or 3rd October In fact you will be prevented from carrying out a Quarterly Archive too early Before archiving e Make sure first there are no unacknowledged acceptances awaiting approval see Unacknowledged Acceptances page 46 e There should also be no outstanding deductions from the quarter just finished see Incoming Transactions page 34 e Do a backup e Have ready newly formatted disks if you are using floppy disks To archive 1 Select Archive Quarterly Archive f Quarterly Archive O Retieve Archive from Floppy a a Process Help 92 2 Click on Process Registration Links Archive Alace an empty Formatted disk in drive 4 L Press OK when ready cael 3 Either put an empty formatted disk in the disk drive and click on OK or if no floppy disk drive A select a destination folder Make sure the printer is on line 4 The archive process will continue automatically from this point and a message is shown when completed successfully Registration Links Eg La 1 Quarterly Archive complete 5
19. Registration Links Before you run an archive you have to make sure there are no outstanding transactions this is explained in the next section see Clear Outstanding transactions before archive page 87 After a Close Quarter Notification has been received the practice will know that no more Deduction transactions will be received from that TP with a Deduction Date in the old quarter Daily Status Report Quarter Archive Quarter Archive Due Yes QuarterEnd Date 30 09 2000 Close Quarter Transachon received es Outstanding Transactions None 1 Atleast one Acceptance Awaiting Acknowledgement transaction for the selected TP exists With an Acceptance Date either prior to or egual to the second day of the new quarter 2 t least one unprocessed Deduction transaction for the selected TP exists with a Date of Deduction ether prior to or equal to the last day of the quarter to be archived 3 Atleast one unprocessed Amendment transaction for the selected TP exists with a Trangaction Date either prior to or equal to the second day of the new quarter Atleast one unprocessed Rejection wrong TP transaction for the selected TP exists with a Transaction Date either prior to or equal to the second day of the new quarter 5 Atleast one unprocessed Deduction Request Rejection transaction the selected TP exists with a Transaction Date ether prior to or equal to the second day of the new quarter Medical Records Outsta
20. Registration Links on Access and Daily Status Summary Daily routine Menu options and toolbar File Action Security England amp Wales only Utilities England amp Wales only View Help Security in Registration Partners for Scotland Partners Existing Registration Forms Partners Electronic Transactions Scotland and England Differences for Registration Links Transaction Management Summary of Registration Transaction Messages Transaction Types Amendment Transactions AMG AMF Acceptance Transaction ACG Approval Transaction APF Deduction Transactions DEF Deduction Request Transaction DER Deduction Request Rejection DRR Rejection Transactions REF REG Medical Records Transactions MRF MRS When a patient is removed When a new patient is registered FP69 Prior Notification FPN Unmatched transactions Accessing Transaction Management General notes about Transaction screens Change criteria Incoming Transactions N OW OONNNN Incoming Amendment 35 Incoming Deduction 37 Registration Re acceptance for all other Deduction Reasons 40 Registration Re acceptance for Deduction Reason New TP HB CSA Same GP40 Registration Re acceptance for Deductions Reason Removal to new TP HB CSA 41 Incoming Wrong TP Rejection 41 Incoming Deduction Request Rejection 42 Dealing with the Error File 42 Unmatched Incoming Approval 44 Unmatched Deduction 44 Unmatched Amendment 45 Unmatched Medical Record Flag 45 Unacknowledged Accep
21. Transferred Out on Registration and the transferred out date is set to the deduction transaction date Ifthe patient is transferred to another TP the patient s TP is updated The flag Records Requested by TP is set to Y on Registration The appropriate action for the GP practice is to pack up and post the medical records to the TP 37 as they would if receiving a FP22 and on the patient s Registration screen to enter the date posted on Date records sent to TP Re accept You may re accept a patient if the patient s change of address is within the practice area but with a different TP with whom the practice is active ie New TP Same GP An Outgoing Acceptance transaction is generated If the patient s TP for which they are being re accepted is the same as the patient s current TP then entering GP Notes is mandatory If the patient s TP has changed then the Current TP is updated 3 Close Clicking on Close will return you to the Incoming Transactions screen The codes used for the Deduction reason are England and Wales only Death Removal to new TP HB CSA the patient has left the practice area Internal Transfer For Internal Transfers for reasons other than address change typically at the patient s request the patient being dissatisfied with his or her current GP Mental Hospital not used in Scotland Embarkation not used in Scotland the patient has left the country for more than three months New TP
22. a freetext note is it mandatory e Place of Birth This only appears if the patient does not have a NHS H C number or if it the number is invalid Registration Re acceptance for Deduction Reason New TP HB CSA Same GP If the deduction is a Removal to new TP HB CSA Same GP you see the following prompt when you re accept the patient The HB and GP are all enabled for all countries check this Notes on Ke accepiance _ GP Notes ee HB i i Registered GF Mars Dr Jane l Cancel Help Re acceptance for Deduction Reason New TP HB CSA Same GP e GP Notes This allows you to enter a freetext note e TP CSA HB Choose the TP HB CSA e Registered TP The registered GP is the patient s current registered GP 40 Registration Re acceptance for Deductions Reason Removal to new TP HB CSA England Northern Ireland and Wales If the deduction is a Removal to new TP HB CSA you see the following prompt when you re accept the patient Notes on Re acceptance Place ot birth Jupiter Dr Sarah O R E tee Re acceptance for a deduction Removal to new TP HB CSA e GP Notes This allows you to enter a freetext note is it mandatory e TP The TP is disabled e Registered TP The registered GP is the patient s current registered GP e Place of Birth This will only appear if the patient does not have a NHS H C number or if it the number is invalid Scotland For pract
23. error you need to identify the patient by searching on their NHS H C number or Date of Birth D Note To find the patient s NHS H C Number or Date of Birth highlight the Transaction and click Process If this information is not available you cannot resolve the unmatched transaction and the only action you can take is to delete the error Emor File par Las a GP s From date T oc H9 92 MR Flag Remo i i a 1992 MRA Flag Removal 3 25 01 1992 MA Flag Removal 5 ev 1 1592 MA Flag Removal 5 25 01 1992 Rejection 12 ev OTT S92 Aeyechon V2 Urinerte rend 25 011 992 Aporowal 14 Unmatched 14 Uriah 4626540 281 2750922295 2750922295 4626940281 426940 281 2750922295 2750922295 4567695 F 369 2750922295 Urmatched Unmatched 15 Unmatched 100 Unmatehed 100 1m i0 Unnatched Unmatched Unmatched Irimair her eroQd2 295 4626940281 4626940 261 ARRIAN PAI Error File The following section explains the errors and how to deal with them 43 D Note To resolve errors you may need to use the Security Controlled Functions in Registration only System Managers have access to these options Unmatched Incoming Approval If there is an Approval in the Error file it indicates that an acceptance has been sent for a new patient but it could not be matched to the patient You need find the patient in Registration by searching on the NHS H C number and dependent on their registration status do one of the following
24. exemotiort No Selection Noselecton a tti i OC Household Rank Capitation Supplement No selection No selection Medical Insurance Notes Kept at NoSeecton SSC Records Requested by TP 4 Records Sent by TP B Date Records Requested by TP Date Records Sent by TP Date Records Sent to TP MUS Faban r Senstive Records Prefered witten communication format Patent Record is not Sensitive Restichons No Selection x 5 Sidleictinrs a Records received by HB Recording a Read code It is no longer a QOF requirement to summarise the patient s records within 8 weeks however we still recommend that you record when the records are received and when they are summarised in the patient s journal by Read coding 49 Read code 9134 Lloyd George record received Read code 9344 Notes summary on computer Completed Transactions The Completed Transactions screen is for viewing only and there is no action required It contains a copy of all incoming and outgoing transactions within the current quarter and forms the basis of the Audit Trail See Transaction Types for a complete list of the different Transaction Types Foran explanation of each transaction see Summary of Transactions Completed Transactions also includes transactions which have been carried out from the Security menu on Registration see Security in Registration The list of completed transactions is arc
25. messages to identify the HA HB This is a five character code beginning with F followed usually by 1 2 or 3 zeros followed by the HA HB cipher For example in England and Wales FOOBU for Bucks FOLDS for Leeds In Scotland the single character HB cipher eg for Argyll amp Clyde C FOOOC If the Cipher has two letters then reduce the number of zeros to two Click OK em Organisation Name ARGYLL AND CLYDE File Action View Help W Organisation Edit Organisation Details Identifiers Addresses Haim Address Category TP HB CSA Hame Argyl and Clyde Cipher Link Ic Mo F Yald From Yalid Until 1071172001 OT Add Edit Delete Audit Inactive Provider Unit V Footpath miles V Water miles Cancel Audit Department Person Help Click on the Addresses tab Then click on Add under Communication Nos In Contact Number type the HB TP code eg FOOOC for Argyll and Clyde and in Type of Contact Number select Health Link Mailbox The link between the transactions Reg Links IOS created in Vision and the address entry in the Personal Address Book of GP Communicator is this Health Link Mailbox code Otherwise messages may be in error with Unknown Recipient f Organisation Name ARGYLL AND CLYDE File Action View Help ag W Organisation Edit Organization Detar Addresses Communication Numbers Update Contact Number Fonoc Type of Contact Number
26. notes box Rejecting a Deduction Amendments Amend in transactions are amendments sent from PSD and they can either be accepted or rejected Highlight the amendment and choose Process Below is a summary of how to deal with both scenarios Accepting Amendments Amendments from PSD appear on the right hand side of the screen To approve the amendment click the Accept button which will automatically change the details in the patient s registration screen Note A percentage sign indicates that the contents of the box are to be removed In coming Amendment FHSA 477 24 04 1912 J WOODGAEEN ROAD i ODGREEN NORTH LONDON 66 Accepting Amendments Rejecting Amendments To reject the amendment click the Reject button and enter a reason for the rejection Alternatively if a change of address has been sent from PSD and the patient is outside the practice area you can choose Remove OA which means you want the patient removed from your list because they are outside your practice boundary Acceptance Rejection An acceptance rejection message occurs where an acceptance has been rejected because the patient has been registered with the wrong HB eg cross border practices The acceptance is rejected by one HB and the patient needs to be re accepted with the correct HB To do this click the Re accept button and enter a free text note in GP notes Click OK to complete the transaction Error File Any incomi
27. on a regular basis This is done in the Transaction Management screen in Registration Links 1 In Registration Links click on the first icon Transaction Management ril or 63 select Action and choose Transaction Management 2 The Transaction Management screen is displayed 3 The top three options should be checked on a regular basis e In coming Transactions See n coming Transactions page 64 e Error File See Error File page 67 e Unacknowledged Acceptances See Unmatched Medical Record Flag page 69 Transat bion Management 7 ou need to check in coming Transactions Unacknowledged Acceptances Transaction Management screen 4 Select the one you require and click Process In coming Transactions The Incoming Transactions screen shows a summary of the different messages received from Practitioner Services Division PSD that require your action Each Transaction should be dealt with by highlighting it and clicking Process The next section explains how to deal with the following message types e Deduction A deduction is received when your patient is being removed from the practice list e Amend In An amendment is received when PSD update a patient s registration details e Acceptance Rej An acceptance rejection is received when a patient has been registered with the wrong HB Criteria FSA FHSA s Transaction Transactions 03 05 1994 Amend in 03 05 1994 A
28. or an unmatched transaction has been received one of the following security functions can be used to override a normally forbidden procedure This is carried out in the Registration module in Security refer to the Registration on screen help for details of these screens Note that completed Security functions will be included in the Completed Transactions file These transactions are not generated for transmission but for the audit trail e Deduct Patient To enter the details of a patient who has transferred out from the practice list if they have removed changed address died etc DEH e Amend NHS Number This allows the practice to amend an NHS number normally a task only undertaken by the TP AMH England amp Wales only e Amend CHI Number Scotland only This allows the practice to amend a CHI number CMH e Clear Medical Records flag To clear the Records Requested flag or the Records sent by TP flag on Registration and reset either to No MRH e Approve patient This will unfreeze the Registration screen of a newly registered patient so that editing becomes possible ie Manual approval of patient acceptance by GP In Scotland the patient s CHI number will be required APH e Clear FP69 Status This removes an FP69 status from a patient for whom an FP69 Notification has been sent FFH England amp Wales only Partners for Scotland Partners Existing Registration Forms PARTNERS automates the subm
29. required action is taken at this second screen e Incoming Amendment either accept the change or Remove OA remove the patient as address change means patient is now out of practice area e Incoming Deduction Re accept patient or Deduct continue with removal e Incoming Rejection Re accept after correct TP entered Incoming Amendment An incoming Amendment AMF results from an update by the TP to one of the following fields on a patient s Registration screen e GP Code GP Ref Surname Forename s Previous Surname Birth Surname CHI Number NHS Number Title Sex Date of birth Address 5 fields Postcode Drugs Dispensed Marker Rural Mileage Blocked Special Walking in England Wales Road Footpath and Water Miles in Scotland Residential Institution Code Institution Code England and Wales only Scotland only Incoming amendments from the TP can be rejected if the amendment contains changes with which the GP disagrees A reason for the Rejection is prompted for which should be entered in free text An Outgoing amendment from the practice to the TP then contains the existing details The original matched amendment is copied and marked as rejected in the Completed Transactions file Using Reject is not permitted however if the incoming amendment is a new NHS number orin Scotland the CHI number If the incoming amendment has a new NHS or CHI number and other fields then you may reject the other fields
