Page 1 Registration User Reference Manual Version 3.1.1 Published September 2017 Copyright © 2017 Health and Social Care Information Centre. NHS Digital is the trading name of the Health and Social Care Information Centre...
Page 3 Contents Registration Reference Manual Contents Section 1: Introduction Page Organisation Quick Guide Introduction to the Registration System The System Recommended Procedures Before Registering a Patient Version 3.1.1...
Page 4 Contents Registration Reference Manual Section 2: General Registration Screens Page The FH Screen – HA Details When to Use the FH Screen Example: FH Screen Showing URL for Web Application Using the FH Screen Access Rights Directions to Access the FH Screens Example: HA Details Screen Example: FH Screen, Page 2 Directions to Update HA Details...
Page 5 Contents Registration Reference Manual Section 2: General Registration Screens Page Example QC Screen: Partnership Details Understanding the QC Screen Error Messages The GC Screen – GP Capitation Enquiry Access Directions – to Access the GC Screen Example: The GC Screen for an Individual GP GPs in Abeyance Patients Taken Over from Another GP’s List Viewing Q Code Totals for a GP with Fringe Patients...
Page 6 Contents Registration Reference Manual Section 2: General Registration Screens Page Understanding OC Screen 2 Figure 5: OC Screen 3 (Qualifier <OType>) Understanding OC Screen 3 Figure 6: OC Screen 4 (Qualifier <OType>,<Grp>) Understanding OC Screen 4 Figure 7: OC Screen 5 (Qualifier APPGRP) 9-10 Understanding OC Screen 5 9-10...
Page 7 Contents Registration Reference Manual Section 3: Patient Details Screens Page The ID Screen – Identity Details When to Use the ID Screen Registering a Patient ID Screen Interaction with the Personal Demographics Service Access Core Registration Details NHSCR Patient Addresses – Matching and Linking ID Abbreviated Address Entry ID-related Address Code Matching ID Part Premise Matching...
Page 8 Contents Registration Reference Manual Section 3: Patient Details Screens Page Example: The AD Screen Directions to Add/Amend Details Understanding the AD Screen Alternative Names Immigrant Details FP69 Details Example: AD Screen with Pop-up Window Showing Reason Codes Example: AD Screen with Pop-up Window Showing Pre-defined Text for Reason for FP69 Action Field Example: AD Screen with Pop-up Window Showing Pre-defined Free Text Error Messages...
Page 9 Contents Registration Reference Manual Section 3: Patient Details Screens Page Directions – to Access the CH Screen Example: CH Screen Understanding the CH Screen Version 3.1.1...
Page 10 Contents Registration Reference Manual Section 4: Deducted Patients Page Deductions – Introduction Deducted Patients Unable to Deduct Deducted Patient Records The DL Screen – Deducted List When to Use the DL Screen Access Directions to Deduct a Patient for Reasons Other than Registration Cancelled, Death or Deducted at Doctor’s Request Example: Blank Deductions List Screen (Reason Other than R/C, D or DDR) Understanding the DL Screen (Reason Other than R/C, D or DDR)
Page 11 Contents Registration Reference Manual Section 4: Deducted Patients Page The DN Screen – Deducted Patient Notes Access Using the DN Screen Figure 1: DP Screen with Deducted Patient Notes Directions to Access the DN Screen Figure 2: The DN Screen Understanding the DN Screen Notes for NHSCR Pop-up Window Figure 3: DN Screen, with Notes for NHSCR Pop-up Window...
Page 12 Contents Registration Reference Manual Section 5: Printing Page The RP Screen – Print Preparation When to Use the RP Screen Access Rights Directions to Access the RP Screen Example: The RP Screen Directions to Start a Print Preparation Job Print Sequences Print Archiving Understanding the RP Screen Error Messages...
Page 13 Contents Registration Reference Manual Section 6: Letter Library Page The LL Screen – Letter Library Set-Up and Management The Function of the Letter Library Paragraph Library Letter Selection Screen Printing Letters via a PC Before Creating a Letter Rules for Creating a Letter Creating a Letter Directions to Access the Index Screen Example: Index Screen...
Page 14 Contents Registration Reference Manual Section 6: Letter Library Page Letter Samples C-12 Version 3.1.1...
Page 15 Contents Registration Reference Manual Section 7: System Parameters Page The SP Screen – System Parameters What are Parameters ? Registration Parameters Access Help To Display Another System Screen Directions to Display the Full List of Available Parameter Options Example: The List of Available SP Options Screen Directions –...
Page 16 Contents Registration Reference Manual Section 7: System Parameters Page Directions to Set the Parameter Screen 1-25 Understanding the FP92 Parameter Screen 1-26 Download File Format 1-26 Error Messages 1-27 F – FP96 Print Sequence Parameters 1-29 When to Use Option F 1-29 Restart Procedures 1-29...
Page 17 Contents Registration Reference Manual Section 7: System Parameters Page Restart Procedures 1-46 Directions to Access the Label Parameter Screen 1-47 Example: Label Parameter Screen 1-47 Directions to Set the Parameter Screen 1-47 Understanding the Label Parameter Screen 1-48 Error Message 1-48 L –...
Page 18 Contents Registration Reference Manual Section 7: System Parameters Page Directions to Set the RPP Table Parameter Screen 1-71 Example: RPP Table Parameter Screen 1-71 Understanding the RPP Table Parameter Screen 1-72 Error Messages 1-73 S – Host Download Parameters 1-74 When to Use Option S 1-74 Directions to Set Host Download Parameters...
Page 19 Contents Registration Reference Manual Section 7: System Parameters Page Error Messages 1-94 Z – MRE Box Number Parameters 1-96 When to Use Option Z 1-96 Directions to Set the MRE Box Number Parameters Screen 1-96 Example: MRE Box Number Parameters Screen 1-96 Understanding the MRE Box Number Parameters Screen 1-96...
Page 20 Contents Registration Reference Manual Section 8: Medical Records Page Introduction to the MR Medical Record Selection Screen MR Medical Record Selection Screen Medical Record Status M/R Status Codes Patient Registration M/R-related Prints and Notifications M/R Labels, Transfer In and Internal Transfers M/R Logged In List FP22 FP99/AJ-OSMR...
Page 21 Contents Registration Reference Manual Section 8: Medical Records Page Sample Urgent Medical Record Request Letters Suspended Medical Record Print Print Contents MRE Storage at the HA Restart Procedures Suspended M/R Print Details Medical Record Logged In Print Print Contents M/R Status Codes Restart Procedures Print Details ML (MRE Box Labels) Screen...
Page 22 Contents Registration Reference Manual Section 8: Medical Records Page Directions to Access the ER-U Screen Figure 4: ER Screen, Qualifier ‘U’ Understanding the ER-U Screen Data Validation Successful Updates Report Error Messages 8-10 C-20 Version 3.1.1...
Page 23 Contents Registration Reference Manual Section 9: Bulk Transfers Page Introduction The Bulk Transfer System New and Amended Bulk Transfer Applications Guidance on Entitlement to the Additional New Start Weighting The B1 Screen – Bulk Transfer Transfer Types Bulk Transfer Abeyance Dispersals Capitation Payments Proportional Credit/Deduction Counts...
Page 24 Contents Registration Reference Manual Section 9: Bulk Transfers Page Analysis Print for Bulk Transfers Exception Report Error Codes Summary Print Full Print Analysis System Print Preparation/Screens Print Restart Error Messages C-22 Version 3.1.1...
Page 25 Contents Registration Reference Manual Section 10: Practice List Closures Page Introduction PC-C Screen (Specify/View Practice List Closure) Using the PC-C Screen Directions to Access the PC-C Example: Initial PC-C Screen Example: Main PC-C Screen Understanding the PC-C Screen Example: PC-C Screen – Confirmation Message Directions to Access the PC-C Screen –...
Page 26 Contents Registration Reference Manual Section 11: Patient Assignments Page AH Screen (Patient Practice/GP History) Using the AH Screen Direction to Display the AH Screen Example: AH Screen (NHS Number Qualifier) Understanding the AH Screen Example: AH Screen (with Type Description Pop-up Box) Example: AH Screen (with UserID Pop-up Box) Error Messages AQ Screen (Patient Assignment Enquiry)
Page 27 Contents Registration Reference Manual Section 12: Interaction with the PDS Page Interaction with the Personal Demographics Service Introduction Stage 1 Stage 2 Stage 3 Screens and Analysis Jobs for Stage 3 NHAIS and PDS Interaction: Notes on Usage Stage 3 Functionality The ID and LX Screens and Analysis Job AJ-BOAJ ID, LX and AJ-BOAJ Interaction with the PDS: Registration 1-10...
Page 28 Contents Registration Reference Manual Section 12: Interaction with the PDS Page Figure 27: ID Screen: Transfer In (Type 3 Registration) – Option A 1-33 Figure 28: Registration Type 2 Received via HA/GP Links – Option P 1-33 Figure 29: Entering Patient Notes (after Selecting Option P) 1-34 PDS Timeout 1-34...
Page 29 Contents Registration Reference Manual Section 12: Interaction with the PDS Page Understanding the AR Screen – Page 1 Understanding the AR Screen – Page 2 Understanding the AR Screen – Page 3 Handling Errors PDS Error (E-PDS) Local Database Error (E-D/B) Time-out (E-T/O) Error Messages The UP Screen –...
Page 30 Contents Registration Reference Manual Section 12: Interaction with the PDS Page PDS Error (E-PDS) Serial Change Number Differs (E-PDS) Local Database Error (E-D/B) 6-10 Time-out (E-T/O) 6-10 Error Messages 6-12 The BQ Screen – PDS Background Queue Using the BQ Screen View Batch Information Screen Batch Update Screen Directions to Access the BQ Screen...
Page 31 Contents Registration Reference Manual Section 13: Registrations Expected Page RE Screen (Registrations Expected) Email Notifications Weekly Emails Monthly Emails Using the RE Screen Directions to Access the RE Screen Figure 1: RE Screen, Blank Qualifier Understanding the RE Screen Figure 2: RE Screen, with “Notes” Pop-up Box Error Messages C-29 Version 3.1.1...
Page 32 Contents Registration Reference Manual Section 14: NHS Primary Care Organisations Page VO Screen (View Organisations) Using the VO Screen Direction to Access the VO Screen Figure 1: VO Screen, Blank Qualifier Figure 2: VO Screen, Qualifier ‘R’ Figure 3: VO Screen, AT Code Qualifier Figure 4: VO Screen, ‘SUMMARY’...
Page 33 Contents Registration Reference Manual Section 15: Residential Institutes Page RI (Residential Institute Codes) Screen Using the RI Screen Directions to Access the RI Screen Figure 1: RI Screen, Blank Qualifier Directions to Display the RI Screen to List Codes Figure 2: RI Screen, with a Qualifier of ‘/L’ Directions to Display the RI Screen to Amend Code Details or Delete Codes Figure 3: RI Screen, with a Qualifier of ‘A’...
Page 34 Contents Registration Reference Manual Appendices Page Appendix A: Analysis Jobs Introduction A1-1 Analysis Jobs A1-1 Using Analysis Reports A1-2 Comparison Analysis A1-2 Time/Trend Analysis A1-3 Graphs/Charts A1-4 AJ-ALNO – PDS Allocated NHS Number File Analysis A2-1 Using AJ-ALNO A2-1 Directions to Display the AJ-ALNO Screen A2-3 Figure 1: Example AJ-ALNO Screen A2-3...
Page 35 Contents Registration Reference Manual Appendices Page Details Data Download A4-3 Error Messages A4-5 AJ-BNIO – Box Number In/Out Report A5-1 Using AJ-BNIO A5-1 Directions to Access AJ-BNIO A5-2 Figure 1: AJ-BNIO Screen A5-2 Understanding the AJ-BNIO Screen A5-2 Download File Format A5-3 Error Messages A5-4...
Page 36 Contents Registration Reference Manual Appendices Page AJ-DPRA – Bulk Deduction of Patients ‘R/A’ A9-1 Using AJ-DPRA A9-1 Directions to Access AJ-DPRA A9-2 Figure 1: The AJ-DPRA Screen A9-2 Understanding the AJ-DPRA Screen A9-2 Error Messages A9-3 AJ-DPRB – Batch Deduction of Patients to Their ‘Housing’ NHAIS System A10-1 Using AJ-DPRB A10-1...
Page 37 Contents Registration Reference Manual Appendices Page Automated Runs A14-2 File Formats A14-2 Input File A14-2 Successful Updates Report File A14-4 Failed Updates Report File A14-4 Failure Reasons A14-6 Directions to Access AJ-FPUP A14-9 Figure 1: The AJ-FPUP Screen A14-9 Understanding the AJ-FPUP Screen A14-9 Individual Runs A14-9...
Page 38 Contents Registration Reference Manual Appendices Page AJ-MRST – Medical Record Statistics A19-1 Processing A19-1 Limitations A19-2 Reports A19-2 Print Restart A19-2 Access A19-2 Directions – Access AJ-MRST A19-3 Example: AJ-MRST Screen A19-3 Directions – Requesting Summary/Detailed Statistics A19-4 Understanding the AJ-MRST Screen A19-5 Understanding the Reports A19-6...
Page 39 Contents Registration Reference Manual Appendices Page AJ-PCOR – Patients Registered to GPs, by PCO A24-1 Using AJ-PCOR A24-1 Directions to Access the AJ-PCOR Screen A24-2 Figure 1: Example AJ-PCOR Screen A24-2 Understanding the AJ-PCOR Screen A24-2 The Unix and Email Download File A24-4 Error Messages A24-6...
Page 40 Contents Registration Reference Manual Appendices Page Directions to Access the AJ-PRPR Screen A29-2 Figure 1: Example AJ-PRPR Screen A29-3 Understanding the AJ-PRPR Screen A29-3 The Unix and Email Download File A29-5 Error Messages A29-7 AJ-QCEX – Default Q Codes Assigned A30-1 Directions to Access the AJ-QCEX Screen A30-1...
Page 41 Contents Registration Reference Manual Appendices Page Understanding the AJ-UPNO Screen A35-2 Figure 2: The AJ-UPNO Screen Showing the Applications Pop-up Box A35-3 Download Data Layout A35-5 Header Record A35-5 Column Headings Record (List Report Only) A35-5 Update Record (List Report Only) A35-6 Summary Record (Summary Report Only) A35-7...
Page 42 Contents Registration Reference Manual Appendices Page Error Messages Print of Computer Allocated NHS Numbers D-10 Directions D-11 Check GPs for Possibly Invalid GNC/GMC Codes for NSTS D-12 Directions D-12 Information Listed D-12 Check for Practices with No Address Info/Update from GP Address D-14 Directions D-14...
Page 43 Contents Registration Reference Manual Appendices Page Directions D-50 GP Practice Patient Counts Breakdown by Postcode – Snapshot D-51 Directions D-51 The Output Files D-52 GP Practice Patient Counts Breakdown by Postcode – by Quarter D-54 Directions D-54 The Output File D-55 Patients with a London Z Address Code/Postcode Conflict D-56...
Page 44 Contents Registration Reference Manual C-42 Version 3.1.1...
Page 45 Organisation Registration Reference Manual Organisation This manual is divided into thirteen sections. • Section 1 gives an introduction to the Registration System. • Sections 2 to 13 describe in detail all the screens used in the Registration System. These sections cover: o General Registration screens –...
Page 46 Organisation Registration Reference Manual Section 1 Section 2 Section 3 Introduction General Registration Screens Patient Details Screens Table of Contents FH screen DX screen ID screen Quick Guide RC screen OC screen AD screen Introduction to the Registration System RS screen CQ screen PN screen PE screen...
Page 47 Quick Guide Registration Reference Manual Quick Guide Screens Screen Description Section Page Additional Details Patient Practice/GP History Patient Assignment Enquiry PDS Allocations Queue Bulk Transfer Bulk Transfer, Part 2 Forename is Temporary PDS Background Queue Current Historic Details Close Quarter 11-1 Deducted Exemptions Deducted Historic Details...
Page 48 Quick Guide Registration Reference Manual Screen Description Section Page Reminder Notification Registrations Expected Residential Institute Codes Print Preparation Print Request Record Selection Update NHS Number System Parameters Update PDS Patient Details PDS Update Queue Urgent Medical Record Request View Organisations Version: 2.90...
Page 49 Quick Guide Registration Reference Manual Analysis Jobs Analysis Job Description Section Page AJ-ALNO PDS-allocated NHS Number File Analysis App. A A2-1 AJ-ASCT Age/Sex Count Transfer App. A A3-1 Box Number Audit Reports App. A A4-1 AJ-BNAR AJ-BNIO Box Number In/Out Report App.
Page 50 Quick Guide Registration Reference Manual Screen Descriptions Key/Qualifier Selection Screen When accessing any screen developed in SAT, the system will automatically display the Key/Qualifier Selection screen if invalid qualifier details have been entered. Screen Description The Additional Detail (AD) screen is used to: record/amend supplementary patient details, such as previous or additional forenames/surnames;...
Page 51 Quick Guide Registration Reference Manual Screen Description The GP Capitation Enquiry (GC) screen displays patient totals, deprived area totals and rural practice details for an individual GP or partnership. A pop-up box is available to show capitation figures broken down by Q codes, for GPs who have fringe patients. The Identity Details (ID) screen is used to register a patient with an NHS GP or amend details of patients already registered.
Page 52 Quick Guide Registration Reference Manual Screen Description This screen is used to view and amend the location of a patient’s retained medical record envelopes, that is, the numbers of the boxes in which patients’ MREs are stored. When an Exemption or Prepayment certificate is due to expire, the HA may send the patient a reminder notification.
Page 53 Quick Guide Registration Reference Manual Practice List Closures Screen Description The Current Practice List Closures (EL) screen displays a summary of all current, that is, “future”, “active” or “suspended” List Closures. The Specify/View Practice List Closures (PC-C) screen allows you to record that a PC-C Practice’s List is closed.
Page 54 Quick Guide Registration Reference Manual NHS Primary Care Organisations Screen Description This set of screens displays information about organisations introduced as a result of the Health and Social Care Act 2012. There are three new types of organisation: NHS Commissioning Board Regions (CBRs), NHS Commissioning Board Area Teams (ATs) and Clinical Commissioning Groups (CCGs).
Page 55 Quick Guide Registration Reference Manual Analysis Job Descriptions Screen Description This job will produce an analysis of the “PDS Allocated NHS No.” audit file which records AJ-ALNO details of patient registrations on the system where the NHS number was allocated by the PDS system.
Page 56 Quick Guide Registration Reference Manual Screen Description Use the Medical Record Statistic screen to process data and request reports containing AJ-MRST statistics and counts on the number of Medical Record Envelopes received by the HA from GPs, HAs and NHSCR. AJ-MRST statistics will enable you to produce some figures required by the Patient’s Charter on the retrieval of Medical Record Envelopes.
Page 57 Quick Guide Registration Reference Manual Screen Description The Integrity Check screen enables information held on the database to be validated for AJ-RIC data integrity. Checks are performed by comparing data on one file with similar data on another. A report listing any discrepancies found will be output upon completion. Discrepancies found on the database will be logged to a Central File, details of which may be displayed on the DX screen.
Page 58 Quick Guide Registration Reference Manual Q-12 Version: 2.90...
Page 59 Introduction Registration Reference Manual The Registration System The Registration System forms one of the largest population databases in operation in England and Wales. Managing a total of 60 million records, it forms the core of an extensive primary care management base centred on a computerised index of National Health Service patients.
Page 60 Introduction Registration Reference Manual Ciphers An online system detailing HA ciphers, which link towns and addresses to each HA, is also available. The online Cipher Book contains cipher details for every address in Britain, and may be updated by the HSCIC every six months or as required. For further information on Ciphers, refer to the Cipher Book Reference Manual Geographic Areas (Planning) This is an important tool to aid the demographic analysis of patient data.
Page 61 Introduction Registration Reference Manual Utilities Enquiry utilities allow access to ‘snapshot’ information which is required quickly. Two sets of utilities are available: the Trent Utilities, which work in a similar way to a report generator but are limited to the major data files; and HSCIC Utilities, which cover specific areas and conditions, e.g.
Page 62 Introduction Registration Reference Manual Recommended Procedures Recommended procedures using the system are given below. Some may refer to screens/applications not covered in this manual. Adoptions Adoptions (Deletions) and Re-acceptance in New Details (CR 418 ba) – Non-Linked Practices 1. Receive document from NHSCR. 2.
Page 63 Introduction Registration Reference Manual Adoptions (Deletions) and Acceptance In New Details CR 418 ba – Linked Practices 1. Receive document from NHSCR (new name & NHS number or new name, and retaining same NHS number). 2. Check CS, CM, RF and PE screens. Note or screen dump details. 3.
Page 64 Introduction Registration Reference Manual Adoptions (Additions) – Non-Linked Practices 1. Form FP58B received from the practice. 2. Enter the patient on the ID screen using code 2 (1st Acceptance) and cancel the FP99B notification to NHSCR. 3. If required add a note on the PN screen. It is advised that the word adoption is not used.
Page 65 Introduction Registration Reference Manual Before Registering a Patient Before a patient is registered on the ID screen, it is essential that a thorough search is made on the Live and Deducted files, to ensure that a previous registration has not been made.
Page 66 Introduction Registration Reference Manual I-8 Section 1 Version: 2.62...
Page 67 HA Details – FH Registration Reference Manual FH (HA Details) Screens NOTE At sites other than Northern Ireland, the FH screen is redundant and will display the following screen: FH]HA Details Qualifier[ The FH screen has been migrated to a web-based application. Contact information is now available from the following NHSNET address: http://nww.connectingforhealth.nhs.uk/nhais/nhais_contacts/ Example: FH Screen Showing URL for Web Application...
Page 68 FH – HA Details Registration Reference Manual Access Rights All users have access to view details. Users with FULL access may update and/or delete details. Old key functions apply on these screens. 1-2 Section 2 Version: 2.62...
Page 69 HA Details – FH Registration Reference Manual Directions to Access the FH Screens 1. Enter a key of FH with an HA cipher in the qualifier, and press Enter. FH]HA Details Qualifier[ page-> WESSEX TEST HA Address ..[WESSEX HOUSE [23 METEOR STREET [WESSEXSHIRE Postcode.
Page 70 FH – HA Details Registration Reference Manual FH]HA Details Qualifier[ page-> WESSEX TEST HA Contact Names: Ext. Screening Officer:..[TIM BISLEY ][111 ] [OTHER INFO AS REQUIRED Medical Records Officer:. . .[DAISY STEINER ][222 ] Finance Manager:..[MARSHA KLEIN ][333 ] Registration Manager: .
Page 71 HA Details – FH Registration Reference Manual Directions to Delete an HA Entry 1. Enter a key of FH, with the cipher of the HA you wish to delete in the qualifier field, and then press Enter. 2. Enter D in the Action field to delete the whole entry, and then press Enter to update the screen.
Page 72 FH – HA Details Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION QUALIFIER MISSING You have not entered an HA cipher in the qualifier field. Enter a cipher. CIPHER NOT KNOWN You have entered an invalid HA cipher in the qualifier field.
Page 73 Reminder Notification – RC Registration Reference Manual RC (Reminder Notification) Screen Prescription Exemption Certificates (FP92) are produced to enable patients with chronic illness, expectant mothers, or mothers who have borne a child in the past 12 months, to be issued with medication, certain medical appliances and elastic hosiery free of charge.
Page 74 RC – Reminder Notification Registration Reference Manual Processing/Validation The system will perform a series of validation checks on every patient issued with a Prescription Exemption or Prepayment Certificate before passing details to the Reminder Notification application for preparation and printing. 2-2 Section 2 Version: 2.9...
Page 75 Reminder Notification – RC Registration Reference Manual CP11(91)/95’s will be prepared via the RC screen. PRINTING is controlled by the RR screen. CP11(91)/95`s are queued on the RR screen for printing separately. Print Restart Procedures Please refer to the RR screen description (Section 5, Chapter 2). Access Rights Users with FULL / ABBREVIATED access may set / request Reminder Notifications.
Page 76 RC – Reminder Notification Registration Reference Manual Directions to Access the RC Screen 1. Enter a key of RC with a blank qualifier, and press Enter. Example: RC Screen RC]Prescription Reminder Certs. Qualifier[ Job Name . . PRESCRIPTION REMINDERS PRINT Description .
Page 77 Reminder Notification – RC Registration Reference Manual Directions to Set the RC Screen 1. Enter a new reminder date in the Reminder Date field. 2. Enter Y in the Processing field to queue the job for print preparation on the RP screen.
Page 78 RC – Reminder Notification Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION DATE missing You have not entered a date in the Reminder Date field. Enter a valid date. DATE invalid You have entered an invalid date in the Reminder Date field.
Page 79 Record Selection – RS Registration Reference Manual RS (Record Selection) Screens A Record Selection screen will be displayed if the system cannot uniquely identify a patient record on the database from the qualifier details entered. RS will: • Uniquely identify a patient. •...
Page 80 RS – Record Selection Registration Reference Manual Example: RS Deduction Screen RS]Record Selection (deducted) Qualifier[ LOOKING FOR ... JONES, Act. NHS No Alt. NHS No Name D o B Dr Code 1. 333 364 4630 NHS354653 JONES,Mr. Adrian 21.06.68 000804 2.
Page 81 Record Selection – RS Registration Reference Manual Example: RS Screen RS]Record Selection (deducted) Qualifier[ LOOKING FOR ... JONES, Act. NHS No Alt. NHS No Name D o B Dr Code 1. 333 364 4630 NHS354653 JONES,Mr. Adrian 21.06.68 000804 2. 555 570 3902 JONES,Mr.
Page 82 RS – Record Selection Registration Reference Manual Example: RS Screen with Function Boxes RS]Record Selection Screen Qualifier SMITH, Act. NHS No Alt. NHS No Name D o B Dr Code 1. 785 732 2354 QLBDS 59 JONES,Mr. Adrian 21.06.68 000085 2.
Page 83 Record Selection – RS Registration Reference Manual Soundex Surname Search This function is useful if you wish to search for all like sounding spellings of a particular surname. The RS screen will list all the possible spelling variations of the name found on the patient database, e.g.: a search on the surname REED may display the surnames REID, ROYD etc.
Page 84 RS – Record Selection Registration Reference Manual Example: RS Screen with Soundex Surname Search RS]Record Selection Screen Qualifier SMITH@, Act. NHS No Alt. NHS No Name D o B Dr Code 1. 785 732 2354 QLBDS 59 JONES,Mr. Adrian 21.06.68 000085 2.
Page 85 Record Selection – RS Registration Reference Manual Hints on Searching for a Surname The Soundex application searches for names using the initial letter followed by the first three consonants in the surname. To gain the most effective use of this search, try to enter the initial letter and the first few consonants correctly.
Page 86 RS – Record Selection Registration Reference Manual Error Messages ERROR MESSAGE ACTION / MEANING You have not entered a valid number in the Error, Input Must Be A Number Patient Required field. Enter the correct number. Error, Value Entered Is Too Large You have not entered a valid number in the Patient Required field.
Page 87 Prescription Exemption – PE Registration Reference Manual PE (Prescription Exemption) Screen Use this screen to: • Record Pre-payment, Maternity and Chronic Sickness Exemption Certificate details for a specific patient. This information enables ‘spot’ checks to be made on the issue of certificates, ensuring that services are not being claimed illegally.
Page 88 PE – Prescription Exemption Registration Reference Manual Print Restart Procedures Refer to the RR screen description (Section 5, Chapter 2). Exemption Certificates are prepared via the RP screen and printed via the RR screen. Access Rights Users with FULL / ABBREVIATED access may use the PE screen. Users with READ ONLY access can view this screen, but may not enter data.
Page 89 Prescription Exemption – PE Registration Reference Manual Directions to Display the PE Screen 1. Enter a key of PE with a valid qualifier and press Enter. Valid qualifiers are: • NHS Number • Combination of Surname, Forename, Date of Birth •...
Page 90 PE – Prescription Exemption Registration Reference Manual Example: PE Screen PE Prescription Exemption NHS no. 1343566789 BILLINGHAM,Mrs. JANE(JONES) DoB - 23.01.1963 Age 32 years SANDBANK,EXETER, Dr G GETWELL (000001) [------------------------------------------------------------------------------] |PRESCRIPTION EXEMPTIONS: |*Type From Cert No Renewal Historic | |[H] [01.01.1993] [30.04.1993] [56824...
Page 91 Prescription Exemption – PE Registration Reference Manual Previous Certificate Details A record of all the patient's previous certificates may be displayed within a scrolling window. Press the Past key to display previous details. To page through the window press Window Page On / Back keys. To return the screen to a full display press the ESCAPE key.
Page 92 PE – Prescription Exemption Registration Reference Manual Understanding the PE Screen *Type The code indicating the Exemption Certificate Type: Chronic Sickness Pre-Payment Maternity From The date from which the Exemption or Pre-Payment Certificate will be valid, to be entered using the format DD.MM.YYYY. The FROM date must be the first day of the month if recording a Type A-D or M Certificate.
Page 93 Prescription Exemption – PE Registration Reference Manual Enter N to indicate the certificate has been issued or will be issued by your HA. If the field is left blank, the system will accept this as an N entry. Exemption Print required Enter Y to request a print of the last Exemption or Pre-Payment Certificate entered.
Page 94 PE – Prescription Exemption Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION TYPE absent Enter the Certificate Type: A-D – Chronic Sickness, H – Prepayment or M – Maternity. You have entered an invalid Certificate Type. Re- TYPE invalid enter.
Page 95 Prescription Exemption – PE Registration Reference Manual ERROR MESSAGE MEANING / ACTION from the From date. Check and re-enter. PRINT invalid To request a print, enter Y. Print outstanding An outstanding print has been prepared, and awaits printing. Check the Registration print preparation screen.
Page 96 Capitation Enquiry – QC Registration Reference Manual QC (Capitation Enquiry) Screen The QC screen provides on-line access to GP and partnership capitation figures, for the current and previous quarters. Information includes patient totals, deprived area totals, dispensing and rural practice details. If the display is for a GP, all capitation figures held for the GP are displayed.
Page 97 QC – Capitation Enquiry Registration Reference Manual Access User access to the screen is controlled at your site. Directions to Access the QC Screen 1. Enter a key of QC with a valid qualifier and press Enter. Qualifiers: GP code to display capitation details for a specific GP.
Page 98 Capitation Enquiry – QC Registration Reference Manual Example: QC Screen with Capitation Figures for a Single Handed GP QC]GP Capitation Enquiry Qualifier [000067 ****** GP'S TOTALS ****** GP 000067 S MANGO Partnership Details Address HOMLEA SINGLE-HANDED GP CHAPEL LAUNCESTON CORNWALL PL15 7BX Q Code: QT2 | RURAL PRACTICE...
