Cervical Screening System DMS User Guide - Version 1.0
Contents
1. Health amp Social Care scic Information Centre h Document filename DMS CSS User Guide Directorate Programme SSD Project Project Manager Hilary Denny Status Owner Joan Foreman Version Author Catherine Roberts Version issue date Cervical Screening System DMS User Guide April 2015 Copyright 2014 Health and Social Care Information Centre DMS CSS Approved 1 0 30 04 2015 DMS User Guide v 1 0 Document Management This document is based on the Requirements Specification Master Template version 0 1 Revision History Version Date Summary of Changes 0 1 23 04 2015 First Draft 1 0 30 04 2015 Review Reviewers This document must be reviewed by the following people Reviewer name Title Responsibility Date Version Hilary Denny Systems Development Team Leader Cytology Approved by This document must be approved by the following people author to indicate approvers Name Signature Title Date Version Systems Hilary Denny Development Team Hilary Denny Leader Cytology Glossary of Terms Term Abbreviation What it stands for Document Control The controlled copy of this document is maintained in the HSCIC corporate network Any copies of this document held outside of that area in whatever format e g paper email attachment are considered to have passed out of control and should be checked for currency and validity Page 2 of 11 Copyright 2015 Health and Socia2. Tests received that do not have sender codes of DMSGP or DMSCOL that are subsequently transferred to DMS will not be included in the No of DMSGP amp DMSCOL Tests Redirected to DMS total All tests redirected to DMS will be included in the No of Tests Redirected Inc DMS total 4 Redirection to DMS Tests that do not have DMS sender codes If tests are received for a woman who is on the DP screen as a removal to DMS but the test does not have a sender code of DMSCOL or DMSGP the test will be processed in the same way as other removal tests The woman s data will be retrieved from the DP screen and the test will be transferred to DMS The test will follow the normal route through Lab Links and MM Page 9 of 11 Copyright 2015 Health and Social Care Information Centre DMS User Guide v 1 0 5 Test results for women registered with DMS but who do not have DMS sender codes It is possible that some test results may be received by PCSA offices for women registered with DMS medical centres who have had a test taken at a local clinic and these will obviously not have the DMSGP or DMSCOL sender codes If any results of this type are received you should check the details and if the registered GP is shown as a DMS medical centre then the test result should be redirected to DMS Similarly if a registration is traced via the PX screen which indicates the woman is registered with the DMS N
3. 2 Possible Match Tests with sender codes DMSGP or DMSCOL that are Possible Matches to women registered on the database will be added to the Possible Hits section of the AJ CLLM report These tests will be available on the MM screen for processing Ep smarem mpz i File Edit View Tools Properties Connection Window Help a x QXAa s amp G2 S e 7 8 gt aa ala HiAnalusis Report Viewer Qualifier XLab Link Match Rep 1 lt page gt 23 4 2015 10 43 AM CERVICAL CYTOLOGY LAB LINKS MATCHING REPORT Page 1 PaOeS i Sel BI ETH TT S SEERA AAA ed ee ded dee yey yey yyy yyy yyy yyy Slide No Surname Forename s Previous Surname DoB NHS No Sender Code 14000572 Roberts Mary Tina 13 04 1968 500 000 0042 DMSCOL DMS TEST Address GP Code Test Date Result Infect HPV PS Army Barrackas 000666 14 11 2014 MR 0 N Code B Surname Forename s Previous Surname DoB NHS No Roberts Mary Tina 13 04 1968 PWIX 922 DEDUCTED DEDUCTED on 01 07 14 as NEW SERVICE PROVIDER DN SAME GP Code Exp NHS NUMBER different GP Code Address 102 Magenta Road Exe 000040 p27 hp27 Connected to 10 149 132 98 Secure Macro Print Capture Hold VT420 OhrSmin Row1 Coll Example CLLM Report Possible Hit Page 7 of 11 On the MM screen a test with a sender code of DMSCOL or DMSGP will be displayed with message DMS TEST Note DMS Tests can be made a Hit or Non Hit on the MM screen but
4. DEVON Postcode EX6 6YT Tel No 01234 456 Resp DHA EX Source Type i h7 De Connected to 10 149 132 98 Secure Macro Print Capture Hold YT420 Ohr9min Row1 Colt Example SD screen 3 Lab Links Laboratories processing DMS test results will send these results to their local PCS office in the usual way using sender codes DMSGP or DMSCOL Tests with sender codes of DMSCOL or DMSGP will be processed as follows Page 6 of 11 Tests will be validated by Lab Links but address matching will not take place DMS tests will be allocated to three categories by AJ CLLM 1 Insufficient Information 2 Possible Match 3 Redirected tests These three categories are described in more detail below together with guidance on the actions that need to be undertaken 1 Insufficient Information Tests will be added to the Insufficient Information section of the AJ CLLM if o The test fails AJU CLLM validation o The test does not include an NHS number and there is no possible match for the woman The test will be rejected with the new message DMS test no NHS number added to the test by the Lab The system will generate residual cards for any test results which fall into this category You should check with the laboratory to confirm details before forwarding them to PCS Preston office for further investigation Copyright 2015 Health and Social Care Information Centre DMS User Guide v 1 0