30. secepce 9000 vt 3945122F9 LDS W pf Acceptance TTT UU 0D 3345122F369 LDS w t Acceptance JI U OKK 2021920 3345122F369 LDS w 47 5 Click on More for Acceptance Further Details for details of place of birth Acceptance date dates the patient left and entered the UK previous GP and TP dates of enlistment and service dependent Unacknowledged Acceptance Transaction Transaction Date Ea 0 2000 Time 13 02 Number 37 Existing GP Code 33451 2A Fag Existing GP Name Dr Beth Glover TP Cipher LDS Rte umber kh Acceptance Further Details S Uren DAN Place of birth 3 Transter In Forename CAR Acceptance date i 9 1 02000 I Acceptance Intern Forename Entered UE Other Forename Left UK rs Previous Surname Previous GP fo Title MS Previous TP Sex Fem E rlistment to Date of Birth 25 0 Enlistment from House name THE Serice dependant a Road jas Locality GAR Help Town CARDALE County Postcode LE EDS ILs 25 2LZ GP Notes coe e 6 Click on Close to exit Note A list of unacknowledged acceptances can be printed out from Reports If the Health Board have received the New Patient Registration 1 Obtain the patient s NHS H C number from the Health Board and contact the Helpline who will advise on how to Security Approve the patient 2 Select Registration and choose Security from the menu followed by Approve Patient 3 Sele
31. sent from your linked TP Health Authority With this the TP advises linked practices that the previous Registration Quarter has been closed on the TP system You will be notified on the Daily Status Report when you access Registration Links or re display it from Utilities Daily Status see Access and Daily Status Summary page 14 First Select the TP the Health Authority to which you are linked if more than one and note the dates as follows e Quarter Archive Due date e Quarter End Date date e Close Quarter Transaction received Yes No N a Once received a Quarterly Archive can be carried out This clears all the Completed Transactions for that quarter on to floppy disk so they are retained for safe storage 85 An On Line Archive is created at the same time as a Quarterly Archive storing all the quarterly Deduction transactions DEF in the computer in case they are needed to be used for incoming Medical Records Flag Removal MRF Transaction matching Part of the archive process is to print Quarterly Certificates and Quarterly Capitation Reports for each TP and GP which are then sent to the relevant TP A quarterly archive cannot be undertaken for a TP until a Close Quarter Notification transaction has been received from that TP If the Close Quarter Notification transaction is not received in exceptional circumstances the quarterly archive fora TP may be run from an option in Security Quarterly Archive within
32. the printer the report processing would have to be repeated djaj tar A Ld dS z tass 10 Sa7 Park s Practice TP GP LINKS DAILY TRANSACTION SUMMARY DATE 30 November 2000 GF CODE C1365 WARE Pe I Adoki ACCEPTANCE MHS Dabber Surnese Forenmet s SURNAME eae TN Totel Number of Acceptances i 1 Argyl end Clyde SIGHED at Psion v vison Psr shoo Fo ies G 75 Window Click on Print then select Window as the Output Type for a report see Output of a Report page 75 Click on OK to start the report processing The report will be displayed on screen Across the top of the screen is a toolbar of options al 4 1 of 1 b ri a aa 100 Total 6 100 Bot Use the horizontal arrows to display sections of the report which are off screen You can also use the larger arrows KIKI far left Go to first page of report disabled grey rather than black if you are already at the top of the report or left Go to previous page disabled if there is no previous page O0 right Go to next page disabled if there is no next page or far right Go to last page of report You may also use the PgDn key fioo Use the percentage selection to adjust your display larger or smaller Print from on screen display 1 2 ee Click on the Print icon see Printer page 81 If you do choose whether to print all or some of the pages and whether one copy the default or more Click on
33. 03707 2000 Time l eo Humber i 2 GP Code 4826940 281 GF Mame GP detalls not found Sending TP Cipher ILDS Rejection Details WRONG FHSAA TAY SURREY i Help Completed Transaction Security Amend NHS Number Operation Date i gq 09 2000 Time i 0 02 Operator ID sys GP Code 33451 22F 364 GP Name Dr Beth Glover Responsible TP Cipher LoS Old NHS Mumber FT of 645 Sumame CARDEW Forename SAMANTHA Forename Pe Other Forenames Pe Date of Birth 2 12 1989 Amended NHS Number FT64 i Help 52 Completed Transaction Out going Amendment Completed Transaction Gut going Deduction Request Transaction Date Time ooo o Mumber haoo GP Code 3345122 AA GFP Mame Dr Beth Glover 0 Destination TF Cipher LNE Patient s WHS Mao qg043 7158 New GP Code New Drugs Dispensed E New GF Name New ARP Mileage New Sumame New BlockedS pecial New Forename New Walking Units New Forename New Residential Institute New Other Forenames Po New Sex Hew Prey Surnane FO New Date of Birth Mew Title BR tti i lt lt iCi S SC sS Mew House name Po Hew Aad oo New Locality Hew Town oo New County Postcode Poo fF 3 GP Notes JAMENDEDTITLEMRTOSIR 00 Transaction Date 2071072000 Time hoso Humber ea GP Code HHHHHH F582 GP Name DrJackKerush Sending TP Cipher Los NHS Number KMD 2955 Date of deduction i 9 10 2000 Reason for deduction 5 Embarka
34. 2071172000 Amend Out BACON 1170671943 4777775 000546 TE 2071172000 Acceptance THOMAS 20 01 1956 1111112 001182 TE Change Criteria Close Help Figure 1 Layout of Transaction screen Details on the initial screen for each transaction are Transaction date The date the transaction was created and transmitted Transaction types These are abbreviated forms of the transactions that are relevant to the screen you are viewing see Transaction Types page 25 Surname Forename Date of birth The patient s details GP The GP code of the patient s registered GP The GP code is made up of the GMC code and the GP code TP HB The cipher of the TP HB Health Authority to which the transaction will be transmitted File status type You will see the file status on some transactions screens These are codes which denote the status of the file within the transaction transmission process A Audit Trail File B Daily Transaction Backup File C Completed Transaction File E Error File I Incoming Transaction File 32 K Matched completed APF REF Transactions P Daily Transaction Print File S Suspended Incoming Transactions AMF DEF and REF awaiting practice approval T Daily Transaction File U Upload File W Unacknowledged Acceptance File ie Waiting Y On line Archive file of valid APF REF APH Transactions and Retrieved Archive of valid APF REF Transactions Z On Line and Retrieved Archive F
35. 30 A Deduction Request is generated within Registration using Action Request Patient be Deducted Note the following e The Deduction Request reason can be either Death Embarkation or Left Area e When entering the Deduction Date this must reflect the date of the event not the deduction request If the transferred out reason is death then you should manually enter a date for the date of death rather than the date of the record Similarly for Embarkation or Left Area the date the patient moved away should be entered If these dates are not known an approximate date should be entered and a free text explanation must be entered in the GP Notes field Deduction Request Rejection DRR In England and Wales only if for some reason the TP do not agree with the practice s Deduction Request Transaction DER page 28 they may reply with a Deduction Requested Rejected transaction The reason will be displayed on view of the patient s Deduction Request Rejection transaction screen The GP can then authorise the received Deduction Request Rejection to be applied to the patient s record Rejection Transactions REF REG There are three sorts of Rejection Transactions which allow the GP or the TP to reject certain transactions e Rejection Transaction from the TP to GP in response to a GP s Acceptance Transaction being transmitted to the incorrect TP REF see Incoming Wrong TP Rejection page 41 e A Deduction Reques
36. Approve patient Alt C A This will unfreeze the Registration screen of a newly registered patient so that editing becomes possible Note Full details about Registration and Registration Links can be found from the respective on screen help or from the Vision Training Guide Scotland and England Differences for Registration Links Partners is by and large very similar to Registration Links for England and Wales covered in the Registration Links and Registration on screen help There are a few differences CHI number This provides one of the main identification factors for patients in Scotland Although it is not mandatory at the time of registering a GP4 card should contain this information So new patients on an Approval Transaction may or may not contain the NHS number but will often contain the CHI number Because the first six digits of the CHI number are the patient s date of birth changes to the date of birth should be avoided if possible and will generate a new CHI number If you reject an incoming Amendment Transaction then it will not update your system unless it contains a change to the patient s CHI number When entering a CHI number on a patient s Registration screen just enter the last four digits in the second box the patient s date of birth will be filled in as the first six digits automatically Note the second to last digit is odd if male and even if female CHI Number 230737 4337 NHS number
37. Board W Currently Active Trading Partner Cipher Iq Reference Code Foot Communications Using Local Message Transfer Agent Using HealthLink Dial up Connection EDIFACT Codes Recipient Link Code TESS ual feo Practice Link Code raciice LINK Lode TT Biter 30 EDI Options Senior Partner Code 3999 CRIAR Code P Reload Last Interchange Sent Joooooo 2 Last Message Sent 0000007 2 Ok Last Interchange Recd 00003720 Last Message Recd 00006788 mance Switch Registration Links on From the Vision front menu select Options Setup and then the System tab Either England and Wales or Scotland box should be checked Check the box Registration Links Click OK Word Processor These options only apply to the curently selected file system and may only be changed if you are a System Manager and all users are logged out of Vision Select Country Fiir Select Registration Links England and Wales if Registration Links f Scotland Northern Ireland Cancel Help 11 File Maintenance Organisation TP HB CSA Go into File Maintenance Click on fi Organisations At the list double click to select the TP HB CSA set up for your local HA HB Change the Link option from No to Yes In Scotland if your practice is eligible to claim Footpath Miles and Water Miles make sure these boxes are ticked In Identifiers add the reference number for the HA HB that will be used in
38. Figure 5 Patient Acceptance Standard Form England and Wales 83 fraining Medical Centre AMENDMENT TO PATIENT DETAIL lExisting GP Ret S4444 HE Cpher jExesting GP Name Or Olwe jone Naw Diap jing y iNew Surmarne SPRUCE New Road Miles Mar Forenamats New Footpath Mie iNew Prewous Surname New Water Mies iNew Bath Sumama iNow Address SEAVIEW JA MAIN STREET MUSSELBURGH EH 1 17 Pow Date of Beth CHI Number 1503003861 Naw Sex GP Notes Figure 6 Scottish Amendment Transaction Standard Form Transaction Reports Summary Daily Transaction Summary The Daily Transaction Summary provides a print out of the daily transactions It might be advantageous to print this at the end of each day in case of data loss See Daily Transaction Summary page 84 Daily Transactions Backup File Once View Daily Transactions has been cleared following the day s transmission those transactions are stored in batches until the next quarterly archive in the Daily Transactions Backup File which can be printed out using the Daily Transactions Backup File page 84 Reports option Deductions requested by TP Report A list of Deduction Transactions requested by the TP Health Board CSA can be printed out from Reports Deductions Requested by TP see Deduction Transactions page 27 Completed Transactions Report The Completed Transactions Report provides a printout of the Completed Transactions file Se
39. Permanent If the patient is Permanent it means the patient has already been accepted and is on your practice list The approval in the error file may be a duplicate so all you need to do is delete it To do this select Transaction Manager Error File in Registration Links Highlight the error click Process and choose Delete Applied If the patient is still Applied it means they are not registered with your practice and you need to security approve the patient 1 In Registration go to Security Approve Patient View Help Deduct Patient Amend WHS Number Clear Medical Records Flag Clear FP69 Status Security Approve Patient 2 Select the patient and the security approved screen is displayed Enter the patient s NHS H C number and click OK 4 You now need to delete the error by selecting Transaction Manager Error File in Registration Links 5 Highlight the error click Process and choose Delete Unmatched Deduction Sometimes a deduction is sent that cannot be matched to a patient and will appear in the Error File Normally deductions are initiated by the Health Board and practices Should not deduct patients but in this scenario you can security deduct the patient otherwise the patient will remain on your list as permanent 1 In Registration from the Security menu option choose Security Deduct 2 Select the patient and enter the date of the deduction and choose a deduction reason eg Other Reason 3 Click OK
40. Records Requested by HB Date Recads Sent by HB Date Records Sent to HB MDS Fabent M Senstive Records Preiered witan Communication format Patent Record is not Sersibve Restictions No Selection Records received by HB Recording a Read code It is no longer a QOF requirement to summarise the patient s records within 8 weeks however we still recommend that you record when the records are received and when they are summarised in the patient s journal by Read coding e Read code 9125 Patient MRE received from FPC e Read code 9344 Notes summary on computer 72 Reports Reports Processing The Reports options generate printouts of various categories of transactions For those practices that are not linked or for linked practices where the link is down standard patient acceptance and amendment forms can be printed for despatch to the TP All reports can be displayed on screen printed or saved in text format 1 First select Reports or click on the Reports icon EJ 2 The default for the reports is all TPs and all GPs If you want to change these criteria or the date range which can be specified in From Date and To Date see Change criteria page 33 Selection Criteria TF GF fal TPs al LP s Transaction From date To date Jal Transactions Report Report Format Completed Transactions Summan Detailed Change Criteria Close Help 3 To select which repor
41. Same GP not used in Scotland the patient has changed address which is now under a new TP but is still with the same practice and GP Adopted Child not used in Scotland Services not used in Scotland Deduction at GP s Request A GP has requested that the patient is removed from the practice list Registration Cancelled Service Dependent Deduction at Patient s Request Other Reason Returned Undelivered specifically for patients deducted as a result of FP69 status often as a result of an unanswered letter from the HA to the patient see FP69 Prior Notification FPN page 30 Internal Transfer Address Change Patient has changed address within the HA area Introduced to differentiate specifically between an Internal Transfer within the TP the patient having changed address but staying with the practice and an Internal Transfer within the TP for some other reason see Internal Transfer above Internal Transfer within Partnership Deduction corresponding to an Acceptance received from the Practice representing an Internal Transfer within the Partnership Correspondence states gone away Practice advise outside of their area Practice advise patient no longer resident Practice advise removal via screening system 38 Practice advise removal via vaccination data Removal from Residential Institute The following are used in Scotland but not in England and Wales Enlistment Institution Transfer within Practi