Page 99 QC – Capitation Enquiry Registration Reference Manual Example: QC Screen with Capitation Figures for a GP in a Partnership QC]GP Capitation Enquiry Qualifier [000015 page-> ****** GP'S TOTALS ****** GP 000015 P NUTTALL Partnership Details Address 10 LONSDALE ROAD P/000015 EXETER Name HEATHFIELD SURGERY...
Page 100 Capitation Enquiry – QC Registration Reference Manual Example: QC – Partnership Details QC]GP Capitation Enquiry Qualifier [P/000015 *** OUTSTANDING ABEYANCE *** page-> ****** PARTNERSHIP TOTALS ****** Partnership Details Address 10 LONSDALE ROAD P/000015 EXETER Name HEATHFIELD SURGERY EX1 3DP Senior GP P NUTTALL Start Date 23.10.91 000015 000010...
Page 101 QC – Capitation Enquiry Registration Reference Manual The following messages can occur on the second line of the screen: PARTNERSHIP STARTS AFTER The partnership start date occurs after the end date of the current quarter. CURRENT QUARTER PARTNERSHIP ENDS AFTER The partnership will end after the current quarter.
Page 102 Capitation Enquiry – QC Registration Reference Manual <65 65-74 >75 | TOTAL <65 The total number of registered patients aged below 65. 65-74 The total number of registered patients aged between 65 and 74. >75 The total number of registered patients aged over 75. TOTAL The total number of registered patients at the end of that quarter.
Page 103 QC – Capitation Enquiry Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION To display details for a specific GP enter the GP code. QUALIFIER - MUST BE PRESENT To display details for a partnership, enter the characters ‘P/’, followed by the senior partner code. Only ‘P/’...
Page 104 GP Capitation Enquiry – GC Registration Reference Manual GC (GP Capitation Enquiry) Screen The GC screen displays patient totals, Deprived Area Payment details, Dispensing details and Rural Practice Payment details for an individual GP or a partnership. To display patient totals for a single GP, the GP code is entered as a qualifier. To display patient totals for a partnership, P/ followed by the GP code of the senior partner is entered.
Page 105 GC – GP Capitation Enquiry Registration Reference Manual Access User access to the screen is controlled at your site. Directions to Access the GC Screen 1. Enter a key of GC with a valid qualifier and press Enter. Qualifiers: • GP code – to display capitation details for a specific GP. •...
Page 106 GP Capitation Enquiry – GC Registration Reference Manual o Enumeration District based Levels J1 to J4. • Number of patients registered for dispensing. • Numbers of patients registered for Rural Practice Payments: o RPP-registered patients who live over 3 miles from the surgery o Patients registered for ‘Special’...
Page 107 GC – GP Capitation Enquiry Registration Reference Manual GP RESPONSIBLE FOR ABEYANCES The GP is currently responsible for all or part of more than one other GP’s list (these GPs being in a state of Abeyance). These messages will appear whether or not ,A is entered after the GP code in the qualifier.
Page 108 GP Capitation Enquiry – GC Registration Reference Manual Viewing Q Code Totals for a GP Directions to View Q Code Totals for a GP 1. With the GC screen for an individual GP displayed, either: • Press the Ctrl and / keys at the same time if you are working on an NHAIS System terminal;...
Page 109 GC – GP Capitation Enquiry Registration Reference Manual Example: GC Screen With Capitation Figures For A Partnership GC]GP Capitation Enquiry Qualifier[P/000040 Q Code breakdown available PARTNERSHIP TOTALS Partnership Details Address : THE HEALTH CENTRE : P/000040 HIGH RARRRD Name : BLACK & PTRS A- POOLEY COOL Senior GP : ABC BLACK...
Page 110 GP Capitation Enquiry – GC Registration Reference Manual Patients Taken Over from the List of a GP Outside the Partnership If one or more GPs within the partnership is/are wholly or partially responsible for the patient list of a GP from outside the partnership (as a result of an abeyance): either the patient numbers for this partnership alone (without the abeyance) can be displayed, by entering P/senior partner code as a qualifier for the GC screen;...
Page 111 GC – GP Capitation Enquiry Registration Reference Manual Viewing Q Code Totals for all GPs in a Partnership Directions to View Q Code Totals for All GPs in a Partnership 1. With the GC screen for a partnership displayed, either: •...
Page 112 GP Capitation Enquiry – GC Registration Reference Manual Error Messages MESSAGE MEANING / ACTION QUALIFIER – MUST BE PRESENT To display details for a specific GP enter the GP code. To display details for a partnership, enter ‘P/’ followed by the senior partner code. There is no record of the requested partnership.
Page 113 GC – GP Capitation Enquiry Registration Reference Manual 6-10 Section 2 Version: 2.27...
Page 114 Registration Audit – RA Registration Reference Manual RA (Registration Audit) Screen The RA screen provides an audit of the last 99 transactions of registration activity made on registration applications*, to a patient’s record. Auditing registration transactions should help to combat the fraudulent issue of multiple FP4 Medical cards and Prescription Exemption certificates.
Page 115 RA – Registration Audit Registration Reference Manual Changing Transactions to Be Captured After Installation If information to be captured for the Registration Audit is to be changed at a later date, a request must be made to your local Support Team. For sites supported directly, this must be arranged through the National Help Desk.
Page 116 Registration Audit – RA Registration Reference Manual Directions to Access the RA Screen 1. Enter a key of RA with the patient’s NHS number in the qualifier, and press Enter. Details are listed in date order with the oldest transaction at the top. Up to 99 transactions may be held per patient.
Page 117 RA – Registration Audit Registration Reference Manual Example 1: RA Screen: at the Patient’s Original HA RA]Registration Audit Qualifier[738 645 4678 Date Time Applctn. User Description 1) 10.04.2012 13:54 QCT119 Registration - First Acceptance 2) 15.04.2012 14:40 QCT119 Medical Record Amendment 3) 09.05.2012 13:33 QCT119...
Page 118 Registration Audit – RA Registration Reference Manual Displaying User Names (Pop-up Box) The User Name corresponding to a displayed User ID can be displayed via a pop-up box on the RA screen. To display the pop-up box, place the cursor on the Key field (top left of the screen), and press the usual key combination.
Page 119 RA – Registration Audit Registration Reference Manual Displaying the NHS Number Source The source of a patient’s NHS number can be displayed using a sub-screen of the main RA screen. To display the source of the NHS number enter a key of RA with a qualifier of NHS number,N in the Qualifier field.
Page 120 Registration Audit – RA Registration Reference Manual Applications Which May Be Captured on RA The following Registration activities may be captured for display on RA. Application Information / Description Recorded Amendment – Alternate Name Change Additional Details Amendment – FP69 details (inc. the status) Amendment –...
Page 121 RA – Registration Audit Registration Reference Manual Application Information / Description Recorded Deduction – Death Deduction List Deduction – DDR actioned Patients deducted using an O/R sub code Deduction – DPR actioned will be recorded as an Other Reason Deduction – Embarkation deduction.
Page 122 Registration Audit – RA Registration Reference Manual Application Information / Description Recorded GP Links – Birth GP Links GP Links – 1st Acceptance GP Links – Transfer In GP Links – Immigrant GP Links – Ex-Service GP Links – GP Code change GP Links –...
Page 123 RA – Registration Audit Registration Reference Manual Application Information / Description Recorded Additional Patient Note Created LLSE AJ-LLSE Letter Library Selection Medical Record Amendment Medical Record amendments Medical Record Label Request Medical Record amendments made in Medical Record Label Cancellation any other way (e.g.
Page 124 Registration Audit – RA Registration Reference Manual Application Information / Description Recorded Urgent MR request Urgent Medical Record Request Section 2 7-11 Version: 2.89...
Page 125 RA – Registration Audit Registration Reference Manual Error Messages MESSAGE MEANING/ACTION ** No audit data available ** No transactions have been logged for the NHS Number entered in the qualifier. Enter a valid qualifier. ** No NHS No source data No NHS number source transactions have been logged for available ** this NHS number.
Page 126 Integrity Checker Monitor – DX Registration Reference Manual DX (Database Integrity Checker Monitor) Screen To ensure that discrepancies in data on the system are resolved as soon as possible, integrity checkers should be run on a regular basis. The AJ-RIC application will perform integrity checks on the Registration database.
Page 127 DX – Integrity Checker Monitor Registration Reference Manual Directions to Access the DX Screen 1. Enter a key of DX with a blank qualifier, and press Enter. NOTE The Expiry field may be amended if the DX screen is accessed by the Key or Additional User.
Page 128 Integrity Checker Monitor – DX Registration Reference Manual Example: Key Users DX Screen DX]Data Integrity Check Monitor Qualifier [ page-> This application is used to display information relating to Data Integrity Checks. The Expiry field contains the number of days maximum which may elapse between the running of the Integrity Checker software.
Page 129 DX – Integrity Checker Monitor Registration Reference Manual Understanding the DX Screen Dep’t The area in which the integrity checkers listed will perform checks. IC Description The list of integrity checkers monitored by the DX screen. Completed The date each check was last run Expry The maximum period that may pass before another check must be made.
Page 130 Integrity Checker Monitor – DX Registration Reference Manual Messages If details have not changed and the Enter key has been pressed, the message ‘NOTHING CHANGED’ will be displayed. If details have been changed and accepted, the message ‘DETAILS UPDATED’ will be displayed.
Page 131 DX – Integrity Checker Monitor Registration Reference Manual 8-6 Section 2 Version: 2.9...
Page 132 Organisation Communications – OC Registration Reference Manual OC (Organisation Communications) Screen The OC screen enables the operating organisation to specify what type of organisation it is. At present, this could be either a Primary Care Trust (PCT) or a Health Authority (HA), but other organisation types may be possible in the future.
Page 133 OC – Organisation Communications Registration Reference Manual Linkage of Screens The six different OC screens perform and support two basic functions: maintenance of organisation details at System level, and maintenance of organisation details at Application Group level. They are therefore linked in two separate sets of screens: •...
Page 134 Organisation Communications – OC Registration Reference Manual Directions to Access the OC Screen 1. Enter a key of OC with a valid qualifier and press Enter. 2. Valid qualifiers are: view/enter the organisation type at system level ORG,<Grp> view/enter the organisation type at application group level (where <Grp>...
Page 135 OC – Organisation Communications Registration Reference Manual OC]Organisation Communications Qualifier[ORG <-page-> Effective Date . . [26.11.2002] (DD.MM.YYYY) Organisation Type. [PCT Figure 2: OC Screen 1 (qualifier ORG), page 2 OC]Organisation Communications Qualifier[ORG <-page Effective Date . . 20.11.2002 (DD.MM.YYYY) Organisation Type. Figure 3: OC Screen 1 (qualifier ORG), page 3 9-4 Section 2 Version: 2.9...
Page 136 Organisation Communications – OC Registration Reference Manual Understanding OC Screen 1: Enabling Organisation Type at System Level (qualifier ORG) The display which appears when this screen is first selected has all fields displayed as blank (Figure 1). If earlier definitions of your organisation exist, they can be viewed by paging on (Figures 2 and 3).
Page 137 OC – Organisation Communications Registration Reference Manual OC]Organisation Communications Qualifier[ORG,REG page-> Effective Date . . [ (DD.MM.YYYY) Organisation Type. [ End Date ..[ (DD.MM.YYYY) Figure 4: OC Screen 2 (qualifier ORG,<Grp>), page 1 Understanding OC Screen 2: Enabling Organisation Type at Application Group Level (qualifier ORG,<Grp>) If an application group is included in the qualifier, data may be entered at application group level.
Page 138 Organisation Communications – OC Registration Reference Manual OC]Organisation Communications Qualifier[PCT Org. National Code [ Org. Name..[ Contact Name . . . [ Address..[ ] Postcode . . [ STD code ..[ Tel No.
Page 139 OC – Organisation Communications Registration Reference Manual When you have selected a valid organisation code, the standard five lines of address will be displayed. These may be changed if required. Postcode When you have selected a valid organisation code, the standard postcode will be displayed.
Page 140 Organisation Communications – OC Registration Reference Manual OC]Organisation Communications Qualifier[PCT,REG Org. National Code [ Org. Name..[ Contact Name . . . [ Address..[ ] Postcode . . [ STD code ..[ Tel No.
Page 141 OC – Organisation Communications Registration Reference Manual OC]Organisation Communications Qualifier[APPGRP Application Groups: Action Name Description REGISTRATION FINANCE SCREENING [JIMS GROUP JIM2 [JIMS 2nd Group New App. Group: Name Description Action "D" Delete Figure 7: OC Screen 5 (qualifier APPGRP) Understanding OC Screen 5: Maintaining Application Groups (qualifier APPGRP) This screen is used to create a new user-defined application group, or to delete a previously-defined group.
Page 142 Organisation Communications – OC Registration Reference Manual OC]Organisation Communications Qualifier[APPGRP,JIM Application Group: JIM - JIMS GROUP Action App. Name Description Medical Cards Urgent Medical Records New Application Name Description . . . Action "D" Delete Figure 8: OC Screen 6 (qualifier APPGRP,<Grp>) Understanding OC Screen 6: Linking Applications to a User-defined Application Group (qualifier APPGRP,<Grp>) This screen is used to link an application to an existing user-defined application...
Page 143 OC – Organisation Communications Registration Reference Manual • by typing G and then keying in the first part of the name of the required application. When you have made your selection, the pop-up box will disappear, and the selected application name will be displayed in this field. 9-12 Section 2 Version: 2.9...
Page 144 Organisation Communications – OC Registration Reference Manual Error Messages Qualifier Reject Messages ERROR MESSAGE MEANING / ACTION ** QUALIFIER INVALID ** The qualifier must be one of those listed on page 10-3. ** QUALIFIER INVALID – You have entered a valid organisation type or application group in the qualifier, but this organisation Not set as an Organisation ** type / application group has not yet been set up on the...
Page 145 OC – Organisation Communications Registration Reference Manual ERROR MESSAGE MEANING / ACTION ORG TYPE n/a You cannot change the Organisation Type if any current non-standard details exist for the Organisation Type. Screen 1 Query Message (Qualifier ORG) ERROR MESSAGE MEANING / ACTION The specified Effective Date is more than 3 months in EFF.
Page 146 Organisation Communications – OC Registration Reference Manual ERROR MESSAGE MEANING / ACTION CONTACT NAME invalid If present, the Contact Name must consist of at least one alphabetic character (a-Z). At least one line of the Address must exist. ADDRESS missing The Address line must consist of at least one ADDRESS invalid alphanumeric character.
Page 147 OC – Organisation Communications Registration Reference Manual ERROR MESSAGE MEANING / ACTION RESTORE incorrect The ‘Restore Standard Values’ field can only contain ‘Y’ or blank. RESTORE invalid ‘Restore Standard Values’ can only be set if non- standard values are defined or if no other fields on the screen have been amended at the same time.
Page 148 Organisation Communications – OC Registration Reference Manual Screen 6 Reject Messages (Qualifier APPGRP,<Grp>) ERROR MESSAGE MEANING / ACTION ACTION must be "D" Only ‘D’ – Delete can be entered in the Action field. NAME previous link An application may only be linked to one user-defined application group.
Page 149 Close Quarter – CQ Registration Reference Manual CQ (Close Quarter) Screen When the computer is rebooted with a date which has crossed over a quarter (i.e. the first reboot following 1 January, 1 April, 1 July or 1 October), a start-up routine opens the new quarter.
Page 150 CQ – Close Quarter Registration Reference Manual The name of the download file will be of standard format and will be OTOL, followed by the month/year of the quarter close. Thus, for the four quarters from April 2013 onwards, the file will be called: •...
Page 151 Close Quarter – CQ Registration Reference Manual Directions to Access the CQ Screen Directions to Access the CQ Screen 1. Enter a key of CQ, with a blank qualifier. 2. Up to two input fields may be displayed: • Ended GPs with patients’ – why not Bulk Trans? If there are ended GPs with patients on the system (highlighted by a message on line 2 of screen) you will not be able to bulk transfer those patients once the quarter is closed.
Page 152 CQ – Close Quarter Registration Reference Manual • There are outstanding acceptance transactions on the system for the quarter which is to be closed. • There are outstanding amendment transactions on the system for the quarter which is to be closed. •...
Page 153 Close Quarter – CQ Registration Reference Manual CQ]Close Quarter Qualifier[ ** Ended GPs have patients - use popup box to display ** [------------------------------------------------------------------------------] | GP Code GP Name End Date Patients Q Code Bulk Tfr. }------------------------------------------------------------------------------{ | 184 B GOLDENGPB 06.01.14 | 337 Q GOLDENGPQ...
Page 154 CQ – Close Quarter Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ** Host Download Parameters or Check the file download parameters against job code KEY-CQ on the SP-S screen. If these look correct, Permissions problem ** contact your support team. ** Ended GPs have patients –...
Page 155 Close Quarter – CQ Registration Reference Manual ERROR MESSAGE MEANING / ACTION Pending DDRs exist for the For similar reasons to those above, no pending DDRs with a deduction due date in the last quarter previous quarter – cannot close. must remain when the quarter is closed.
Page 156 CQ – Close Quarter Registration Reference Manual ERROR MESSAGE MEANING / ACTION Outstanding PDS Allocations There are PDS Allocations Queue transactions in existence for the quarter which is to be closed, with Queue transactions statuses of ‘U’ – Update pending, ‘P’ – Pending or ‘E’...
Page 157 Temp./Old NHS Number Vols. – IQ Registration Reference Manual IQ (Temp./Old NHS Number Volumes) Screen The IQ screen provides information about the number of patients registered with non- dummy GPs who have either a temporary or old-format NHS number. Patients registered to the GP codes “ZZZ001”...
Page 158 IQ – Temp./Old NHS Number Vols. Registration Reference Manual Directions to Access the IQ Screen 1. Enter a key of IQ, with a qualifier of either: • NHS, which will display volumes of information calculated by your system as at midnight last night. •...
Page 159 Temp./Old NHS Number Vols. – IQ Registration Reference Manual IQ]Temp/Old NHS Number Volumes Qualifier[NHS/MONTH Counts of patients with either a temporary or old-format NHS Number Total < 7days <14days <28days <91days <181days >180days FP69 10/04 T 09/04 T 08/04 T Example: IQ Screen, with NHS/MONTH Qualifier Using the NHS/MONTH qualifier will display the information as shown above, with the values displayed from left to right, rather than top to bottom as shown in the first...
Page 160 IQ – Temp./Old NHS Number Vols. Registration Reference Manual • The number of these where the Original Acceptance Posting Date was greater than 180 days ago. • The number of these for which the patient had an FP69 status, and so is already marked for future deduction.
Page 161 Temp./Old NHS Number Vols. – IQ Registration Reference Manual Error Messages ERROR MESSAGE MEANING/ACTION QUALIFIER invalid The qualifier must be one of either: • “NHS”; • “NHS/”, followed by a valid date in DD.MM.CCYY format; or • “NHS/MONTH”. Please check the qualifier and re-enter using one of those shown above.
Page 162 NHS Number Index – NI Registration Reference Manual NI (NHS Number Index) Screen This screen displays live patients sequenced by NHS number. For each patient the NHS number, name, registered GP and date of birth are displayed. On the right-hand side of the screen are flags, displayed in reverse video text next to the date of birth, which indicate whether the patient has: •...
Page 163 NHS Number Index – NI Registration Reference Manual Directions to Display the NI Screen 1. Enter a key of NI with a qualifier of either an NHS number or the first part of an NHS number. NI]NHS No Index Qualifier[126 page->...
Page 164 NHS Number Index – NI Registration Reference Manual Section 2 12-3 Version: 2.24...
Page 165 FP69 Audit – FA Registration Reference Manual FA (FP69 Audit) Screen The FA screen displays the FP69 audit history for a selected NHS number. This provides information on changes to the FP69 status of a particular patient. NOTE This information has not always been recorded and will only be present for FP69 statuses that were set at and after the time of this development being released.
Page 166 FA – FP69 Audit Registration Reference Manual Directions to Access the FA Screen 1. Enter a key of FA with a live or deducted patient’s NHS number as the qualifier. 2. Press Enter. FA]FP69 Audit Qualifier[353 557 4471 page-> PARKER, Penny LIVE Date of Birth : 06.08.1941 Age : 69...
Page 167 FP69 Audit – FA Registration Reference Manual • the GP message from the LX screen, which is present only if the FP69 status has been removed via GP Links and a message was included on the transaction from the GP; and •...
Page 168 FA – FP69 Audit Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION A qualifier of a valid NHS number must be entered. ** QUALIFIER INVALID – Please enter an NHS No. ** The qualifier entered is not a valid NHS number or ** QUALIFIER INVALID –...
Page 169 Identity Details – ID Registration Reference Manual ID (Identity Details) Screen Use this screen to: • Register a patient with a GP in your Authority’s area. • View/amend patient details. • Record the movement of patients within your authority’s area. •...
Page 170 ID – Identity Details Registration Reference Manual • Address (including the postcode and PAF key) • Date of Birth • Sex • GP code NOTE A “hot key” function is available from the Key field of the ID screen display of an existing patient on the system and can be invoked by pressing Ctrl and T simultaneously.
Page 171 Identity Details – ID Registration Reference Manual Core Registration Details When registering a patient, specific items of information are mandatory. These are known as core registration details, and are as follows: • GP code (Local code defined by your Authority). •...
Page 172 ID – Identity Details Registration Reference Manual Patient Addresses – Matching and Linking To ensure that patient addresses are accurate and conform to an agreed format, addresses may be matched against the Royal Mail’s Postcode Address File (PAF). Once matched, patient addresses may be Linked to the PAF address to enable future Royal Mail updates to be implemented with the minimum of fuss.
Page 173 Identity Details – ID Registration Reference Manual ID-related Address Code Matching This option enables matching to continue if an exact match cannot be found using the patient’s Address Code, but a relationship to another Address Code exists, and a match can be found using the related Address Code. ID Part Premise Matching This option enables Matching to continue if the patient’s address contains part premise details –...
Page 174 ID – Identity Details Registration Reference Manual Patient Assignments The ID screen can be used to allow the registration of a patient to be recorded as an Assignment, for both linked and unlinked practices. Patient registrations include both 1st Acceptances to the NHAIS System database (Acceptance Types 1–5) and Internal Transfers.
Page 175 Identity Details – ID Registration Reference Manual Related Prints/Electronic Notifications FP4 (Medical Cards) Details will be passed to the FP4 preparation application when: • An FP4 is manually requested on the ID screen. • A patient is registered with the acceptance code 6 •...
Page 176 ID – Identity Details Registration Reference Manual CR283 (Notification to NHSCR to Indicate Change of Surname, Forename, Date of Birth) The CR283 notification will be passed to NHSCR electronically if the surname, forename and/or date of birth fields are amended on the ID screen. CR283 electronic notifications can be manually requested on the ID screen.
Page 177 Identity Details – ID Registration Reference Manual Directions to Access the ID Screen 1. Enter a key of ID. • To add a new patient to the database, leave the qualifier blank and press Enter. • To amend/view existing patient details, enter a valid qualifier and press Enter.
Page 178 ID – Identity Details Registration Reference Manual Example: Blank ID Screen ID]Identity Details Qualifier[ CODE [ ]1=Birth; 2=1st Accpt; 3=Trans In; 4=Imm; 5=Ex Serv; 6=Int Trans; A=Amend -------------------------------------------------------------------------------- GP Code . . . | Drugs Dispensed?. (Y/N) . Surname . . . | Residential Institute .
Page 179 Identity Details – ID Registration Reference Manual Directions to Register a Patient 1. Enter the correct Acceptance code in the CODE field. When registering a patient with the acceptance code 1–5, display the ID screen with a blank qualifier. When registering a patient with the acceptance code 6, display the ID screen with the relevant patient details in the qualifier.
Page 180 ID – Identity Details Registration Reference Manual Acceptance Codes When a patient is registered with the codes 1, 2, 4 or 5, the system will automatically assign an M/R status of APR (Awaited Pending Reply from NHSCR). When a patient is registered with the acceptance code 3, the system will usually automatically assign an M/R status of AFH (Awaited from Previous Authority).
Page 181 Identity Details – ID Registration Reference Manual Code 1 (Birth) Use this code to register a baby under the age of one year, born in England or Wales with an NHS GP in your authority’s area. Babies born in Scotland must be registered using code 2.
Page 182 ID – Identity Details Registration Reference Manual Code 2 (1st Acceptance) Use this code to register: • A patient with an NHS GP for the first time. • Babies born in Scotland with an NHS GP for the first time. •...
Page 183 Identity Details – ID Registration Reference Manual Code 3 (Transfer In) Use this code when a patient moves into your Authority’s area from another Authority area and registers with an NHS GP. Registration details are normally supplied on an FP4 (Medical Card) or FP1 if no Medical Card is available.
Page 184 ID – Identity Details Registration Reference Manual Code 4 (Immigrant / Returning Immigrant) Use this code to register: • a patient who was previously a UK citizen, but who has lived outside the UK for a set period of time defined by your Authority; or •...
Page 185 Identity Details – ID Registration Reference Manual Code 5 (Ex-Services) Use this code to register a patient who was previously a member of the armed services with an NHS GP. Registration details are normally supplied on an FP13. This form is issued directly from the patient’s Forces HQ.
Page 186 ID – Identity Details Registration Reference Manual Code 6 (Internal Transfer) Use this code to register a patient within the same Authority, but with a new GP. Patients can change GP at any time. They may however be required to re-register if they move house to one which is not within the practice area of their current GP.
Page 187 Identity Details – ID Registration Reference Manual Code A (Amend) Use this code to amend the details of patients already registered with an NHS GP in your Authority’s area. Directions to Amend Patient Details Display the ID screen with the relevant patient details. 1.
Page 188 ID – Identity Details Registration Reference Manual Amending NHS number / Title / Sex No automatic generation of documents or electronic notification to NHSCR. Once a new format NHS number has been made ‘active’, it cannot be amended or deleted by the Authority. A change to an NHS number may be issued by NHSCR. Amending Previous Authority Amendments will be reflected on the FP99R report.
Page 189 Identity Details – ID Registration Reference Manual Understanding the ID Screen Patient Name and GP Details GP Code Enter the unique code assigned by your Authority to the patient’s GP. The system will automatically validate the code and display the GP’s name and current Practice Code. Check that the name is correct.
Page 190 ID – Identity Details Registration Reference Manual • Lady • Earl • Dame • Prof (Professor) • Rev (Reverend) • R.Rv (Bishop) • Can (Canon) • Fr (Father) • Dean • R.Hn (Right Honourable) • Hon (Honourable) • SqLd (Squadron Leader) •...
Page 191 Identity Details – ID Registration Reference Manual Extra Names This field is useful if the patient spells his/her surname in several ways, or is sometimes known by another name. Valid characters are A–Z ’ or a blank space. Extra names must consist of at least two characters, one of which must be alphabetic.
Page 192 ID – Identity Details Registration Reference Manual Patient Address Details House Name Address Line 1 Enter all elements of the address that occur before the building number, or if there is no building number before the thoroughfare. Valid characters are A–Z 1–9 , – ’. or a blank space.
Page 193 Identity Details – ID Registration Reference Manual Address Matching/Linking and HA/GP Links applications cannot use an Address Code unless there is a corresponding entry within the Address Table containing locality, town and county. Post Town / County The patient’s postal town and county. These fields should be left blank if an Address Code has been used.
Page 194 ID – Identity Details Registration Reference Manual Status Codes • Exact – either an exact match has been found, or the address was Linked after finding an exact match. • Rel. Add – either a Related Address Code match was found, or the address has been Linked after finding a Related Address Code Match.
Page 195 Identity Details – ID Registration Reference Manual o U – Unlink. This option will either Unlink a previously Linked address, or set a new address to an Unlinked status. Only users with FULL access can Unlink an address. Manually Unlinked addresses will be set with the status of Man.
Page 196 ID – Identity Details Registration Reference Manual PCO of Resid. This is a read-only field which displays the PCO of Residence corresponding to the patient’s postcode. The displayed value represents the national PCO Code of the PCO having geographic responsibility for the postcode recorded against the patient. For a patient with no postcode or a postcode that is not currently included within the Postcode-to-PCO Code Mapping file, a value of “UNK”...
Page 197 Identity Details – ID Registration Reference Manual The removal of the ‘demolished’ flag applies to the address and not the individual patients at that address. To remove the demolished flag for the address, place the cursor in the Actn. field and press Ctrl Shift –.
Page 198 ID – Identity Details Registration Reference Manual Patient Details Birth Date Enter the patient’s full date of birth. Partial dates will not be accepted. The system will automatically calculate the patient’s age, and display this next to the date. If you are registering a birth (code 1), the date must be within the last year. NHS No.
Page 199 Identity Details – ID Registration Reference Manual • T – Temporary Number • G – Practice Registration • H – NHAIS • N – Existing Number Supplied by NHSCR • P – Existing Number Traced Using PDS. M – Male, F – Female, I – Indeterminate Do not amend the Sex field if contraceptive service data exists for this patient.
Page 200 ID – Identity Details Registration Reference Manual M/R status codes • ACR – Awaited Record from NHSCR • AFH – Awaited from Old Authority • AGP – Awaited from Old GP • APR – Awaited Pending Reply from NHSCR • CGP – Cancelled Record Returned to GP •...
Page 201 Identity Details – ID Registration Reference Manual GP Details Drugs Dispensed Either: • Y – yes to indicate that drugs are being dispensed; or • N – no or a blank space if drugs are not being dispensed. If the drugs field is set to Y, the system will check the drugs indicator field on the GD screen to ensure that the GP is a registered dispensing doctor.
Page 202 ID – Identity Details Registration Reference Manual Online Tables Are Used and ID RPP Fields Are Read-only RPP fields on the ID screen will be set to READ ONLY if the following SP parameters have been set to Y: • HA uses RPP Mileage Table Software; •...
Page 203 Identity Details – ID Registration Reference Manual If a patient’s address or GP code is amended, a Distance OK query will be displayed. Check the RPP units entered for the new GP/patient location. Example: RPP Window All details in the window are read only. | Drugs Dispensed?.
Page 204 ID – Identity Details Registration Reference Manual Patient Assignment Details Assignment Type If a patient has been assigned to a practice, a code showing the assignment type can be entered at the time of registration, or at a later date. The valid codes are: •...
Page 205 Identity Details – ID Registration Reference Manual Transfers In Details Enter details here if the patient has been registered with the acceptance code 3. You may only enter/amend details in these fields if the M/R status indicates that the record is still outstanding.
Page 206 ID – Identity Details Registration Reference Manual Original Acc/Post NHSCR Enter the date the patient was accepted by your Authority. If this field is left blank the computer will automatically enter the same date as the Date Added field. It is recommended that the date is manually entered whenever possible.
Page 207 Identity Details – ID Registration Reference Manual Registration code FP99 type 5 (Ex-Service) A (Amend) B, G, H Care should be taken if manually requesting FP99s. NOTE Outstanding Medical Records should be requested using the AJ-OSMR print. Refer to Appendix A, Chapter 20 for further details. Section 3 1-39 Version: 2.68...