5. T mel File Edit View Tools Properties Connection Window Help elx Deals O 2 B e r B gt ae 0 a MM Lab Links Manual Matching Qualifier 1900116 2 1 14000572 Lab No 60020 File Ref 900116 2 Code F 01 01 15 gt 24 01 15 Balance 5 XX FUZZY MATCH Lab Details HA Details 1 of 1 Sender Code DMSCOL DEDUCTED Database Matching Code B NHS NUMBER different NHS Number 500 000 0042 PWIX 922 Surname ROBERTS ROBERTS Forenames MARY TINA MARY TINA Date of Birth 13 04 1968 13 04 1968 Prev Surname Alt Surname DMS TEST xx Address at Lab Army Barracks Address at HA 102 Magenta Road Exe Test Data Slide No 14000572 Result Code M Rpt in 12 Test Date 14 11 2014 Action Code R Infection O Action Action Codes X Non Hit H it N ext Lab Rec P rev Lab Rec Q uit W p27 hp27 Connected to 10 149 132 98 Secure Macro Print Capture Hold VT420 Ohr6min Row1 Col Example MM Screen 3 Redirected tests Unless there is insufficient information on the test result received from the laboratory or there is a possible match on the local NHAIS database then all test results with sender code DMSGP or DMSCOL will automatically be redirected to the DMS NHAIS system As all DMS patients have an NHS number it is expected that the automatic redirection of results will occur in the vast majority of cases The redirected tests will be added to
6. and service dependants who are registered with DMS medical centres 2 Sender Details In order to facilitate the redirection of test results two new sender codes have been created to set up on all NHAIS systems The new sender and source codes are DMSCOL for colposcopy tests source code 7 and DMSGP for DMS medical centre tests source code 5 These new Sender Codes have been added to the SD screen to be used for DMS tests only Source code 5 is no longer used for private tests and will now be used for DMS tests only DMS medical centres and colposcopy clinics will use these codes to note that the test relates to a DMS patient Laboratories will then use these as sender codes when notifying results Page 5 of 11 Copyright 2015 Health and Social Care Information Centre DMS User Guide v 1 0 E2 smarem hp oC a File Edit View Tools Properties Connection Window Help elx O08 8 S hO 2 sselr gt aee r ol a 0 Sender Details Qualifier DMS page gt Code Sender Details DMSCOL Name DMS COLPOSCOPY Active Y N Y Address DMS COLPOSCOPY CLINIC Inactive Date DMS SERVICES Postcode et Nol Resp DHA EX Source Type 7 DMSGP Name DMS GP Active Y N Y Address DMS SERVICE MEDICAL CENTRE Inactive Date DMS SERVICES Postcode Teie Noe Resp DHA EX Source Type 5 EXSPEC Name EXETER PRACTICE Active Y N N Address SOUTH DOWN MEDICAL PRACTICE Inactive Date 16 01 2015 44 MONT LE GRANDE J EXETER
7. HAIS system then the test result should be redirected to DMS When DMS cervical screening service goes live tests for women previously deducted to SER or S D will be transferred to DMS It is perhaps unlikely that there will be any of these as all Forces patients are now deducted to the DMS NHAIS system 6 Notification of Women Discharged from Colposcopy PCS offices receive notification from their local colposcopy clinics of women discharged from colposcopy With the implementation of the revised arrangements for cervical screening for the DMS NHAIS system it is possible that these notifications could include details of a woman registered with the DMS NHAIS system If you receive a discharge notification for a woman who is not registered on your NHAIS system you should attempt to trace a registration and if it is found that the registration relates to a woman registered with a DMS medical centre the notification should be forwarded to the Preston PCS office 7 Registrations removed as R to DMS As the cervical screening call recall service is now operational for the DMS NHAIS system then any registration cancelled as Removal to DMS will result in a copy of the screening history being automatically sent to the DMS NHAIS system via the AJ CD application and the AJ CINCD application Details of HPV vaccinations will also be transferred as part of this process 8 Existing registrations on dummy GPs relating to Se
8. Notification of Women Discharged from Colposcopy 10 7 Registrations removed as R to DMS 10 8 Existing registrations on dummy GPs relating to Service Personnel and Service Dependants 10 Page 4 of 11 Copyright 2015 Health and Social Care Information Centre DMS User Guide v 1 0 1 Background The DMS NHAIS system has been enhanced to accommodate cervical screening functionality The NHAIS system which holds the DMS population data is hosted by HSCIC and the cervical screening service is managed by Preston PCSS office The cervical screening call recall for DMS registered women started in April 2015 Tests relating to women registered with DMS medical centres will be reported by local laboratories and will need to be recorded on the DMS NHAIS system To avoid the need to establish electronic links between every laboratory reporting on these tests and the DMS NHAIS system the NHAIS system has been enhanced so that although laboratories will send the DMS test results to their local PCS office the majority of test results will be automatically redirected to the DMS NHAIS system This User Guide details the software changes which have been developed to support the cervical screening call recall for DMS registered women and explains in detail the actions which all PCS offices need to take on receipt of any tests relating to women registered with DMS medical centres NB The DMS registered population covers both serving members of the forces