42. Select the Quarter to archive then the TP if more than one Click on OK Quarter Archive selection 4 Either place an empty formatted disk in drive A and click OK or if you prefer click OK and select a destination folder Regis ration Links Archive LOK Cancel 89 5 Archiving begins and a progress chart is displayed When finished a message is displayed Quarterly Archive complete Registration Links 1 Quarterly Archive complete 6 The Daily Status screen will now show the Quarter Archive due as n a quarter end Date n a and Close Quarter Transaction received n a 7 Printing of the Quarterly Capitation Report and Certificates begins As a result of carrying out the Quarterly Archive All relevant Completed Transactions for the quarter are archived as well as any matching Approval Rejection or Security Approval All Completed Transactions are deleted as well as any matching Approval Rejection or Security Approval An exception is completed DEF Deduction transactions which are moved to the on line archive file in case they are needed to be used for incoming Medical Records Flag Removal MRF Transaction matching A Quarterly Archive Certificate and Capitation Report will be printed a copy of which should be signed and sent to the TP The Quarterly Archive will remove the corresponding Close Quarter Notification transaction After the archive The Quarterly Archive archives Com
43. The Quarterly Certificates and Capitation Reports will now be printed 6 Store the archive disks in a safe place away from the surgery and if required send to the HB The Quarterly Archive Report is of all the quarter s outgoing and incoming Registration transactions sent and received up until the second day of the quarter It must be signed by a nominated GP or Practice staff member indicating that the transmission of all transactions listed on the certificate has been undertaken with the full authority Knowledge and permission of that GP practice s staff One signed copy should be held at the practice and the other sent to the HB e Outgoing Acceptance Transactions will include those with an Acceptance Date either prior to or equal to the second day of that quarter e Outgoing Amendment or Rejection Transactions will include those with a Transaction Date either prior to or equal to the second day of the quarter e Incoming Amendments Deductions Medical Records Removal and Medical Records Sent transactions will include those with a Transaction Date either prior to or equal to the second day of the quarter As a result of carrying out the Quarterly Archive e All Completed Transactions for the quarter will be removed on to a floppy disk e A Quarterly Archive Certificate will be printed a copy of which should be signed and sent to the HA HB After the archive e Each quarter s Deduction transactions will also be stored on the compu
44. actions can be displayed in Incoming Transactions Outgoing Transactions from GP to the TP e ACG Acceptance Transaction FP1 GP1 application to go on doctor s list FP4 GP4 medical card FP 13 Ex services FP58 GP58 pink white baby card e AMG Amend Out Amendment Transaction from GP Changes in personal address and registration details of permanent patients e REG Rejection Transaction or Removal transaction address change outside GP area see Rejection Transactions REF REG page 28 e DER Deduction Request Transaction request to deduct patient if died left area or embarked England amp Wales only e DEH Security Deduct patient e AMH Security Amend NHS Number England amp Wales only e CMH Security Amend CHI Number Scotland only e MRH Security Clear Medical Records Flag e APH Security Approve Patient e FFH Security FP69 Flag Removal England amp Wales only see Security in Registration page 20 Incoming Transactions from the TP to GP e AMF Amend In Amendment Transaction from TP e DEF Deduction Transaction FP22 GP22 removes patient from list ie transfers out 25 e APF Approval Transaction Z68 GP7A 8A approve new patient on list e REF Rejection Transaction see Rejection Transactions REF REG page 28 e MRF Medical Records Flag Removal Transaction see Medical Records Transactions MRF MRS page 29 e MRS Medical Records Sent Fl
45. ag Transaction e DRR Deduction Request Rejection Transaction England amp Wales only e FPN FP69 Prior Notification Transaction England amp Wales only e FFR FP69 Flag Removal Transaction England amp Wales only Amendment Transactions AMG AMF There are two sorts of Amendment Transactions those generated by the practice Outgoing and those generated by the TP Incoming An outgoing Amendment Transaction Out AMG results from any change made by the practice to certain details of an active permanent patient on a Registration screen The transactions can be viewed in Transaction Management under Daily Transactions page 58 From DLM 290 amendment messages are automatically generated after a PDS Vision update An incoming Amendment Transaction In AMF results from any Registration amendment made by the TP and transmitted to the practice including any changes to the NHS or CHI numbers which can only be amended by the TP Newly transmitted Amend In Transactions can be viewed in Transaction Management under Incoming Transactions see Incoming Amendment page 35 and you have the option to reject them Below is a list of the fields that generate amendment transactions Amending some fields such as changing a patient s GP or address may also have other implications for example a change of address out of the practice area may result in a Deduction Transaction being sent by the TP and removal of the patient from the
46. ce Linkage Untraced Miscellaneous Untraced Immig Untraced GP Resign Untraced College Untraced outwith Practices Untraced outwith HB Multiple Transfer Intro consortium transfer Note the following 39 If the deduction reason is Transfer within Practice no Medical Record Flag is set A list of Deduction Transactions requested by the TP can be printed out from Reports Deduction of patients from the GP List can only be made by the TP sending a Deduction Transaction and cannot be made directly by the GP system There are two exceptions to this rule An option in Registration under Security Deduct Patient only used in an emergency when the electronic link is either not working or the link between the TP and practice is manual and not electronic see Security in Registration page 20 The ability for the practice to request a deduction also carried out in Registration called a Deduction Request Transaction If the patient is known to have died left the area embarked or be no longer active as a patient after an FP69 investigation see Deduction Request Transaction DER page 28 Registration Re acceptance for all other Deduction Reasons For all other deduction reasons you see the following prompt when you re accept a patient Motes on Re acceptance GP Notes _ _ Place of birth cones Heo Deduction Re acceptance e GP Notes This allows you to enter
47. cepted on the list generating an Acceptance transaction Similarly if the deduction is made for a change of address which takes the patient to another TP but with the same GP the GP may also disagree and re accept the patient to the new TP 1 Display details of a Deduction Transaction from Incoming Transactions by double clicking on the relevant line or click on a line then click Process 2 At the top of the resulting screen is detailed the Deduction date and the reason for deduction see below for the codes used If the deduction reason is Removal to new TP or in Scotland Removed to Another Health Board Area then the new TP HB is shown Note The removal reason may be Internal Transfer or in Scotland Transfer within Practice if you have changed the registered GP for the patient This Deduction Transaction removes the patient from the previous GP list In coming Deduction Sending FHSA 2 Deduction date 93 02 1992 Reason 2 Removal to new FHSA New FHSA zzi FHSA Drugs Dispensed IN Registered GP APP Mileage io Surname HER Blocked 5Special Forename JEAN BB Walking Units D Previous surname Residential Insitute Title Hrs Sex Female Date of birth 06 05 1567 House name Road 26 STANHOPE ROAD Locality Town WEMBLEY County Postcode MIDDLESEX HA 35x The commands are e Deduct This will confirm the deduction change the patient s registration status to
48. creens page 32 The transaction types are outgoing Acceptance outgoing Amendment and outgoing Rejection View further details about a transaction by either double clicking on that line or clicking on a line then clicking on View A more detailed screen is displayed for viewing only No amendments can be made at this screen On Acceptance Transactions there are two Acceptance screens the second of which is reached by clicking on More Click on Close to exit View Daily Transaction Backup Criteria TP GF fal TP s al GP s Trangaction From date To date Jal Transactions eae E Te a Acceptance FL ALAN 01701 1950 3345122 F363 LOS B Amend Out ASHLEY GILES 0170171960 35451 22 AA LNC B Acceptance STEVENS CHARLES 2970272000 3345122 F369 LOS B Acceptance AGH AGH 05 05 1920 3545122 F364 LDS Acceptance Tee Tee O4 04 1920 Ss45122 F364 LDS Acceptance GAT GGT 04041920 a412 Fa LDS Acceptance ERO KRO 04041920 ss45122 F369 LOS Acceptance ANDERSON TEST 01 05 1960 3345122 F369 LOS Amend Out CARDEW SAMANTHA 12 12 1969 3345122 F369 LOS Amend Out INGOULD MICHAEL 2309 1958 HHHHHH F582 LOS Acceptance ASHLEY MOHOUSENAME 0170171985 3345122 AA LNC Amend Out ASHLEY GILES 01701 1960 3345122 AA LNC Amend Out DEVENISH MARCELLA 12 03 1956 33451 22 AA LHC AAR AAR NAOT Se AAR FAR LDS E E E E E E E E E E Transaction Management Scottish Practices You must check the incoming and outgoing registration messages
49. ct the patient and the security approved screen is displayed Enter the patient s NHS H C number and click OK If the Health Board have not received the New Patient Registration If the Health Board have not received the new patient registration you need to do the following steps 1 Make a note of the date that the Unacknowledged Acceptance was sent to the Board 2 In Messaging select GP Communicator Find any files sent on the same date or within a couple of days of the unacknowledged acceptance Make a note of the Interchange number and contact the Board to see if they have received it 48 If the Board have not received the file you can right click on the file and choose the option to Re Transmit If you cannot find the file or if the Board have already received it contact the Helpline On Receipt of the Patient s Record When the records are received you should record their receipt by updating the Registration screen 1 Select the patient in Registration 2 Click the Other tab 3 Remove the tick from box Records Sent by TP and click OK This sends an acknowledgment back to the Health Board that you have received the patient s paper record Famy FP63 Consent Onine Services Preferences Personal Address Registration Notes Other Ids APP Mileage Walking units Additional Ideritfier po o GES Blocked route o Special district Dispensing M Residential Institute Prescription charge
50. de of 14 Two new reports can be run from Registration Action e Respond to FP69 Prior Notification e View Patients whose FP69 is expiring or expired If an incoming FP69 Prior Notification Transaction cannot be matched to a patient on the current patients database then the unmatched FP69 Prior Notification Transaction will be copied to an error file for investigation by the GP A List of unmatched FP69 Prior Notification Transactions can be printed and deleted 30 Unmatched transactions If transactions are sent which cannot be matched with any patient on the database perhaps because of incorrect NHS Number or Transaction Number they are placed in the Process Error File page 42 This screen should be viewed daily within Registration Links and as far as possible the GP practice should try and trace the reason for the unmatched transaction which may be deleted if found to be irrelevant Each transaction will have a transaction number sequentially generated by the system when being translated into a transmission The term trans ation refers to incorporating the various transactions into a form suitable for transmission to the TP as part of the Links process Accessing Transaction Management To access Transaction Management 1 Either click on the Transaction Management icon El or click on Action Transaction Management 2 Select one of the options from the displayed screen by clicking on that line then click on Process
51. ds Flag 3 The Registration Security screen is displayed tick the box Confirm you wish to Clear Medical Record Flag and click OK Registration Security Med Flag SUMAamE ABALU Hah Forename FRAN Forename Other Forenames Date of Birth ha0A1913 H L No JABALISOFO O lOsfordshie DrJohnMcalister Confirm you wish to Clear Medical Records Flag Cancel BRe Select E 45 Security Clear Medical Record Flag Training Tip For more information on what Medical Record Flags are and how to deal with them please refer to the on screen help Unacknowledged Acceptances Frozen Patients When you add a new patient in Registration this will generate an Acceptance Transaction This is sent in the next transmission to the Health Board and the patient s Registration screen becomes frozen and they are placed in the Unacknowledged Acceptances file Once an approval is received from the Health Board the patient s name is automatically removed from this file they have a NHS H C number and their registration details are unfrozen You should view your Unacknowledged Acceptances on a regular basis to make sure all new patients have been accepted For patients who have been registered for more than a week and are still in this file you should contact the Health Board to see if they have received the registration Below is a summary of what you need to do lf the HB have received lf the HB have not the ne
52. e Completed Transactions page 50 84 Records Required Sent reports The Medical Records Flags are explained in Medical Records Transactions page 29 Records Required by TP Report A printout of deducted patients whose Records requested by TP flag is set to Y on Registration Records Sent by TP Report A printout of new patients whose Records Sent by TP is set to Y on Registration but no date received has been entered by the practice Unacknowledged Acceptances Report The Unacknowledged Acceptances Report is a print out of the new patients awaiting TP approval classed as Unacknowledged Acceptance whose Registration screens are frozen see Unacknowledged Acceptances page 46 Error File Reports The Error File Reports print out the following Unmatched Amendments Unmatched Approvals Unmatched Deductions Unmatched Medical Records Sent Unmatched Rejections and Unmatched Med Records Flag Removal Unmatched FP69 Flag Removal Unmatched FP69 Prior Notification See Error File page 42 Archive Quarterly Archive Every quarter you must carry out a Quarterly Archive The TP HB advises you when the Quarterly Archive is due and when you must run it usually on or after the third day of the quarter month but it varies between Health Authority See Archive in England and Wales page 85 and Archive in Scotland page 91 Archive in England and Wales The Close Quarter Notification Transaction is a transaction
53. e columns of values Report Definition Rich Text Format Tab separated text Tab separated values Text Word for Windows document 6 The Destination ie where you export to can be Either to Disk file though later you have the option to save to a directory on the hard disk Or Exchange Folder Or Lotus Notes Database Or Microsoft Mail MAPI see Send a report by Email page 78 rich text format is a possible file format 7 You may be prompted for further options such as the format of Numbers and Dates if for example you have chosen tab separated or the separator options In this case if you want these the same as the report check the boxes Click on OK Character Separated Yalues Separator Eoo Po Quote Cancel Humber and Date Format Dialog EJ Same number formats as in report Same date formats as in report Cancel 8 If you chose the Export Data option the Choose Export File screen displayed the default directory is EXTRACT Click on OK if this is OK or select another directory or if you want to save to disk change the drive to a Choose Export File Ei ES Save irr E Program 4 ce images File name ransum tav Save as lype Tab separated tev Cancel 9 Click on OK to start processing a progress bar is displayed 10 When finished the report is re displayed on screen Click on Close to exit 11 Find your file in the directory you chose Send a report by E