Page 208 ID – Identity Details Registration Reference Manual Bulk Transfer Display Window This window will display a patient’s previous GP code and name in a pop-up box on the ID screen if the patient has been Bulk transferred. It shows the type of Bulk transfer run, (BT with CHS/CS claims, or BT without CHS/CS claims), the date of the Bulk transfer and the Donating and Receiving GP code and names, for the patient’s most recent Bulk transfer.
Page 209 Identity Details – ID Registration Reference Manual Patient Notes Display Window Entering Ctrl and – (minus) in the Key field allows the display of a pop-up window containing any live or deducted notes existing for this NHS number. These details are read-only.
Page 210 ID – Identity Details Registration Reference Manual How to View PCG/Practice Details (Pop-up Box) Directions to View PCG/Practice Details 1. Position the cursor in the GP Code field. 2. Press the Ctrl and / keys at the same time to display the information. •...
Page 211 Identity Details – ID Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION You must enter an action Code. CODE absent CODE invalid You have entered an invalid character in the Code field. Valid characters are A or 1–6. If you enter codes 1–5 the qualifier must be blank.
Page 212 ID – Identity Details Registration Reference Manual ERROR MESSAGE MEANING / ACTION GP not dispensing Either: You have entered a GP Code for a non-dispensing GP, and patient details indicate receiving drugs; or You have moved a patient by internal transfer to a non-dispensing GP.
Page 213 Identity Details – ID Registration Reference Manual ERROR MESSAGE MEANING / ACTION SURNAME too short The patient’s surname must contain at least two characters. Valid characters are A–Z ’ - or blank SURNAME invalid space; the first character must be alphabetic. You cannot use: •...
Page 214 ID – Identity Details Registration Reference Manual ERROR MESSAGE MEANING / ACTION PREVNM del on AD You may only delete this previous name from the AD screen. EXTRANM too short Extra names entered must contain at least two characters. Valid characters are A–Z ’ or single EXTRANM invalid blank space;...
Page 215 Identity Details – ID Registration Reference Manual ERROR MESSAGE MEANING / ACTION OUTCODE correct? The postal outcode entered is not held on your site’s outcode list (displayed on the OM screen). Press Enter to confirm that you have added the correct outcode.
Page 216 ID – Identity Details Registration Reference Manual ERROR MESSAGE MEANING / ACTION SEX must be present You must enter sex details. SEX invalid You have entered an invalid sex code. Valid codes are M – male, F – female, I – Indeterminate. You cannot change the sex code when Contraceptive SEX: CS data exists Service data exists.
Page 217 Identity Details – ID Registration Reference Manual ERROR MESSAGE MEANING / ACTION NHS No missing The NHS number should be entered. Enter the NHS number, or press Enter to confirm its absence. Press Enter to confirm that the NHS number is NHS No correct correct.
Page 218 ID – Identity Details Registration Reference Manual ERROR MESSAGE MEANING / ACTION BIRTH PLACE invalid You have entered invalid birth place details. Valid characters are A–Z ’ – , . 0–9 or a single space. You have entered an invalid character in the drugs DRUGS invalid indicator.
Page 219 Identity Details – ID Registration Reference Manual ERROR MESSAGE MEANING / ACTION DISTANCE over 29 Press Enter to confirm that the distance is over 29 miles. S/B UNITS invalid You have entered an invalid character in the S/B units field. Valid characters are S or B. W UNITS invalid You have entered an invalid character in the W units field.
Page 220 ID – Identity Details Registration Reference Manual ERROR MESSAGE MEANING / ACTION PR HA cannot enter Previous Authority details must exist if you are trying to amend this field. PREV HA must be XXX If a patient with a “DPRA” entry on the RE screen is being registered with the practice shown on the RE screen, the previous HA must match the ‘from’...
Page 221 Identity Details – ID Registration Reference Manual ERROR MESSAGE MEANING / ACTION PC/PAF conflict The postcode entered does not tally with the postcode retrieved from PAF for the address. Re- check the patient address and postcode entered. If you have entered the correct postcode for the address, inform your supervisor.
Page 222 ID – Identity Details Registration Reference Manual ERROR MESSAGE MEANING / ACTION POST IN DT correct? Press Enter to confirm that the acceptance / post in date is correct. IT TYPE OK? A query message to check the internal transfer code generated by the system.
Page 223 Identity Details – ID Registration Reference Manual ERROR MESSAGE MEANING / ACTION Inter Partnership Change A patient has been registered using the acceptance code 6 (Internal Transfer), and an internal transfer code of PT or PX has been generated. The prompt message will remain until the M/R status is amended on the MR screen to ‘FGP’...
Page 224 ID – Identity Details Registration Reference Manual ERROR MESSAGE MEANING / ACTION PRAC not on SDS An attempt has been made to register a patient with a GP where the NHAIS (PC Screen) Practice Code for that GP is not known on the Spine Directory Service (SDS).
Page 225 Additional Details – AD Registration Reference Manual AD (Additional Details) Screen The AD screen displays supplementary patient details. Use this screen to: • Add/amend any additional notes to be sent with FP69s. • Enter any previous surnames or forenames for the patient. •...
Page 226 AD – Additional Details Registration Reference Manual Response to FP69 Electronic Notification A ‘linked’ practice may respond to an electronic FP69 Prior Notification transaction in a number of ways: • Amendment transaction: either to advise the HA of a change to the patient’s registration details (typically his/her address), or to stipulate in the free text field the possible reason for the lack of response from the patient.
Page 227 Additional Details – AD Registration Reference Manual Directions to Access the AD Screen 1. Enter a key of AD with a valid qualifier, press Enter. The qualifier can be one of two combinations: • Valid NHS number. • Combination of – surname, first name second name, DoB. NOTE ...
Page 228 AD – Additional Details Registration Reference Manual Directions to Add/Amend Details 1. Enter relevant information in the Alternate names, Immigrant Details and FP69 Details fields, then press Enter. The message ‘DETAILS UPDATED’ will be displayed. If you do not wish to update the screen with details entered, press PF2 to restore the screen.
Page 229 Additional Details – AD Registration Reference Manual Alternative Names This information is particularly useful if the patient has ever changed his/her surname and/or forename. Valid characters are A–Z, or a blank space. Names must consist of at least two characters, one of which must be alphabetic. Previous Names You may enter up to three previous surnames and forenames.
Page 230 AD – Additional Details Registration Reference Manual NOTE  If the FP69 status is automatically set, the FP69 Reason code will be set to “1” (No Response to Correspondence) and Reason for FP69 Action and Free Text both “AUTOMATIC NON-RESPONSE IMMIGRANT ENQUIRY”.
Page 231 Additional Details – AD Registration Reference Manual Temporary NHS Number Multiple Occupancy Other Reason. In this field, you can either: • manually enter a reason code from those listed above; or • select a reason code for this field by using a pop-up window. Press Ctrl L and select the reason code from the pop-up window.
Page 232 AD – Additional Details Registration Reference Manual Example: AD Screen with Pop-up Window Showing Pre-defined Text for Reason for FP69 Action Field AD]Additional Details Qualifier[600 000 4842 SMITH, Mr. A Charles DoB : 12.09.1987 Age : 19 22 Niceroad, EXETER Dr.
Page 233 Additional Details – AD Registration Reference Manual Example: AD Screen with Pop-up Window Showing Pre-defined Free Text AD]Additional Details Qualifier[600 000 4842 SMITH, Mr. A Charles DoB : 12.09.1987 Age : 19 22 Niceroad, EXETER Dr. A Bbblackkkk (000040) EX5 6TR [------------------------------------------------------------] Additional no| Select Free Text for Reason Code 8...
Page 234 AD – Additional Details Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ADDNOTES invalid You have entered an invalid character in the ‘Additional Notes’ field. Enter the details correctly. Valid characters are A–Z, 0–9, or these punctuation characters: •...
Page 235 Additional Details – AD Registration Reference Manual ERROR MESSAGE MEANING / ACTION DT ENQ too early The date you have entered occurs before the last Immigrant Enquiry Run. Re-enter the date. You must not enter an Enquiry Due Date more than three DT ENQ over 3 yrs years in the future.
Page 236 AD – Additional Details Registration Reference Manual ERROR MESSAGE MEANING / ACTION FP69 set dt invalid You have either: • entered the date in an incorrect format; or • entered an invalid date. Check the date is in DD.MM.YY format and that it is correct.
Page 237 Additional Details – AD Registration Reference Manual Section 3 2-13 Version 2.95...
Page 238 Patient Notes – PN Registration Reference Manual PN (Patient Notes) Screen Use this screen to: • enter free text notes about the patient; • view any existing NHSCR and HA/GP Links messages, which are currently displayed on the Identity Details Screen; •...
Page 239 PN – Patient Notes Registration Reference Manual Directions to Access the PN Screen 1. Enter a key of PN with a valid qualifier and press Enter. Qualifiers: • NHS Number • A combination of Surname, Forename, Other Forename, DoB If the system cannot uniquely identify a patient from the details entered, the RS screen will display a list of potential matches.
Page 240 Patient Notes – PN Registration Reference Manual Understanding the PN Screen Exclude HA/GP Links transaction with Exclusion Code of PNE? This field is provided so that HAs can streamline the HA/GP Links (Registration) PNE Exclusion code whilst still ensuring that the PNE code is allocated to particular patients.
Page 241 PN – Patient Notes Registration Reference Manual Deleting a Line of Patient Notes The contents of a line of Patient Notes can be deleted by overtyping it with spaces, or by using the 4 and/or 5 keys on the numeric keypad (in the normal way). When you then press Return, the lines of Patient Notes will normally scroll up so that there are no blank lines.
Page 242 Patient Notes – PN Registration Reference Manual Deleting an NHSCR and/or HA/GP Links Message Line 3 of the PN screen also provides a facility for a user with Full access to remove unwanted NHSCR or GP links messages. The NHSCR messages can only be deleted if the status of the patient record on the NX screen is complete or if the record does not exist.
Page 243 PN – Patient Notes Registration Reference Manual Additional Patient Notes Additional patient notes are set up via runs of AJ-LLSE and AJ-RPSE. From this screen (PN) it is possible to view and delete the additional patient notes for the selected patient, or perform a bulk deletion of a selected note – or notes – from all patients.
Page 244 Patient Notes – PN Registration Reference Manual [-----------------------------------------------------------------------------] **Deleting additional patient notes** }-----------------------------------------------------------------------------{ | 1 additional patient note has been selected for deletion from this patient. | | Hit ‘Y’ to continue or any other key to abandon. [-----------------------------------------------------------------------------] Figure 5: PN Screen Pop-up Box to Confirm Deletion of Additional Patient Notes 5.
Page 245 PN – Patient Notes Registration Reference Manual [-------------------------------------------------------------------------------] **Deleting additional patient notes** }-------------------------------------------------------------------------------{ | 2 additional patient notes have been selected for deletion from all patients. | | Hit ‘Y’ to continue or any other key to abandon. [-------------------------------------------------------------------------------] Figure 7: PN Screen Pop-up Box to Confirm Bulk Deletion of Additional Patient Notes 5.
Page 246 Patient Notes – PN Registration Reference Manual Error Messages Reject Messages REJECT MESSAGE MEANING / ACTION Delete invalid Only ‘D’ or ‘d’ may be entered in the delete field. Check and re-enter. The ‘\’ character is invalid. Remove this character. \ NOT ALLOWED INVALID Char Either:...
Page 247 PN – Patient Notes Registration Reference Manual Query Messages QUERY MESSAGE MEANING / ACTION EXCLUDE flag set ? A change has been made to Patient Notes, and the ‘Exclude HA/GP Links transaction ...’ field is set to ‘Y’. Check that it is still appropriate for this field to be set to ‘Y’...
Page 248 Patient Notes – PN Registration Reference Manual Section 3 3-11 Version: 2.28...
Page 249 ONS Live Patient Reconciliation – N0 Registration Reference Manual ONS Live Patient Reconciliation / NHS Number Cross-reference File Live Patient Reconciliation allows a Health Authority to check the patient registration information held for “live” patients against equivalent information held on the NHS Central Register.
Page 250 N0 – ONS Live Patient Reconciliation Registration Reference Manual Health Authority Screen Live Patient Reconciliation Unix Screen 4-2 Section 3 Version: 2.9...
Page 251 ONS Live Patient Reconciliation – N0 Registration Reference Manual The N0 Screen The N0 screen enables the de-selection of dummy GPs, the extraction of patient details from the live database and the copying of these details to tape. When you run the N0 screen, it will automatically include patients held on the two ‘System’...
Page 252 N0 – ONS Live Patient Reconciliation Registration Reference Manual Example: The Initial N0 Screen N0]Live Patient Reconciliation Qualifier [ page-> This Screen Enables The Selection and Export of Live ONS Reconciliation Data STATUS: New Reconciliation Download GP CODE DE-SELECT? DESCRIPTION ------- ---------- -----------...
Page 253 ONS Live Patient Reconciliation – N0 Registration Reference Manual Understanding the N0 Screen for Selection and Extraction These screens allow for the de-selection of dummy GPs. Once de-selected, the dummy GPs’ patients will be ignored and not extracted. When you first use the initial N0 screen, the qualifier is blank. The qualifier is allocated a sequence number when you press the Enter key.
Page 254 N0 – ONS Live Patient Reconciliation Registration Reference Manual Directions to Set the Selection Parameters For screen examples, see page 1-4. 1. To de-select specific Dummy GPs, enter Y in the DE-SELECT? fields for those GPs you wish to de-select. To de-select all Dummy GPs (except those for patients moved at the doctor’s or patient’s request) enter Y in the Enter “Y”...
Page 255 ONS Live Patient Reconciliation – N0 Registration Reference Manual Example: The N0 Screen with a Status of Extraction Running N0]Live Patient Reconciliation Qualifier [000015 page-> This Screen Enables The Selection and Export of Live ONS Reconciliation Data STATUS: Extraction Running GP CODE DE-SELECT? DESCRIPTION...
Page 256 N0 – ONS Live Patient Reconciliation Registration Reference Manual Example: N0 Download Job Request Screen N0]Live Patient Reconciliation Qualifier[000015 This Screen Enables The Selection and Export of Live ONS Reconciliation Data STATUS: Reconciliation Awaiting Download to Tape DATE SELECTION STARTED 22/11/1996 TIME 10.05 HRS.
Page 257 ONS Live Patient Reconciliation – N0 Registration Reference Manual File Name Enter the name that is to be given to the temporary Unix file, e.g. EXPORT.DAT (this will be displayed in upper case on the screen). Enter Device Identity Enter the tape device number. This will be in the range 47 to 50. Enter “Y”...
Page 258 N0 – ONS Live Patient Reconciliation Registration Reference Manual Directions to Download the Data to Tape 1. Enter the directory of the temporary Unix file to be created in the Directory field, e.g. ‘/DOWNLOAD’. Ensure that this directory has enough space available;...
Page 259 ONS Live Patient Reconciliation – N0 Registration Reference Manual Example: Details Listing Screen N0]Live Patient Reconciliation Qualifier[L page-> This Screen Displays Details Of ONS Reconciliation Jobs. SEQ. DATE OF NUMBER OF STATUS SELECTION PATIENTS 000001 28/01/96 1,000,001 LIVE INDEX REBUILT 13/02/96 000002 28/01/97 1,000,123...
Page 260 N0 – ONS Live Patient Reconciliation Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION QUALIFIER invalid You have entered an invalid qualifier. Valid qualifiers are ‘L’, blank or an existing download sequence number. NO ACCESS TO THIS SCREEN You do not have access to this screen. If the qualifier is blank or a download sequence number, you need full user access.
Page 261 ONS Live Patient Reconciliation – N0 Registration Reference Manual Processing Run Error Messages ERROR MESSAGE MEANING / ACTION File specified already exists Retry with a unique file name. Unable to access HFS device Request Unix support to check / set up write permissions on the download directory.
Page 262 ONS Live Patient Reconciliation – N0 Registration Reference Manual Example: Status Report Southshire Health Authority Reconciliation Download to ONS Status Report Job sequence Number : 000004 Date Selection Process Started : 01/01/97 Time Selection Process Started: 19:21 Date Selection Process Completed : 01/01/97 Time Selection Process Completed: 20:13 Number of Patients selected:...
Page 263 ONS Reconciliation Import – N1 Registration Reference Manual Uploading the Tape from ONS The tape you have received from ONS contains a Unix file which needs to be uploaded using the following instructions: Directions to Upload the Tape to Unix 1.
Page 264 N1 – ONS Reconciliation Import Registration Reference Manual The N1 Screen The N1 screen controls the upload of data from Unix. The tape from ONS contains the matched live NHS number pairs, and N1 uploads the data from Unix and creates a cross-reference index.
Page 265 ONS Reconciliation Import – N1 Registration Reference Manual Example: The N1 Job Request Screen N1] ONS Reconciliation Import Qualifier[000015 This screen enables the import of live ONS reconciliation data and build of the new number pairs cross index files STATUS: Download to ONS Complete Enter Unix file created : Directory [...
Page 266 N1 – ONS Reconciliation Import Registration Reference Manual Directions to Upload the ONS Data from Unix 1. Enter the Unix directory, e.g. /DOWNLOAD. 2. Enter the Unix file name in the File Name field, e.g. EXPORT.DAT. NOTE The Unix directory and file name will be displayed in upper case on the N1 screen.
Page 267 ONS Reconciliation Import – N1 Registration Reference Manual Example: The N1 Run Details Screen N1]ONS Reconciliation Import Qualifier[000015 This screen enables the import of live ONS reconciliation data and build of the new number pairs cross index files STATUS: Creation of Live NHS Number Index Running Number of Number Pairs Received From ONS 503,000 Number of New Live Number Cross Index Pairs Created:...
Page 268 N1 – ONS Reconciliation Import Registration Reference Manual Example: The N1 Live Index Rebuilt Screen N1]ONS Reconciliation Import Qualifier[000015 This screen enables the import of live ONS reconciliation data and build of the new number pairs cross index files STATUS: Live Index Rebuilt Number of Number Pairs Received From ONS 1,000,999 Number of New Live Number Cross Index Pairs Created:...
Page 269 ONS Reconciliation Import – N1 Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION NO UPLOADS CAN BE FOUND The qualifier must be an existing download sequence number. If no downloads have been created, this message will be displayed. QUALIFIER invalid You have entered an invalid qualifier.
Page 270 N1 – ONS Reconciliation Import Registration Reference Manual Processing Run Error Messages ERROR MESSAGE MEANING / ACTION Unable to remove previous cross index The previous cross index file has not been removed from your system. Restart the suspended NNLB job on the AJ-Q. If the problem persists, contact Support.
Page 271 ONS Reconciliation Import – N1 Registration Reference Manual Example: Status Report Southshire Health Authority Reconciliation Download to ONS Status Report Job Sequence Number : 000004 Date Live NHS Number Index Creation Process Started : 01/03/97 Time Process Started : 19:21 Date Live NHS Number Index Creation Process Completed : 01/03/97 Time Selection Process Completed...
Page 272 N1 – ONS Reconciliation Import Registration Reference Manual 5-10 Section 3 Version: 2.9...
Page 273 Current Historic Details – CH Registration Reference Manual CH (Current Historic Details) Screen This is a “read only” screen which can be used to look at historic patient details for “live” patients, that is, the state of a patient’s record some time in the past prior to any changes made to it.
Page 274 CH – Current Historic Details Registration Reference Manual Directions to Access the CH Screen 1. Enter a key of CH, with a qualifier of either a valid NHS number or the patient’s Surname,Forenames,Date of birth including all the commas. 2. Press Enter. CH]Current Historic Qualifier[222 222 2222 page->...
Page 275 Current Historic Details – CH Registration Reference Manual Understanding the CH Screen Historic Details as at ... This field shows the date the record was changed from how it is displayed to either: • how it now appears in the ID screen for the most recent historic record; or •...
Page 276 Deductions – Introduction Registration Reference Manual Deducted Patients Patients may be deducted from the ‘live’ database via the DL, NX screens, the FP69 application or GP Links. Once a patient has been deducted, his/her details will remain on the ‘deducted’ database until deleted using the DP screen. The functions of the DL and NX screens are as follows.
Page 277 Deductions – Introduction Registration Reference Manual NOTE You have the option of automatically printing a list of all patients who will be deducted in the next 2 weeks via the FP69 processing. If this option is chosen, the printout will be produced every time your machine is rebooted.
Page 278 Deductions – Introduction Registration Reference Manual Deducted Patient Records Deducted patient details can be accessed on the following screens: • Deducted Index (DI) • Deducted Patient identity details (DP) • Deducted Notes (DN) • Deducted Prescription Prepayment/Exemption (DE) • Deducted Historic details (DH) •...
Page 279 Deductions – Introduction Registration Reference Manual Where a woman has a Cytology Record, it will be transferred to a deducted record. This cannot be accessed on screen but can be printed using the CR and AJ-CR applications. If required a deducted cytology record may be reinstated from the CY screen.
Page 280 Deductions – Introduction Registration Reference Manual New NHS Numbers – M/R Labels for Deducted Patients As part of the NHS Executive’s Information Management and Technology Strategy, new standard format NHS numbers are being issued by NHSCR to all patients. The Deducted Medical Record label enables the ‘new’...
Page 281 Deductions – Introduction Registration Reference Manual 1-6 Section 4 Version: 2.16...
Page 282 Deductions List – DL Registration Reference Manual DL (Deductions List) Screen This screen allows you to deduct a ‘live’ patient from a GP’s list within your Core System. The process of deducting a patient from a GP’s list transfers patient details held within the Core System from ‘live’...
Page 283 DL – Deductions List Registration Reference Manual Access Users with Full or Abbreviated access may deduct patients. 2-2 Section 4 Version: 2.90...
Page 284 Deductions List – DL Registration Reference Manual Directions to Deduct a Patient for Reasons Other than Registration Cancelled, Death or Deducted at Doctor’s Request 1. Enter a key of DL with a blank qualifier; press Enter. A blank “Deductions List” screen will be displayed. 2.
Page 285 DL – Deductions List Registration Reference Manual Example: Blank Deductions List Screen (Reason Other than R/C, D or DDR) DL]Deductions List Qualifier[ NHS No. Type Deduct / New Name and Address GP Code New Acc Date ________________________________________________________________________________ Embarkation Removal to New CSA A/C Adopted Child R/A New CSA/Same GP DPR Ded at Patient Request...
Page 286 Deductions List – DL Registration Reference Manual Understanding the DL Screen (Reason Other than R/C, D or DDR) NHS No The patient’s NHS number. A list of patient NHS numbers can be displayed on the SI (Surname Index) screen. Type The reason for the deduction.
Page 287 DL – Deductions List Registration Reference Manual Directions – Entering an O/R Deduction Code This code may be added to expand the reason for deduction O/R in one of three ways. 1. Enter the patient’s deduction type as O/R. When Enter is pressed, you will be asked to ‘CONFIRM O/R Type’.
Page 288 Deductions List – DL Registration Reference Manual Figure 1 DL]Deductions List Qualifier[ NHS No. Type Deduct / New Name and Address GP Code New Acc Date [--------------------------------------------------] O/R Deduction Codes }--------------------------------------------------{ |CGA|Correspondence states 'gone away' |OPA|Practice advise outside of their area |PAR|Practice advise patient no longer resident |PSR|Practice advise removal via screening system |PVR|Practice advise removal via vaccination data...
Page 289 DL – Deductions List Registration Reference Manual Directions to Deduct a Patient for Reason R/C (Registration Cancelled) 1. Enter a key of DL with a qualifier of R/C; press Enter. 2. A blank “R/C Deductions List” screen will be displayed. 3.
Page 290 Deductions List – DL Registration Reference Manual Example: Blank Deductions List Screen (Reason – R/C) DL]Deductions List For R/C Qualifier[R/C NHS No. Deduct Name and Address GP Code Date/ Req? Eff. NHS ] [ ] Service Desk Incident Number [ Understanding the DL Screen (Reason –...
Page 291 DL – Deductions List Registration Reference Manual An SDIN must not be entered: • unless an effective NHS number has been entered; or • if the patient is registered with a dummy doctor, that is, GP codes ZZZ100- ZZZ999. 2-10 Section 4 Version: 2.90...
Page 292 Deductions List – DL Registration Reference Manual Directions to Deduct a Patient for Reason D (Death) 1. Enter a key of DL with a qualifier of D; press Enter. A blank “D Deductions List” screen will be displayed. 2. Enter the patient’s NHS number. 3.
Page 293 DL – Deductions List Registration Reference Manual Example: Blank Deductions List Screen (Reason – D) DL]Deductions List For Deaths Qualifier[D NHS No. Deduct Notify Name and Address GP Code Date/ NHSCR? Date of Death ] [ ] Understanding the DL Screen (Reason – D) NHS No The patient’s NHS number.
Page 294 Deductions List – DL Registration Reference Manual Directions to Deduct a Patient for Reason DDR (Deducted at Doctor’s Request) 1. Enter a key of DL with a qualifier of DDR; press Enter. A blank “DDR Deductions List” screen will be displayed. 2.
Page 295 DL – Deductions List Registration Reference Manual Example: Blank Deductions List Screen (Reason – DDR) DL]Deductions list for DDRs Qualifier[DDR Deductions List for DDRs NHS Number Deduction Code Deduction Due -------------------------------------------------------------------------------- -------------------------------------------------------------------------------- Deduction Codes are 'I'mmediate, 'N'ormal and 'O'ut of Area. Understanding the DL Screen (Reason –...
Page 296 Deductions List – DL Registration Reference Manual Patient Note Additions If you wish to add patient notes relevant to the deduction, a pop-up window can be called up by those users who have access to this facility, to add up to five lines of patient notes.
Page 297 DL – Deductions List Registration Reference Manual Example: ‘Max. Number of Lines’ Warning Pop-up Window [--------------------------------------------------------------------] | WARNING – Max. No. of lines of notes exceeded, oldest will be lost | }--------------------------------------------------------------------{ Press ‘T’ to insert notes at the top Press ‘B’...
Page 298 Deductions List – DL Registration Reference Manual Special Circumstances 1. Where a patient is being deducted but also already exists as a deducted patient (i.e. this is the second deduction within a relatively short period), then a caution message is output: DELETE prev.
Page 299 DL – Deductions List Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION A listed patient has CHS claims and a finance job is CHS Claim in progress currently counting the claims. The patient cannot be deducted until the count is complete. Amend your deduction list.
Page 300 Deductions List – DL Registration Reference Manual ERROR MESSAGE MEANING / ACTION The date must not precede the current Quarter, unless DATE before curr qtr this is a back debit within the first month of the current DATE before last qtr Quarter.
Page 301 DL – Deductions List Registration Reference Manual ERROR MESSAGE MEANING / ACTION A Service Desk incident number should be a whole SDIN invalid number. GP RECORD IN USE The GP’s capitation information is being updated by someone else. If the message keeps recurring, it may be because the GP is in the process of a Bulk Transfer.
Page 302 Deductions List – DL Registration Reference Manual QUERY MESSAGE MEANING / ACTION The reason for the deduction is ‘O/R’, and you have the CONFIRM O/R Type option to enter an additional ‘O/R’ deduction code to expand on the reason. Enter the additional deduction code in the ‘Type’...
Page 303 Deducted Patient – DP Registration Reference Manual DP (Deducted Patient) Screen The DP screen displays details of patients who have been deducted from the live register. These patients have not been deleted from the system. Use this screen to: · amend deducted patient details; ·...
Page 304 DP – Deducted Patient Registration Reference Manual Directions to Access the DP Screen 1. Enter a key of DP with a valid qualifier and press Enter. The qualifier can be either: · a valid NHS number; or · a combination of surname, forename, other forename and/or date of birth.
Page 305 Deducted Patient – DP Registration Reference Manual Delete a Patient Directions to Delete a Patient 1. Enter D in the Code field, and press Enter. The message ‘SEND AGAIN IF YOU ARE SURE YOU WISH TO DELETE THIS PATIENT’ will be displayed. 2.
Page 306 DP – Deducted Patient Registration Reference Manual Amending Patient Details Directions to Amend Patient Details 1. Enter A in the Code field. 2. Make the required amendments to the record. NOTE Ø The DP M/R status date and ID M/R status date fields are read only.
Page 307 Deducted Patient – DP Registration Reference Manual Understanding the DP Screen CODE Enter the appropriate action code in this field. NOTE Ø If the message “Additional Details exist” appears in inverse text on line 4 of the screen you can also use this field to view additional notes in a pop- up window.
Page 308 DP – Deducted Patient Registration Reference Manual Address Code Enter the unique Address Code assigned to the postal address. If an Address Code is entered the locality, post town and county fields should be left blank. When details have been inserted in all remaining mandatory fields, press Enter.
Page 309 Deducted Patient – DP Registration Reference Manual Two numbers (the patient’s old NHS number and the new number) may be displayed side by side. The highlighted number is the active NHS number, and this is used to identify the patient on the ‘live’ database. The other number is the patient’s alternative NHS number, which is displayed for information only.
Page 310 DP – Deducted Patient Registration Reference Manual Residential Institute If the patient is registered at a Residential Institute, enter the code here. For a full list of RI codes in your HA area, display the RI screen. RPP Rate Rural Practice Payment Units are used to calculate payments to a GP when over 20% of their partnership list is comprised of patients living more than 3 miles from the main surgery.
Page 311 Deducted Patient – DP Registration Reference Manual · Blank – the reason may be blank for records assigned to dummy doctors, with GP codes greater than 99, e.g. ZZZ100. Dummy GP codes greater than ZZZ099 are used to register non-NHS patients onto the database, for example to enable a non-NHS patient to participate in a screening programme.
Page 312 DP – Deducted Patient Registration Reference Manual Directions – Entering an O/R Deduction Code This code may be added to expand the reason for deduction O/R in one of three ways. 1. Enter the patient’s deduction type as O/R. When Enter is pressed, you will be asked to ‘CONFIRM O/R Type’.
Page 313 Deducted Patient – DP Registration Reference Manual Figure 1 DP]Deducted Patient NHS No.[875 320 8978 Reply in batch F1031,65 expected D ** CODE-[ ] 'A'mend ; 'D'elete ]Dispensed?. (Y/N) . O/R Deduction Codes |ntial Institute . . |te. . (Full/Half) . {ance.
Page 314 DP – Deducted Patient Registration Reference Manual ID M/R status date The previous M/R status and date the status was entered. MR status codes are: · ACR – Awaited record from NHSCR · AFH – Awaited from old HA · AGP – Awaited from old GP ·...
Page 315 Deducted Patient – DP Registration Reference Manual Viewing Cervical Screening Details (Pop-Up Box) Directions to View Cervical Screening Details for a Deducted Patient (Users with Screening Access Only) 1. On the DP screen, position the cursor in the Key field (top left). 2.