9. it will not be possible to update the CY screen for these tests Hit If the test is a match to a woman on the database the test should be made a Hit H The system will then redirect the test result to the DMS NHAIS system The test will be added to the Redirected section of the AJ CLLP report If the match was to a live patient registration this will be flagged up to the PCS Preston team who will ensure the test is recorded on the DMS NHAIS system and take steps to confirm the current registration status for the woman If it is found that the woman should be registered with the NHS then PCS Preston will provide you with a copy of the result to allow it to be recorded on the local NHAIS system In all cases PCS Preston will be responsible for ensuring the woman is notified of her test result Copyright 2015 Health and Social Care Information Centre DMS User Guide v 1 0 Non Hit If the test is not a match to a woman on the database the test should be made a Non Hit X o If the test includes an NHS number the test will be redirected using the laboratory s patient data The test will be added to the Redirected section of the AJ CLLP report o If the test does not include an NHS number it will be rejected with the new message DMS test no NHS number added to the test by the Lab The rejected test will be added to the Insufficient Information section of the AJ CLLP report 39 Smarter p27
10. l Care Information Centre DMS User Guide v 1 0 Version Numbering Each version that is distributed even early draft versions will have a unique version number Drafts will be numbered 0 1 0 2 etc At the point at which it is believed that the document is ready for approval the version will be set to 1 0 From then on minor changes will increment by 0 1 and major changes will increment the major version number e g 2 0 Versioning will be controlled by SharePoint The version number will not be included in the filename There is enforcement to check a file out before editing it When a file is checked in either the minor version or the major version must be incremented The minor version must not be overwritten this will prevent two different documents with the same minor version existing Checked out documents will be deemed to be Under Construction Under Construction documents will not be distributed Draft Note Draft Notes describes issues or queries that require resolution in order to complete the specification They take the following format DN Description of issue or query requiring resolution Page 3 of 11 Copyright 2015 Health and Social Care Information Centre DMS User Guide v 1 0 Contents 1 Background 5 2 Sender Details 5 3 Lab Links 6 4 Redirection to DMS Tests that do not have DMS sender codes 9 5 Test results for women registered with DMS but who do not have DMS sender codes 10 6
11. rvice Personnel and Service Dependants It is known that a number of NHAIS systems have registrations on dummy GPs for persons known to be either service personnel or service dependants In order to ensure that the DMS NHAIS system holds complete screening histories for women all sites should check these registrations against the PDS and if a posting to DMS is traced the Page 10 of 11 Copyright 2015 Health and Social Care Information Centre DMS User Guide v 1 0 registrations on the dummy GP lists should be deducted as Removal to DMS This will ensure screening histories are transferred and stored centrally on the DMS NHAIS system Note that as cervical screening is operational on the DMS NHAIS system sites should no longer send copies of screening histories relating to service personnel to the PCS team in Warwickshire Page 11 of 11 Copyright 2015 Health and Social Care Information Centre
12. the Redirected section of the CLLM CLLP report Page 8 of 11 Copyright 2015 Health and Social Care Information Centre DMS User Guide v 1 0 Smarter hp27 O E o File Edit View Tools Properties Connection Window Help JeE x Deals 2 S See B aes 0 a WiAnalusis Report Viewer Qualifier Lab Link Match Rep 1 page gt PDT HA Test database Ver TEST HEALTH AUTHORITY CERVICAL CYTOLOGY LAB LINK ELECTRONIC AND MANUAL MATCHING REPORT Laboratory Code 1 BISHOP AUCKLAND CO DURHAM File Reference 020419 4 Test Dates 10 03 2015 31 03 2015 HITS Live 0 NON HITS 0 HITS Deducted 0 INVALID INPUT 3 ADDRESS HITS Q INVALID FOR HA SLIDE POSSIBLE HITS LIVE amp DEDUCTED 0 MANUAL HITS LIVE 0 MANUAL HITS DEDUCTED 0 REJECTED TESTS 0 No of Tests Redirected Inc DMS 3 No of Tests NOT REDIRECTED 0 No of DMSGP amp DMSCOL Tests Redirected to DMS Tests dated after date of deduction amp removal to new PCO are NOT redirected automatically Printed 23 APR 2015 11 00 AM W h27 BD hp27 Connected to 10 149 132 98 Secure Macro Print Capture Hold YT420 Ohr22min Row1 Col Example CLLP Report Summary page A new total has been added to the summary page of CLLM CLLP to advise the total of DMS tests redirected The new total No of DMSGP amp DMSCOL Tests Redirected to DMS will hold a total of tests redirected with sender codes DMSGP and DMSCOL
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