54. ecurity functions within Registration always require the patient s CHI number There is an addition option Amend Patient s CHI number The English option of Security Amend NHS number generating AMH transaction is removed for Scotland Capitation Report The Age Bands differ from England In Scotland they are under 65 65 74 and 75 and over Transfer menu on English Registration screens Partnership Reallocation Bulk Transfer is not available in Scotland Daily Status screen not seen by Scottish practices Archive see Archive in Scotland page 91 24 Transaction Management Summary of Registration Transaction Messages Various transaction messages are generated as a result of additions and changes to the patient register in Registration Any change made to certain details on a Registration screen of an active permanent patient will generate an outgoing Amendment Transaction to the TP from Registration Links Any new patient added to Registration will generate an outgoing Acceptance Transaction ACG page 26 to the TP Transactions are either incoming from the TP to the practice or outgoing from practice to TP A regular automatic transmission should be run from GP Communicator which sends the outgoing transactions generated by the practice Transaction Types Transaction Types include those listed below Note You may not be able to display all transaction types at some screens for example only Incoming Trans
55. edical Record flag Removal is set which should be removed when PSD receive the patient s records If the flags are not matched to the patient they will appear in the Error file 1 To clear the Medical Record flag select Security from the menu in Registration and select the patient 2 Choose Clear Medical Records Flag 3 The Registration Security screen is displayed tick the box Confirm you wish to Clear Medical Record Flag and click OK Registration Security Med Flag Sumame JABALUNAM Forename FRAN Forenamez P Other Forenames P Date of Birth haymana H C No JABALISO7O9 OOOO CSA Oxfordshire Reg GF Dr John Mealister E Confirm you wish to Clear Medical Records Flag Cancel Re Select Help Security Clear Medical Record Flag 69 Training Tip For more information on what Medical Record Flags are and how to deal with them please refer to the on screen help Unacknowledged Acceptances Frozen Patients When you add a new patient in Registration this will generate an Acceptance Transaction This is sent in the next transmission to PSD and the patient s Registration screen becomes frozen and they are placed in the Unacknowledged Acceptances file Once an approval is received from PSD the patient s name is automatically removed from this file they have a CHI number and their registration details are unfrozen You should view your Unacknowledged Acceptanc
56. een specified Double click on this to view it or open it in Windows Notepad from Accessories Printer There are two ways to print a report We recommend selecting Window as the initial report output to display the report on screen and then print the report from this screen al That way you do not have to repeat the processing if the printer jams The second option is to print directly from the Reports screen Having first selected the criteria and report you want click on Process 1 81 Make sure Printer is selected as the Report Type see Output of a Report page 75 When you click on OK the report will start processing and printing straightaway using the default print set up Click on Print Options if you want to amend e the number of copies other than 1 e print all pages or selected pages e the paper size by clicking on Properties if you have a laser printer the size is A4 Letter 210 x 297 mm For dot matrix printers using continuous paper choose Letter 8 1 2 x 11 in The reports are printed in portrait orientation rather than landscape Click on OK to exit from Properties Brother HL 1 260 1 a M SeleGuGoh 3 Make sure the printer is on line and loaded with paper 4 Click on OK to start the report processing 82 Standard Forms After adding a new patient or making a patient amendment if the practice is manual and not linked electronically to an active TP standard forms for Patient
57. elect Exit from the Report Selection Criteria screen 8 The report can be found in the c extract directory unless another directory has been specified Double click on this to view it or open it in Windows Notepad from Accessories Action Transaction Management A e See Transaction Management page 24 e Incoming Transactions The list of Incoming Transactions page 34 from the TP which should be processed daily e Error File The list of incoming TP Transactions which are unmatched with any patient details on the GP database are placed here to be processed daily see Error File page 42 Unacknowledged Acceptances New Patient Acceptances awaiting an Approval from the TP see Unacknowledged Acceptances page 46 Completed Transactions A list of all incoming or outgoing transactions which have been completed and not yet archived see Completed Transactions page 50 Daily Transactions A list of the day s transactions generated by the GP practice which will form the basis of the end of day transmission see Daily Transactions page 58 Daily Transaction Backup A list of batches of daily transactions which have been transmitted See Daily Transactions Backup File page 84 Reports E See Reports Processing page 73 Completed Transactions A printout of the Completed Transactions file see Completed Transactions page 50 Daily Transaction Summary A printout of the daily transactions It
58. en In coming Rejection FHSA ZZ Drugs Dispensed i Registered GP RRF Mileage D Surname ROBERTS Blocked Special Forename TOM Walking Units lo Previous surname Residential Insitute M Title Sex Date of birth 19911001 House name Road 6 TORRINGTON DRIVE Locality SUDBURY Entered UK Town HARROW 8 Left UK County Postcode MIDDLESEX HA63 6TA Enlistment to Place of birth GREENWICH Enlistment from HHS Number H10 Service dependant p Previous GEF P Previous FHSA Notes JOUTOFAREA 22 Previous Address Incoming Deduction Request Rejection England and Wales only The incoming Deduction Request Rejection DRR is from the TP to the GP in response to a GP requesting a patient be deducted from the practice list because they have either died left the area embarked or no longer are valid as a result of a FP69 Notification investigation View the details of the transaction from within Transaction Management Incoming Transactions Viewing the transaction should include the reason that the TP has rejected this Deduction Request You can either delete the transaction once viewed or re process it Dealing with the Error File Any incoming transactions from the Health Board that cannot be matched with a patient in Vision will be placed in the Error File as an Unmatched Transaction The 42 error does not show the patient s name so before dealing with the
59. es on a regular basis to make sure all new patients have been accepted For patients who have been registered for more than a week and are still in this file you should contact PSD to see if they have received the registration Below is a summary of what you need to do lf PSD have not received the new patient registration lf PSD have received the new patient registration Select GP Communicator Using the date of the Obtain the patient s CHI Unacknowledged Number Accceptancetryto find the file sent on that date or immediately after lf you cannot find the file contact the Helpline If you have found the file make a note of the Interchange number and contact PSD Contact the Helpline who will advise on how to Security Approve the patient If PSD have not received the file you should retransmit it or contact the Helpline who will do this for you Unacknowledged Acceptances Process 70 If PSD have received the New Patient Registration 1 Obtain the patient s CHI number from PSD and contact the Helpline who will advise on how to Security Approve the patient Select Registration and choose Security from the menu followed by Approve Patient Select the patient and the security approved screen is displayed Enter the patient s CHI number and click OK If PSD have not received the New Patient Registration If PSD have not received the new patient registration you need to do the following 1 2i 3 Ma
60. ew Locality PO New Tower BROMLEY i t lt isi sS New CountyPostoode KENT sis IBR115RE Completed Transaction Securty Deduction Uperation D ate i 9 09 2000 Time i 0 01 Operator ID sys GP Code 3345122369 GP Name Dr Beth Glover Responsible TP Cipher LDS NHS Number INHS1888768 SUMame BURBERRY Forename WANE Forename IM Other Forenames Date of Birth 22 1 0 1928 Completed Transaction Securty Amend NHS Number Operation Date i gq 09 2000 Time i 0 02 Operator ID sys GP Code 33451 22 Fab GP Name Dr Beth Glover Responsible TP Cipher LDS Old NHS Mumber FT of 645 Sumame CARDEW Forename SAMANTHA Forename Pe Other Forenames Pe Date of Birth 2 12 1989 Amended NHS Number FTsve44 Completed Transaction Manual MRF Removal Operation Date 1970972000 Time hoo Operator IO sys GP Code HHHHHH F562 GF Mame Dr Jack Kermush Responsible TF Cipher LDS NHS Number ina 91621 SUM Arie IMGOULD Forename MICHAEL Forename WOHN Other Forenames HAR Ar FETER Date of Birth 2370571 988 57 Completed Transaction Manual FP69 Flag Removal Operation Date fiavogv2000 Time hoia Operator ID SYS GP Code 2345122 F369 GF Name Dr Beth Glover 000 Responsible TF Cipher LDS NHS Number j 57 a17 aoe Sumame JRL Forename Forename FORENAME TWO Other Forenames JOTHERFORENAMES Date of Birth m 70171950 Completed Transaction Manual Approval
61. ew patient is registered the TP request and receive the patient s medical records from the previous GP e They are then forwarded to the GP practice and a MRS Medical Records Sent Transaction will automatically set the Records sent by TP check box to a tick on the Registration screen and enter a date in Date records sent by TP 29 e Once the records are received at the practice unchecks Records sent by TP for each approved patient Note in circumstances where the electronic link is faulty the practice can use Security Medical Records Flag Removal in Registration see Security in Registration page 20 FP69 Prior Notification FPN In England amp Wales only an FP69 status is allocated to a patient if for some reason there is some doubt as to whether that patient actually still lives within the area covered by that patient s GP practice Often it follows an unanswered letter from the HA to the patient An FP69 Prior Notification transaction will be sent to the practice from the HA and attached to a patient FP69 Prior Notification transactions will be listed and can be viewed a further filter will narrow the list down to those with an FP69 expiry date less than 14 days from today s date Using the option in Registration Action Respond to FP69 Prior Notification the GP will be able to e Either change the registration information the address and generate an Amendment transaction Either you can find the pa
62. ey reply with an upload and Process Upload records finally accepts by processing the patient amendments in the upload and made by the TP to the practice Reconciliation of the databases should then be complete before electronic exchange linking begins Security England amp Wales only Quarterly Archive If the Close Quarter Notification transaction is not received in exceptional circumstances the quarterly archive for a TP may be run from Security Quarterly Archive Unless an archive is due this icon will be greyed out See Archive in England and Wales page 85 Utilities England amp Wales only Daily Status Re display the Daily Status Summary screen seen when first entering Registration Links See Access and Daily Status Summary page 14 View e Toolbar Choose whether or not to display the toolbar with its icons in order to make selections from these If not displayed that is when Toolbar is not ticked on the menu you may select functions from the menu options e Status bar Choose whether or not to display the Status bar Useful information is displayed here such as the menu options associated with icons Help Help Click on the Help icon or click on Help on the top menu line or press Fi You will often reach the help screen directly related to the screen or menu options you are using See How to use on screen help Security in Registration If the link is not working or faulty for linked practices
63. held on the Health Board CHI automatically generate an Amendment transaction AMF incoming for transmission from HB to that patient s GP Practice e A Deduction transaction DEF incoming will replace notification of deductions from a GP s list originating from the Health Board Primary Care Department GP 22 e Two transactions assist in the monitoring of patient record movements and both transmitted by the Health Board The Medical Records Flag Removal Transaction MRF incoming The Medical Records Sent Transaction MRS incoming e Similar to the HA GP Links Project two transactions permit rejection of transactions in specific circumstances The Rejection Wrong HB transaction HB to GP REF incoming The Removal Out of Area transaction GP to HB REG outgoing e Security transactions The functions of these Security options are normally carried out automatically by the Registration Links software but can be manually implemented from within Registration if the link is not operational Deduct patient Alt C D Instead of waiting for a HA generated Deduction Transaction the practice can transfer a patient out for example after change of address out of the area or death Amend CHI Number Alt C Allows a Scottish practice to amend a CHI number 21 Clear Medical Records flag Alt C C To clear the Records Requested flag or the Records sent by HB flag on Registration and reset to No
64. hived quarterly see Quarterly Archive and can be printed out from Reports 1 Select Transaction Management Completed Transactions then select Process To change the default of all TPs GPs Transaction Types see Change criteria and refer also to General notes about Transaction screens 2 The Transactions are listed in Transaction Date order To view further details about a transaction either double click on that line or click on the line then click on View 3 On Acceptance Transactions there are two Acceptance screens the second of which is reached by clicking on More 50 4 Click on Close to exit Completed Transactions Criteria TI GF fai TP s al GP s To date From date Jal Transactions e e E eB Transaction 19 09 2000 Manual Deduction 19 09 2000 Manual Amend WHS 19 09 2000 Manual Deduction 19 09 2000 Manual Amend WHS CARDEW 19709 2000 Manual MA Flag removal INGOULD 19 09 2000 Manual FPES Flag Removal AL 19709 2000 Manual Approval FAL 01 02 2007 Manual Deduction ABBOT BURBERRY CARDEW DEWENISH JANE SAMANTHA MARCELLA SAMANTHA MICHAEL ALAN ALAN FRAN 22710 1928 37345122 F369 12 12 1989 3345122 F369 12 03 1956 334512244 12 12 1989 3345122 F369 73 09 1988 HHHHHH F582 01 01 1950 3345122 F369 01 01 1950 3345122 F369 01 01 1950 3345122 F369 LOS C LOS C LHC C LOS C LOS LOS LOS LOS Os 0F 2000 MA Flag Removal O3 0F 2000 MA Flag Removal O30 2000 MA Flag Re
65. ices in Scotland If the deduction is a Removal to new TP HB CSA you see the following prompt when you re accept the patient Notes on Ke atceptance GP Notes HB Argyll and Clyde v f Cancel Help Scotland Re acceptance for a deduction Removal to new TP HB CSA e GP Notes This allows you to enter a freetext note is it mandatory e HB The HB can be changed I assume this is the new HB Incoming Wrong TP Rejection An Incoming Rejection REF from the TP displayed on Incoming Transactions is only generated if the GP has generated an Acceptance Transaction for a new patient but specified the wrong TP it has then been transmitted to the incorrect TP The 41 patient s record is placed in a suspended file until the GP re accepts this rejection See Rejection Transactions REF REG page 28 1 You can display details of an Incoming Rejection Transaction from Transaction Management Incoming Transactions by double clicking on the relevant line or click on a line then click Process 2 The command is Re accept If by mistake a new patient has been added in Registration but under the wrong TP when that TP receive the Acceptance Transaction they will reject the registration and generate a Rejection Transaction The GP may re accept the patient on the practice list after making sure that the correct TP is entered 3 Close Clicking on Close will return you to the Incoming Transactions scre