Page 316 DP – Deducted Patient Registration Reference Manual Viewing Additional Details (Pop-Up Box) The following details, held on the AD (Additional Details) screen prior to the patient’s deduction, can be viewed in a pop-up box accessed from the CODE field. · Additional Notes ·...
Page 317 Deducted Patient – DP Registration Reference Manual Directions to View Additional Details for a Deducted Patient 1. On the DP screen, position the cursor in the CODE field 2. To display the information, press the usual key combination. This will normally mean pressing the Ctrl, Shift and –...
Page 318 DP – Deducted Patient Registration Reference Manual The box will not show the field headings if the patient does not have those details. For example, if the patient had no additional notes or previous names the pop-up box would appear as follows: Example: DP Screen with Additional Details Pop-up Box without Additional Notes or Previous Names DP]Deducted Patient...
Page 319 Deducted Patient – DP Registration Reference Manual Error Messages MESSAGE MEANING / ACTION CODE absent You must enter an action in the Code field. CODE invalid You have entered an invalid character in the Code field. Enter ‘R’, ‘ D’ or ‘A’. You do not have sufficient access rights.
Page 320 DP – Deducted Patient Registration Reference Manual MESSAGE MEANING / ACTION PREVNM too short The previous name must contain at least two characters, of which one must be alphabetic. Check the PREVNM invalid patient’s previous name, and re-enter. HOUSE/ROAD absent You must enter details in this field.
Page 321 Deducted Patient – DP Registration Reference Manual MESSAGE MEANING / ACTION NHS NO.–BCS details exist BCS details exist for the NHS number you have entered. Check that you have entered the correct details. NHS No. – live MR exists The NHS number you are changing to has an acceptance that is earlier than this NHS number’s deduction date on MR.
Page 322 DP – Deducted Patient Registration Reference Manual MESSAGE MEANING / ACTION RPP invalid Valid characters are ‘F’, ‘H’ or blank space. Enter correct details. The GP does not receive RPPs. Check details. RPP not set for GP RPP/RES conflict The RPP unit must not conflict with details held on the RI screen.
Page 323 Deducted Patient – DP Registration Reference Manual MESSAGE MEANING / ACTION DATE invalid Enter the deducted date in the format DD.MM.YY. The deducted date cannot be in the future. Re-enter. DATE in future The deduction date must be after the added date. Re- DATE before DT ADDED enter.
Page 324 Deducted Patient Notes – DN Registration Reference Manual DN (Deducted Patient Notes) Screen Use this screen to: • enter free text notes for a deducted patient; • view any existing NHSCR and HA/GP Links messages, which are currently displayed on the Deducted Patient Details Screen; •...
Page 325 DN – Deducted Patient Notes Registration Reference Manual Directions to Access the DN Screen 1. Enter a key of DN with a valid qualifier and press Enter. Qualifiers are: • NHS Number • Combination of – Surname, Forename, Other Forename, DoB If the system cannot uniquely identify a patient from the details entered, the RS screen will display a list of potential matches.
Page 326 Deducted Patient Notes – DN Registration Reference Manual Understanding the DN Screen ‘S’croll This field is used if the first line of Patient Notes is deleted. It can either contain ‘S’ or be left blank. If the first line of Patient Notes is deleted and S (or s) is entered in this field, the following lines of Patient Notes will scroll up so that there is no blank line.
Page 327 DN – Deducted Patient Notes Registration Reference Manual Notes for NHSCR Pop-up Window If Additional Notes were added on the AD screen for a Patient who has subsequently been deducted, they can be viewed in a pop-up window by activating the key control sequence, such as Ctrl Shift –, from the Key field.
Page 328 Deducted Patient Notes – DN Registration Reference Manual Deleting an NHSCR and/or HA/GP Links Message Line 3 of the DN screen also provides a facility for a user with Full access to remove unwanted NHSCR or GP links messages. The NHSCR messages can only be deleted if the status of the patient record on the NX screen is complete or if the record does not exist.
Page 329 DN – Deducted Patient Notes Registration Reference Manual Additional Patient Notes Additional patient notes are set up via runs of AJ-LLSE and AJ-RPSE. From this screen (DN) it is possible to view and delete the additional patient notes for the selected patient, or perform a bulk deletion of a selected note –...
Page 330 Deducted Patient Notes – DN Registration Reference Manual [-----------------------------------------------------------------------------] **Deleting additional patient notes** }-----------------------------------------------------------------------------{ | 1 additional patient note has been selected for deletion from this patient. | | Hit ‘Y’ to continue or any other key to abandon. [-----------------------------------------------------------------------------] Figure 6: DN Screen Pop-up Box to Confirm Deletion of Additional Patient Notes 5.
Page 331 DN – Deducted Patient Notes Registration Reference Manual [-------------------------------------------------------------------------------] **Deleting additional patient notes** }-------------------------------------------------------------------------------{ | 2 additional patient notes have been selected for deletion from all patients. | | Hit ‘Y’ to continue or any other key to abandon. [-------------------------------------------------------------------------------] Figure 8: DN Screen Pop-up Box to Confirm Bulk Deletion of Additional Patient Notes 5.
Page 332 Deducted Patient Notes – DN Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION *** Transaction(s) on UQ There are one or more transactions on the PDS Update screen for patient – no update Queue for this patient (on the UQ screen). This screen will be read-only until they are cleared.
Page 333 Deducted Exemptions – DE Registration Reference Manual DE (Deducted Exemptions) Screen Use this screen to: • Display prescription exemption details for a deducted patient. This information is useful to asses refund claims and to perform `spot' checks on the issue of certificates. All details are READ only Current Prescription Exemption and Pre-Payment certificates are recorded on the PE screen (described in Section 2, Chapter 5).
Page 334 DE – Deducted Exemptions Registration Reference Manual Directions to Display the DE Screen 1. Enter a key of DE with a valid qualifier and press Enter. Valid qualifiers are: NHS Number Combination of Surname, Forename, Date of Birth [surname,forename,date of birth] To access other screens, press Escape.
Page 335 Deducted Exemptions – DE Registration Reference Manual Example: Past Window DE Deducted Exemptions NHS no. 7853765454 BILLINGHAM,Mr. MIKE DoB - 20.01.1950 Age 45 years LITTLE LANE,EXETER, Dr G GETWELL (000001) [------------------------------------------------------------------------------] |DEDUCTED EXEMPTIONS: |*Type From Cert No Renewal Historic | |[H] [01.05.1985] [31.08.1985]...
Page 336 DE – Deducted Exemptions Registration Reference Manual Historic Your HA may receive a number of prescription exemptions which relate to a patient transferred to your site. These details will come from the patient’s old HA, and are held for historical information only. The field is used to indicate to the Work Load Statistics program (AJ-PISI) that the entry relates to old certificates issued by the patient’s previous HA.
Page 337 Deducted Historic Details – DH Registration Reference Manual DH (Deducted Historic Details) Screen This is a "read only" screen which can be used to look at historic patient details for “deducted” patients. The information on the DH screen for a “deducted” patient is the information which was available for display on the CH screen for the patient prior to deduction.
Page 338 DH – Deducted Historic Details Registration Reference Manual Directions to Access the DH Screen 1. Enter a key of DH, with a qualifier of either a valid NHS number or the patient’s Surname,Forenames,Date of birth including all the commas. Example: DH Screen DH]Deducted Historic Qualifier[234 832 7228 page->...
Page 339 Deducted Historic Details – DH Registration Reference Manual Understanding the DH Screen Historic Details as at ... This field shows the date the record was changed from how it is displayed to either: • how it now appears in the DP screen for the most recent historic record; or •...
Page 340 Status of Pending DDRs – DS Registration Reference Manual DS (Status of Pending DDRs) Screen The DS screen displays the pending deductions at doctor’s request (DDRs) which have been set up using the DL-DDR screen. It allows for the amendment of the deduction due date and deduction code, or for the deletion of the request.
Page 341 DS – Status of Pending DDRs Registration Reference Manual Directions to Access the DS Screen 1. Enter a key of DS, with a blank qualifier, or a qualifier of an NHS number or a date. 2. Press Enter. DS]Display/Update Pending DDRs Qualifier[ page->...
Page 342 Status of Pending DDRs – DS Registration Reference Manual Error Messages ERROR MESSAGE MEANING/ACTION ** QUALIFIER invalid The qualifier must be a date, NHS number or left blank. The Deduction Due date must be a valid date in format DATE DUE invalid DD.MM.YYYY or DD/MM/YYYY.
Page 343 DS – Status of Pending DDRs Registration Reference Manual 7-4 Section 4 Version: 2.22...
Page 344 Analysis of DDRs/DPRs – DR Registration Reference Manual DR (Analysis of DDRs/DPRs) Screen The DR screen provides a means of displaying or downloading information about patients who have been deducted at doctor’s request (DDR) via the DL screen (key DL, with a qualifier of DDR), or those deducted at patient’s request (DPR) via the DL screen.
Page 345 DR – Analysis of DDRs/DPRs Registration Reference Manual Directions to Access the DR Screen 1. Enter a key of DR and press Enter. DR]Analysis of DDRs/DPRs Qualifier[ Analysis of Deductions at Doctor’s / Patient’s Request Analyse by DDR [ ] or DPR [ ] Date Range ..
Page 346 Analysis of DDRs/DPRs – DR Registration Reference Manual Organisation Code Enter a valid code for the organisation type you specified in the field above. This will limit the information displayed or downloaded to just those patients relating to this organisation. If an organisation type of ‘PC’, ‘PR’ or ‘GP’ has been selected, a list of valid codes is available by pressing Ctrl and L from this field.
Page 347 DR – Analysis of DDRs/DPRs Registration Reference Manual DR]Deducted at Patient's Request Qualifier[ Count of DPRs by PCO - Whole Database From: 01.01.1948 To: 25.02.2005 PCO Code PCO Details Total -------------------------------------------------------------------------------- 4SB41 TEST PCG 1 MBO TEST 2 5WW PRIMARY CARE TRUST -------------------------------------------------------------------------------- Figure 3: The DR Screen, Showing Details for Analysis Type PC DR]Deducted at Doctor's Request...
Page 348 Analysis of DDRs/DPRs – DR Registration Reference Manual DR]Deducted at Doctor's Request Qualifier[ Count of DDRs by GP for Practice M12345 - PEACK PRACTISE From: 01.01.1948 To: 01.09.2003 Status Type: Deducted GP Code GP Details Counts ----------------------------- Total "I" "N" "O"...
Page 349 DR – Analysis of DDRs/DPRs Registration Reference Manual Allowable combinations of organisation type and analysis type are shown in the table below. Organisation Type Analysis Type ‘*’ – whole system ‘PC’ (PCO) ‘PR’ (Practice) ‘GP’ (GP) ‘CO’ (Deduction Code) DDRs only ‘PA’...
Page 350 Analysis of DDRs/DPRs – DR Registration Reference Manual Header Record • NHAIS System Cipher • Extract Date (in CCYYMMDD format) • Deduction Type (‘D’ for DDR or ‘P’ for DPR) • Specified From Date (in CCYYMMDD format) • Specified To Date (in CCYYMMDD format) •...
Page 351 DR – Analysis of DDRs/DPRs Registration Reference Manual Patient Record • PCO Code • Practice Code • National GP Code • GP Contract Type (GMS or PMS) • Current NHS Number • Surname (in upper case) • Forename 1 (in upper case) •...
Page 352 Analysis of DDRs/DPRs – DR Registration Reference Manual Error Messages ERROR MESSAGE MEANING/ACTION ANALYSE BY: invalid ‘Y’ must be entered in either the DDR or DPR field. The other field must be blank. Enter a date in DD.MM.CCYY, DD/MM/CCYY or DD- DATE FROM: invalid MM-CCYY format.
Page 353 DR – Analysis of DDRs/DPRs Registration Reference Manual ERROR MESSAGE MEANING/ACTION PATH does not exist The UNIX path entered must already exist. FILE=Directory name The UNIX filename must not be an existing directory. FILE cannot be opened You do not have the necessary permissions to create the specified file.
Page 354 Analysis of DDRs/DPRs – DR Registration Reference Manual Section 4 8-11 Version: 2.43...
Page 355 Print Preparation – RP Registration Reference Manual RP (Print Preparation) Screen Before a final print can be initiated from the RR screen, the Print Preparation job must be run via the RP screen. This job prepares the print details. • Use this screen to initiate the print preparation job. Whenever you prepare a print, a print file is created.
Page 356 RP – Print Preparation Registration Reference Manual Directions to Access the RP Screen 1. Enter a key of RP with a blank qualifier, and press Enter. Example: RP Screen RP]Registration Print Prep Qualifier[ WARNING - MRE LABELS HAVE NOT BEEN PREPARED IN LAST 7 DAYS Print No.
Page 357 Print Preparation – RP Registration Reference Manual Directions to Start a Print Preparation Job 1. Enter P in the Action field for each print type you require, and press Enter. The screen cannot display all the print types available, to view the remaining prints press 2 to page forward or 1 to page back.
Page 358 RP – Print Preparation Registration Reference Manual Print Archiving When preparation is requested a copy of the print records produced will be archived so that it will be possible to retrieve the print file if required. However, only the 10 most recently prepared print files of each type will be retained in the archive.
Page 359 Print Preparation – RP Registration Reference Manual Understanding the RP Screen Print Type / Description The print code and explanation of the print produced. No. to Prepare The number of records waiting to be prepared and printed. Print types for which numbers cannot be produced will show N/A. Note that this does not indicate that there are no records to process.
Page 360 RP – Print Preparation Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ACTION invalid You have entered an invalid character in the ‘Action’ field. Either leave this field blank or enter ‘P’. This print type is already being prepared. To view the ACTION being prepared preparation job, access the RP,Q screen.
Page 361 Print Preparation – RP Registration Reference Manual ERROR MESSAGE MEANING / ACTION WARNING – MRE Labels A period of eight days has passed since MRE labels were produced. Prepare/print the MRE labels. Have Not Been Prepared In Last Seven Days WARNING –...
Page 362 RP – Print Preparation Registration Reference Manual 1-8 Section 5 Version: 2.82...
Page 363 Print Request – RR Registration Reference Manual RR (Print Request) Screen The RR screen displays a list of all the print types and their current status. Use this screen to: • initiate prints that have been prepared via the RP screen; •...
Page 364 RR – Print Request Registration Reference Manual Directions – Access the RR Screen Enter a key of RR with a blank qualifier, and press Enter. Example: RR Screen RR]Registration Print Request Qualifier[ page-> Print No. to Act'n Type Name Stat'y Print State [ ] 1...
Page 365 Print Request – RR Registration Reference Manual Directions – Initiate a Print Run Enter the appropriate print type number in the Option field. Enter the appropriate printer code in the Printer No. field, or UNIX if you are creating FP4, SUSP or FP22 download files, rather than prints. If required, enter the restart code in the Restart Point field.
Page 366 RR – Print Request Registration Reference Manual NOTE  Restart Procedures: • Printing can only be restarted if the Print State shows PRINTED. • Follow existing procedures to reset the State field to printed. Restart Codes FP99R Restart by entering a patient’s Surname or Surname, forename, for example (SMITH,A) will restart printing at the first surname of Smith with a forename of A.
Page 367 Print Request – RR Registration Reference Manual Printing will restart from the Surname specified, for example (EX4 4EX). Printing will restart from the Postcode specified. Restart by entering the patient’s Surname or Surname, Forename, for example (SMITH,A) will restart printing at the first surname of Smith with a forename of A. Restart by entering the Senior GP’s Surname or GP’s Surname, Forename, for example (HYDE,J ) will restart printing from Dr J.HYDE.
Page 368 RR – Print Request Registration Reference Manual Understanding the RR Screen Print Type / Name The print code and explanation of the print produced. Stat’y The type of stationery required during printing, for example Labels, Plain paper. No. to Print The number of records waiting to be printed.
Page 369 Print Request – RR Registration Reference Manual If you are downloading the FP4 data to a UNIX file, the message ** FILE /ftp/print_type_date_time.csv CREATED SUCCESSFULLY ** will be displayed, where date_time is the date and time the download file was created. The format of the download file is described later in this chapter on page 2-10.
Page 370 RR – Print Request Registration Reference Manual Using the RR Screen to Restore an Archived Print When preparation is requested, a copy of the print file is archived so that it will be possible to retrieve those print records. The 10 most recently prepared print files of each print type will be retained in the archive.
Page 371 Print Request – RR Registration Reference Manual RR Screen Print History Pop-up – Confirm Selected Print RR]Registration Print Request Qualifier[ page-> [------------------------------------------------------------------------------] ADMRE Print History |Date prepared Time User ID Records Action Date Time User ID| }------------------------------------------------------------------------------{ |20/06/2013* 16:40 SDTORF |PRINTED 20/06/2013 16:40...
Page 372 RR – Print Request Registration Reference Manual Download File Layouts FP4 Download File Format The fields within each record are listed in the table below and are delimited with the tilde “~” character. NOTE  Mixed case equivalents of the some fields have been provided to support higher quality letters being generated for patients.
Page 373 Print Request – RR Registration Reference Manual Field Name Format Forenames Mixed case Address line 1 Mixed case Address line 2 Mixed case Address line 3 Mixed case Address line 4 Mixed case Date of Birth DD.MM.YYYY Date of Birth DD Mmm YYYY.
Page 374 RR – Print Request Registration Reference Manual Also be aware that: • the FP22 UNIX download will not contain records which would appear within the “reminder letter” section of the printed report; and • the SUSP UNIX download will not contain records which would appear within the “exceptions”...
Page 375 Print Request – RR Registration Reference Manual • Previous Applications • Previous GP • Previous Address • Patient NHS Number – Barcode Unencoded • Patient NHS Number – Barcode Encoded SUSP Download File Format The file format for the SUSP UNIX download file is as follows: •...
Page 376 RR – Print Request Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ACTION invalid You have entered an invalid code in the action field. Enter either ‘C’ – Cancel or ‘R’ – Reinstate. You have tried to cancel a print which does not ACTION can’t cancel have a state ‘TO PRINT’.
Page 377 Print Request – RR Registration Reference Manual ERROR MESSAGE MEANING / ACTION RESTART not allowed You may only restart a print with a state of ‘PRINTED’. You also cannot use restart if you have opted to download to UNIX. Follow the correct restart procedures. RESTART invalid You have not specified where printing is to start from in the Restart Point field.
Page 378 RR – Print Request Registration Reference Manual Illustration – Print Process R EGIST R AT IO N APPLICAT IO NS G D / G P A P P L I C A T IO N A P P L I C A T IO N A P P L I C A T IO N A P P L I C A T IO N R P ,Q S C R E E N S C R E E N...
Page 379 Letter Library – LL Registration Reference Manual LL – Letter Library Set Up and Management This section describes the registration system’s computerised Letter Library, and how it is used with the Letter Library Selection Screen (AJ-LLSE) to create and manage a portfolio of electronically stored letters, which can then be printed as required using standard procedures.
Page 380 LL – Letter Library Registration Reference Manual The Letter Selection Screen (AJ-LLSE) The Letter Library may be used with the Selection Screen (AJ-LLSE) to produce personal letters for large groups of people. The Selection Screen allows you to define the type of letter to be produced, and which patients should receive it. Each letters created within the Letter Library is given a unique Letter Code.
Page 381 Letter Library – LL Registration Reference Manual Printing Letters via a PC For letters generated by AJ-LLSE, it is possible to produce the letters via a PC, using Microsoft Word. For HAs with the necessary equipment and software, this gives several advantages: •...
Page 382 LL – Letter Library Registration Reference Manual Before Creating a Letter Before creating a letter either on the NHAIS System Letter Library or using Microsoft Word, it is a good idea to think about the content and layout of your letter. It can be helpful to make a rough draft of the letter before starting to type, and to think about the following: •...
Page 383 Letter Library – LL Registration Reference Manual Starting and Ending a Letter Do not begin a letter with ‘Dear’. This word is inserted automatically by the computer. Do not end a letter with ‘Yours sincerely’. This phrase is also inserted automatically by the computer.
Page 384 LL – Letter Library Registration Reference Manual Creating a Letter To create a new letter, call up the Letter Library INDEX SCREEN, which will display a list of all the letters currently in existence. Letters stored within the Letter Library may relate to other medical areas, such as Cervical Screening.
Page 385 Letter Library – LL Registration Reference Manual Use the Index Screen to access a ‘blank’ page and create a new letter. Directions to Set Up a Letter 1. Call up the Index Screen with a key of LL and a blank qualifier. Press Enter. 2.
Page 386 LL – Letter Library Registration Reference Manual Hints and Tips • Think about the content of the letter before you begin to key in the text. The Letter Library screen does not have the functions of a word processor, and making editorial changes may be time consuming.
Page 387 Letter Library – LL Registration Reference Manual Updating a Letter Directions to Update a Letter 1. Call up the Index Screen with a key of LL and a blank qualifier. Press Enter. 2. Enter a letter code (displayed in the Index) in the qualifier. Press Enter. The first page of the letter will appear on the screen.
Page 388 LL – Letter Library Registration Reference Manual Reserved Words Patient and GP details can be inserted into a letter by using reserved words. These are codes that the computer system recognises and converts to specific text. For Urgent Medical Request letters the reserved words: •...
Page 389 Letter Library – LL Registration Reference Manual Data Items Data Items are patient and GP details which may be inserted into a letter. A pop-up list, which is read only, is available. NOTE Letters which are not selected via AJ-LLSE will not be able to use data items.
Page 390 LL – Letter Library Registration Reference Manual In order to use Data Items in a letter, you must follow certain rules: • The Data Item must be encased within curly brackets { }. For example, GP end date is {GPENDTE}. •...
Page 391 Letter Library – LL Registration Reference Manual Operator Name OPNM Operator Title OPTITLE PATADD Full Patient Address PATADD1 1st Line of Patient’s Address PATADD2 2nd Line of Patient’s Address PATADD3 3rd Line of Patient’s Address PATADD4 4th Line of Patient’s Address PATADD5 5th Line of Patient’s Address PATADD6...
Page 392 LL – Letter Library Registration Reference Manual Multi-line Items {FAMLYNM}, {PATADD}, {PRAC} and {SURGADD} are known as Multi-line Items. {PATADD}, {PRAC} and {SURGADD} are addresses which consist of a number of lines. If a line of text contains a multi-line item, it will be printed in standard address format.
Page 393 Letter Library – LL Registration Reference Manual Example screen: A Letter Containing Data Items LL]Letter Library Letter Code[BLKT page-> Letter Name..[Bulk Transfer Letter Description..[This is the standard bulk transfer letter. It will be sent ] & Usage [to all patients belonging to a resigning G.P Data Items and Paragraphs Allowed? [Y] ----------- Text of Letter ----------- [ [ I am writing to inform you that {CURGPNM} will resign from the...
Page 394 LL – Letter Library Registration Reference Manual Paragraph Library The Paragraph Library can be used to create standard paragraphs which may be used frequently. Paragraphs can then be inserted into letters created on the Letter Library, saving clerical time and effort The Paragraph Library allows you to: •...
Page 395 Letter Library – LL Registration Reference Manual Directions to Create a Paragraph 1. Call up the Index Screen with a key of PU and a blank qualifier. Press Enter. 2. Enter a new paragraph code in the qualifier. Press Enter. A ‘blank’ screen will appear.
Page 396 LL – Letter Library Registration Reference Manual Example screen: A Paragraph in the Paragraph Library PU]Paragraph Library Paragraph Code[SGOT page-> Paragraph..[Surgery Opening Times Description..[This prints Opening Times for a Surgery & Usage ------------------------------------ - Text of Paragraph - [ [ The Surgery is open on: [ [ Monday - Friday [ [ 9.00 am to 12.30 pm and 1.00 pm to 5.30 pm [ [ Saturday...
Page 397 Letter Library – LL Registration Reference Manual Action Field The action field is the user entry field on the left of each line of text. The codes which may be entered in the action fields are: – This will delete a line of text. Delete Move, >...
Page 398 LL – Letter Library Registration Reference Manual Error Messages ERROR MEANING / ACTION You have entered an invalid character in the Action ACTION INVALID field. Either enter ‘D’ – to Delete a letter, or leave the On the Index screen only. field blank.
Page 399 Letter Library – LL Registration Reference Manual These query messages shown when the field Data items and Paragraphs Allowed is set to N. QUERY MESSAGE MEANING / ACTION Line contains ‘{’ and ‘}’ and the text between any pair Data Items not Allowed is not a valid letter library Data Item name.
Page 400 LL – Letter Library Registration Reference Manual 1-22 Section 6 Version: 2.28...
Page 401 AJ-LLSE Registration Reference Manual AJ-LLSE Letter Library Selection This section describes the Letter Library Selection Analysis Job. It provides an easy way of producing personal letters for large groups of people. AJ-LLSE also allows you to select specific patients or generate a random selection. The AJ-LLSE screens allow you to: •...
Page 402 AJ-LLSE Registration Reference Manual Disk Space Requirements It has been estimated that 1,000 letters generated by a letter run from AJ-LLSE would require approximately 0.5 Mb of disk space. This means that 10,000 letters would require approximately 5 Mb. In order to preserve available disk space on the NHAIS System, you are advised to delete Letter Library Print Runs from the Already Printed Queue PQ-APPA, once the letter information is no longer required for an individual letter run.
Page 403 AJ-LLSE Registration Reference Manual Directions to Access AJ-LLSE Contents Screen 1. Enter your selections (refer to Understanding the AJ-LLSE Screen (Screen 1) on page 2-5). 2. Press Enter. The message ** PAGE ON TO ENTER FURTHER DETAILS ** will be displayed, and the page–> symbol will appear in the top right- hand corner of the screen.
Page 404 AJ-LLSE Registration Reference Manual Directions to Run AJ-LLSE 1. Enter your selections (refer to Understanding the AJ-LLSE Screen (Screen 1) on page 2-5). 2. Enter Y in the field at the bottom of the screen to queue the job for processing.
Page 405 AJ-LLSE Registration Reference Manual NOTE  When selecting patients by Address and District code, the system will extract a patient’s record even if it complies with the District code only or the Address code only. In all other instances, patients will only be selected if they meet all the selection criteria.
Page 406 AJ-LLSE Registration Reference Manual GP P/Ships When a partnership is defined on the system, the code for each GP is entered. One of the GPs must be made the senior GP. This GP’s code is then used as the Partnership’s reference.
Page 407 AJ-LLSE Registration Reference Manual Date Added These fields allow a search of those patients registered on the NHAIS system between a specified date added range. If the ‘To’ field is left blank, then today’s date will automatically be inserted (DD.MM.YYYY format). Drugs This field selects patients for whom a “Drugs Dispensed Marker”...
Page 408 AJ-LLSE Registration Reference Manual Q Codes Up to 4 Q codes can be entered. All patients on your system, who are registered at the HAs to which these Q codes apply, will then be selected. PCG Codes The codes of up to 6 Primary Care Groups and/or Primary Care Trusts can be entered. All patients registered with a GP who is responsible to one of these PCGs/PCTs will then be selected.
Page 409 AJ-LLSE Registration Reference Manual New GP Name If the selected patients need to be informed of a change of GP in their letters, {NEWGPNM} can be entered, as a data item, anywhere on the letter. The text entered in this field will replace every occurrence of {NEWGPNM}. The title of the doctor also needs to be included, e.g.
Page 410 AJ-LLSE Registration Reference Manual keyboard mappings.) To make a selection from the pop-up box, move the highlight to it using the up and down arrow keys, and then press Enter. Letter You can choose letters by entering a Letter Code. The letter code can be entered either by typing it in the field or by selecting it from a pop-up box.
Page 411 AJ-LLSE Registration Reference Manual The Head of Household Rule The Head of Household rule allows you to specify a rule by which the number of labels or letters is restricted to just those patients considered to be a “Head of Household”...
Page 412 AJ-LLSE Registration Reference Manual Additional Patient Notes These notes can be added via a pop-up box from the qualifier field in the same way as they can be from screen 1. When details complete enter ‘Y’ to validate and queue job for processing Check that all the details you have entered on the AJ-LLSE screens are correct, and then enter Y in this field to queue the job for processing.
Page 413 AJ-LLSE Registration Reference Manual Printing The preparation for an AJ-LLSE produces only one entry on the AJ-Q screen, but one or two entries on the PQ screen, depending on whether both letters and listings are selected. NOTE  PQ-AP does not support the printing of labels from AJ-LLSE to Unix. To print letters held in the system’s Letter Library, follow normal printing procedures.
Page 414 AJ-LLSE Registration Reference Manual Unix Download Files Two Unix files are produced if the “UNIX” option is chosen from the PQ screen after the job has completed. File 1 File 1 is comma delimited and has the following format: Column Heading Further Explanation JOBID Fixed text: “LLSE”...
Page 415 AJ-LLSE Registration Reference Manual Column Heading Further Explanation DTEBRTH Date of birth SURNAME Patient surname FNAME1 Patient’s first forename FNAME2 Patient’s second forename PENO Prescription exemption number PECOST Prescription exemption cost TITLE Patient title PCTREG PCT of responsibility PCTADD PCT of patient address PRACCODE Practice Code FAMLYNM1...
Page 416 AJ-LLSE Registration Reference Manual Column Heading Further Explanation SURGCL1 Surgery closing time SURGDAYS1 Surgery days open SURGTYP1 Surgery type SURGOP2 Surgery opening time SURGCL2 Surgery closing time SURGDAYS2 Surgery days open SURGTYP2 Surgery type SURGOP3 Surgery opening time SURGCL3 Surgery closing time SURGDAYS3 Surgery days open SURGTYP3...
Page 417 AJ-LLSE Registration Reference Manual Error Messages Screen 1 ERROR MESSAGE MEANING / ACTION You have tried to enter, within a text field, one of the INVALID Character characters / \ ~ or *. These are not permitted. INVALID Format You have either: •...
Page 418 AJ-LLSE Registration Reference Manual ERROR MESSAGE MEANING / ACTION You have attempted to enter the code of a GP who is not No Such GP registered on the GD screen. You have entered a GP code in the ‘GP P/Ship’ field NOT Senior GP which is not the code of the senior partner.
Page 419 AJ-LLSE Registration Reference Manual ERROR MESSAGE MEANING / ACTION AGE From Missing You have entered an age in the ‘Age to’ field but not in the ‘from’ field. You have entered an age in the ‘Age from’ field which is AGE From after To higher than the age in the ‘to’...
Page 420 AJ-LLSE Registration Reference Manual ERROR MESSAGE MEANING / ACTION You have attempted to enter an RI code that does not RI does not exist exist on the RI screen. Enter either a valid RI code or ‘*’ to select all existing residential institutes. RI Conflict You have entered ‘N*’...
Page 421 AJ-LLSE Registration Reference Manual Screen 2 ERROR MESSAGE MEANING/ACTION INVALID Character You have tried to enter, within a text field, one of the characters / \ ~ or *. These are not permitted. INVALID Format You have either: • entered an invalid character in one of the fields ‘Name’, ‘Title’, ‘Matter being dealt with by’...
Page 422 AJ-LLSE Registration Reference Manual ERROR MESSAGE MEANING/ACTION LISTING must be ‘Y’ The ‘Listing’ field must either contain ‘Y’ or be left blank. PE/LIMIT Conflict You have made an entry in both the ‘Patient Limit’ field and the ‘‘P’re-payment Certificate Reminders or ‘E’xemption Certificate Reminders’...
Page 423 AJ-LLSE Registration Reference Manual QUERY MESSAGE MEANING/ACTION key 2 on your numeric keypad to display screen 2 for the FURTHER DETAILS ** entry of letter content details. Screen 2 QUERY MESSAGE MEANING/ACTION If either ‘Y’ or ‘*’ has been entered in the Flag Hoh BOTH hoh and pat.? Label? field, then the names of both the Head of Household and the patient selected will be printed on...
Page 424 AJ-LLSE Registration Reference Manual QUERY MESSAGES MEANING/ACTION P’SHIP Hoh Conflict? If the Head of Household Rule is not 3 (Same PCG/PCT and Surname) and not 5 (No Head * Conflict Between Same Surname / GP of Household), then the Head of Household and Partnership Selection? * Rule may be in conflict with the patient selection.
Page 425 AJ-LLSE Registration Reference Manual QUERY MESSAGES MEANING/ACTION If the Head of Household Rule is not 5 (No IMM Hoh Conflict? Head of Household), then the Head of * Conflict Between Same GP / Surname Household Rule may be in conflict with the and Immigrant Date Selection? * patient selection.
Page 426 AJ-LLSE Registration Reference Manual QUERY MESSAGES MEANING/ACTION SEX Hoh Conflict? If the Head of Household Rule is not 5 (No Head of Household), then the Head of * Conflict Between Same GP / Surname Household Rule may be in conflict with the and Sex Selection? * patient selection.
Page 427 AJ-LLSE Registration Reference Manual QUERY MESSAGES MEANING/ACTION If the Head of Household Rule is not 5 (No NHS Hoh Conflict? Head of Household), then the Head of * Conflict Between Same GP / Surname Household Rule may be in conflict with the and NHS Number Selection? * patient selection.
Page 428 Letter Samples Registration Reference Manual Letter Samples This chapter shows three sample LL screens, and the letters produced. The examples shown in this chapter are: • Medical Card Query • NHS Number Query • Surgery Opening Times Section 6 3-1 Version: 2.9...
Page 429 Letter Samples Registration Reference Manual Sample Letter for Medical Card Query – Screen View LL]Letter Library Letter Code[CGB2 page-> Letter Name..[Example Letter MED CARD Description..[Sample Letter One & Usage [Request for Medical Details Data Items and Paragraphs Allowed? [Y] ----------- Text of Letter ----------- [ [You have registered as a National Health Service patient of [ [{CURGPNM} [ [To enable us to issue you with a medical card and to provide the doctor...
Page 430 Letter Samples Registration Reference Manual Mr. Robert J Graves Flat 3C Victoria Close EXETER Devon EX5 5SR 29 March 1996 Dear Mr. Graves You have registered as a National Health Service patient Dr. Veronica Vermillion. To enable us to issue you with a medical card and to provide the doctor with the correct medical records, please complete the details overleaf and return within FOURTEEN DAYS in the prepaid envelope provided.
Page 431 Letter Samples Registration Reference Manual Sample Letter for NHS Number Query – Screen View LL]Letter Library Letter Code[CGB3 page-> Letter Name..[Example Letter NHS No. Description..[Sample Letter Two & Usage [Request for confirmation of NHS Number Data Items and Paragraphs Allowed? [Y] ----------- Text of Letter ----------- [ [In reply to your letter of {ADDITEM1} it is confirmed that you are [ [registered on the list of {CURGPNM} from whom any...
Page 432 Letter Samples Registration Reference Manual Mr. Robert J Graves Flat 3C Victoria Close EXETER Devon EX5 5SR 29 March 1996 Dear Mr. Graves In reply to your letter of 19TH FEBRUARY 1996 it is confirmed that you are registered on the list of Dr. Veronica Vermillion from whom any necessary medical treatment can be obtained.
Page 433 Letter Samples Registration Reference Manual Sample Letter for Surgery Opening Times – Screen View LL]Letter Library Letter Code[CGB4 ** DATA RESTORED ** page-> Letter Name..[Example letter SUR TIMES Description..[Sample Letter Three & Usage [Surgery Times Data Items and Paragraphs Allowed? [Y] ----------- Text of Letter ----------- [ [As you may be aware this Authority recently took over the responsibility [ [for running the practice of {CURGPNM} with whom...
Page 434 Letter Samples Registration Reference Manual Mr. Robert J Graves Flat 3C Victoria Close EXETER Devon EX5 5SR 29 March 1996 Dear Mr. Graves As you may be aware this Authority recently took over the responsibility for running the practice of Dr. Veronica Vermillion with whom you are registered.
Page 435 Letter Samples Registration Reference Manual 3-8 Section 6 Version: 2.9...
Page 436 SYSTEM PARAMETERS – SP Registration Reference Manual SP (System Parameter) Screens What Are Parameters? Parameters are simply a set of rules that will enable you to select specific information from the computer system or request the computer to perform a particular function. Print parameters allow you to specify the format of the print.
Page 437 SP – SYSTEM PARAMETERS Registration Reference Manual RPP Table Parameters Host Download Parameters RPP Table Parameters for IOS Links AJ-BOAJ, LX, ID and AJ-DPAJ Parameters DDR Parameters W Registration Print Parameters MR Label Application Parameters MRE Box Label Description Text MRE Box Number Parameters/Prefixes The SP application controls parameter options for many Registration prints.
Page 438 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Display the Full List of Available Parameter Options 1. Enter a key of SP with a blank qualifier, and press Enter. The following screen display will then appear. Example: List of Available SP Options SP]System Parameters Qualifier[ Code Description...
Page 439 SP – SYSTEM PARAMETERS Registration Reference Manual A – General Parameter Options This screen has five uses: • You can specify whether Patient Title should be considered a mandatory field for Male and Female patients within the system. Patient Title is always optional for patients with Indeterminate sex.
Page 440 SYSTEM PARAMETERS – SP Registration Reference Manual Example: General Parameters Screen SP]System Parameters Qualifier[A General Parameters Is Patient Title mandatory for Male and Female patients . . [N] Internal Transfer codes "PT" and "PX" Is the M/R status to be changed automatically to "FGP"...
Page 441 SP – SYSTEM PARAMETERS Registration Reference Manual Directions to Set the Parameter Screen 1. Enter Y to make the title of male and female patients mandatory. For patients of indeterminate sex, the title is always optional. Enter N to leave the title for all patients optional. 2.
Page 442 SYSTEM PARAMETERS – SP Registration Reference Manual ERROR MESSAGE MEANING / ACTION • ! (exclamation point) • # (hash) • $ (dollar sign) • % (percentage) • * (asterisk) • + (plus sign) • ~ (tilde) • / (forward slash) •...
Page 443 SP – SYSTEM PARAMETERS Registration Reference Manual B – FP4 Parameter Options FP4 (Medical Cards) are produced and sent to patients registered at your HA. They are used to identify which doctor a patient is registered with. Use this screen to select the print sequence for FP4s and to specify whether download files are automatically produced by the system at a specific time.
Page 444 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Access the FP4 Parameter Options Screen 1. Enter a key of SP with a qualifier of B, and press Enter. Example: FP4 Parameter Screen SP]System Parameters Qualifier[B FP4 Parameters Print Sequencing. Select sequence in which FP4's are to be printed: A = Alphabetic P = Practice order...
Page 445 SP – SYSTEM PARAMETERS Registration Reference Manual Understanding the FP4 Parameter Screen Print Sequencing You may select in which order you wish the print to be output, by entering the appropriate code in the current sequence field. print medical cards in alphabetical patient surname order. print medical cards in practice order, alphabetically.
Page 446 SYSTEM PARAMETERS – SP Registration Reference Manual ERROR MESSAGE MEANING / ACTION SP-M email missing In order to automate FP4 file production, there must be at least one entry for the ‘FP4’ email group on the SP-M screen. TIME invalid Enter a time in hours, that is, a whole number in the range 0 to 23.
Page 447 SP – SYSTEM PARAMETERS Registration Reference Manual C – FP22 Parameter Options An FP22 print notifies or reminds a GP that a patient has been removed from his/her list. When required, it is also used to request the return of the patient’s Medical Record.
Page 448 SYSTEM PARAMETERS – SP Registration Reference Manual Medical Record Status NOTE  It is important to ensure that the MR Medical Record Status field is updated when a M/R is received. The system will run a check against this status field, to ensure that a Medical Record has not been received by the HA or GP, before passing patient details for FP22 preparation.
Page 449 SP – SYSTEM PARAMETERS Registration Reference Manual Directions to Access the FP22 Parameter Options Screen 1. Enter a key of SP with a qualifier of C, and press Enter. Example: FP22 Parameter Screen, Page 1 SP]System Parameters Qualifier[C page-> FP22 Parameters Reminder Periods.
Page 450 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Set the Parameter Screen 1. Set the Reminder Period field. 2. Select the order in which you wish the print to be output in the Current Sequence field. 3. Enter Y – yes or N – no in the Letter Production field, to indicate whether covering letter(s) are to be included.
Page 451 SP – SYSTEM PARAMETERS Registration Reference Manual Letter Production Enter Y yes if covering letters are to be produced. Enter N no if covering letters are not required. If you reply N, the field requesting ‘the number of reminders sent’ will not be displayed.
Page 452 SYSTEM PARAMETERS – SP Registration Reference Manual If the reason for deduction is to be printed in external communications, enter N. Only Y or N may be entered in these fields. They cannot be left blank. Error Messages ERROR MESSAGE MEANING / ACTION You have entered an invalid character in the Reminder RANGE 1 to 999...
Page 453 SP – SYSTEM PARAMETERS Registration Reference Manual D A TEST FAMILY HEALTH SERVICE AUTHORITY Date 10.05.1993 Dr William Smith Mr Martin Platte The General Surgery Devon HA Finlay Road Hexagon House Weatherfield Pynes Hill WE9 5PP Exeter EX12 5SE REMINDERS FOR THE RETURN OF MEDICAL RECORDS Dear Dr.
Page 454 SYSTEM PARAMETERS – SP Registration Reference Manual D A TEST FAMILY HEALTH SERVICE AUTHORITY Date 10.05.1993 Dr William Smith Mr Martin Platte The General Surgery Devon HA Finlay Road Hexagon House Weatherfield Pynes Hill WE9 5PP Exeter EX12 5SE REMINDERS FOR THE RETURN OF MEDICAL RECORDS Dear Dr.
Page 455 SP – SYSTEM PARAMETERS Registration Reference Manual D A TEST FAMILY HEALTH SERVICE AUTHORITY Date 10.05.1993 Dr William Smith Mr Martin Platte The General Surgery Devon HA Finlay Road Hexagon House Weatherfield Pynes Hill WE9 5PP Exeter EX12 5SE REMINDERS FOR THE RETURN OF MEDICAL RECORDS Dear Dr.
Page 456 SYSTEM PARAMETERS – SP Registration Reference Manual D – FP69 Parameter Screen When correspondence that has been sent to a patient is returned by the post office or new occupier because the patient has moved, an FP69 green card is processed. This card is sent to a patient’s current GP, requesting the patient’s new address details.
Page 457 SP – SYSTEM PARAMETERS Registration Reference Manual Directions to Access the FP69 Parameter Screen 1. Enter a key of SP with a qualifier of D, and press Enter. Example: FP69 Parameter Screen SP]System Parameters Qualifier[D FP69 Parameters Print Sequencing A = Alphabetic G = GP code P = Practice order S = Practice order...
Page 458 SYSTEM PARAMETERS – SP Registration Reference Manual Understanding the FP69 Parameter Screen Print Sequencing You may select the order in which you wish the print to be output, by entering the appropriate code in the current sequence field. print Labels in alphabetic GP surname order. print Labels in GP code order.
Page 459 SP – SYSTEM PARAMETERS Registration Reference Manual E – FP92 Parameter Options Prescription Exemption Certificates (FP92) are produced to enable patients with chronic illness, expectant mothers or mothers who have borne a child in the past 12 months to be issued with medication, certain medical appliances and elastic hosiery free of charge.
Page 460 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Access the FP92 Parameter Options Screen 1. Enter a key of SP with a qualifier of E, and press Enter. Example: FP92 Parameter Screen SP]System Parameters Qualifier[E FP92 Parameters Select sequence in which FP92s are to be printed ....[A] A = Alphabetic on patient surname, N = NHS number, X = Patient postcode Contact telephone numbers to be printed on FP92 (Y/N)? .
Page 461 SP – SYSTEM PARAMETERS Registration Reference Manual Understanding the FP92 Parameter Screen Print Sequencing You may select the order in which you wish the print to be output, by entering the appropriate code in the current sequence field. • A – print certificates in alphabetic patient surname order. •...
Page 462 SYSTEM PARAMETERS – SP Registration Reference Manual • Title (uppercase) • Gender (M, F or I) • Date of birth (in DD/MM/CCYY format) • Address line 1 (uppercase) • Address line 2 (uppercase) • Address line 3 (uppercase) • Address line 4 (uppercase) •...
Page 463 SP – SYSTEM PARAMETERS Registration Reference Manual ERROR MESSAGE MEANING / ACTION FP92s not produced In order to automate FP92 and FP96 file production FP92s must be set to “required” on the SP-W screen. In order to automate FP92 and FP96 file production FP96s not produced FP96s must be set to “required”...
Page 464 SYSTEM PARAMETERS – SP Registration Reference Manual F – FP96 Parameter Options A Prescription Prepayment Certificate (FP96) may be purchased by any patient who does not qualify for a Prescription Exemption Certificate. Patients can purchase a four or twelve month Prepayment Certificate if they know they will require medication, certain medical appliances and/or elastic hosiery on a regular basis.
Page 465 SP – SYSTEM PARAMETERS Registration Reference Manual Directions to Access the FP96 Parameter Screen 1. Enter a key of SP with a qualifier of F, and press Enter. Example: FP96 Parameter Screen SP]System Parameters Qualifier[F FP96 Parameters Select sequence in which FP96s are to be printed ....[A] A = Alphabetic on patient surname, N = NHS number, X = Patient postcode Contact telephone numbers to be printed on FP96 (Y/N)? .
Page 466 SYSTEM PARAMETERS – SP Registration Reference Manual Understanding the FP96 Parameter Screen Print Sequencing You may select the order in which you wish the print to be output, by entering the appropriate code in the current sequence field. print certificates in alphabetic patient surname order. print certificates in NHS number order.
Page 467 SP – SYSTEM PARAMETERS Registration Reference Manual Query Messages QUERY MESSAGE MEANING / ACTION BLANK telephone nos.? No telephone numbers are defined, but the Contact Telephone Numbers field is set to Y. TELEPHONE nos. off? Telephone numbers are defined, but the Contact Telephone Numbers field is set to N.
Page 468 SYSTEM PARAMETERS – SP Registration Reference Manual G – New GP Contract Parameters As part of the New GP Contract changes a new parameter – G – has been introduced, initially to control the new “Residences Postcode Checking Facility”. If this parameter is switched on, additional validation will be made against all incoming patient registrations and amendments as follows: •...
Page 469 SP – SYSTEM PARAMETERS Registration Reference Manual Directions to Access the New GP Contract Parameter Screen 1. Enter a key of SP with a qualifier of G, and press Enter. Example: New GP Contract Parameter Screen SP]System Parameters Qualifier[G New GP Contract Parameters Enable Residences Postcode Checking Facility ? (Y/N) .
Page 470 SYSTEM PARAMETERS – SP Registration Reference Manual Understanding the New GP Contract Parameter Screen Enable Residences Postcodes Checking Facility Enter Y or N to enable or disable the residences postcodes checking facility. Error Message ERROR MESSAGE MEANING / ACTION You have entered an invalid character. Enter either INVALID character ‘Y’...
Page 471 SP – SYSTEM PARAMETERS Registration Reference Manual H – Z68 Parameter Screen Z68 prints are sent to GPs notifying them of which patients have been registered at the HA on their patient/practice list. Use this screen to select the print sequence for Z68s. Patient details are passed to the Z68 print preparation application whenever: •...
Page 472 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Access the Z68 Parameter Screen 1. Enter a key of SP with a qualifier of H, and press Enter. Example: Z68 Parameter Screen SP]System Parameters Qualifier[H Z68 Parameters Print Sequencing Select sequence in which Z68's are to be printed. A = Alphabetic G = GP code P = Practice order...
Page 473 SP – SYSTEM PARAMETERS Registration Reference Manual Understanding the Z68 Parameter Screen Print Sequencing You may select the order in which you wish the print to be output, by entering the appropriate code in the current sequence field. print Z68s in alphabetic GP surname order. print Z68s in GP code order.
Page 474 SYSTEM PARAMETERS – SP Registration Reference Manual I – Parameter Options for Urgent Medical Record Requests Urgent Medical Record Requests will help to ensure that Medical Records required immediately by the new GP are transferred as quickly as possible. Use this screen to: •...
Page 475 SP – SYSTEM PARAMETERS Registration Reference Manual Restart Procedures These are described in Section 5, Chapter 2 (the RR screen). Directions to Access the Urgent Medical Record Request Parameter Options Screen 1. Enter a key of SP with a qualifier of I, and press Enter. Example: Urgent Medical Record Request Parameter Screen SP]System Parameters Qualifier[I...
Page 476 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Set the Parameter Screen Letters to previous GP 1. Enter the appropriate LL code in the 1st Letter and Reminder Letter fields. 2. Set the Elapsed Time field. Letter to previous HA 3.
Page 477 SP – SYSTEM PARAMETERS Registration Reference Manual If this field is set to No, check that the letter set up in the LL application does not contain reserved word coding. If it does, the reserved words will be printed as normal text, rather than the reserved word value, for example URRES1 will be printed in the letter, rather than the medical record movement date.
Page 478 SYSTEM PARAMETERS – SP Registration Reference Manual J – Parameter Options for M/R Label: 1st Acceptance, Births, Immigrant and Ex-Service Medical Record labels are to be attached to the MRE (Medical Record Envelope). They will contain registration information. Use this screen to specify the order in which the labels are printed. Whichever print sequence you choose, the label details will remain the same.
Page 479 SP – SYSTEM PARAMETERS Registration Reference Manual Restart Procedures These are described in Section 5, Chapter 2 (the RR screen). Remember that the print sequence you select will affect the restart code used on the RR screen. Directions to Access the M/R Labels Parameter Options Screen 1.
Page 480 SYSTEM PARAMETERS – SP Registration Reference Manual Understanding the M/R Label Parameter Screen Label Sequencing You may select the order in which labels are to be output by entering the appropriate code in the current sequence field. A – print labels in alphabetic patient surname order. D –...
Page 481 SP – SYSTEM PARAMETERS Registration Reference Manual K – Parameter Options for M/R Labels: Transfers/ Removals In and Internal Transfers Medical Record labels are to be attached to the MRE (Medical record Envelope), they will contain information held on the patient’s Medical Record. Use this screen to specify the print sequence order of M/R labels.
Page 482 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Access the M/R Labels Parameter Options Screen 1. Enter a key of SP with a qualifier of K, and press Enter. Example: M/R Label Parameters Screen SP]System Parameters Qualifier[K M/R Labels Parameters for Rem In & Int Transfers Labels Sequencing A = Alphabetic D = Patient surname...
Page 483 SP – SYSTEM PARAMETERS Registration Reference Manual Understanding the M/R Labels for Transfers In and Internal Transfers Screen Label Sequencing You may select the order in which labels are to be output by entering the appropriate code in the current sequence field. A –...
Page 484 SYSTEM PARAMETERS – SP Registration Reference Manual L – FP96 Parameter Options: Prescription Prepayment Rates A Prescription Prepayment Certificate (FP96) may be purchased by any patient who does not qualify for a Prescription Exemption certificate. Patients can purchase a four or twelve month Prepayment Certificate if they know they will require medication, certain medical appliances and/or elastic hosiery on a regular basis.
Page 485 SP – SYSTEM PARAMETERS Registration Reference Manual Directions to Access the FP96 Prepayment Charges Parameter Screen 1. Enter a key of SP with a qualifier of L, and press Enter. Example: FP96 Prepayment Charges Parameter Screen SP]System Parameters Qualifier[L Prescription Parameters PRESCRIPTION PREPAYMENT CHARGES: When resetting prescription prepayment charges, it should be noted that any prescriptions and reminders prepared for printing will be charged at the old...
Page 486 SYSTEM PARAMETERS – SP Registration Reference Manual Understanding the FP96 Prepayment Charges Parameter Screen Prepayment Certificate Annual Rate The annual charge made for a Prescription Prepayment Certificate. 4 Monthly Rate The charge for a 4-month Prescription Prepayment Certificate. Reminder Notification Annual Rate Annual Prepayment Certificate Reminder Notification.
Page 487 SP – SYSTEM PARAMETERS Registration Reference Manual M – Email Parameter Options The SP-M screen is used to maintain a list of email addresses for one or more key users for each NHAIS system. The system will use these email addresses to notify the key users of certain events which occur on the system.
Page 488 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Access the Email Parameters Screen 1. Enter a key of SP with a qualifier of M, and press Enter. Example: Email Parameters Screen SP]System Parameters Qualifier[M Email Parameters Code Email address or User ID [DEMDQ] [joe.user@nhs.net [KEY...
Page 489 SP – SYSTEM PARAMETERS Registration Reference Manual Code Description If you only communicate with one screening office, you can use this code to notify the screening office when a new GP is registered on the GD screen who can have patients assigned to their list. DEMDQ This code is used for notifying nominated users about any data quality issues which have been identified in the Registration system.
Page 490 SYSTEM PARAMETERS – SP Registration Reference Manual Code Description PAFU The Post Office Address File (PAF) is updated quarterly on NHAIS systems, with file updates being distributed via Unix files. Whenever a PAF update file is loaded into Unix on an NHAIS system (ready for reading into the system and updating the PAF file), an email is automatically sent to all the addresses associated with this code advising them of the availability of this update.
Page 491 SP – SYSTEM PARAMETERS Registration Reference Manual ERROR MESSAGE MEANING / ACTION CODE invalid The code field must be one of the pre-defined entries, which to start with is only ‘KEY’. There must be at least one email address/user ID DELETE invalid associated with this code.
Page 492 SYSTEM PARAMETERS – SP Registration Reference Manual N – Address Matching/Linking Parameters To ensure that patient addresses are accurate and conform to an agreed format, addresses may be matched against the Royal Mail’s Postcode Address File (PAF). Once matched, patient addresses may be Linked to the PAF address to enable future Royal Mail updates to be implemented with the minimum of fuss.
Page 493 SP – SYSTEM PARAMETERS Registration Reference Manual Directions to Access the Matching/Linking Parameter Screen 1. Enter a key of SP with a qualifier of N, and press Enter. Example: Address Matching/Linking Parameter Screen SP]System Parameters Qualifier[N Address Matching/Linking Parameters FOREGROUND APPLICATIONS (excl. ML/MK) Matching required? .
Page 494 SYSTEM PARAMETERS – SP Registration Reference Manual Understanding the Screen Matching required? Enter yes to enable the ID, GP Links LX and LR screens to match the patient address against PAF. Matching will include exact, multi-postcode and fuzzy matching. Enter no if foreground matching is not required. All remaining matching fields will be set to N.
Page 495 SP – SYSTEM PARAMETERS Registration Reference Manual Linking required? Enter yes to enable the background job AJ-BAML to link a patient address to a matching PAF address. Enter no if background linking is not required. All remaining Linking fields will be set to N. If Linking is set to no, then related address code matching and part premise matching should also be set to no.
Page 496 SYSTEM PARAMETERS – SP Registration Reference Manual O – Maintain Ctrl Key Sequences This screen allows you to amend the Ctrl key sequence used to operate a particular function/facility within the NHAIS System. It allows you to change the Ctrl key sequence established by NHAIS development to a local Ctrl key sequence of your choice.
Page 497 SP – SYSTEM PARAMETERS Registration Reference Manual Directions to Set the Maintain Ctrl Key Sequences Screen 1. Enter a key of SP with a qualifier of O and press Enter. 2. Enter the new Ctrl key in the Local CTRL Key field. Example: Initial Maintain Ctrl Key Sequences Screen –...
Page 498 SYSTEM PARAMETERS – SP Registration Reference Manual • Ctrl + A • Ctrl + B • Ctrl + D • Ctrl + E • Ctrl + F • Ctrl + G • Ctrl + H • Ctrl + I • Ctrl + J •...
Page 499 SP – SYSTEM PARAMETERS Registration Reference Manual P – FP69 Reason/Free Text Selections This screen is used to create standard text for use in the FP69 reason for the action field and FP69 free text fields on the Additional Details screen (AD). The screen provides the ability to set up standard text for each reason code to be entered into each text field.
Page 500 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Set the FP69 Reason/Free Text Selections 1. Enter a key of SP with a qualifier of P and press Enter. 2. Enter the reason code from 1 to 8 in the Reason field. 3.
Page 501 SP – SYSTEM PARAMETERS Registration Reference Manual Understanding the FP69 Reason/Free Text Selection Screen Reason Enter the reason code from 1 to 8. Type (R/F) Enter one of the following: • enter R to specify that you are entering or amending the text to be used by the pop-up window for the Reason for FP69 Action field on the AD screen;...
Page 502 SYSTEM PARAMETERS – SP Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION REASON missing For a new text, a reason code must be present. For a new text, a type code must be present. TYPE missing Text must be present. TEXT missing Reason codes must be in the range 1 to 8.
Page 503 SP – SYSTEM PARAMETERS Registration Reference Manual Q – Courier Route Names The SP-Q screen allow you to input and maintain courier route names. The route names may then be entered against a practice’s details (refer to the PC screen). Where a practice has a route name entered for it any request for a medical record envelope label (ad hoc or first acceptance) for a patient registered with the practice may have the route name and the stop number (entered on the PC screen) printed on...
Page 504 SYSTEM PARAMETERS – SP Registration Reference Manual Understanding the Courier Route Names Screen Route Name If you are adding a new route name, use the Route Name field in the upper part of the screen. Route names can be up to 17 characters long and can contain alphanumeric, space, comma, period, hyphen and apostrophe characters.
Page 505 SP – SYSTEM PARAMETERS Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ADD vs Action When adding a new route name you may not also amend or delete an existing route name. You may only amend one route name at a time. MULTIPLE Amends INVALID value A route name field may only contain...
Page 506 SYSTEM PARAMETERS – SP Registration Reference Manual R – RPP Table Parameters Parameters on this screen dictate how the RPP mileage tables are used on your system. Parameters on this screen must be set in line with policy at your Authority. Parameters will be set to N when the system is installed.
Page 507 SP – SYSTEM PARAMETERS Registration Reference Manual Understanding the RPP Table Parameter Screen Does HA use RPP Mileage Table Software? (Y/N) This option enables you to turn RPP tables on or off. If set to N (off), then parameter options below will be removed from the screen. Credit GPs Automatically with RPP? (Y/N) Enter Y to automatically credit a GP with values from his/her RPP mileage table, if RPP values have been left blank on the ID screen or if values have not been...
Page 508 SYSTEM PARAMETERS – SP Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION INVALID character The field must be set to either Yes or No. The acceptance margin must be a number from 0 INVALID character to 99. Re-enter. RPP not in use The RPP option is switched off, but an associated option is switched on.
Page 509 SP – SYSTEM PARAMETERS Registration Reference Manual S – Host Download Parameters This screen is used to set up the parameters for downloading patient data and statistics to UNIX. Patient information generated by various Analysis Jobs and Financial Jobs can be downloaded to UNIX.
Page 510 SYSTEM PARAMETERS – SP Registration Reference Manual Example: Host Download Parameters Screen (Page 1) SP]System Parameters Qualifier[S page-> Host Download Parameters Print Host Active Destination reference Code type (UNIX) (Y/N) (/.../) AJ-ABDN UNIX /home/ AJ-CP RR LTRS UNIX /tmp/ AJ-CSPG GPDOWN UNIX /home/iawh/ AJ-CWKL STATS...
Page 511 SP – SYSTEM PARAMETERS Registration Reference Manual Understanding the Host Download Parameters Screen Job Code This is not a data entry field. It contains the names of the Analysis Jobs and Financial Jobs whose data output can be downloaded to UNIX. Print type This is not a data entry field.
Page 512 SYSTEM PARAMETERS – SP Registration Reference Manual T – RPP Table Parameters for IOS Links Parameters on this screen dictate how the RPP mileage tables are used for HA/GP Links Items of Service claim types TR (Temporary Resident) and INT (Immediately Necessary Treatment).
Page 513 SP – SYSTEM PARAMETERS Registration Reference Manual Example: RPP Table Parameter Screen SP]System Parameters Qualifier[T RPP Mileage Table Parameters for IOS Links Does HA use RPP Mileage Table Software? (Y/N) ..[N] Credit GPs Automatically with RPP? (Y/N) .
Page 514 SYSTEM PARAMETERS – SP Registration Reference Manual Processing If the first field on this screen is set to Y (i.e. the RPP tables are to be used to validate RPP information contained within TR and INT claims), and either: • a received TR or INT claim contains RPP information; or •...
Page 515 SP – SYSTEM PARAMETERS Registration Reference Manual o If an RPP table entry is found, the information in the traced RPP table entry will be inserted into the claim. Existing Query Message validation will be bypassed. o If an RPP table entry is not found, the validation of the claim will be carried out as before.
Page 516 SYSTEM PARAMETERS – SP Registration Reference Manual • If the RPP tables within your NHAIS System are mostly based on Postcode, GP Practices should be encouraged to include a Postcode in the Patient’s Temporary Address. • If the RPP tables within your NHAIS System are mostly based on Address Code, GP Practices should be encouraged to format the Patient’s Temporary Address within the claim to match entries in your Address Code Table.
Page 517 SP – SYSTEM PARAMETERS Registration Reference Manual U – AJ-BOAJ, LX, ID and AJ-DPAJ Parameters Parameters on this screen affect the running of AJ-BOAJ, the Batch Organisation Analysis Job within HA/GP Links Registration, the LX screen, where transactions reside having passed through AJ-BOAJ, the ID screen and the Download Summary Report (DSR) produced by the running of AJ-DPAJ as part of the reconciliation process.
Page 518 SYSTEM PARAMETERS – SP Registration Reference Manual Example: AJ-BOAJ, LX, ID and AJ-DPAJ Parameters Screen, with Pop-up Box SP]System Parameters Qualifier[U [------------------------------------------------------------------------------] Partnerships where LC screen 'Postcode Update' field set to 'N' }------------------------------------------------------------------------------{ | 000078 | FUTPRA | INPRAC | MYR1 | MYR2 | NOTINP | PEPA9...