66. ile The button options include Change criteria page 33 either View or Process depending on the sort of Transaction Close and Help Change criteria On any of the Transaction Management screens there is a button to Change Criteria This will allow you to choose a particular TP or GP rather than the default of all TPs and all GPs You may also choose to display a single Transaction type rather than displaying all Finally you may restrict the Transaction types within a date range by entering dates in either From date and To date prompts or one of these al P s Transaction A Transaction Types From date To date Cancel Help Figure 2 Change Criteria To make a change to TP HB GP or Transaction Type click on to display the options and click on your selection Click on OK to finish and exit to the Transaction list 33 Incoming Transactions The incoming transactions that originate from the TP are picked up in the transmission at the same time as the practice sends transaction The following can be seen on the Incoming Transactions file within Transaction Management and need a response from the practice e AMF Amend In Amendment Transaction An Incoming Amendment will occur if there is an amendment by the TP to one of the specified fields eg the patient s NHS number see Jncoming Amendment page 35 The Amendment Transaction is processed automatically and the practice need take no action
67. ion Reason Deducted patients The Deduction reason list differs in Scotland The following are used in Scotland but not in England and Wales Enlistment Institution Transfer within Practice Linkage Untraced Miscellaneous Untraced Immig Untraced GP Resign Untraced College Untraced outwith Practices Untraced outwith HB Multiple Transfer Intro consortium transfer The following English Deduction Reasons are used in England but not in Scotland Mental Hospital not used in Scotland Embarkation not used in Scotland the patient has left the country for more than three months New TP Same GP not used in Scotland the patient has changed address which is now under a new TP but is still with the same practice and GP Adopted Child not used in Scotland Services not used in Scotland STAR Health Boards will use the STAR Striving Towards Accurate Records program in Scotland to eliminate inflation from GP lists and to reconcile any data differences between the HB and the practice particularly during downloads and uploads for data reconciliation Uploads received from the Health Board on floppy disk will only contain details of the information which has been changed at the HB Unchanged information fields will not be advised to the practice The Sign is not used to indicate that the contents of a field should be erased Security functions Use of the S
68. ions result from the GP practice Either adding new patients outgoing Acceptance Transaction page 26 s and automatically generated Acceptance Transactions resulting from rejecting Deduction transactions see Jncoming Deduction page 37 or making amendments to certain details of permanent patients on the Registration screen Outgoing Amendment Transaction page 26 s These include changes to the following fields in Registration GP Code GP Ref Surname Forename s Previous Surname Birth Surname CHI Number NHS Number Title Sex Date of birth Address 5 fields Postcode Drugs Dispensed Marker Rural Mileage Blocked Special Walking in England Wales Road Footpath and Water Miles in Scotland Residential Institution Code Institution Code England and Wales only Scotland only Note the following about amendments 59 An NHS number or CHI number cannot usually be amended by a practice This has to be done by the Health Authority Health Board and sent in an incoming amendment transaction However if the electronic link is faulty Security Amend NHS No Amend CHI No can be used in Registration refer to Security in Registration page 20 A change of GP within the practice in Scotland will generate an Acceptance Transaction while in England and Wales an Amendment Transaction will be generated Amendments to a patient s date of birth and sex in Scotland both part of the CHI number will result i
69. ission of the following Registration forms cards e The patient acceptance forms cards currently sent by GP Practices to Primary Care Departments GPR GP4 FP13 GP58 e The patient detail amendments currently sent by GP Practices to Primary Care typically GP1 c e The patient notification of deduction printout currently sent by Primary Care to GP Practices GP22 20 e The patient detail amendments currently sent by Primary Care to GP Practices e The confirmation by the Health Board of a patient registration at a GP Practice currently sent by Primary Care to GP Practices GP 7A Male 8A Female Partners Electronic Transactions The transactions introduced by PARTNERS are broadly similar to those introduced by the HA GP Links Project in England The initial in brackets eg ACG refer to the way the transaction is coded e A single Acceptance transaction ACG outgoing GP to HB replaces the following paper forms GPR application to go on a Doctor s list GP4 medical card FP13 Ex Services form GP 58 White Baby Card e An Approval transaction APF incoming HB to GP replaces notification of confirmation of a patient registration by the Health Board Primary Care Department GP 7A 8A e Any changes to patient information on the GP System automatically generate an Amendment transaction AMG outgoing for transmission from GP to that patient s Health Board e Any changes to patient information
70. istration Links on a regular basis Check in Transaction Management Incoming Transactions page 34 for approvals deductions and incoming amendments from the TP e Check in Transaction Management Error File page 42 for unmatched transactions and delete these e Check in Transaction Management Unacknowledged Acceptances page 46 to see which newly registered patients are still frozen e Atthe end of the day view from Transaction Management Daily Transactions page 58 and print out from Reports Daily Transaction Summary page 84 Menu options and toolbar In England and Wales the Registration Links module has menu options of File Action Securities Utilities View and Help Registration Links File Acton Secunty Utilities iew Help oe ote In Scotland the menu options for Partners are File Action View and Help Registration Links Fle Action View Help File To save a report to file directly from the Reports screen having selected the criteria and report you want click on Process 1 Select File as the Output Type if you want to generate the report in ASCII format for export into third party software see Output of a Report page 75 Click on OK to start the report processing Reports Selection Crite Pere Ma EE x TF All TPs Save flay i extract CF Transaction Jal Transactio Report Daily Trangac File name ftransum te Save as type
71. ke a note of the date that the Unacknowledged Acceptance was sent to PSD In Messaging select GP Communicator Find any files sent on the same date or within a couple of days of the unacknowledged acceptance Make a note of the Interchange number and contact PSD to see if they have received it If PSD have not received the file you can right click on the file and choose the option to Re Transmit If you cannot find the file or if the Board have already received it contact the Helpline Training Tip When a patient s record is approved by PSD the paper record is sent and the electronic record can be imported via the Import facility in Docman On Receipt of the Patient s Record When the records are received you should record their receipt by updating the Registration screen 1 Select the patient in Registration 2 71 Click the Other tab 3 Remove the tick from box Records Sent by HB and click OK This sends an acknowledgment back to PSD that you have received the patient s A4 paper record Personal Addegs Registration Notes Other ids Road Mies Footpath Mies Water Milet Addbonal lderti ier Ez Ens Blocked rate or Special district Dispensing T tate Prescrction d No Selechon No selection Household Rank Captation Supplement No selection No selection Medical Insurance Notes Kept at No Selection No Selection Records Requested by HB at Records Sent by HB Date
72. le was either FHSA or HA TP thus refers to all linked Health Authorities in England Wales and the HB in Scotland and CSA or NI in Northern Ireland Where there is no link the abbreviation HA HB or CSA is still used In England and Wales once Registration Links are established and the databases at the practice and the TP are reconciled Items of Service claims can also be processed electronically Downloads and Uploads Reconciliation of the practice and the TP patient databases takes place by the practice downloading their data to the TP who run list matching software and upload any discrepancies to the practice Downloads and uploads can be done electronically or by floppy disks Patient amendments from the TP in the upload once accepted by the practice automatically update Registration Note You should first read Downloads and Uploads and carry this out before switching on the link between the TP and practice See Database Reconciliation Day to day Transactions and Transmission Once the link has been established between an active TP and a practice then any addition or amendment to certain details on the Registration screen for a permanent patient will generate a transaction Temporary Residents emergency or private patients are not relevant for Registration Links though they may be for Items of Service claims Via GP Communicator transactions should then be transmitted daily to the TP X 400 message handling service
73. list e GP Code GP Ref Surname Forename s Previous Surname Birth Surname CHI Number NHS Number Title Sex Date of birth Address 5 fields Postcode Drugs Dispensed Marker Rural Mileage Blocked Special Walking in England Wales Road Footpath and Water Miles in Scotland Residential Institution Code Institution Code in England and Wales only in Scotland only Acceptance Transaction ACG Any new patient added to the permanent practice list will generate an outgoing Acceptance Transaction ACG to the TP This patient has a registration status of Applied and is then classed as an Unacknowledged Acceptance The new patient s Registration screen remains temporarily frozen and cannot be edited until the TP confirm the acceptance with a replying Approval Transaction APF see Approval Transaction APF page 27 usually within a few days Note an acceptance transaction will be generated automatically if a GP receives an Incoming Deduction page 37 transaction under the following special circumstances e If the GP disagrees with the deduction and wishes to re accept the patient who has changed address into a different TP area but is staying 26 with the same GP In England the deduction reason is New TP Same GP and the GP is forced to re accept the patient generating an Acceptance transmission In Scotland the re acceptance is optional e If there is a change of GP internal transfer within the p
74. mail 1 Run the report in the usual way In Report output select Output Type to Window Output Method Output Type Ey oa Print Options Cancel Help 78 2 When the Report is displayed on the screen select the Export icon Ei Export Ea Rich Text Format Deshnatiars 3 At the Export screen select the required report format for example Rich Text in Format and ensure that the Destination is set to Mail via MAPI Check Names Address Cancel To cr Subject Message Please find reports for quarter ending 31 03 2001 Regards Sally Sender 4 Complete the email adding addresses and message as appropriate 5 Click the Send button and the Email will be sent in the normal way The recipient will receive the file as an attachment File To save a report to file directly from the Reports screen having selected the criteria and report you want click on Process 1 Select File as the Output Type if you want to generate the report in ASCII format for export into third party software see Output of a Report page 75 Click on OK to start the report processing Reports selection Crite FPA tram tt aa EEE Ei Ei TF All TP s Save Ir 4 extract c E Transaction all Transactio Report Daily Trangac File name transum ted Save as type Text Files bet Cancel 2 At the Select Output Filename screen click in the window File name and type in a
75. mend In 03 05 1994 Amend In 03 05 1994 Amend In 03 05 1994 Deduction 03 05 1994 Deduction 03 05 1994 Deduction 03 05 1994 Deduction in coming Transactions BABISTER BAKER AMER AMER BABISTER BAKER BAKER Amendments Acceptance Rejections The following message types are received 06 05 1967 WOODS 222 04 02 1956 WOODS 222 21 08 1923 WOODS 222 07 07 1991 WOODS 222 04 08 1916 WOODS 222 06 05 1967 WOODS ZZ2 04 02 1956 WOODS 222 07 07 1991 WOODS 222 04 08 1916 WOODS 222 21 08 1923 WOODS 222 06 10 1340 WOODS 222 S 64 In coming Transactions c Training Tip You can print any of the incoming Transactions before processing them by selecting Action Reports in Registration Links or choosing the Report al icon Deductions Patient deductions sent by PSD are listed in Incoming Transactions and can either be accepted or rejected The following topics tell you how to deal with both scenarios Accepting the Deduction C Training Tip Before accepting the deduction you may want to print the deduction list in order to pull the patient s record You can do this by selecting Action and Reports in Registration Links or choosing the Report icon Change the report type to Deductions requested by HB Deductions requested by HB and choose Process Highlight the deduction and click Process At the top of the screen is the reason for the deduction If you are happy for the patient to be transfer
76. might be advantageous to print this at the end of each day in case of data loss see Daily Transaction Summary page 84 Daily Transaction Backup File Once View Daily Transactions has been cleared following the day s transmission those transactions are stored in batches until the next quarterly archive in the Daily Transactions Backup File which can be printed out at this Reporting option see Daily Transactions Backup File page 84 Deductions Requested by TP A list of deductions for patients who have died left the area or embarked requested by the practice in order to generate a return Deduction Transaction See Deductions requested by TP page 84 Records Required by TP Report A printout of deducted patients whose Records requested by TP flag is set to Y on Registration see Records Required Sent reports page 85 Records Sent by TP Report A printout of new patients whose Records Sent by TP is set to Y on Registration but no date received has been entered by the practice see Records Required Sent reports page 85 Standard Forms If the practice is manual and not linked electronically to a TP a standard form replaces electronic transmissions and is printed to send to the TP after GP amendments or acceptances are made A transmission must be run first from the DOS workstation to generate these forms whether there are any linked TPs or not see Standard Forms page 83 Unacknowledged Acceptances Report A printo
77. moval O30 2000 MA Flag Removal 03072000 Rejection 4 07 2000 R ererHaorn PATIENT DETAILS PATIENT DETAILS PATIENT DETAILS PATIENT DETAILS PATIENT DETAILS PATIFNT DFTAILS HOT FOUND HOT FOUND NOT FOUND NOT FOUND NOT FOUND NOT FOLIND 4826940 261 4826940 251 2r 0922 295 2r 09322 2995 48265940 281 4A Aol AAT LOS LOS LOS LOS LOS IDS C C C C C C C C C Change Criteria Close Help Completed Transaction Acceptance pooo Time ooo A CELTA PBe ALAN FORENAMETWO 000 Other Forename JOTHERFORENAMES Previous Sumame PREVIOUS SURNAME Tithe MRE ti isi SOCiC Male Residential Institute lA 00171950 Previous Address JHOUSENAME O00000 PREYADDI fipoaDti OCOCOCO C C CS PREWA D OD 00 locality O PREV ADDS Tow o l SPREAD eoun 0 waa PREYADD5S 00 IGPNOTES Transaction Date Humber Existing GP Code Existing GP Name HHS Mumber TF Cipher Sumame Acceptance Type JA Acceptance a B Forename Acceptance Code Druge Dispensed RAF Mileage Blocked S pecial IE Walking Units E Forename Sen Date of Birth House name Road Locality Town County Postcode GF Hotes 51 Completed Transaction Outgoing Rejection Transaction Date 1770271994 Time 18 18 Humber GFP Code JE GF Hame GP details not found Sending FHSA Cipher Rejection Details Completed Transaction In coming Rejection UNMATCHED Transaction Date