Page 519 SP – SYSTEM PARAMETERS Registration Reference Manual LX Screen Parameter There is one parameter for the LX screen. Postcode mandatory? When this is set to Y it is mandatory for any acceptance or amendment transaction (batches 1-10) to have a postcode. NOTE ...
Page 520 SYSTEM PARAMETERS – SP Registration Reference Manual Error Message ERROR MESSAGE MEANING / ACTION INVALID character Only ‘Y’ or ‘N’ allowed. Check and re-enter as appropriate. Section 7 1-85 Version: 2.94...
Page 521 SP – SYSTEM PARAMETERS Registration Reference Manual V – DDR Parameters This screen allows for the amendment of the default time delays before ‘Normal’ and ‘Out of Area’ deductions at doctor’s request are automatically processed. The values entered on this screen are used by the DL-DDR screen. Directions to Set the DDR Parameter Screen 1.
Page 522 SYSTEM PARAMETERS – SP Registration Reference Manual W – Registration Print Parameters The parameters on this screen determine which print types appear on the RP and RR screens. If the Required [Y/N] field is set to Y, the print type will be available for preparation and printing on the RP and RR screens.
Page 523 SP – SYSTEM PARAMETERS Registration Reference Manual Understanding the Registration Print Parameters Screen Required [Y/N] For each print type you need, enter Y in the relevant field. Enter N for those prints that you do not need. Error Messages ERROR MESSAGE MEANING / ACTION INVALID character Only ‘Y’...
Page 524 SYSTEM PARAMETERS – SP Registration Reference Manual X – MR Label Application Parameters The SP-X MR Label Application Parameters screen allows you to set the parameters controlling the MR Label Application. Use this screen to enter the ciphers of NHAIS systems that medical records are being forwarded to, for which you do not wish MR labels to be produced.
Page 525 SP – SYSTEM PARAMETERS Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION CIPHER invalid Cipher does not exist. Cannot enter the cipher of this system. CIPHER Home You have entered the same cipher more than CIPHER duplicated once. 1-90 Section 7 Version: 2.94...
Page 526 SYSTEM PARAMETERS – SP Registration Reference Manual Y – MRE Box Label Description Text The SP-Y screen allows you to create and maintain medical record envelope (MRE) box label descriptions. MRE box labels are printed from the ML screen and should be attached to the boxes used to store retained medical record envelopes.
Page 527 SP – SYSTEM PARAMETERS Registration Reference Manual Label Description Used for... Live Mixed Boxes containing MREs for live patients of any gender. This label description corresponds to a box with characteristics “LX” (found within the box number). Mixed Female Boxes containing MREs for both live and deceased female patients.
Page 528 SYSTEM PARAMETERS – SP Registration Reference Manual Directions to Set the MRE Box Label Description Text Screen 1. Enter a key of SP with a qualifier of Y and press Enter. 2. If you want to add a new label description, enter it in the Label Description field.
Page 529 SP – SYSTEM PARAMETERS Registration Reference Manual Understanding the MRE Box Label Description Text Screen Label Description You can enter new label descriptions in this field. Actn To amend an existing label description enter A or a in the relevant Actn field and make your amendment in the other field.
Page 530 SYSTEM PARAMETERS – SP Registration Reference Manual Query Message ERROR MESSAGE MEANING / ACTION You have entered a ‘D’ in the ‘Actn’ field to DELETE Label Description(s)? delete a label description. Are you sure you want to delete this label description. Section 7 1-95 Version: 2.94...
Page 531 SP – SYSTEM PARAMETERS Registration Reference Manual Z – MRE Box Number Parameters/Prefixes The SP-Z screen is used to maintain parameters relating to the use of MRE box numbers on your NHAIS system. The screen also includes a field which you can use to test the format of existing MRE box number barcodes.
Page 532 SYSTEM PARAMETERS – SP Registration Reference Manual Validate MRE Box Number Prefixes? Set this field to Y if you want the system to validate every box number that is allocated to a patient. This will ensure that the box number starts with one of the prefixes listed on page 2 of this screen.
Page 533 SP – SYSTEM PARAMETERS Registration Reference Manual Directions to Set the MRE Box Number Prefixes Screen 1. If you want to amend or delete box number barcode prefix use the Page on key to use the MRE Box Number Prefix screen. NOTE ...
Page 534 SYSTEM PARAMETERS – SP Registration Reference Manual If you wish to delete a prefix enter D in the Actn field and press Enter. The screen will allow multiple deletions of prefixes, but will only accept one amendment at a time. NOTE ...
Page 535 SP – SYSTEM PARAMETERS Registration Reference Manual ERROR MESSAGE MEANING / ACTION ADD vs Action You cannot add a new prefix and amend an existing one at the same time. An action field has been set to ‘A’ – amend, and PREF.
Page 536 M/R Status Codes Registration Reference Manual Introduction to the MR Medical Record Selection Screen MR Medical Record Selection Screen The MR Medical Record Selection screen allows you to specify search criteria in order to find and update patient medical record statuses. You can search in three ways: •...
Page 537 M/R Status Codes Registration Reference Manual Medical Record Status M/R Status Codes The following is a list of the current medical record status codes. • ACR – Awaited Record from NHSCR (assigned by NHSCR) • AFH – Awaited from Previous HA •...
Page 538 M/R Status Codes Registration Reference Manual If the patient is registered with a ‘dummy’ GP, the system will automatically assign an M/R status of NOT (Not Required). The system will assign an M/R status of NOT (Not Required) if a patient is re- registered at a practice and the patient’s previous medical record movement records indicate that the patient’s medical records are still at that particular practice.
Page 539 M/R Status Codes Registration Reference Manual FP99/AJ-OSMR Patient details will be passed to the FP99 and AJ-OSMR applications if the M/R status is set to AFH (awaited from previous HA). Any changes to previous HA of a transferred in patient will be reflected on the FP99R.
Page 540 M/R Status Codes Registration Reference Manual Guide to M/R Status Updates on the MR Screen This table has been designed to show which M/R status updates will output each of the messages listed. The codes below indicate the message type. Code Message This update is acceptance: no message will be output.
Page 541 M/R Status Codes Registration Reference Manual M/R Fast Update Rules If you attempt to update a record using the fast entry codes R or F on the MR screen and the acceptance/deduction code is not set as shown below, an error message will be displayed and the screen will not be updated.
Page 542 M/R Status Codes Registration Reference Manual M/R Status Changes: System Responses If the NHSCR/HA link is open, NHSCR will attempt to match details of each patient registered on the ID screen with patient details held on the NHSCR database. This matching procedure will help to ensure that details held on the NHSCR database match those held on the HA database.
Page 543 M/R Status Codes Registration Reference Manual 1-8 Section 8 Version: 2.72...
Page 544 MR Screen Registration Reference Manual MR (Medical Record Selection) Screen The MR Medical Record Selection screen allows you to specify criteria for finding patient medical records and once found, to update the patient’s medical record status. You can search in one of three ways: •...
Page 545 MR Screen Registration Reference Manual • the current status of the patient’s medical record; • any transfer-in details, if they exist; and • action dates, whether drugs have been dispensed, and so on. NOTE  Unlike the old M1 screen (which this screen replaced), the cursor is by default placed in the Key field, rather than the Quick Update field.
Page 546 MR Screen Registration Reference Manual • amend the date the medical record status was changed • view the patient’s previous medical records • enter the date clinical notes were forwarded • request a medical record label You can also fast freeze to one of several screens from the MR screen and these are listed on page 13.
Page 547 MR Screen Registration Reference Manual Directions to Display the MR Screen 1. You can search for a patient if you know either their NHS number, their name, and/or their date of birth. Enter a key of MR and a one of the qualifiers listed below: •...
Page 548 MR Screen Registration Reference Manual MR]Medical Record Selection Qualifier[ MEDICAL RECORD SELECTION CRITERIA NHS Number: . .[ or combinations of the following: Surname:..[ Forename(s):. .[ Date of Birth:.[ -------------------------------------------------------------------------------- Prev. GP, Partnership or HA (G/GP code, P/Senior GP code or H/Cipher):[ Qualified by: The Current Status:.
Page 549 MR Screen Registration Reference Manual Enter either: • a previous GP code – use G/‘GP code’ • a previous partnership code – use P/‘senior GP code’ • a previous Q code – use H/‘Q code’ • a previous HA code – use H/‘cipher’. The Current Status Enter a current medical record status code in this field.
Page 550 MR Screen Registration Reference Manual with or without the Date Status Changed Enter a date in either DD/MM/YY or DD/MM/CCYY format. The Reason for Movement (Deduction Code or Addition Code) Enter a reason for movement, that is, a deduction or addition code, in this field. You can also select a reason code from a paging pop-up box.
Page 551 MR Screen Registration Reference Manual • R/A – New HA/same GP • R/C – Registration cancelled • R/U – Returned undelivered • RIN – Reinstated person • S/D – Services dependant • SER – Services • T – Internal Transfer •...
Page 552 MR Screen Registration Reference Manual Possible Screen Messages Depending on the status of the patient and medical record, a message relating to urgent medical record requests or the return of records for deceased patients may be displayed in bold inverse video on line 10 of the screen. Message Meaning/Action NHS No nnn nnn nnnn has An...
Page 553 MR Screen Registration Reference Manual If the M/R status displayed in the box is followed by (A) it signifies that the status was set automatically, rather than by a user. MR]Medical Records Qualifier[100 000 0001 Surn.: Boop NHS No.: 100 000 0001 Fore.: Baby Address.: 2 Cathedral Yard Prev.:...
Page 554 MR Screen Registration Reference Manual NOTES  If you update the M/R Status field, no other information can be amended. You need to have FULL or ABBREVIATED access rights to be able to amend the M/R Status, Date or Clin. Notes Fwd fields, or to request an ad hoc label.
Page 555 MR Screen Registration Reference Manual Date Enter the date, in DD/MM/YY or DD/MM/CCYY format, the medical record status changed. Clin. Notes Fwd Enter the date (or dates) the clinical notes were forwarded on to the new holder of the medical record. Label? If you want to produce a medical record label, enter Y in this field.
Page 556 MR Screen Registration Reference Manual Fast Freeze Facility The MR screen allows you to “fast freeze” to several other NHAIS screens. Fast freeze can be invoked from the Key field using one of the key combinations shown below. Destination screen... Key Combination if the patient is “live”...
Page 557 MR Screen Registration Reference Manual • RB screen (Patient’s MRE Boxes) – press Ctrl E in the Key, Qualifier, Fast Update or M/R Status fields. 2-14 Section 8 Version: 2.94...
Page 558 MR Screen Registration Reference Manual Directions to Display the MR Flag Screen 1. Enter a key of MR with a qualifier of FLAG. 2. Complete each field as required. MR]Medical Record Selection Qualifier[FLAG This screen allows you to determine, for your UserID, the initial placement of the cursor on the MR screen for a patient.
Page 559 MR Screen Registration Reference Manual NOTE  There is a system setting for this field, so it may not be available for you to change. Label darkness as ‘S’tandard (0), ‘D’arker or ‘L’ighter (1-20)/Level Use these fields to set the print darkness levels. If you wish to use the default level on the printer, you should enter S and a level of 0.
Page 560 MR Screen Registration Reference Manual Error Messages MESSAGE MEANING/ACTION Clinical notes forwarded on dates must not be in the CL DATE in future future. Check and re-enter the date. CL DATE invalid You have entered a date incorrectly in the ‘Clin. Notes. Fwd’...
Page 561 MR Screen Registration Reference Manual MESSAGE MEANING/ACTION You have entered an incorrect value in the ‘Label?’ field. LABEL invalid Enter: • ‘Y’ if an ad hoc patient medical record label is required; • ‘N’ to suppress label production; or • ‘C’ to cancel existing MR labels. Otherwise, leave the field blank.
Page 562 MR Screen Registration Reference Manual MESSAGE MEANING/ACTION You have tried to search using both patient and previous Patient vs Org. search organisation details. Remove either the patient search details or the organisation search details. prev. GP required The status cannot be changed to AGP if details of the previous GP are missing.
Page 563 MR Screen Registration Reference Manual MESSAGE MEANING/ACTION You have entered invalid characters for the surname you QUALIFIER – surname invalid have used a part of the qualifier. Check and re-enter using only letters, the comma, hyphen, space, the ‘at’ symbol (@) or the apostrophe character.
Page 564 MR Screen Registration Reference Manual MESSAGE MEANING/ACTION Enter the number of the box in which the patient’s MRE BOX missing is to stored. A local box number has been entered where the cipher BOX NUMBER invalid indicates that the label has been printed on this NHAIS system but the sequence number indicates that this label has not yet been printed.
Page 565 MR Screen Registration Reference Manual MESSAGE MEANING/ACTION Must be ‘Y’ or ‘N’. PRINT invalid 180 missing Rotation value is empty. Must be ‘Y’ or ‘N’. 180 invalid LANDSCAPE missing Landscape mode, if available, is empty. Must be ‘Y’ or ‘N’. LANDSCAPE invalid DARKNESS missing ‘Darkness’...
Page 566 MR Screen Registration Reference Manual Section 8 2-23 Version: 2.94...
Page 567 Urgent Request – UR Registration Reference Manual UR (Urgent Request) Screen The UR screen passes patient details to the Urgent Medical Record Request print application. From 1 to 24 patients may be added per screen. The Urgent Medical Record Request screen will help you to transfer Medical Records required immediately by the new GP, as quickly as possible.
Page 568 UR – Urgent Request Registration Reference Manual Directions to Access the UR Screen 1. Enter a key of UR with a blank qualifier, and press Enter. Example: UR Urgent Medical Record Request Screen UR]Urgent Medical Record requests Qualifier [ Description: This application adds to a list, persons for whom an urgent request for the return of their Medical Records has been received.
Page 569 Urgent Request – UR Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION NHS No. not found You have entered an invalid NHS number. Enter the correct number. MR not outstanding The M/R status for the NHS number you have entered is NOT set to AFH or AGP.
Page 570 UR – Urgent Request Registration Reference Manual Sample Urgent Medical Record Request Letters In the examples shown on the following pages, the text that would be entered on the LL application has been shaded. Note that these samples include reserved words. Policy on the use of reserved words will be determined by your HA.
Page 571 Urgent Request – UR Registration Reference Manual Urgent Request to an HA (This letter has a maximum 25 lines of free text.) Medical Record Dept Registration Department Weatherfield HA Devon HA Jubilee House Hexagon House Royal Road Pynes Hill Weatherfield Exeter WE1 6QL EX12 5SE...
Page 572 UR – Urgent Request Registration Reference Manual Subsequent Urgent Request to an HA (This letter has a maximum 25 lines of free text.) Medical Record Dept Registration Department Weatherfield HA Devon HA Jubilee House Hexagon House Royal Road Pynes Hill Weatherfield Exeter WE1 6QL...
Page 573 Urgent Request – UR Registration Reference Manual Urgent Request to the GP (This letter has a maximum 16 lines of free text.) Dr William Smith Martin Platte The General Surgery Devon HA Finlay Road Hexagon House Weatherfield Pynes Hill WE9 5PP Exeter EX12 5SE REQUEST FOR A MEDICAL RECORD URGENTLY REQUIRED...
Page 574 UR – Urgent Request Registration Reference Manual 3-8 Section 8 Version: 2.27...
Page 575 Suspended M/R Print Registration Reference Manual Suspended Medical Record Print No print parameter options are available for this print. The print will provide you with a list of Medical Records coming out of suspension. In addition, the list will include details of all deducted patients held at the HA who have been re-registered.
Page 576 Suspended M/R Print Registration Reference Manual MRE Storage at the HA The system automatically assigns each deducted M/R with a numeric movement code from 000001 to 999999. This code may be used by your HA, when storing MRE, to index the records in numerical rather than alphabetical order. The Movement code would have to be written on each MRE if this indexing system were adopted.
Page 577 Suspended M/R Print Registration Reference Manual Suspended M/R Print Details The Suspended M/R Print will list re-registered patient details under the following headings: Deduction Code The deduction code and full expansion • A/C – Adopted Child • D – Death •...
Page 578 Suspended M/R Print Registration Reference Manual Any exceptions found while printing the list of reinstated patients will be detailed under the headings: • ‘Persons who have been deducted from the live register’ • ‘Persons who have been deleted from the system’ •...
Page 579 M/R Logged in Print Registration Reference Manual M/R Logged in Print No print parameter options are available for this print. This print will list an entry for each patient whose M/R status has been amended and for whom a label has not been produced. Details will be passed to the print preparation application: •...
Page 580 M/R Logged in Print Registration Reference Manual The print may be prepared/printed when required, probably on a daily basis. Details will be printed in ‘logged in’ date order by movement code. Patients will be listed alphabetically within the movement code. If the movement is a removal, details will be printed in HA cipher order.
Page 581 M/R Logged in Print Registration Reference Manual Print Details Date Patient(s) were Logged In The date the patient was originally logged in. Reason For Movement The movement code and full expansion • A/C – Adopted child. • C – Internal transfer by consent of previous GP. •...
Page 582 M/R Logged in Print Registration Reference Manual 5-4 Section 8 Version: 2.27...
Page 583 MRE Box Labels – ML Registration Reference Manual ML (MRE Box Labels) Screen The ML screen is used to request a print of labels for the boxes used for storing retained medical records. The screen also allows you to reprint labels on a local label printer and will give information on the contents of MRE boxes that are known on the system.
Page 584 ML – MRE Box Labels Registration Reference Manual Directions to Access the ML Screen 1. Enter a key of ML with a blank qualifier. 2. Press Enter. ML]MRE Box Labels Qualifier[ This screen allows you to request a print of labels for boxes used for storing retained medical records.
Page 585 MRE Box Labels – ML Registration Reference Manual NOTE  When printing to a local label printer, after updating the screen, you must press Ctrl Alt 9 to start printing the label. The last labels requested by you will be displayed at the bottom of the screen, for ease of reprinting should you need to.
Page 586 ML – MRE Box Labels Registration Reference Manual Directions to Access the ML Screen with Box Number Qualifier 1. Enter a key of ML with a qualifier of a valid box number. 2. Press Enter. ML]MRE Box Labels Qualifier[TESLM0000001 This Box Label was initially printed at 11:07 on 22/01/2014 by user SDTORF There are currently 8 MREs associated with this box.
Page 587 MRE Box Labels – ML Registration Reference Manual ML]MRE Box Labels Qualifier[TESLM0000001 [------------------------------------------------------------------------------] |Surname and Initials NHS Number Sex St LD UserID App. Date/Time in box }------------------------------------------------------------------------------{ |PAINE 999 008 3945 F FGP L SDTOFF ER-I 27.01.2014 13:21 |PAINE 999 008 3953 F FFH L SDTOFF ER-I 27.01.2014 13:24 |SMITH 999 000 0120...
Page 588 ML – MRE Box Labels Registration Reference Manual The records will be displayed in NHS number order. ML]MRE Box Labels Qualifier[TESLM0000001 [------------------------------------------------------------------------------] |NHS Number Action UserID App. Date Time New Box Number }------------------------------------------------------------------------------{ |999 378 3465 SDTORF 28.02.2014 11:17 SDTORF 28.02.2014 11:17 |999 213 4742...
Page 589 MRE Box Labels – ML Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION QUALIFIER invalid The qualifier must be blank, or be a box number that has been printed or is in use on the system. A ‘L’abel or ‘N’HAIS Printer must be specified. PRINT TYPE missing Enter ‘L’, ‘l’, ‘N’...
Page 590 Patient’s MRE Boxes – RB Registration Reference Manual RB (Patient’s MRE Boxes) Screen The RB screen is used to view and amend the location of a patient’s retained medical record envelopes, that is, the numbers of the boxes in which a patient’s MREs are stored.
Page 591 RB – Patient’s MRE Boxes Registration Reference Manual Directions to Access the RB Screen 1. Enter a key of RB with a qualifier of a valid NHS number. NOTE  Both old and new format NHS numbers can be entered. 2.
Page 592 Patient’s MRE Boxes – RB Registration Reference Manual In order to amend an existing box number enter an A in the action field and the new number in the corresponding New Box Number field. If you wish to delete a box number enter D in the action field and press Enter. NOTE ...
Page 593 RB – Patient’s MRE Boxes Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION INVALID value You may only enter ‘N’ or ‘R’ in the ‘New or Replace all’ field. You cannot add new or replace all box numbers and ADD vs Action amend an existing one at the same time.
Page 594 Patient’s MRE Boxes – RB Registration Reference Manual ERROR MESSAGE MEANING / ACTION Delete or Amend? The action field contains a value of ‘D’ and a ‘New Box Number’ has been entered. You may only add or amend box numbers for a MRE STAT.
Page 595 MRE Re-boxing – ER Registration Reference Manual ER (MRE Re-boxing) Screen The ER screen is used to associate patients’ MREs with a new retained medical records (MR) box. These MREs may already be associated with an existing retained MR box, or this may be the first time that these MREs are being recorded within the system.
Page 596 ER – MRE Re-boxing Registration Reference Manual The ER-U Screen This screen may be used when moving all MREs currently associated with a set of box numbers to a new set of box numbers using details supplied in a Unix file. A report file of successful updates will be produced.
Page 597 MRE Re-boxing – ER Registration Reference Manual Directions to Access the ER-I Screen 1. Enter a key of ER with a qualifier of I. 2. Press Enter. ER]MRE Re-boxing Qualifier[I This screen allows you to associate many patient MREs with an MRE Box Number. These MREs may already be known to the system (whereupon the data within the System for each MRE will be updated to reflect the change of Box Number) or this may be the first time that these MREs have been recorded within the...
Page 598 ER – MRE Re-boxing Registration Reference Manual Directions to Access the ER-B Screen 1. Enter a key of ER with a qualifier of B. 2. Press Enter. ER]MRE Re-boxing Qualifier[B This screen allows you to re-associate all patient MREs currently associated with one particular MRE Box Number to another MRE Box Number.
Page 599 MRE Re-boxing – ER Registration Reference Manual Directions to Access the ER-F Screen 1. Enter a key of ER with a qualifier of F. 2. Press Enter. ER]MRE Re-boxing Qualifier[F This screen allows you to associate a batch of patient MREs with MRE Box Numbers as supplied in the csv file specified below.
Page 600 ER – MRE Re-boxing Registration Reference Manual Enter ‘Y’ to start the process Enter Y to start the process. Data Validation The contents of the CSV file will be validated by a background process. Details of any records that fail validation will be added to a failed updates report with one of the following failure reasons: Failure Reason Meaning...
Page 601 MRE Re-boxing – ER Registration Reference Manual Failures Report If any failures are found in the processing of the data, a comma separated file will be created containing the following information for the failed records: • Row Number (the row number the record appeared in the original file) •...
Page 602 ER – MRE Re-boxing Registration Reference Manual Directions to Access the ER-U Screen 1. Enter a key of ER with a qualifier of U. 2. Press Enter. ER]MRE Re-boxing Qualifier[U This screen allows you to re-associate all patient MREs currently associated with a set of MRE Box Numbers to a new set of MRE Box Numbers.
Page 603 MRE Re-boxing – ER Registration Reference Manual will need to be amended and uploaded again to the Unix file system before it can be re-validated by this screen. The following errors may be displayed: Failure Reason Meaning BOX missing The existing or new box number is blank. Duplicate entry A box number appears more than once as an existing box number or a box number appears as...
Page 604 ER – MRE Re-boxing Registration Reference Manual Error Messages ER-I Screen ERROR MESSAGE MEANING / ACTION You must enter a value in the ‘Box Number’ field. BOX missing The value entered in the ‘Box Number’ field BOX invalid char. contains an invalid character (only alphanumeric, space or hyphen characters allowed).
Page 605 MRE Re-boxing – ER Registration Reference Manual Query Messages ERROR MESSAGE MEANING / ACTION A value of ‘N’ has been entered in the ‘Have these MRE already recorded? MREs already been recorded...’ field, but MRE boxing information already exists on the system for this NHS number.
Page 606 ER – MRE Re-boxing Registration Reference Manual ER-F Screen ERROR MESSAGE MEANING / ACTION EMAIL missing There must be at least one email address present for the ‘ER’ mail group, as defined on the SP-M screen. The ‘CSV file location’ must start with a slash (/) PATH must begin ‘/’...
Page 607 MRE Re-boxing – ER Registration Reference Manual ERROR MESSAGE MEANING / ACTION FILE open error The file entered as the ‘CSV file location’ cannot be opened. The ‘CSV file location’ must end with ‘.CSV’. FILE not csv PATH missing The ‘output path’ field is empty. PATH invalid The ‘output path’...
Page 608 Bulk Transfers Registration Reference Manual Bulk Transfer System The main purpose of the Bulk Transfer system is to provide the facility to: • bulk transfer a GP’s patient list, and optionally Child Health and Contraceptive Services claims, to another GP or group of GPs; •...
Page 609 Bulk Transfers Registration Reference Manual New and Amended Bulk Transfer Applications B1 (Bulk Transfers Screen 1) The B1 screen is used to set up Bulk Transfer, Abeyance or Dispersal parameters, e.g. receiving GP code, etc. It is also used to request printed transfer address labels or transfer letters.
Page 610 Bulk Transfers Registration Reference Manual Guidance on Entitlement to the Additional New Start Weighting Entitlement to the additional new start weighting (also known as the list turnover adjustment payment) will apply where patients are transferred from one practice (or GP) to another when no application to register is made; that is, where a practice ceases to exist.
Page 611 Bulk Transfer Screen 1 – B1 Registration Reference Manual B1 Screen The B1 screen is used to: Set parameters to perform a Bulk Transfer, Abeyance or Dispersal. • Request printed Bulk Transfer letters or address labels. • Transfer a GP’s Child Health Surveillance and/or Contraceptive claims. NOTE ...
Page 612 B1 – Bulk Transfer Screen 1 Registration Reference Manual An Abeyance may only be terminated by performing a Bulk Transfer or Dispersal. Dispersals NOTE  This procedure was withdrawn on 31 December 2006 – the “cut-off” date. For a variety of reasons, a GP may have his/her entire patient list dispersed. These patients are not transferred en masse to another GP or practice, but letters are sent to the patients with details of other GPs in their area.
Page 613 Bulk Transfer Screen 1 – B1 Registration Reference Manual Access Rights Users with FULL access may perform any function on the B1 screen. Users with ABBREVIATED access may perform restricted functions. Old key functions apply in this screen. Section 9 2-3 Version: 2.89...
Page 614 B1 – Bulk Transfer Screen 1 Registration Reference Manual Directions to Access the B1 Screen 1. Enter a key of B1 with a valid GP code in the qualifier, and then press Enter. Example: B1 Screen B1]Bulk Transfer - Part 1 Qualifier[PEPA6 Dr.
Page 615 Bulk Transfer Screen 1 – B1 Registration Reference Manual Bulk Transfer Procedures Directions to Set a Bulk Transfer 1. Enter B in the Type Of Transfer field. 2. Check the action date. If you are setting a Bulk Transfer, the system will automatically enter the action date as the GP end date.
Page 616 B1 – Bulk Transfer Screen 1 Registration Reference Manual Cancelling a Bulk Transfer When Bulk Transfer details have been set, the following message will appear at the bottom of the B1 screen: Enter Y if you wish to cancel part 1 Enter Y in the prompt field to cancel the details set.
Page 617 Bulk Transfer Screen 1 – B1 Registration Reference Manual Abeyance Procedures Directions to Set an Abeyance 1. Enter A in the Type Of Transfer field. You will not be able to enter A in this field after the cut-off date – 31/12/2006. 2.
Page 618 B1 – Bulk Transfer Screen 1 Registration Reference Manual Ending an Abeyance Once an Abeyance has been set up, patients will remain with the temporary GP until the Abeyance is Deleted or Terminated with a Bulk Transfer or Dispersal, or until the patient changes to a different GP, whichever is the sooner.
Page 619 Bulk Transfer Screen 1 – B1 Registration Reference Manual Dispersal Procedures Directions to Set a Dispersal 1. Enter D in the Type Of Transfer field. You will not be able to enter D in this field after the cut-off date – 31/12/2006. 2.
Page 620 B1 – Bulk Transfer Screen 1 Registration Reference Manual Understanding the B1 Screen Action Date When your HA receives notification from a GP that he/she is resigning or retiring from the medical list, or that notification is received from the General Medical Council that a GP is being removed from the medical list, the GP end date is recorded on the GD screen.
Page 621 Bulk Transfer Screen 1 – B1 Registration Reference Manual NOTE  Processing will stop as soon as the system reaches the letter(s) you have specified. If you wish to cover an entire alphabetic range – all the As for example – and you specify an End Point of AZ, patients could be missed, e.g.
Page 622 B1 – Bulk Transfer Screen 1 Registration Reference Manual Produce MRE Labels? MRE Labels may only be produced for a Bulk Transfer. The field must be set to N for a Dispersal or an Abeyance. NOTE  MRE labels are automatically prepared if requested, at the end of the Bulk Transfer.
Page 623 Bulk Transfer Screen 1 – B1 Registration Reference Manual Labels Enter Y – yes to pass address label details to the RP screen. Enter N – no, or leave a blank space, if you do not require labels. Once Bulk Transfer / Dispersal details have been set, address labels can be produced for all patients.
Page 624 B1 – Bulk Transfer Screen 1 Registration Reference Manual The required value can either be entered in the field or selected from a pop-up box. To display the pop-up box, position the cursor on this field, and then press the key combination normally used at your organisation.
Page 625 Bulk Transfer Screen 1 – B1 Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ABEYANCE TERMINATION Indicates that the Abeyance is being terminated. B1 NOT AVAILABLE – GP No GP end date has been set on the GD screen. Enter the GP end date on GD screen.
Page 626 B1 – Bulk Transfer Screen 1 Registration Reference Manual ERROR MESSAGE MEANING / ACTION DRUGS must be N You have entered an invalid code in the Drugs field. Must be ‘N’ to set an Abeyance. You have entered an invalid code in the Drugs field. DRUGS not Y/N Valid codes are ‘Y’...
Page 627 Bulk Transfer Screen 1 – B1 Registration Reference Manual ERROR MESSAGE MEANING / ACTION GP not qual for CS All receiving GPs must be qualified for Contraceptive Services if you have requested CS claims transfers with a Bulk Transfer. There is a problem connecting to the Spine Directory GNC SDS Error Service to check whether the receiving GPs’...
Page 628 B1 – Bulk Transfer Screen 1 Registration Reference Manual ERROR MESSAGE MEANING / ACTION RPP absent You have not entered ‘Y’ (yes) or ‘N’ (no) to transfer RPP details. RPP invalid You have entered an invalid code in the RPP field. RPP MUST BE N Must be ‘N’...
Page 629 Bulk Transfer Screen 1 – B1 Registration Reference Manual ERROR MESSAGE MEANING / ACTION HoH Rule invalid You have made an invalid entry in the HoH Rule field. Enter ‘1’ or ‘5’, or use the pop-up box. You have made an invalid entry in the Sort Rule SORT Rule invalid field.