78. n 14 days have passed since the date entered by the Practice indicating that the records have been forwarded to the TP wo 14 TP Select the TP the Health Authority to which you are linked if more than one Quarter Archive due Carry out the archive if due see Quarterly Archive page 85 Quarter End Date The end date of the quarter just closed There are rules governing which new and transferred out patients are included in which quarter Close Quarter Transaction received This incoming transaction is sent by the TP to let you know the previous quarter is now closed and that you can carry out a quarterly archive Outstanding Transactions are those suspended for some reason and will need to be cleared in Incoming Transactions before an archive is carried out see Clear Outstanding transactions before archive page 87 Medical Records outstanding These two warnings are not related to the archive but are a reminder FP22 that the TP is waiting for records of deducted patients from you Warning At east one patient exists for the selected TP with the Medical Record flag set for more than 14 days for which no date is stored indicating that the patient s Medical Records were forwarded to the TP Remedy Records Requested by TP is ticked but Date Records Sent to TP is blank ie the patient has been removed the TP has sent a MRF transaction Records Requested by TP but you have not responded ie there i
79. n Scotland Retrieve and Purge Archive Retrieve Archive from Floppy Purge On Line Archive Purge Retrieved Archive INDEX Registration Links What s New in Registration Links DLM 470 11 06 2014 e Registration Re acceptance for Deductions You can now change the GP and or TP HB CSA when re accepting Deductions in Registration Links See Incoming Deduction page 37 Getting Started in Registration Links Accessing Registration Links To access Registration Links 1 Go to the Vision front screen 2 Select Messaging Registration Links 3 The Registration Links module now opens Overview Electronic Data Interchange The Health Authority GP Links Project will allow Electronic Data Interchange EDI between GP practices and active Health Authorities in England and Wales mainly using the HealthLink network In Scotland Partners is the national project to introduce EDI between general practices and Health Board s Primary Care Departments using X 400 message handling service The links permit the two way exchanges of data initially covering Registration changes In this on screen help the phrase Registration Links implies those linked in both England amp Wales as well as the Partners link in Scotland and those in Northern Ireland For the purposes of communication Health Authorities are known as Trading partners TP and all Health Authority fields in this help are called TP where formerly the tit
80. n View A more detailed screen is displayed for viewing only No amendments can be made at this screen cceptance Transaction Transaction Date 07708 2000 Time 1122 O Mumber booo Existing GP Code C1365 Existing GP Mame GF details not found TF Cipher eo HHS Humber PO Sumame SURNAME Acceptance Type 4 Immigrant Forename FORENAME Acceptance Code l Acceptance Forenamez re Drug Dispensed E Other Forenames FO RRF Mileage Previous Surmame PO Blocked Special a Title walking Units Sex Male Residential Institute J Date of Birth 0170122000 Previous Address House name HOUSE i He Road FO Cc Locality LOCAL o o Town TOWN PO County Postcode DOUNTY Swe sal Fn SE GP Notes il Close Help 61 6 On Acceptance Transactions there are two Acceptance screens the second of which is reached by clicking on More 07 08 2000 11 22 C1365 GF details not found O Acceptance Further Details OUTH POLE Iramigrant OF 08 2000 Acceptance 02 01 2000 a DOUNTY SOK 7 Click on Close to exit boo Transaction Date 2871172000 Time jo54 Mumber boo GP Code 4111115 000846 GF Name Dr P Shepherd Destination TP Cipher Te Patient s WHS Ma BACOBOE4O OOOO New GP Code New Drugs Dispensed a New GP Name New AARP Mileage New Surname Nem Blocked S pecial E New Forename New Walking Unita New Forename New Residential Instit
81. n the patient being re registered and a new CHI number being generated A change of address may result in the Health Authority Health Board replying with a Deduction Transaction if the patient has moved outside the practice area 1 First select Daily Transactions from Transaction Management menu options to display the View Daily Transaction File 2 Then click on Process View Daily Transaction File 3 4 5 Criteria ME GF AI TP s All GP s Transaction From date To date AI Transactions 0 E Eo Transaction _ Surrianne O08 2000 Acceptance 27 11 2000 Acceptance ffl 42000 Acceptance SURNAME GGG ABALUNAM FORENAME 2071172000 Deduction Request WADE 20 11 2000 Amend Out 2071172000 Acceptance To change the default of all TPs GPs Transaction Types see Change criteria page 33 and refer also to General notes about Transaction screens page 32 The transaction types are all outgoing Acceptances outgoing Amendments BACON THOMAS Change Criteria Close Help Forename Popop ge TP File 0170172000 C1365 C 07 09 1980 3111114 000550 TE 13 11 1967 1111112001182 TE 13 12 1996 2111113 001134 TE 11 06 1943 4111115 000846 TE 20 01 1956 1111112 001182 TE Figure 3 Layout of Transaction screen outgoing Rejections and Deduction Requests You can view further details about a transaction by either double clicking on that line or clicking on a line then clicking o
82. nding FP Reminders Medical Records Outstanding See 1 below 1 Atleast one patient exists for the selected TP with the Medical Records flag set for more than 14 days for which no date is stored indicating that the patent s Medical Recorde were forwarded to the TP 2 Atleast one patient exists for the selected TP with the Medical Records flag set for which more than 14 days have passed since the date entered by the Practice indicating that the records have been forwarded to the TP we 86 Clear Outstanding transactions before archive In England and Wales the Daily Status Summary lists any reason s why the Quarterly Archive for that TP cannot yet be undertaken You will need to clear each of these outstanding transactions from the old quarter that you are warned about before you can carry out the archive First select the TP on the Daily Status Summary screen and see which of the warnings below are shown before taking the appropriate remedy Outstanding Transactions Unacknowledged Acceptance Warning At least one Acceptance Awaiting Acknowledgement transaction for the selected TP exists with an Acceptance Date either prior to or equal to the second day of the new quarter Remedy Go to Transaction Management Unacknowledged Acceptances page 46 to find out who the patient s is All Acceptance Transactions must be matched with either an Approval Transaction or a Rejection Wrong HA Transaction e All outs
83. ng transactions from PSD that cannot be matched with a patient in Vision will be placed in the Error File as an Unmatched Transaction The error does not show the patient s name so before dealing with the error you need to identify the patient by searching on their CHI number or Date of Birth D Note To find the patient s CHI or Date of Birth highlight the Transaction and click Process If this information is not available you cannot resolve the unmatched transaction and the only action you can take is to delete the error Transaction From date To date al Transachons i 1992 HRA F 4g Removal 3 Unmetered 2011992 MA Flag Removal 3 25 01 1992 MA Flag Removal 5 20171932 MR Flag Removal 5 25 01 1992 Rejection 12 eT S92 Aeqyechon 25011992 Approwal oT 1992 Ayporoval 25 071 992 Aporoyal ev U1 1932 Deduchon 25 01 1992 Deduction 270171392 Amend In 25001992 Amend lin zeA Dedu 4 67 Urmatched Unmatched Urnmatched Unmatched Unmatched Unmatched rumah Unmatched riverbed Unnatched Unmatched Unmatched lrini bert Error File 4876940281 2750922 295 2750922 295 4626940281 4676940281 2750922 295 2750922 295 4567895 F369 2750922 295 2750922 295 466940281 4626940 201 ARRA 2A LOS E LOS E LOS E LDS E LOS E LOS E LOS E LUS E LOS E LOS E LOS E ins F The following section explains the errors and how to deal with them Note To resolve errors you may need to use the Security Cont
84. o accept the incoming amendment You will be asked to enter free text for a reason e Remove OA This is only displayed if there are changes to the address lines A GP may not reject an incoming Amendment transaction unless it includes a change of address which the GP then decides is out of the practice area Click on Remove OA if you wish to confirm that this patient is to be removed because they will be out of the practice area This will generate an Outgoing Rejection Transaction which is generated back to the TP the TP will write to the patient on the GP s behalf advising the patient to change GP If a rejection is generated the reason for rejection should be entered in free text so that this can be viewed in Completed Transactions 3 Close Exit to Incoming Transactions screen 36 Incoming Deduction A notification of the deduction removal of a patient from the TP to a GP practice replacing the FP22 GP22 is a Deduction Transaction DEF see Deduction Transactions DEF page 27 A Deduction Transaction from an TP can be viewed and processed either by selecting the Deduct option from Incoming Transactions This then automatically sets the Records requested by TP to Y on the Registration Other screen sets a Date Records Requested by TP and changes the registration status to Transferred Out The GP practice cannot reject a Deduction Transaction directly but if he she disagrees with the deduction the patient can be re ac
85. on Links 7 GP Codes 9 H Help 20 If PSD have not received the New Patient Registration 71 If PSD have received the New Patient Registration e 71 If the Health Board have not received the New Patient Registration 48 If the Health Board have received the New Patient Registration 48 Incoming Wrong TP Rejection 28 34 41 88 Incoming Amendment 26 34 35 88 Incoming Deduction 7 26 27 28 29 34 37 59 88 Incoming Deduction Request Rejection 28 42 88 Incoming Transactions 15 17 31 34 88 92 In coming Transactions 64 In coming Transactions 64 Interim Archive in Scotland 94 L Linked and Manual e 9 83 M Medical Records Transactions MRF MRS e 26 27 29 34 85 Menu options and toolbar 15 16 O On Receipt of the Patient s Record e 49 71 Output of a Report 16 74 75 76 80 81 Outstanding Transactions 87 Overview e 7 p Partners Electronic Transactions 21 Partners Existing Registration Forms e 20 Partners for Scotland 20 Printer 74 75 76 81 Purge On Line Archive 95 Purge Retrieved Archive e 95 Q Quarterly Archive e 15 19 85 Quarterly Archive in Scotland e 92 R Records Required Sent reports 18 29 85 Registration Links 7 Registration Re acceptance for all other Deduction Reasons e 40 Registration Re acceptance for Deduction Reason New TP HB CSA Same GP e 40 Registration Re acceptance for Deduc
86. out a Quarterly Archive straightaway The quarterly archive Should be carried out on or after the third day of the quarter month see Quarterly Archive This archives Completed Transactions for the quarter on to floppy disk so they are retained for safe storage If it is your first time accessing Registration Links you may see the message No completed transactions to Archive for Quarter ending date Do you wish to advance the Quarter end date to date 3 months Yes No 91 This will allow you to extend the current quarter for another three months until the next quarter end before another archive reminder is given Archive can be selected from the top menu options or by clicking on the Archive icon l Then select Quarterly Archive see Quarterly Archive in Scotland page 92 After running the quarterly archive a Quarterly Archive Certificate will be printed a copy of which should be sent to the HB An On Line Archive is created at the same time as a Quarterly Archive storing all the quarterly Deduction transactions DEF in the computer Should you wish to refer to a quarter s transactions these can be viewed or printed from On Line Archive rather than retrieving from floppy disk An interim archive see Interim Archive would only be carried out during a quarter at the request of the HB in the light of say a practice dispute This will archive from the last archive to the present date Quarterly Archive in Scotland
87. pleted Transactions file to be performed separately for each individual TP that the practice is linked to The Quarterly Archive produces the required Quarterly Certificates and Quarterly Capitation Reports both for each GP and each TP a copy of which should be sent to each respective TP Quarterly Certificates represent a summary of the Links Registration activity for each GP and each TP with which the practice has registered patients The Quarterly Capitation Reports represent an age sex patient capitation breakdown of each GP for each TP with which the Quarterly Archive for that TP must be undertaken 90 Previously the figures on the Quarterly Capitation Report generated by the practice have differed from those at the TP for various reasons the date of the quarterly archive did not always correspond to the end of the Registration Quarter outstanding deductions and outstanding amendments of changes of GP around the quarter end dates ill defined age ranges for capitation reports the quarterly archive not being performed immediately after all Acceptance transactions with Acceptance Dates up to and including the second day of the new quarter have been matched with a corresponding acknowledgement This has led to the TP not being able to reconcile the Quarterly Certificates accompanying the Quarterly Capitation Reports Introducing the Close Quarter Notification Transaction should solve this Consequently the Quarterly Capitation Repor
88. ractice Approval Transaction APF New patients who have just been added in Registration and once a transmission has been run are classed as Unacknowledged Acceptances see Unacknowledged Acceptances page 46 An Acceptance Transaction is generated to the TP An incoming Approval Transaction APF a few days later from the TP confirms a new patient on the practice list This then unfreezes the patient s Registration screen and updates the patient s registration status from Applied to Permanent automatically The Medical Records freeze flag is set to N and if an NHS number was present in the Acceptance transaction the patient s NHS number is updated in England and Wales and in Scotland updated if available Approval Transactions can be viewed in Completed Transactions Note in exceptional circumstances such as the link between the TP and the practice being down Security Approve Patient can be used in Registration see Security in Registration page 20 Deduction Transactions DEF An incoming Deduction Transaction DEF from the TP means that the patient has transferred out for example registered with another practice or died and is being deducted from the practice list The practice is reminded to send the medical records back to the TP see Medical Records Transactions MRF MRS page 29 Only the TP can deduct an active patient The practice cannot actively transfer out a patient by changing the registration status
89. re not linked electronically to a TP they are said to be manual for example if a practice deals with a main responsible TP where it is linked but has a secondary fringe HA that is not The term HA stands for Health Authority where there is no link Manual links may also be used if there is any breakdown in communications between the TP and the practice or in the initial stages of establishing Registration Links A practice with more than one TP may establish an electronic link with the main TP yet remain manual initially with another HA Standard Forms page 83 can be printed for Registration changes of patients registered under an HA at a practice which is manually linked and sent to the HA GP Codes The GP Code is essential in order to match the FHSREG messages within Registration Links Phase 2 and GPC3 formerly REGIS messages were used with GPC version 2 and Registration Links Phase 1 and still will be in Scotland with Partners In Vision File Maintenance Staff display each GP s details in turn and check in Identifiers that there are following and if not add them If in doubt you may need to contact your HA e A GMC code which is 7 numeric digits the last is a check digit This is unique for each GP There is no associated organisation e AGP Code Under Identifier Type select TP HB CSA CHECK WITH YOUR HEALTH AUTHORITY WHETHER THERE ARE NEW GP CODES There should be a GP code for each TP with which you have patien