Page 630 B1 – Bulk Transfer Screen 1 Registration Reference Manual ERROR MESSAGE MEANING / ACTION A previous bulk transfer has taken place from the Prev Bulk Trans donating GP to the receiving GP. DRUGS no transfer ? The donating GP is dispensing, but you are not transferring dispensing.
Page 631 Bulk Transfer Screen 2 – B2 Registration Reference Manual B2 Screen The B2 screen has two functions: • Page 1 displays transfer details set on the B1 screen from this GP to the receiving GP(s). Use this screen to: o Queue transfer details (set up on the B1 screen) to the AJ-Q screen for initiation.
Page 632 B2 – Bulk Transfer Screen 2 Registration Reference Manual WARNING! In order to keep the Health Authority and Practice databases in line, Health Authorities must ensure that all outstanding transactions involving the donating GP (if linked), are cleared before initiating the second part of a Bulk Transfer (i.e.
Page 633 Bulk Transfer Screen 2 – B2 Registration Reference Manual Example: B2 Page 1 B2]Bulk Transfer – Part 2 Qualifier[PEPA6 Dr. Rachel Parker Type of Transfer . . . (‘B’ulk, ‘A’beyance, ‘D’ispersal) Action Date ..01.09.06 Carryover? (Y/N) Cap Total Receiving doctor Drugs...
Page 634 B2 – Bulk Transfer Screen 2 Registration Reference Manual NOTES  If the transfer is between GPs in different practices, it may well take hours to run due to the necessary interaction with the PDS. You will be warned of this via the query message: •...
Page 635 Bulk Transfer Screen 2 – B2 Registration Reference Manual Directions to Initiate the Bulk Transfer 1. Enter Y (yes) in the Will all patients transferred attract New Start weighting field to flag all transferred patients as attracting the additional new start weighting within FJ-GSUM. If N is entered, only those specified as new starters on the B1 screen will attract the new start weighting.
Page 636 B2 – Bulk Transfer Screen 2 Registration Reference Manual Patients are assumed to be transferred at one second past midnight on the day after the Action day. This ensures that all patients are registered with a GP at all times, but that they are never registered with more than one GP at a time.
Page 637 Bulk Transfer Screen 2 – B2 Registration Reference Manual From The alphabetic point that Bulk Transfer processing will start from (set on the B1 screen). The alphabetic point that Bulk transfer processing will end on (set on the B1 screen). Y –...
Page 638 B2 – Bulk Transfer Screen 2 Registration Reference Manual Date Bulk Transfers – this is the action date set on the B1 screen. The transfer should be processed on this day. Abeyance – this is the date the Abeyance was processed. B/T or Abeyance This field indicates whether the outstanding transfer is: •...
Page 639 Bulk Transfer Screen 2 – B2 Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION INITIATE invalid Only ‘Y’ or blank allowed in this field. Enter ‘Y’ to start processing or leave blank. There are registration pending for the donating INITIATE n/a: UQ data GP on UQ.
Page 640 B2 – Bulk Transfer Screen 2 Registration Reference Manual ERROR MESSAGE MEANING / ACTION PRAC SDS Error There is a problem connecting to the Spine Directory Service (to check whether the receiving GPs’ Practice codes are known there). Try again later.
Page 641 Bulk Transfer Address Labels Registration Reference Manual Bulk Transfer Address Labels Bulk Transfer details are set on the B1 screen. Address labels are also requested on this screen. When B1 is updated, label details are passed to the RP application for print preparation.
Page 642 Bulk Transfer Address Labels Registration Reference Manual 4-2 Section 9 Version: 2.9...
Page 643 Analysis Print for Bulk Transfers Registration Reference Manual Analysis Print for Bulk Transfers Bulk Transfers are set on the B1 screen. Transfer details are then passed to the B2 screen where they may be queued for processing on AJ-Q with the job code BT. After processing, transfer details are passed to the analysis print queue (AJ-PQ,) from where prints of all processed transfers may be produced.
Page 644 Analysis Print for Bulk Transfers Registration Reference Manual Summary Print A front page will precede the Summary Print, with details of the Bulk Transfer set on the B1 and B2 screens: • Donating and Receiving GP’s name and code. • The surname range transferred. •...
Page 645 Analysis Print for Bulk Transfers Registration Reference Manual Analysis System Print Preparation, Printing Screens Key PQ Qualifier AP This screen is used to initiate the print run. It will display a complete listing of all analysis jobs that have been prepared on the AJ-Q screen but not yet been printed or completed printing.
Page 646 Analysis Print for Bulk Transfers Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION NO PATIENTS TRANSFERRED This message will appear on the print if no details WITHIN THIS BULK TRANSFER are available to print. INVALID RESTART POINT Either: ENTERED –...
Page 647 Practice Closed Lists Registration Reference Manual Practice Closed Lists – Introduction New functionality has been provided within the NHAIS system to allow operational staff to set up and maintain information regarding Closed Lists for Practices, as required by the New GP Contract. Three new screens have been created within the Registration system to provide this new functionality.
Page 648 Practice Closed Lists Registration Reference Manual 10-2 Section 10 Version: 2.62...
Page 649 PC-C Screen Registration Reference Manual PC-C Screen (Specify/View Practice List Closure) The PC-C Screen allows you to record that a Practice’s List is closed, or to view the latest List Closure for the Practice. Using the PC-C Screen The PC-C Screen accepts one of two possible qualifiers: •...
Page 650 PC-C Screen Registration Reference Manual Directions to Access the Initial PC-C Screen Directions to Access the Initial PC-C Screen 1. Enter a key of PC, with a qualifier of C. This screen is used to create a new List Closure for the Practice. 2.
Page 651 PC-C Screen Registration Reference Manual Example: Main PC-C Screen PC]Practice Maintenance Screen Qualifier[C This screen allows the entry of information regarding a Practice List Closure Practice Code ..P00015 PRACTICE NUMBER 15 List Closure Start Date . . [ List Closure End Date .
Page 652 PC-C Screen Registration Reference Manual • L (Lower Limit) – the List Closure applies for a period of time. The closure will then be considered to be “active” or “suspended” according to the Practice List Size in relation to the “activation” and “suspension” limits. (See the “Notes on Activation and Suspension Rules”...
Page 653 PC-C Screen Registration Reference Manual Example: PC-C Screen – Confirmation Message PC]Practice Maintenance Screen Qualifier[C ** PLEASE CHECK DETAILS BELOW AND SEND AGAIN TO CONFIRM ** This screen allows the entry of information regarding a Practice List Closure Practice Code ..P00015 PRACTICE NUMBER 15 List Closure Start Date .
Page 654 PC-C Screen Registration Reference Manual Directions to Access the PC-C Screen – C/Practice Code Qualifier Directions to Access the PC-C View/Amend Screen 1. Enter a key of PC, with a qualifier of C/Practice Code. This screen is used to view or amend the List Closure for the Practice. Example: PC-C View/Amend Screen, with C/Practice Code Qualifier PC]Practice Maintenance Screen Qualifier[C/P00015...
Page 655 PC-C Screen Registration Reference Manual • Initials; • Date of Birth; • Date Added; and • GP Notes (any free text notes included by the Practice within the Registration Links Acceptance transaction corresponding to this patient registration). Example: Export Patient Data Pop-up Window PC]Practice Maintenance Screen Qualifier[C/A12345 --------------------------------------------------------------------------------...
Page 656 PC-C Screen Registration Reference Manual Trailer Record (“~” delimited) • NHAIS System Cipher • Today's date (format: CCYYMMDD) • Number of patient records included within the file. Entering an SMTP e-mail address within this field will e-mail to that address a text file containing the same patient information as detailed above.
Page 657 PC-C Screen Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ** NO ACCESS TO DEFINE Full access rights to the PC Screen are required to define a new Practice List Closure. NEW CLOSED LIST ** You have entered a List Closure Start Date that is CLOSURE not latest before the Start Date of another List Closure recorded for the same Practice.
Page 658 PC-C Screen Registration Reference Manual ERROR MESSAGE MEANING / ACTION END vs. DATE You have elected to both amend the List Closure End Date at the same time as ending the List Closure. This is not permitted. Select one action only.
Page 659 PC-C Screen Registration Reference Manual ERROR MESSAGE MEANING / ACTION LIMIT invalid You have entered a Lower Limit that is not a valid, numeric value. Check and re-enter. LIMIT missing You have entered a List Closure Type of ‘L’ (Agreed Lower Limit) - but you have not entered a Lower Limit.
Page 660 PC-C Screen Registration Reference Manual ERROR MESSAGE MEANING / ACTION TYPE invalid You have specified an invalid List Closure Type - valid values are ‘F’ (Fixed Period), ‘P’ (Agreed Percentage) and ‘L’ (Agreed Lower Limit). Re- enter, using only ‘F’, ‘P’ or ‘L’. TYPE missing You have not entered a List Closure Type - this is a mandatory field.
Page 661 PC-C Screen Registration Reference Manual ERROR MESSAGE MEANING / ACTION ** LIST CLOSURE ENDED ** The displayed List Closure has been successfully ended. ** END DATE AMENDED ** The End Date of the displayed List Closure has been successfully amended. ** LIST CLOSURE DELETED ** The previously displayed List Closure has been successfully deleted from the system.
Page 662 PC-C Screen Registration Reference Manual 2-14 Section 10 Version: 2.15...
Page 663 PC-CH Screen Registration Reference Manual PC-CH Screen (Practice List Closure History) The PC-CH Screen allows the user to view the full List Closure history of a particular Practice. Using the PC-CH Screen The following may be used as a qualifier with this screen: •...
Page 664 PC-CH Screen Registration Reference Manual Directions to Access the PC-CH Screen Directions - to access the PC-CH screen 1. Enter a key of PC, with a qualifier of CH/National Practice Code. Example: PC-CH Screen PC]Practice Maintenance Screen Qualifier[CH/P00001 This screen displays the List Closure History for this Practice Practice Name : PENNY'S FIRST PRACTICE Total Current Practice List Size : 1,379 Display UserID Information [ ]...
Page 665 PC-CH Screen Registration Reference Manual Example: PC-CH Screen – User ID Pop-up Box PC]Practice Maintenance Screen Qualifier[CH/P00001 page-> This screen displays the List Closure History for this Practice Practice Name : PENNY'S FIRST PRACTICE Total Current Practice List Size : nn,nnn Display UserID Information [ ] Types : F = Fixed Period, P = Agreed Percentage, L = Agreed Lower Limit --------------------------------------------------------------------------------...
Page 666 PC-CH Screen Registration Reference Manual • the initials; • the date of birth (format: CCYYMMDD); • the date added (format: CCYYMMDD); and • GP Notes (any free text notes included by the Practice within the Registration Links Acceptance transaction corresponding to this patient registration). Trailer Record (“~”...
Page 667 PC-CH Screen Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION An invalid e-mail address has been entered. Note EMAIL invalid that, in respect of the “Export Patient Data” input fields, if a value is entered commencing with a ‘/’ character, the entered value is assumed to be Unix path and filename, otherwise, the entered value is assumed to be an e-mail address.
Page 668 PC-CH Screen Registration Reference Manual ERROR MESSAGE MEANING / ACTION PATH must not end ‘/’ The Unix path/filename must not end with a ‘/’ character. Remove the ‘/’ at the end of the Unix path/filename. SPACE invalid A SPACE character cannot be specified within a Unix path/filename.
Page 669 PC-CH Screen Registration Reference Manual Section 10 3-7 Version: 2.15...
Page 670 EL Screen Registration Reference Manual EL Screen (Current Practice List Closures) The EL Screen displays a summary of all non-historic, i.e. future, active and suspended, Practice List Closures. A future Practice List Closure is one which has a start date in the future. A current Practice List Closure is one which: •...
Page 671 EL Screen Registration Reference Manual Practice List Closures are displayed in Practice Code order. If two or more non- historic List Closures exist for a given Practice, these entries are displayed in reverse chronological order, i.e. most recent Start Date first. Three List Closures are shown on each page.
Page 672 EL Screen Registration Reference Manual Directions to Access the EL Screen Directions to Access the EL Screen 1. Enter a key of EL, with one of the following as a qualifier: • blank to use the whole database; • F for Fringe PCOs only; •...
Page 673 EL Screen Registration Reference Manual • List Closure Type, either “F” (Fixed Period), “P” (Agreed Percentage) or “L” (Agreed Lower Limit); • Current Practice List Size as of today; • Original Practice List Size as of the day the List Closure was established; •...
Page 674 EL Screen Registration Reference Manual • initials • date of birth • date added • GP Notes (any free text notes included by the Practice within the Registration Links Acceptance transaction corresponding to this patient registration). Example: EL Screen, with Export Patient Data Pop-up Box EL]Current Practice List Closures Qualifier[ page->...
Page 675 EL Screen Registration Reference Manual Trailer Record (“~” delimited) • NHAIS System Cipher • Today’s date (format: CCYYMMDD) • Number of patient records included within the file. Entering an SMTP e-mail address within this field will e-mail a text file to that address containing the same patient information as detailed above.
Page 676 EL Screen Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION An invalid qualifier has been entered. Only use ** QUALIFIER INVALID ** qualifiers of ‘H’, ‘F’ or a specific PCO Code. EMAIL invalid An invalid e-mail address has been entered. Note that, in respect of the “Export Data”...
Page 677 EL Screen Registration Reference Manual ERROR MESSAGE MEANING / ACTION PATH must not end ‘/’ The Unix path/filename must not end with a ‘/’ character. Remove the ‘/’ character from the end of the Unix path. SPACE invalid A space character cannot be specified within a Unix path/filename.
Page 678 EL Screen Registration Reference Manual Section 10 4-9 Version: 2.15...
Page 679 Patient Practice/GP History – AH Registration Reference Manual AH (Patient Practice/GP History) Screen The AH screen displays an individual patient’s registration history. This includes both assignment and non-assignment registrations for the patient. Where a registration represents an assignment additional information is shown. A patient assignment occurs when a PCO instructs a practice to add a particular patient to their list.
Page 680 Patient Practice/GP History – AH Registration Reference Manual Directions to Display the AH Screen 1. Enter a key of AH with a qualifier of an NHS number. AH]Patient Practice/GP History Qualifier[354 656 4219 SMITH, Mr David Date of Birth : 05.05.1955 Age : 59 12 High St, , LONG Dr.
Page 681 Patient Practice/GP History – AH Registration Reference Manual • Assignment type code. This will be “-” for non-assignments. • Transaction awaited indicator. This will be “-” for non-assignments. • ‘Out of Area Registration’ flag status (for the most recent assignment only). There are also two input fields;...
Page 682 Patient Practice/GP History – AH Registration Reference Manual AH]Patient Practice/GP History Qualifier[?258 Page -> SCCC, Mr. Fccc Date of Birth : 01.01.1905 Age : 99 Hccc, Rccc, EXE Dr. J Joachim (000101) Display Type Information [ ] Display UserID Information [ ] -------------------------------------------------------------------------------- Date Added Prac/GP...
Page 683 Patient Practice/GP History – AH Registration Reference Manual Error Messages Reject Messages Message Meaning / Action **QUALIFIER INVALID - No qualifier has been entered. Enter a known, valid NHS Please enter an NHS No.** number. **QUALIFIER INVALID - The qualifier entered is not a valid NHS number or there NHS No.
Page 684 Patient Practice/GP History – AH Registration Reference Manual 1-6 Section 11 Version: 2.92...
Page 685 Patient Assignment Enquiry – AQ Registration Reference Manual AQ (Patient Assignment Enquiry) Screen The AQ screen allows enquiries to be run on Patient Assignment data. Enquiries can be run for the whole database, or by PCO or practice, in the form of: •...
Page 686 Patient Assignment Enquiry – AQ Registration Reference Manual Directions to Display the AQ Screen 1. Enter a key of AQ with a blank qualifier. AQ]Patient Assignments Enquiry Qualifier[ Specify Parameters for Patient Assignments Enquiry Date Range From ..[01.01.2001] To .
Page 687 Patient Assignment Enquiry – AQ Registration Reference Manual Understanding the AQ Screen Date Range From This is the start date for when patients were added to practice list. The date defaults to the date this software was implemented. Date Range to This is the end date for when patients were added to practice list and defaults to the current date.
Page 688 Patient Assignment Enquiry – AQ Registration Reference Manual Transactions Awaited? This field is only relevant when patient details (not counts) are requested. It allows enquiries to be limited by transaction awaited flag. Enter Y to include assignments where the transaction awaited flag is set to Y, or N to include those where it is set to N.
Page 689 Patient Assignment Enquiry – AQ Registration Reference Manual The Download File Counts sent to UNIX or email will be written to file (“~” delimited) containing the following information: • Header Record: o NHAIS System Cipher o Extract Date (format : CCYYMMDD). o Specified Start Date (format: CCYYMMDD).
Page 690 Patient Assignment Enquiry – AQ Registration Reference Manual o Forename 1 (uppercase). o Forename 2 (uppercase). o Date of Birth (format: CCYYMMDD). o Date Added to GP/Practice List (format: CCYYMMDD). o Open/Closed Practice List indicator. o Assignment Type Code. o Assignment Type Description. o Transaction Awaited flag.
Page 691 Patient Assignment Enquiry – AQ Registration Reference Manual Error Messages Reject Messages Message Meaning / Action Date is wrong format, or is not a valid date. Re-enter the DATE FROM invalid date in the correct format. DATE FROM in future Date must not be in the future.
Page 692 Patient Assignment Enquiry – AQ Registration Reference Manual Message Meaning / Action The value you have entered does not contain an ‘@’ EXPORT invalid character (indicating an email address) or a ‘/’ character (indicating a Unix Path); or it contains a ‘~’ or a ‘\’ character, which are both invalid.
Page 693 Patient Assignment Enquiry – AQ Registration Reference Manual Section 11 2-9 Version: 2.22...
Page 694 Interaction with the PDS Registration Reference Manual Interaction with the Personal Demographics Service Introduction As part of the implementation of the Personal Demographics Service (PDS), which forms part of the NHS Care Record Service (NCRS), NHAIS systems needed to stop allocating temporary NHS numbers and using old format NHS numbers at the earliest opportunity.
Page 695 Interaction with the PDS Registration Reference Manual • The PX screen (Stand-alone PDS Trace) was updated to enable you to trace a patient’s details using an NHS number. • AJ-PDSA (PDS Audit File Analysis) was enhanced to report on all PDS allocation requests and patient retrievals.
Page 696 Interaction with the PDS Registration Reference Manual Screens and Analysis Jobs for Stage 3 Stage 3 saw the introduction of several screens and an analysis job: • BQ screen – Background PDS Errors Queue • SN screen – Update NHAIS NHS Number from PDS •...
Page 697 Interaction with the PDS Registration Reference Manual NHAIS and PDS Interaction: Notes on Usage NOTE  The functionality presented in this chapter assumes a “PDS master system switch” has been set to “3”, allowing Stage 3 interaction between the NHAIS system and the PDS in order to trace, verify or allocate an NHS number, or to directly update a patient’s details on the PDS.
Page 698 Interaction with the PDS Registration Reference Manual o S/D – Service Dependent; and o O/R – Other Reason; for patients registered with “real” GPs (i.e. not those registered against the dummy GP codes ZZZ100–ZZZ9990) and with GP codes ZZZ001 and ZZZ002.
Page 699 Interaction with the PDS Registration Reference Manual o DIS – Dissolution of Practice List o EMB – Embarkation o LDN – Logical Deletion o NIT – Patient transferred to Northern Ireland o OPA – Address out of practice area o ORR – Other Reason o RDI –...
Page 700 Interaction with the PDS Registration Reference Manual • Wildcard searching on surnames, previous names, forenames and dates of birth are possible from both the ID and LX screens. To search for someone on the PDS born sometime in 1960 for example, you can enter a date of “..1960” (or “//1960”).
Page 701 Interaction with the PDS Registration Reference Manual • On the LX screen, those transactions with a status of “I” (Immediate Update) without an NHS number, or with an old format NHS number will be processed in the same way as they were for Stage 1. Those with either an entered or received NHS number will be checked against the PDS and processed according to the response received.
Page 702 Interaction with the PDS Registration Reference Manual ID, LX and AJ-BOAJ Interaction with the PDS: Registration NOTE  This process applies to patients who are being registered with a “real” GP, that is, not against the dummy GP codes ZZZ100–ZZZ999. The patient information you enter on the ID or LX screens forms the basis of the advanced trace submitted to the PDS.
Page 703 Interaction with the PDS Registration Reference Manual For example, if your initial advanced trace for a patient with a forename of “Mark” was unsuccessful you can search the PDS again for “MA*”. The advanced trace will now look for all forenames beginning with “MA”, but the LX screen will display the original forename, “MARK”...
Page 704 Interaction with the PDS Registration Reference Manual PDS Responses: Pop-up Boxes and Exclusion Codes If you are using the ID or LX screens, one of several possible pop-up boxes will be displayed depending upon the response from the PDS. • No Response (Timeout) or Error Messages Received. •...
Page 705 Interaction with the PDS Registration Reference Manual No Response (Timeout) or Error Messages Received Screens ID and LX A pop-up box, shown below, is displayed if no response is received from the PDS because a timeout limit has been reached. [--------------------------------] | A connection could not be made | | to the PDS –...
Page 706 Interaction with the PDS Registration Reference Manual [-----------------------------------] | An error has occurred within | the PDS interface. Please contact | | your local support team and | quote token: 2345234 | Enter Y to resend, or press | Enter to return to ID/LX. [-----------------------------------] Figure 4: Incoming Error Message Pop-up Box In each instance you can either:...
Page 707 Interaction with the PDS Registration Reference Manual Single Possible Match Found Screens ID and LX A single match results in a pop-up box being displayed similar to the one below. • The first line of the pop-up will display the National Practice Code of the patient’s registered practice.
Page 708 Interaction with the PDS Registration Reference Manual [----------------------------------] | Patient sex is different on | the PDS. Verify the accuracy | of the provided sex value. [---Press Enter to View patient----] Figure 6: “Patient Sex is Different on the PDS” Pop-up Box You will be able to accept the match, but you should confirm the patient’s correct gender with their practice before doing so.
Page 709 Interaction with the PDS Registration Reference Manual [---------Select Patient----------] |897010 |ROWBOTTOM |ARTHUR |HOUSENAME |STREETNAME |LOCALITYNAME |TOWNNAME |COUNTYNAME |POSTCODE [CIPHER] * Calculated [--------Previous Details---------] | DR GPWITHLONGNAMEE | LNA | A VERY LONG FIRST ADDRESS NOTE | A VERY LONG 2ND ADDRESS VALUE | A VERY LONG THIRD ADDRESS NOTE [---------------------------------] Figure 7: Patient’s Previous Details Pop-up Box...
Page 710 Interaction with the PDS Registration Reference Manual NOTE  If the PDS shows the patient has a recorded date of death, a further, non- streamlinable exclusion code of PDDR (PDS Data of Death Recorded) is allocated to the transaction. Rejecting the Match If you close the pop-up window using C (thereby rejecting the match offered against the PDS), control is returned to either the ID or LX screen.
Page 711 Interaction with the PDS Registration Reference Manual Multiple Possible Matches Found Screens ID and LX If more than 50 possible matches are found for the details you have entered the pop-up box below will be displayed. Press Enter. Change the patient’s details in order to refine the search before resubmitting it to the PDS.
Page 712 Interaction with the PDS Registration Reference Manual Update Matches Screens ID and LX If there are any core data item differences between the NHAIS system and the PDS, a pop-up box will be displayed allowing the user to update that particular data item back onto the NHAIS system.
Page 713 Interaction with the PDS Registration Reference Manual Updating the PDS The NHAIS system will retrieve the patient’s current details from the PDS, and format and send a message to update the PDS directly with any new details about the patient which were included in the registration.
Page 714 Interaction with the PDS Registration Reference Manual After you have pressed Enter to remove this pop-up box, a screen similar to the following is displayed. LX]Acceptenance Details From GP REJECT Qualifier[2 1. ISSUE WITH PDS DATA RETRIEVAL – UPDATE CANNOT PROCEED <-Page CODE-[2] 1=Birth;2=1st Accept;3=Trans In;4=Imm;5=Ex-Serv;6=Int Trans 12 of 12...
Page 715 Interaction with the PDS Registration Reference Manual Successful Retrieval Any query messages resulting from the registration will be displayed on line 2 of the screen as usual. When you press Enter to confirm any query messages, a screen similar to that shown in Figure 14 will be displayed.
Page 716 Interaction with the PDS Registration Reference Manual Successful Update Once an update response message has been received back from the PDS to indicate that it was updated successfully, the NHAIS system is updated with the registration. AJ-BOAJ Processing If all the exclusion codes allocated to the registration transaction by AJ-BOAJ have been streamlined (i.e.
Page 717 Interaction with the PDS Registration Reference Manual Stop Noted Patients A stop note is a flag which the National Back Office can apply to a patient’s record to indicate it has to be dealt with differently. Screens ID and LX If the trace request returns a stop noted patient, the PDS will return one of three possible responses.
Page 718 Interaction with the PDS Registration Reference Manual If just one NHS number is returned by the trace, the NHS number is returned to AJ- BOAJ for insertion into the received registration transaction. [---------------------------------] | BENABDELKADER | VRAJLAL | MR }---------------------------------{ | There are possible data quality | | issues associated with these | details.
Page 719 Interaction with the PDS Registration Reference Manual No Match Found Screens ID and LX If no match has been found on the PDS, one of two possible pop-up boxes will be shown, depending on whether you have included an NHS number in the trace request. [---------------------------------] | No Details have been found for | this patient.
Page 720 Interaction with the PDS Registration Reference Manual NOTE  These are all non-streamlinable exclusion codes, except PNM4. If it is streamlined and no other non-streamlinable exclusion codes exist, then AJ-BOAJ will use the PDS to allocate an NHS number to the immigrant registration.
Page 721 Interaction with the PDS Registration Reference Manual PDS NHS Number Allocations With Stage 2 processing, NHAIS systems stop using temporary and old format NHS numbers for all patient registrations; the requirement being that all registered patients are either successfully traced against the PDS, or have a new, 10 digit NHS number allocated to them by the PDS.
Page 722 Interaction with the PDS Registration Reference Manual Here, we will follow the process of a new patient being registered on an NHAIS system using the ID screen, and whose details have not been found on the PDS. Adding the New Patient’s Details First, the new patients details are added and attempt to trace the patient on the PDS is made.
Page 723 Interaction with the PDS Registration Reference Manual At this point you may get query messages from the system, such as one shown below in Figure 23. ID]Identity Details Qualifier[ *** WARNING – GP LINKED – DATABASES MAY DEVIATE *** CODE-[2]1=Birth; 2=1st Accpt; 3=Trans In; 4=Imm; 5=Ex-Serv; 6=Int Trans; ‘A’mend -------------------------------------------------------------------------------- GP Code .
Page 724 Interaction with the PDS Registration Reference Manual • Press Q (Quit) to cancel the operation and return to the calling screen (either ID or LX). NOTE  If you are using the ID screen and enter Q to quit to the calling screen, all data will be lost.
Page 725 Interaction with the PDS Registration Reference Manual ID]Identity Details Qualifier[ ** DETAILS UPDATED ** CODE-[2]1=Birth; 2=1st Accpt; 3=Trans In; 4=Imm; 5=Ex-Serv; 6=Int Trans; ‘A’mend -------------------------------------------------------------------------------- GP Code . . . 000040 M SHIRES | Drugs Dispensed? (Y/N) . Surname . . . JENKINS | Residential Institute .
Page 726 Interaction with the PDS Registration Reference Manual ID]Identity Details Qualifier[ CODE-[3]1=Birth; 2=1st Accpt; 3=Trans In; 4=Imm; 5=Exe-Serv; 6=Int Trans; ‘A’mend --------------------------------------------[-----------------------------------] GP Code . . . 000040 FL KHANDSFSDF | Allocating NHS Number, press... Surname . . . SMITH | A to allocate NHS No. Forenames .
Page 727 Interaction with the PDS Registration Reference Manual Patient Notes If you select option P, you will be prompted to enter text in the Previous NHS Contact Notes pop-up box. NOTE  The pop-up box is automatically populated with the sentence “Old format NHS number supplied”.
Page 728 Interaction with the PDS Registration Reference Manual If point b. or c. above are not the case, the pop-up box will not be displayed. ID]Identity Details Qualifier[ CODE-[2]1=Birth; 2=1st Accpt; 3=Trans In; 4=Imm; 5=Ex-Serv; 6=Int Trans; ‘A’mend --------------------------------------------[----------------------------------] GP Code . . . 000040 M SHIRES | Response not received from PDS Surname .
Page 729 Interaction with the PDS Registration Reference Manual PDS NHS Number Allocation Error Messages If there is a problem during the NHS number allocation process, the system will display a pop-up box similar to the one shown in Figure 32. ID]Identity Details Qualifier[ CODE-[2]1=Birth;...
Page 730 Interaction with the PDS Registration Reference Manual ID, LX and AJ BOAJ Interaction with the PDS: Amendments The NHAIS system will update the PDS directly for any amendments to the following data items on the NHAIS system: • Name, including the surname, forenames and title •...
Page 731 Interaction with the PDS Registration Reference Manual NOTE  By default, the timeout for the ID and LX screens is set to 40 seconds. For AJ-BOAJ, the limit is set to 60 seconds. These default values may be amended using the TA screen within the Master Password System. For information on what to do when you see this pop-up box, please refer to the Stage 3 Exceptions Handling web page at: •...
Page 732 Interaction with the PDS Registration Reference Manual NOTE  In both the cases above (Timeout and Error), the NHAIS system will not be updated with the new amendment details. Successful Retrieval – Exception Conditions There are a number of conditions which mean that your NHAIS system is not allowed to update this patient’s record on the PDS.
Page 733 Interaction with the PDS Registration Reference Manual Patient Has a Date of Death If the patient record on the PDS with the NHS number from the NHAIS amendment transaction has a Date of Death the following pop-up box will be displayed: [---------------------------------] | Patient records as ‘dead’...
Page 734 Interaction with the PDS Registration Reference Manual In all the above cases, screen similar to that shown in Figure 34 will be displayed when the pop-up box is removed: Successful Retrieval – No Exception Conditions Any query messages resulting from the amendment transaction will be displayed on Line 2 of the screen as usual.
Page 735 Interaction with the PDS Registration Reference Manual NOTE  In both the cases above (Timeout and Error), the NHAIS system will not be updated with the new registration details. Successful Update When an update response message is received back from the PDS to indicate that the PDS was updated successfully, the NHAIS system will be updated with the details on the amendment transaction.
Page 736 Interaction with the PDS Registration Reference Manual DL, LX and AJ-BOAJ Interaction with the PDS: Removals The NHAIS system will update the PDS directly for any patient removals of the following types, carried out using AJ-BOAJ, the LX screen or the DL screen: •...