90. red out click the Deduct _ edict button This will automatically change the patient s registration status to Transferred Out with the Reason provided by PSD This is shown in the patient s registration screen on the Registration tab When the records are returned to the HB the date that the records are sent back Should be recorded in the patient s registration screen To do this 1 Select the patient in Registration 2 Click the Other tab 3 Add the date returned to HB in the Date records sent to HB box J incompokte Deisi f Inoomnpks Pleglirdy Fandy FPES Cosar Drine Se Prana Addrege Fegatiaton Note RPP Winge Walling ua Tiuensid p J 1 Blocked route or Sponsi cerinot B Diagan hg Recckr a ridse Prescsbtion NoSeeceon Woselectes Paner Capdation Si Noster Na selects Record Faceted by TP Daie Aroni Fecesested by TP ana Registration Other tab 4 Click OK to save the changes 65 i Training Tip You now need to export the patient s record using the Export facility in Docman Rejecting the Deduction You can reject the deduction by choosing the Re accept Esaseeet button You are prompted to enter a reason in the GP Notes box This should be a brief explanation of why you do not want the patient to be removed from your list Click OK and the rejection message is sent back to PSD Notes of Re acceptaonce aa Enter your rejection reason in the GP
91. rolled Functions in Registration only System Managers have access to these options Unmatched Incoming Approval If there is an Approval in the Error file it indicates that an acceptance has been sent for a new patient but it could not be matched to the patient You need find the patient in Registration by searching on the CHI number and dependent on their registration status do one of the following Permanent If the patient is Permanent it means the patient has already been accepted and is on your practice list The approval in the error file may be a duplicate so all you need to do is delete it To do this select Transaction Manager Error File in Registration Links Highlight the error click Process and choose Delete Applied If the patient is still Applied it means they are not registered with your practice and you need to security approve the patient 1 In Registration go to Security Approve Patient Deduct Patient Amend CHI Number Clear Medical Records Flag Security Approve Patient 2 Select the patient and the security approved screen is displayed Enter the patient s CHI number and click OK 4 You now need to delete the error by selecting Transaction Manager Error File in Registration Links 5 Highlight the error click Process and choose Delete Unmatched Deduction Sometimes a deduction is sent that cannot be matched to a patient and will appear in the Error File Normally deductions are initiated b
92. s no date in Date Records sent to TP so they assume you have not sent them the records yet To find the patient run the report Medical Records not sent to TP in Registration Action Highlight the patient Edit then in the Other tab enter a date in Date Records sent to TP Send the records off to the TP Warning At least one patient exists for the selected TP with the Medical Record flag set for which more than 14 days have passed since the date entered by the Practice indicating that the records have been forwarded to the TP Remedy The patient has been removed You have entered a date in Date Records Sent to TP more than 14 days ago and sent the records off But the HA don t seem to have received them if they had they would have removed the Medical Records flag In Registration Action run the report Medical Records not received by TP Check you have actually sent their records off If there s a suspicion they have been lost in the post contact your HA Close the Daily Status Report by clicking on Close You can re open it at any time from the Utilities menu Daily Status Daily routine If this is your first visit to Registration Links the whole process of Downloads and uploads in Database Reconciliation needs to be carried out before you can start transmitting registration details See also Menu options and toolbar page 16 If you are regularly transmitting nightly to the TP you will need to view and action Reg
93. t Rejection DRR page 28 from the TP to GP in response to a Deduction Request by the practice to deduct a patient DRR see Incoming Deduction Request Rejection page 42 in England and Wales only e and from the GP to TP REG a GP can reject a Deduction Transaction if the patient is out of the practice area if the GP wants to keep the patient on the list The TP will only generate a Rejection Transaction REF if an Acceptance has been forwarded by the GP practice to the incorrect TP see Incoming Deduction page 37 28 Medical Records Transactions MRF MRS Medical Records Transactions keep track of medical records for new patients and those deducted between the TP and the practice There are two Medical Records Transactions which are incoming from the TP to the practice for electronically linked practices e Medical Records Flag Removal Transaction MRF e Medical Records Sent Transaction MRS The progress of the patient s records through the system after the patient changes GP or is deducted from a list is monitored by means of these two Transactions Both are raised at the TP and transmitted to the practice When a patient is removed 1 When a patient is removed a Deduction Transaction from an TP will automatically check the box Records requested by TP on the Registration Other screen and Date Records requested by TP is filled in The registration status is changed to Transferred out see Incoming Deduction page 37
94. t to print click on E under Report to display the various transaction type report options Click on your selection The options from the Reporting menu are e Completed Transactions page 50 Daily Transaction Summary page 84 Daily Transactions Backup File page 84 Deductions requested by TP page 84 Records required by TP Records sent by TP e Standard Forms page 83 e Unacknowledged Acceptances page 46 e And Unmatched Amendments Approvals Deduction Request Rejection Deductions FP69 Flag Removal FP69 Prior Notification Medical Records Flag Removal Medical Records Sent Rejections 73 England and Wales only G All GP s Tran om date date All Transactions Transactions a Repot Report Format Completed Transactions 7 Summary B8 Completed Transactions Daily Transaction Daily Transaction Backup File Deductions requested by TP Records required by TP Records sent by TP Standard Forms Unacknowledged Acceptances 4 Choose whether to print a Summary Report or a Detailed Report The Detailed report contains many more patient details 5 Click on Process to display the Output Method choice m e ne por Sieme Completed Transactions Transactions f Summam Detailed _Erocess Change Criteria Close Help 6 In Output Type see Output of a Report page 75 you can choose Window page 76 the default which shows the report on screen and
95. t will e Exclude patients with a date of acceptance after the second day of the new quarter Patients with a date of acceptance equal to the second day of the new quarter will be included on the capitation report e Exclude patients with a date of Deduction either prior to or equal to the last day of the quarter being archived Included are patients who you have marked as deceased if no Notification of Deduction has yet been received for that patient from the TP Immediately after a TP has closed a Registration Quarter e They will start to approve Acceptance transactions from linked practices dated in the new quarter Some may already have been approved within Registration before the quarterly archive is run These will not be archived and the corresponding patients not included in the capitation counts e They will start to generate Deduction Transactions with Deduction Dates in the new Registration quarter Some may already have been applied within Registration before the quarterly archive is run These will not be archived in the subsequent archive The Quarterly Archive will remove the corresponding Close Quarter Notification transaction from the Close Quarter Notification file at the end of processing the archive Archive in Scotland Archive overview in Scotland When you click on the Registration Links icon from the Vision start up menu you may see the reminder A Quarterly Archive is Due OK You will need to carry
96. tance Rejection 67 Acceptance Transaction ACG e 25 26 59 Access and Daily Status Summary 14 19 85 Accessing Registration Links 7 Accessing Transaction Management e 31 Action e 17 Amendment Transactions AMG AMF e 26 35 59 Amendments 66 Approval Transaction APF e 26 27 34 Archive 85 Archive in England and Wales e 19 85 Archive in Scotland 19 24 85 91 Archive overview in Scotland 91 C Change criteria 32 33 35 60 63 73 Clear Outstanding transactions before archive 15 86 87 88 Completed Transactions 18 31 50 73 84 Completed Transactions Report 84 Copyright Notice ii D Daily routine 15 Daily Transaction Backup e 31 59 63 Daily Transaction Summary 16 18 73 84 Daily Transactions 16 18 26 31 58 Daily Transactions Backup File 18 73 84 Day to day Transactions and Transmission 8 Dealing with the Error File e 16 17 31 34 42 85 Deduction Request Rejection DRR e 28 34 Deduction Request Transaction DER e 28 39 Deduction Transactions DEF 27 37 84 Deductions 65 Deductions requested by TP Report e 18 73 84 Downloads and Uploads e 8 E Electronic Data Interchange e 7 Error File 64 67 Error File Reports 18 85 97 Export Data 74 75 76 F File e 16 74 75 80 FP69 Prior Notification FPN 28 30 34 38 G General notes about Transaction screens 32 35 47 60 63 Getting Started in Registrati
97. tances Frozen Patients 46 Viewing Unacknowledged Acceptances 46 If the Health Board have received the New Patient Registration 48 If the Health Board have not received the New Patient Registration 48 On Receipt of the Patient s Record 49 Completed Transactions 50 Daily Transactions 58 Daily Transaction Backup 63 Transaction Management Scottish Practices 63 In coming Transactions 64 Deductions 65 Amendments 66 Acceptance Rejection 67 Error File 67 Unmatched Incoming Approval 68 Unmatched Deduction 68 Unmatched Amendment 69 Unmatched Medical Record Flag 69 Unacknowledged Acceptances Frozen Patients 70 If PSD have received the New Patient Registration 71 If PSD have not received the New Patient Registration 7i On Receipt of the Patient s Record 71 Reports 73 Reports Processing 73 Output of a Report 75 Window 76 Export Data 76 Send a report by Email 78 File 80 Printer 81 Standard Forms 83 Transaction Reports Summary 84 Daily Transaction Summary 84 Daily Transactions Backup File 84 Deductions requested by TP Report 84 Completed Transactions Report 84 Records Required Sent reports 85 Unacknowledged Acceptances Report 85 Error File Reports 85 Archive 85 Quarterly Archive 85 Archive in England and Wales 85 Clear Outstanding transactions before archive Outstanding Transactions Running the Archive in England amp Wales Archive in Scotland Archive overview in Scotland Quarterly Archive in Scotland Interim Archive i
98. tanding acceptances should be checked with the TP to determine if they have received them or not e If the TP confirm receipt of the acceptance they should be able to confirm the interchange number of the file containing the acknowledgement that has been transmitted to the practice You should check GPC for this interchange using the Find function in GPC Note if the file is older than 14 days remember to search the archive folders as well to include archived messages in any Find Search switch on View Archive Folders on before the search then switch off again after the search If this file has not been received you should request that the TP retransmits the interchange If the file has been received you should contact the HelpLine In exceptional circumstances if the patient is permanent and if you have their NHS number ask the TP for this use Security Approve Patient in Registration If the patient has not been received by the HA then you can security approve them with a dummy NHS number i e FAKE12345 then Security Deduct them and re apply them e If the TP cannot confirm receipt of the acceptance you should check GPC for the Registration files transmitted on or immediately following the Transaction date shown in the Unacknowledged Acceptances screen You Should find a file which has not been successfully delivered to the TP Makea note of the interchange number of this file and confirm that your TP has not received this file
99. tem with Temporary NHS Number FPN NOTES MICHAELINGOULD 00 Help Completed Transaction FP69 Flag Removal Transaction Date GP Code GP Name Patient s WHS No 19709 2000 Time os Number cog HHHHHH F582 Dr Jack Kerush 00 sending TP Cipher LOS JKMXPISIB2T OOOO i Help Completed Transaction Medical Records Flag Removal UNMATCHED Transaction Date GP Code GP Name Patient s MHS No 037072000 Time 12 35 Humber 3 4826940 281 IGF details not found Sending TP Cipher ILDS J ET 46446 Help 55 Completed Transaction in coming Deduction Request Rejection Transaction Date fiavog 2000 Time faao Humber hoo GP Code HHHHHH F582 GF Mame Dr Jack Kemush Sending TF Cipher Los Fatent s WHS Mo JKMX7ISIB2T OOOO GF Notes DFF NOTES MICHAEL INGOULD Completed Transaction in coming Amendment UNMATCHED Transaction Date 0370772000 Time h23 Mumber 101 Existing GP Code 4a26940 281 Existing GP Mame GP details not found Sending TF Cipher Los Existing NHS Nos fAVERTI O Wew GP Code New Drugs Dispensed a Wew GF Name Hew RRF Mileage Amended WHS No i New Blocked Special E Hew Sura MORRIS O New walking Units Hi New Forename PO New Residential Institute New Forename Po New Sex New Other Forenarnes Po New Date of Birth New Prey Surmame ANDREWS O00000 New Tithe Po New House name PO New Road 36 HIGH STREET 2 2 tCOs N
100. ter s hard disk in the On Line Archive and they can be retrieved or purged from Archive or printed from Reports 93 Interim Archive in Scotland In Scotland only you may only need to use the Interim Archive option at the request of the HB This will archive the Completed Transactions File from the date of the last archive to the present date and will produce an Interim Quarterly Certificate It could possibly be used during a quarter after a practice dispute for example Before starting the archive carry out a backup of your medical system 1 Select Action Archive then click on Interim Archive 2 Click on Process 3 Confirm the date with OK The Interim Archive will include records up to this date 4 You will be advised if there are no completed transactions to archive 5 Confirm that you have carried out a recent backup If so continue 6 Insert a formatted disk into the disk drive or select a destination folder and make sure the printer is on line and loaded Continue 7 Make sure the printer is on line and loaded with paper as the Interim Certificate will now be printed 8 You will be warned if you do not have a valid archive disk in the disk drive 9 Once the files have been copied to disk and the certificates have printed successfully you can confirm or reprint the certificate 10 Store the archive disks in a safe place away from the surgery and if required send to the HB Retrieve and Purge Archive
101. then allows printing or Export Data page 76 or File page 16 or Printer page 81 We recommend that if printing you choose Window initially then print from the on screen display Click on OK to start processing See also Transaction Reports Summary page 84 74 Output of a Report You may choose to output a report either to a screen display or to print it or as an ASCII file format for use at a later date 1 At a Reports screen when you have finished choosing the criteria for the report click on Process to start processing of the report The Reporting Output Method is displayed Reports Selection Critei Ferran i TE mas aa Output Method al TPs Output Type Transaction All Trangactio Print Options o Cancel Help Report Completed Transactions f Summam Detailed Change Criteria Close Help 2 Window page 76 is displayed as the default Click on OK to proceed if you want to display the report on screen and then either print or Export Data page 76 If you want to print or save to a text file format click on the selection arrow in Output Type and select Printer page 81 for a printed report and the Print Options File page 16 for a text file format Note when producing reports which require long processing you could output to Window initially and print or export from there If you output to Printer directly and the paper then jams in
102. tient on your system and they are at a different address Or you can look for the address given on the FP69 On the Select Patient screen in Registration change Search Attribute to Road Name then type part of a road name in Search Details even as little as one or two letters Highlight the road you want and press Find See if you have a patient at the FP69 address e Or confirm to the TP the latest registration information held and additionally the date last seen by the practice and or a reason why the patient may not be able to respond to correspondence from the TP All this is conveyed to the TP in an Amendment transaction e Or request that the patient is deducted notified to the TP within a new Deduction Request transaction The reason can be either Death of patient Patient left area or Patient embarkation e Ortake no action Depending on which of the above are received the TP can remove the FP69 flag via an FP69 Flag Removal transaction There is a Security option Clear FP69 Status which allows a manual removal of an FP69 status for a patient The existing Security Deduct Patient option has also been amended to remove the FP69 status against a patient if the function is used to deduct a patient on the GP system having an FP69 status A Deduction code of 14 Returned Undelivered is used if the TP deducts a patient from the practice as a result of an FP69 the Deduction will be notified to the practices with a deduction co
103. tion GF Notes PATIENT H amp S LEFT AREA THIS IS THE REMAINDER UF TO 60 CHARA 53 Completed Transaction In coming Deduction UNMATCHED Transaction Date 19 09 2000 Time 12 35 GP Code 4826940281 GF Name IGF details not found Patent s WHS Na IRET12 13 Date of deduction i 9 09 2000 Reason for deduction 2 Removal to new TRAHB CSA Mew TP Cipher Lov Completed Transaction Medical Records Sent UNMATCHED Transaction Date 0320772000 Time 12 35 GP Code 4826940 281 GP Name IGP details not found Patient s WHS Mo POST 458 Completed Transaction in coming Approval UNMATCHED Number i TE Sending TP Cipher LDS Number 03 Sending TF Cipher LDS Transaction Date 0370772000 Time 12 35 GP Code 2750922 295 GP Name IGP details not found Patient s HHS Mo Mumber i 4 Sending TP Cipher LDS 54 Completed Transaction In coming FP69 Prior Notification Transaction Date GF Code GP Name Patient s MHS No Sumame Forename Forename Other Forenames Date of Birth House name Road Locality T owr County Fostcode FP69 Expiry date Reason Code GP Notes 19209 2000 Time 14 30 Number oe T Dr Jack Kerush 00 Sending TF Cipher Los KMM7ISIE2T OOOO INGOULD O MICHAEL JOHN HARRY PETER sis 23709 1988 e 38 FLATS LANE O00 BARWICK IN ELMET CARDALE O0 LEEDS ts AL 20001001 6 Patient maintained on TP Sys
104. tions Reason Removal to new TP HB CSA e 41 Rejection Transactions REF REG e 25 26 28 42 58 Reports 73 Reports Processing 18 73 76 83 Retrieve and Purge Archive e 94 Retrieve Archive from Floppy 94 Running the Archive in England amp Wales 88 S Scotland and England Differences for Registration Links e 22 Security England amp Wales only 19 Security in Registration 20 25 27 30 35 39 59 Send a report by Email e 76 77 78 Standard Forms 9 18 73 83 Summary of Registration Transaction Messages e 25 Switching Registration Links on e 10 7 Transaction Management e 17 25 Transaction Management Scottish Practices 63 Transaction Reports Summary 74 84 Transaction Types e 25 32 U Unacknowledged Acceptances Frozen Patients 16 18 27 31 46 70 73 85 87 92 Unacknowledged Acceptances Report e 85 Unmatched Amendment e 45 69 Unmatched Deduction 44 68 Unmatched Incoming Approval 44 68 Unmatched Medical Record Flag 45 64 69 Unmatched transactions 31 Utilities England amp Wales only 19 V View 19 Viewing Unacknowledged Acceptances 46 W What s New in Registration Links 7 When a new patient is registered 29 When a patient is removed e 29 Window e 74 75 76 98
105. title for the report up to eight characters with a suitable extension eg txt for Text format or dif for DIF format In Save File as Type the default is Text Files txt 3 To change the default directory of C EXTRACT double click on the drive eg C to display all directories and select the destination To save to disk select the a drive 4 Click on OK to return to the Output Method screen Clicking on File Options will return you to the screen from which you have just exited Reports P We Output Method sili cu Tes k oE Transaction All Tranzacto Output Format ext Format ai Output Filename Ic Vextract transum tt Report Daily Transa Detailed File Options Cancel Help F Dasa _ eee TEE E AEL 5 In Output Format the default is Text Format ie txt but you can click on to display the options and select from e Record format e Tab separated 80 e Text Format e DIF Format e Comma Separated Value e Tab Separated Text Note You can at this point change the Output Type to either Printer or Window if you decide not to proceed with File Click on OK to start the report processing You may be asked to confirm or amend the Output file name and this is an opportunity to change the extension eg to csv 7 When finished select Exit from the Report Selection Criteria screen 8 The report can be found in the c extract directory unless another directory has b
106. to transferred out You can however e Make a request for a deduction within Registration if you know the patient has died moved away or embarked This generates a Deduction Request Transactions to which the TP will respond with a Deduction Transaction if not rejected e In extraordinary circumstances you can use the option Security Deduct Patient within Registration see Security in Registration page 20 Newly transmitted Deduction Transactions can be viewed in Incoming Transactions see Incoming Deduction page 37 A list of Deduction Transactions requested by the TP can be printed out from Reports A list of Deduction reasons and their codes is given later see Deduction reason 27 Deduction Request Transaction DER In England and Wales only your practice can generate a outgoing Deduction Request transaction for a patient registered with a linked HA TP Previously if a patient died or moved away you had to wait for a Deduction Transaction from the HA while in the meantime the patient s records remained on the practice database There are two possible scenarios for the Deduction Request Transaction e To advise the TP that you want a patient deducted because you know they have left or died ie for one of these Deduction reasons Death of Patient Patient Left Area Patient Embarkation e To ask the TP to deduct the patient as a result of a FP69 Notification transaction see FP69 Prior Notification FPN page
107. ts registered A combination of the GMS Code and GP code forms the new GP Code This contains the GMC national code followed by the local GP code separated by a comma for example 1234567 ABC123 It is this code that the system will use in Registration Links Switching Registration Links on File Maintenance GPs Make sure each GP on the File Maintenance Staff screen has an Identifier number for each if more than one Health Board TP HB CSA in Staff Identifiers The code will begin with the cipher of the HA eg BU for Bucks or the HB in Scotland eg C for Argyll amp Clyde ra Staff Name MACDONALD GRAEME DoB 07 05 1938 File Action View Help Di EE Staff Edit Personal Professional dentitiers Addresses Identitter Inactive Organisation basa N Argyll and Clyde Add Edit Delete Audit APS EB 10 Trader Details in GP Communicator The Trader details are entered in GP Communicator under Addresses The same reference number entered in File Maintenance Organisation Identifiers is used as the Name and Reference code The Trading Partner TP cipher is the two or three characters codes in England and Wales In Scotland it is the single character for that Health Board Make sure Currently active is ticked Refer to the on screen help within GPC for help with other entries and EDI options fe Clinical Address Fa Details Name FoooC Description Argyl and Clide Health
108. uarter Archive Quarter Snchive Due Would be due but no Close Quarter Transaction recernved QuarterEndDate 3112 2000 Close Quarter Transaction recernved No Outstanding Transactions Mone 1 Atleast one Acceptance Awaiting Acknowledgement transaction for the selected TP exists With an Acceptance Date either prior to or equal to the second day of the new quarter 2 Atleast one unprocessed Deduction transaction for the selected TP exists with a Date of Deduction ether prior to or equal to the last day of the quarter to be archived 3 At least one unprocessed Amendment transaction for the selected TP exists with a Trangaction Date either prior to or equal to the second day of the new quarter 4 At least one unprocessed Rejection Wrong TP transaction for the selected TP exists with a Trangaction Date either prior to or equal to the second day of the new quarter 5 Atleast one unprocessed Deduction Request Rejection transaction the selected TP exists with a Transaction Date ether prior to or equal to the second day of the new quarter Medical Records Outstanding FP Reminders Medical Records Outstanding See 1 2 below 1 Atleast one patient exists for the selected TP with the Medical Records flag set for more than 14 days for which no date ts stored indicating that the patient s Medical Records were forwarded to the TP Atleast one patent exists for the selected TP with the Medical Records flag set for which more tha
109. ut of the new patients awaiting TP approval whose Registration screens are frozen see Unacknowledged Acceptances page 46 Error File printouts see Error File Reports page 85 Unmatched Amendments Unmatched Approvals Unmatched Deduction Request Rejections Unmatched Deductions 18 Unmatched FP69 Flag Removal Unmatched FP69 Prior Notification Unmatched Medical Records Flag Removal Unmatched Medical Records Sent Unmatched Rejections Archive e See Quarterly Archive page 85 Archive in England and Wales page 85 and Archive in Scotland page 91 e Quarterly Archive To archive on to floppy disk the quarter s transactions Quarterly archiving is mandatory and takes place on or after the third day of the following quarter making sure there are no acceptances awaiting acknowledgement e Interim Archive Scotland only e Retrieve Archive from Floppy To load an archive stored on a floppy disk to the computer e Purge On line Archive To delete transactions stored in the on line archive not normally necessary unless short of space on the hard disk e Purge Retrieved Archive To delete an archive retrieved from a floppy disk Database Reconciliation e See Database Reconciliation e The options here allow a download of the patient register on to floppy disk or electronically via the network and GP Communicator for sending to the TP e Once the TP has processed the download th
110. ute New Other Forenames FO New Sex Hew Prey Sumame o Hew Date of Birth Hew Title o Hew House name PO New Road 21 WELLESBOURNE ROAD New Locality Po Hew Torn HASTINGS sis New CountyPostcode EAST SUSSEX JHAZ SRT GP Notes CHANGEDADDRESS O00 Transaction Date Time Humber GF Code GFP Hame Sending FHSA Cipher View Daily Transaction File Criteria We GP al TP s al GP s Transaction From date To date all Out going Deduction Request Transaction Date 2811 2000 Time jo25 Number fo GP Code 2111113 001134 GP Name Dri Adok Ss Sending TF Cipher ME NHS Number WADE 293 Date of deduction 271 1 2000 Reason for deduction j Death GF Motes Figure 4 Viewing Deduction Request Transaction in detail Daily Transaction Backup At the end of each day when the transmission is run all the day s outgoing transactions will not only be transmitted to the TP but will also clear from the View Daily Transactions screen and be available for viewing on Completed Transactions They will also be stored in batches by day on Daily Transaction Backup File A printout can be made from Reports 1 J Select Transaction Management View Daily Transaction Backup then Process The screen displays are identical to those in Daily Transactions To change the default of all TPs GPs Transaction Types see Change criteria page 33 and refer also to General notes about Transaction s
111. vered by Road miles Footpath miles and Water miles Road miles must be between 3 and 99 or blank Water and Footpath miles relevant for some HBs must be checked in File Maintenance Organisation HB in order for them to appear as prompts on a patient s Registration screen Two digits 01 99 plus two decimal places can be used for Water and Footpath miles Addresses Long Address lines may be truncated Flat numbers should be entered in House Name Two localities can be entered on the same Locality line separated by a comma and a space Where there is a second thoroughfare it should be entered in Number and Road after the first thoroughfare separated by a comma and space Where there is insufficient space in Number and Road for both thoroughfares the First Thoroughfare including the building number should be inserted in House Name where this is blank and the Second Thoroughfare in Number and Road Or if House Name is not blank the Second Thoroughfare should be inserted in Locality where this is blank If it remains impossible to insert the Second Thoroughfare it should not be inserted Change Address Same or different HB An Acceptance Transaction will be generated automatically if a GP wishes to re accept a patient where the patient has moved within the same HB if the GP believes a Deduction Transaction is in error or a different HB but remains within the practice area In Scotland there is no New Health Board Same GP Deduct
112. w patient received the new patient registration registration Select GP Communicator Using the date of the Obtain the patient s Unacknowledged NH5 H C Number Accceptance try to find the file sent on that date or immediately after Contact the Helpline who will advise on how to Security Approve the patient Make a note of the Interchange number and contact the Board If the Board have not received the file you should retransmit itor contact the Helpline who will do this for you Unacknowledged Acceptances Process Viewing Unacknowledged Acceptances 1 Select Unacknowledged Acceptances from Transaction Management and click on Process 46 2 To change the default of all TPS HBs and all GPs click on Change criteria Refer also to General notes about Transaction screens page 32 3 To view the details of a patient select a line by double clicking on that line or click on a line then click View 4 This then displays the first Acceptance Details screen showing general registration details Unacknowledged Acceptances l T All TP s ae ooo O All GP s AGPS 000 Trans action date All Transactions Transactions me O Date Transaction Sumame Forename DOB GP TP File A 0 2000 Acceptance DANIELSON CAROLINE 25 05 1961 33451227369 LDS W Acceptance REGGY REGGY 0470271920 3345122 F369 7 Acceptance TTS TTS 409 7E 3345122 359 LDS W pf Acceptance YTT TT O20 3345122 F369 LDS W 17
113. y PSD and practices should not deduct patients but in this scenario you can security deduct the patient otherwise the patient will remain on your list as permanent 1 In Registration from the Security menu option choose Security Deduct 2 Select the patient and enter the date of the deduction and choose a deduction reason eg Other Reason 3 Click OK 4 You now need to delete the error select Transaction Manager Error File in Registration Links 68 5 Highlight the error click Process and choose Delete mcomng Deduction UNMATLHED Transaction Date 25 01 1992 Time 12 35 Number 100 GP Code 2750922295 GP Name GP details not found Sending TP Cipher LDS Patient s NHS Mo TE26 Dats of deductionc 25 01 1992 Reason for deduction fi Death New TP Cipher Te e a en Error File Deduction Unmatched Amendment If PSD make an amendment to the patient s registration data which cannot be matched to one of your patients it will appear in the Error File You should check what the amendment is and update the information in the patient s registration screen then delete the error Unmatched Medical Record Flag Medical Record flags are notifications flags that are sent to and from PSD when records are sent and received When PSD send a new patient s A4 paper records a Medical record Flag sent is set which the practice should remove on receipt of the records When a patient is deducted a M

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