Page 737 Interaction with the PDS Registration Reference Manual After you press Enter to remove this pop-up box, the following is displayed: LX]Deduction Request From GP REJECT Qualifier[11 1. ISSUE WITH PDS DATA RETRIEVAL – UPDATE CANNOT PROCEED <-Page 1 of 1 GP Code .
Page 738 Interaction with the PDS Registration Reference Manual Unknown Patient on PDS If there is no patient record on the PDS with the NHS number from the NHAIS removal transaction a pop-up box similar to that shown in Figure 36 on page 39 will be displayed.
Page 739 Interaction with the PDS Registration Reference Manual [---------------------------------] | Response not received from PDS | within timeout period. Press Y | to wait a further timeout | period, or press Enter to | transfer to the UQ Screen | PDS Update Queue. [---------------------------------] Figure 49: Response Not Received within Timeout Period (Deduction Request) NOTE ...
Page 740 Interaction with the PDS Registration Reference Manual No Response (Timeout) or Error Messages Received from the PDS (Retrieve) If AJ-BOAJ receives a timeout from the PDS in response to a retrieval request, it will allocate a non-streamlinable exclusion code of PDST (PDS Timeout) to the transaction.
Page 741 Interaction with the PDS Registration Reference Manual Interaction with the PDS: Other Background and Analysis Jobs With the introduction of Stage 3, the following background and analysis jobs interact with the PDS: • AJ-BAML – Background Address Match and Link •...
Page 742 Interaction with the PDS Registration Reference Manual Audit Statistics The following items are recorded for audit purposes for every interaction with the PDS (advanced traces, allocation requests, patient retrievals and general updates): • the date and time of access; • the application used; •...
Page 743 Interaction with the PDS Registration Reference Manual 1-50 Section 12 Version: 2.88...
Page 744 PX Screen Registration Reference Manual PX (PDS Stand-alone Trace) Screen The PX screen allows you to enter a patient’s details to start a stand-alone trace of their details as held on the Personal Demographics Service (PDS). Using the PX Screen To call up the screen use a key of PX with either a blank qualifier or enter a 10 digit NHS number within the Qualifier field.
Page 745 PX Screen Registration Reference Manual Multiple Matches If the PDS returns multiple matches, that is, between two and 50, the results are shown in a paging pop-up box. 2-2 Section 12 Version: 2.63...
Page 746 PX Screen Registration Reference Manual Directions to Use the PX Screen 1. Enter a key of PX with either a blank qualifier or a 10 digit NHS number. 2. Press Enter. PX]PDS Stand-alone Trace Qualifier[ This screen allows you to perform a stand-alone trace to the PDS on the details as supplied below: Surname .
Page 747 PX Screen Registration Reference Manual your NHAIS system updates the PDS with the correct GNC code recorded for the patient. In addition to the patient’s details, the NHAIS cipher which relates to their postcode is also shown. If the text “* Calculated” is shown next to the NHAIS cipher this means the cipher is the one which corresponds to the displayed postcode;...
Page 748 PX Screen Registration Reference Manual For a wildcard search enter the first few letters of the name element followed by an asterisk, for example “DO*”, in these fields. Date of Birth This field is mandatory if you are not searching using the patient’s NHS number. Enter the patient’s date of birth.
Page 749 PX Screen Registration Reference Manual Error Messages MESSAGE MEANING/ACTION Access to the PDS is not enabled on your system. ACCESS not enabled SURNAME missing The surname is a mandatory item. A minimum of one character, or two characters and the asterisk SURNAME invalid wildcard character.
Page 750 PX Screen Registration Reference Manual MESSAGE MEANING/ACTION • DD/MM/CCYY If you leave the day part of the date blank, for example, “/03/1968”, it will search the whole month. Leaving the day and month blank, for example “//1968”, will search the entire year. DOB not reqd An NHS number has been entered and so tracing will be undertaken on the basis of this NHS number;...
Page 751 PX Screen Registration Reference Manual 2-8 Section 12 Version: 2.63...
Page 752 AR Screen Registration Reference Manual AR (PDS Allocations Queue) Screen The AR Screen allows you to view Allocation Requests in the PDS Allocations Queue using specific criteria. Allocation Requests are passed to the PDS Allocations Queue when: • they have timed-out on either the ID or LX screens; •...
Page 753 AR Screen Registration Reference Manual Close Quarter and the PDS Allocations Queue Transactions from the previous quarter are cleared down at the close of the current quarter. For example if, in October, you are closing the July–September quarter, transactions for the April–June quarter will be cleared from the queue. Depending on where you are in the current quarter, you may see between three and six months’...
Page 754 AR Screen Registration Reference Manual Directions to Use the AR Screen 1. Enter a key of AR with a blank qualifier. 2. Press Enter. AR]PDS Allocations Queue Page 1 Qualifier[ This screen allows you to perform a search on the data in the PDS Allocations Queue using the criteria as supplied below: Transaction Status .
Page 755 AR Screen Registration Reference Manual AR]PDS Allocations Queue Page 3 Qualifier[ CODE- 2=1st Accept; 3=Trans In; 4=Imm; 5=Ex-Serv (Token ID: 22363) Action [ ] (Q/T) Status: PDS Error - NHS No. 632 635 8353 exists GP Code . . . 000040 CA WINTERBOURNE-MANDY | Drugs Dispensed? (Y/N) .
Page 756 AR Screen Registration Reference Manual Number of transactions with a status of ‘E’/‘P’/‘U’ These read-only fields show the total number of transactions with statuses of either: • E – error; • P – pending allocation of an NHS number; or •...
Page 757 AR Screen Registration Reference Manual you to initiate another trace against the PDS to see if an NHS number has actually been allocated to the patient. NOTE  The “A” (Accept) option will only be displayed within the Trace Result pop-up box for a patient if the system is certain that the traced patient was created on the PDS by this specific Allocate Request (the trace facility here cannot be used to match up the Allocate Request with any existing...
Page 758 AR Screen Registration Reference Manual Handling Errors A transaction can be classified as being in error (E status) for a number of different reasons. The nature of the reason is given in coded form and will be one of the following: •...
Page 759 AR Screen Registration Reference Manual Local Database Error (E-D/B) This error indicates that, for some reason, the allocation response successfully received back from the PDS then failed to update the NHAIS database with the patient’s registration. The options you are given with this error status are: •...
Page 760 AR Screen Registration Reference Manual Error Messages Page 1 MESSAGE MEANING/ACTION Only ‘P’, ‘C’, ‘E’, ‘D’ or ‘U’ are accepted as valid entries. TRANS invalid A valid/current GP Code must be entered. GP invalid A valid/current Partnership code must be entered. PN invalid A valid date must be entered in both fields in DD.MM.YYYY REG DT invalid...
Page 761 AR Screen Registration Reference Manual 3-10 Section 12 Version: 2.87...
Page 762 Update PDS Patient Details – UP Registration Reference Manual UP (Update PDS Patient Details) Screen The UP Update PDS Patient Details screen allows you to update the Personal Demographics Service (PDS) with patient details from your local NHAIS system. NOTES Please use this screen with care and check all details thoroughly before performing an update to the PDS.
Page 763 UP – Update PDS Patient Details Registration Reference Manual NOTES The patient’s address is effectively treated as one item of data and only one update field is displayed for the whole address. You should also be aware that not all fields within the address are compared;...
Page 764 Update PDS Patient Details – UP Registration Reference Manual Directions to Use the UP Screen 1. Enter a key of UP and a qualifier of an NHS number of a live patient who: • is not registered with a dummy GP (other than ZZZ001 or ZZZ002); •...
Page 765 UP – Update PDS Patient Details Registration Reference Manual If no differences are found between the details you specified and the PDS, you will see a screen similar to that shown in Figure 2. UP]Update PDS patient details Qualifier[556 000 5363 NHAIS data [Update ? 'U'/'N'] PDS data...
Page 766 Update PDS Patient Details – UP Registration Reference Manual If no details are found on the PDS for the patient the system will display a pop-up box similar to the one in Figure 4. UP]Update PDS patient details Qualifier[972 539 9889 NHAIS data [Update ? 'U'/'N'] PDS data...
Page 767 UP – Update PDS Patient Details Registration Reference Manual UP]Update PDS patient details Qualifier[555 801 8135 NHAIS data [Update ? 'U'/'N'] PDS data -------------------------------------------------------------------------------- Surname . . . JENKINS JENKINS Forenames . . RINGO STARR RINGO STARR Title ..GP Code .
Page 768 Update PDS Patient Details – UP Registration Reference Manual Examples of each of these pop-up boxes are shown below. UP]Update PDS patient details Qualifier[678 900 9876 NHAIS data [Update ? 'U'/'N'] PDS data -------------------------------------------------------------------------------- [----------------------------------] Surname . . . JENKINS | Response not received from PDS Forenames .
Page 769 UP – Update PDS Patient Details Registration Reference Manual UP]Update PDS patient details Qualifier[555 811 1208 NHAIS data [Update ? 'U'/'N'] PDS data -------------------------------------------------------------------------------- [----------------------------------] Surname . . . JENKINS | Patient recorded as 'dead' on Forenames . . PUFFIN | the PDS.
Page 770 Update PDS Patient Details – UP Registration Reference Manual Advanced Tracing Pop-up Box If required you can call a pop-up box to initiate an advanced trace on the PDS. You can do this by entering Ctrl T in the key field. From the trace pop-up box you can also look at the patient’s history on the PDS.
Page 771 UP – Update PDS Patient Details Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ** UP SCREEN NOT Your system needs to be set to at least Stage 3 of ENABLED ** NHAIS/PDS interaction before this screen can be used.
Page 772 Update NHS Number – SN Registration Reference Manual SN (Update NHS Number) Screen The SN Update NHS Number screen allows you to update a patient’s NHS number on an NHAIS system with the NHS number retrieved from the Personal Demographics Service (PDS).
Page 773 SN – Update NHS Number Registration Reference Manual Directions to Access the SN Screen 1. Enter a key of SN and a qualifier of a valid 10-digit NHS number of a live patient who is not registered with a dummy GP with a code of ZZZ100 or greater.
Page 774 Update NHS Number – SN Registration Reference Manual Understanding the SN Screen As mentioned earlier in this chapter, you will only be able change an NHS number on the NHAIS system if the pop-up box displays the option “A to Accept”. If you choose to accept the change, the NHS number from the PDS will be highlighted in the pop-up box, and the field Enter ‘U’...
Page 775 SN – Update NHS Number Registration Reference Manual SN]Update NHAIS NHS No. from PDS Qualifier[655 245 1032 -------------------------------------------------------------------------------- [----------Select Patient----------] NHS No..655 245 1032 |600 000 1924 Surname . . . JONES |JONES Forenames . . JULIE |JULIE Title .
Page 776 Update NHS Number – SN Registration Reference Manual SN]Update NHAIS NHS No. from PDS Qualifier[655 245 1032 -------------------------------------------------------------------------------- NHS No..655 245 1032 [----------------------------------] Surname . . . JONES | Response not received from PDS Forenames . . JULIE | within timeout period.
Page 777 SN – Update NHS Number Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ** SN SCREEN NOT Your system needs to be set to at least Stage 3 of NHAIS/PDS interaction before this screen can be ENABLED ** used.
Page 778 PDS Update Queue – UQ Registration Reference Manual UQ (PDS Update Queue) Screen Update requests are passed to the PDS Update Queue when: · they have timed-out on the ID, LX, DL or UP screens; · the system has been configured so that the ID, LX, DL or UP screens automatically pass all update requests to the queue without you having to wait for a predefined time-out period;...
Page 779 UQ – PDS Update Queue Registration Reference Manual Close Quarter and the PDS Update Queue Transactions from the previous quarter are cleared down at the close of the current quarter. For example if, in October, you are closing the July–September quarter, transactions for the April–June quarter will be cleared from the queue.
Page 780 PDS Update Queue – UQ Registration Reference Manual Directions to Access the UQ Screen 1. Enter a key of UQ with a blank qualifier and press Enter. 2. Enter the search criteria in the fields provided. NOTE Ø The Transaction Status field can be left blank so that all transactions can be viewed, but you must enter at least one search item in another field.
Page 781 UQ – PDS Update Queue Registration Reference Manual Registration, Amend or Deduction Enter: · R – to search for a registration · A – to search for an amendment · D – to search for a deduction. Patient NHS Number Enter the patient’s NHS number for the search.
Page 782 PDS Update Queue – UQ Registration Reference Manual Understanding the UQ Screen – Page 3 NOTES Ø The screen will show which actions are available, depending on the status of the transaction or type of error. Deleted (‘D’) transactions will show the user ID of the user who deleted the transaction, together with the date and time of the deletion.
Page 783 UQ – PDS Update Queue Registration Reference Manual Reason If you have entered an action of D to delete the transaction from the PDS Update Queue, you must enter a reason in this field. Additional on-line help is available in a pop-up window by pressing Ctrl Shift – in the Action field of any record which is in error.
Page 784 PDS Update Queue – UQ Registration Reference Manual UQ]PDS Update Queue Page 2 Qualifier[ ACT {Token ID} Patient Name Sex NHS No. Date/Time St[---------------------------------------------------------------------]d [ ] | UQ Error Handling – PDS Error |2009 }---------------------------------------------------------------------{06 | E-PDS (PDS Error) | Some sort of error has occurred in attempting to update the PDS | with this transaction.
Page 785 UQ – PDS Update Queue Registration Reference Manual Handling Errors A transaction can be classified as being in error (E status) for a number of different reasons. The nature of the reason is given in coded form and will be one of the following: ·...
Page 786 PDS Update Queue – UQ Registration Reference Manual that, if required, you can go to the relevant screen within the system and make another attempt at updating this patient in respect of this change. If you use the C (compare) option and the system finds that: ·...
Page 787 UQ – PDS Update Queue Registration Reference Manual Local Database Error (E-D/B) An error has occurred trying to update the local NHAIS system with this transaction. This means the PDS has successfully been updated by the NHAIS system with the detail of the transaction, but an error occurred when an attempt was made to update the local NHAIS system.
Page 788 PDS Update Queue – UQ Registration Reference Manual (i.e. the PDS has not been updated by the transaction or anyone else), you will not be offered any additional options at this stage. You will need to wait until the PDS response period has passed (from the transaction being sent to the PDS) before you will be able to undertake any different action in respect of this transaction.
Page 789 UQ – PDS Update Queue Registration Reference Manual Error Messages Page 1 ERROR MESSAGE MEANING / ACTION Only ‘P’, ‘C’, ‘E’, ‘D’ or ‘U’ are valid. TRANS invalid A valid/current GP or practice code must be entered. GP/PRAC invalid A valid date must be entered in both fields. TRANS DT invalid TRANS DT missing Both a start and end date must be entered.
Page 790 PDS Background Queue – BQ Registration Reference Manual BQ (PDS Background Queue) Screen The BQ screen is used to report on conditions which occur when background processes attempt to update patient records on the PDS. The BQ screen is also used to report on any activity which takes place on a patient record that has an ‘S’...
Page 791 BQ – PDS Background Queue Registration Reference Manual Using the BQ Screen To call up the BQ screen enter a key of BQ and leave the Qualifier field blank. A list of batches is displayed on the screen in the same fashion as looking at the print queue.
Page 792 PDS Background Queue – BQ Registration Reference Manual Directions to Access the BQ Screen 1. Enter a key of BQ with a blank qualifier. 2. In the Ac1 field, enter either: • V to view the batch • B to bulk update the notes or statuses of the batches you select •...
Page 793 BQ – PDS Background Queue Registration Reference Manual • B to perform a bulk updates to a series of batch entries, such as adding notes, or changing their statuses from U (unresolved) to R (resolved) and vice versa. In AC2 field, enter either: •...
Page 794 PDS Background Queue – BQ Registration Reference Manual BQ]Background PDS Errors Queue Qualifier[ NHS No: 600 000 3552 ABC Black (000040) Name: MALLOY, Fred DoB: 03.03.1933 Sex: M Address: 99 HIGH STREET, EXE PDST Timeout on retrieve from PDS Figure 2: BQ View Batch Information Screen Showing a Temporary Exception BQ]Background PDS Errors Queue Qualifier[ NHS No:...
Page 795 BQ – PDS Background Queue Registration Reference Manual Update record status from... This field allows you to update the record’s status. Choose from one of the following options: • Enter R to change the status from U – unresolved – to R – resolved. •...
Page 796 PDS Background Queue – BQ Registration Reference Manual BQ Batch Zero The first entry on the BQ Batch Information screen will always have an ID of ‘0’ (zero). Batch zero is used to report when any of the processes below updates a record on the NHAIS database for a patient whose record on the PDS is stop noted with a value of ‘S’.
Page 797 BQ – PDS Background Queue Registration Reference Manual BQ]Background PDS Errors Queue Qualifier[ page-> Ac1 Ac2 ID Date and time run Temporary Unresolved Resolved [ ] [ ] 0 05/07/2011 13:33:30 [ ] [ ] 1 26/06/2008 10:31:44 [ ] [ ] 2 AFQU 26/06/2008 10:37:03 [ ] [ ] 3...
Page 798 PDS Background Queue – BQ Registration Reference Manual Understanding the BQ View Batch Information Screen for Batch Zero BQ]Background PDS Errors Queue Qualifier[ page-> NHS No: 555 860 2937 M Shires (000040) Name: JENKINS, Julia DoB: 18.02.1952 Sex: F Address: 11 HEXAGON ROAD, EXET, EX2 5SE PSNP Patient not available on PDS Local update did occur...
Page 799 BQ – PDS Background Queue Registration Reference Manual Error Messages Main BQ Screen ERROR MESSAGE MEANING / ACTION You need to select a batch. ACTION missing You can only enter: ACTION invalid • ‘V’ to view the batch; • ‘B’ to batch update the text and/or status; or •...
Page 800 PDS Background Queue – BQ Registration Reference Manual ERROR MESSAGE MEANING / ACTION SDIN vs NHS No. You cannot enter the patient’s NHS number into the ‘SDIN’ field. BQ Batch Update Screen ERROR MESSAGE MEANING / ACTION STATUS missing The status field must have an entry. STATUS invalid The status field must be ‘R’, ‘U’...
Page 801 Forename is Temporary – BB Registration Reference Manual BB (Forename is Temporary) Screen The BB screen is used to identify patient records on the NHAIS system where the patient has been initially registered with a temporary forename (e.g. ‘BABY’, ‘BOY’, ‘INFANT’, ‘GIRL’, ‘TWIN’) and this has not been updated subsequently with a ‘proper’...
Page 802 BB – Forename is Temporary Registration Reference Manual Directions to Access the BB Screen 1. Enter a key of BB with a qualifier of either: • blank to show all records where the status is not ‘complete’ • I to show all records with notes •...
Page 803 Forename is Temporary – BB Registration Reference Manual BB]Forename is Temporary Qualifier[ page-> This screen displays patients on your database whose first forename appears to be temporary and whose Date of Acceptance is more than 14 days ago. Status NHS Number Birth Date Practice Acceptance Date Notes Patient Name...
Page 804 BB – Forename is Temporary Registration Reference Manual BB]Forename is Temporary Qualifier[N [------------------------------------------------------------------------------] Enter Notes for 971 871 8748 }------------------------------------------------------------------------------{ [------------------------------------------------------------------------------] 971 871 8748 01.01.1994 L20202 19.08.2003 HARRIS, BABY -------------------------------------------------------------------------------- 969 198 2562 01.03.1998 09.01.2000 BOOM, BABY -------------------------------------------------------------------------------- 900 000 1100 01.03.2007 T00001 23.03.2007...
Page 805 Forename is Temporary – BB Registration Reference Manual for the first forename (either by use of a PDS trace, or by other investigations) you can fast-freeze to the ID screen, update the subject record with the correct details, and then ‘unfreeze’ back to the BB screen. NOTE The BB screen will auto-update itself on return, so any resolved records (i.e.
Page 806 BB – Forename is Temporary Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ACTION not allowed The ‘Act’ (action) field must be either ‘C’ or left blank. This message is shown if the action is ‘C’ and status is ‘P’. NOTES not req’d The ‘Notes’...
Page 807 Registrations Expected – RE Registration Reference Manual RE (Registrations Expected) Screen The RE Registrations Expected screen displays records for patients: • for which registration transactions are expected because the patient was deducted with type “R/A” on another NHAIS system; and •...
Page 808 RE – Registrations Expected Registration Reference Manual Monthly Emails This email is produced by the first run of the background process on or after the first day of the month and will contain the following: • A count of the number of notifications of R/A deductions received where the system date of deduction was within the month before the month just completed (i.e.
Page 809 Registrations Expected – RE Registration Reference Manual • an NHS number • a name (both surname and forenames) • the date of birth • the gender • the practice code (displayed in flashing inverse video if not recognised as a valid open practice by the system or displayed in flashing normal video if the practice is not housed on the system) •...
Page 810 RE – Registrations Expected Registration Reference Manual Directions to Access the RE Screen 1. Enter a key of RE with one of the following qualifiers: • blank – displays all records. • NHAIS system cipher – display records received from that NHAIS system.
Page 811 Registrations Expected – RE Registration Reference Manual Understanding the RE Screen A record may be manually completed by entering C in this field. This will update the record’s status so it will no longer appear on the screen. You must also enter notes against the record before it can be completed. Notes A pop-up box is available from this field which allows entry of up to three lines of free text to record any actions that may have been taken in chasing-up the registration.
Page 812 RE – Registrations Expected Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION ACTION invalid The ‘Act’ field must contain ‘C’ to complete the record or be left blank. Check and re-enter. Notes must be entered before the record can be NOTES mandatory marked as complete.
Page 813 View Organisations – VO Registration Reference Manual VO (View Organisations) Screen The VO View Organisations set of screens display information about organisations introduced as a result of the Health and Social Care Act 2012. There are three new types of organisation: •...
Page 814 VO – View Organisations Registration Reference Manual Directions to Access the VO Screen 1. Enter a key of VO with one of the following qualifiers: • blank – to display a list of valid qualifiers • R – list of all current NHS England regions in NER code order •...
Page 815 View Organisations – VO Registration Reference Manual VO]View Organisations Qualifier[ page-> VO Screen Qualifiers Qualifier Screen Description All current NERs, ordered by NER code. All current NERs, ordered by NER name. All closed NERs. NER Code ATs currently in the NER. NER Code,X ATs that have an end dated relationship with the NER.
Page 816 VO – View Organisations Registration Reference Manual VO]View Organisations Qualifier[SUMMARY Population Counts by CCG Code Status: COMPLETE Count run on 06.12.2012 Total Count: 31,859 Count CCG Name NHS TOWER HAMLETS CCG SCOT SCOTLAND 31,850 UNKNOWN WALES Figure 4: VO Screen, ‘SUMMARY’ Qualifier Understanding the VO Screen Current Organisation List Use a qualifier of:...
Page 817 View Organisations – VO Registration Reference Manual selected organisation will be listed in organisation code order. For example, if an AT code is entered a list of CCGs that currently report to that AT will be displayed. NOTE If a CCG code is entered a list of practices will be displayed, but the practice name will be blank if the practice does not exist on your NHAIS system.
Page 818 VO – View Organisations Registration Reference Manual A qualifier of SUMMARY followed by a date, for example SUMMARY,02.04.2013 will display the counts for that day. The counts are calculated by a daily caretaker process. Only patients registered with non-dummy GPs are included. Patients registered with GPs which are not linked to CCGs at the time of the count will be grouped under a CCG code of ‘UNK’...
Page 819 View Organisations – VO Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION **QUALIFIER INVALID** Please enter a valid qualifier. **QUALIFIER INVALID – XXX You may only view the current composition of an organisation that is open. not open** – (where XXX is an organisation type) **QUALIFIER INVALID –...
Page 820 Residential Institute Codes – RI Registration Reference Manual RI (Residential Institute Codes) Screen The RI screen enables multiple residential institute codes, as used in the ID screen, to be entered and maintained. In addition to the codes, it allows the entry of the institute’s name and whether they qualify for full or half rate RPP units, or for none at all.
Page 821 RI – Residential Institute Codes Registration Reference Manual Directions to Access the RI Screen 1. Enter a key of RI with a blank qualifier and complete each of the fields for the new code. RI]Residential Institute Qualifier[ RESIDENTIAL INSTITUTE CODES This table consists of an alphanumeric list of codes, together with their name, RPP units, and Nursing Home indicator.
Page 822 Residential Institute Codes – RI Registration Reference Manual Directions to Display the RI Screen to Amend Code Details or Delete Codes 1. To amend the details for an RI code, enter a key of RI and enter the initial character of the code as the qualifier. The display will start from that point, in alphanumeric order.
Page 823 RI – Residential Institute Codes Registration Reference Manual Nursing/Resid. Home This field indicates whether the patients in the residential or nursing home qualify for an uplift in the GP’s Global Sum Payment. This is shown by the letter Y. Understanding the RI Screen (Amending Details or Deleting Codes) In additional to the four fields above, the Delete screen also includes an Action Field column.
Page 824 Residential Institute Codes – RI Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION CODE missing CODE must be entered. Enter a two character code. CODE invalid Characters allowed are A-Z and 0-9. Re-enter the code using valid characters A-Z and/or 0-9. CODE should not have been entered already on this CODE duplicate screen.
Page 825 GMS Nursing/RI Postcodes – HO Registration Reference Manual HO (GMS Nursing/Residential Institute Postcodes) Screen This screen is used to maintain a list of valid postcodes for GMS nursing/residential homes. If your system has the residences postcode checking facility switched on (SP screen, qualifier G), additional validation will be made against all incoming patient registrations and amendments as follows: •...
Page 826 HO – GMS Nursing/RI Postcodes Registration Reference Manual The name of residence field allows a free text description of the home – or homes – that are relate to corresponding postcode. It may contain a combination of uppercase alphabetic and numeric characters, along with the following punctuation characters: •...
Page 827 GMS Nursing/RI Postcodes – HO Registration Reference Manual Directions to Display the HO Screen 1. Enter a key of HO with a blank qualifier. 2. Press Enter. HO]GMS Nursing/Res Home Postcodes Qualifier[ This screen may be used to enter the postcodes of all nursing/residential homes under the New GP Contract.
Page 828 HO – GMS Nursing/RI Postcodes Registration Reference Manual Understanding the HO Screen Action Enter either A to amend and press Enter. Amend the details as required. To delete the residence, enter D and press Enter. Press Enter again to confirm you want to delete the residence.
Page 829 GMS Nursing/RI Postcodes – HO Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION POSTCODE exists You have entered a postcode that has already been entered on the HO Screen. Re-enter using a different postcode. POSTCODE missing You are trying to submit a new entry to the HO table but have not entered a postcode.
Page 830 HO – GMS Nursing/RI Postcodes Registration Reference Manual Query Messages ERROR MESSAGE MEANING / ACTION You have entered ‘D’ in the ‘Action’ column for at ACTION D: Confirm least one existing postcode: press the Submit key again to delete all the relevant postcodes from the HO table.
Page 831 Analysis Jobs – Introduction Registration Reference Manual Introduction: Analysis Jobs Analysis Jobs are an efficient way of extracting and processing large quantities of information held on the database. If required, the processed data may be passed to related applications, extracted by information packages and/or output to reports, notifications, prints and labels.
Page 832 Introduction – Analysis Jobs Registration Reference Manual Restart Procedures Use the restart point displayed on the PS screen. Using Analysis Reports There are a variety of techniques available to analyse statistical data. The most useful of these are COMPARISON analysis and TIME/TREND analysis. Comparison Analysis Use comparisons to highlight anomalies or items for further investigation.
Page 833 Analysis Jobs – Introduction Registration Reference Manual Time/Trend Analysis Time analysis of data may help to highlight future trends and anomalies. When gathering information for a Time/Trend analysis, it is best to collect the data at specific intervals: e.g. the end of a financial quarter, or on the same day each month/week.
Page 834 Introduction – Analysis Jobs Registration Reference Manual Graphs/Charts Having gathered data over a period of time, you may find it useful to create graphs or charts to visually show a trend. An example is given below. Example Graph: Sample Registration of Births Over Two Financial Years REGISTRATION OF BIRTHS 4,000 3,000...
Page 835 AJ-ALNO Registration Reference Manual AJ-ALNO – PDS Allocated NHS Number File Analysis This job will produce an analysis of the “PDS Allocated NHS No.” audit file which records details of patient registrations on the system where the NHS number was allocated by the PDS system.
Page 836 AJ-ALNO Registration Reference Manual for patients with PCO Code ‘5ABCD’, by the users ‘SDTORF’ or ‘MARY12’. • Report fields: o Report type – a list report (L) will list details of all registrations matching the selection criteria, whereas a summary report (S) will summarise such registrations by PCO code.
Page 837 AJ-ALNO Registration Reference Manual Directions to Access the AJ-ALNO Screen 1. Enter a key of AJ with a qualifier of ALNO, and press Enter. 2. Complete any required fields on the screen. 3. Enter Y in the Start job? field and press Enter. AJ]Analysis Job Qualifier[ALNO Job Name...
Page 838 AJ-ALNO Registration Reference Manual User ID Enter a User ID or group of up to seven User IDs in these fields. Registration Type (as per ID screen) Enter a registration type: • 2 – First Acceptance • 3 – Transfer In •...
Page 839 AJ-ALNO Registration Reference Manual Download Data Layout After you have scheduled the job to run via the AJ-Q screen, and it has run to conclusion, a Unix file or text file attached to an email will be created as specified on the main request screen.
Page 840 AJ-ALNO Registration Reference Manual 9) GP local code 10) Practice code 11) PCO code 12) User ID 13) Registration Type (text, rather than code). Summary Record – Summary Report Only There can be many instances of the summary record. 1) PCO Code, or User ID or Registration Type (in the last record this will be “*TOTAL*”) 2) Count of registrations.
Page 841 AJ-ALNO Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION Your system is not enabled for NHAIS-PDS interaction *** PDS Stage 2 Not Enabled – Job cannot be Stage 2. run *** DATE invalid Enter a valid date in DD.MM.YY format. DATE before PDS A registration date earlier than 01.10.2005 is not allowed.
Page 842 AJ-ALNO Registration Reference Manual Query Message ERROR MESSAGE MEANING / ACTION UNIX/EMAIL correct ? Is the Unix pathname/filename or email address correct? A2-8 Appendix A Version: 2.39...
Page 843 AJ-ALNO Registration Reference Manual Appendix A A2-9 Version: 2.39...
Page 844 AJ-ASCT Registration Reference Manual AJ-ASCT – Age Sex Count Transfer Job This job will enable you to: • Extract ad hoc and quarter end counts from your database. These will be broken down by GP, age, sex and prescribing status. Quarter end counts include information on non-resident patients.
Page 845 AJ-ASCT Registration Reference Manual Data Transmission/Receipt Once the close of quarter is complete, the information gathered on GPs who are responsible to another HA will be automatically queued to the network for transmission to that HA. Similarly, HAs with information on GPs responsible to your HA will automatically send this information to you.
Page 846 AJ-ASCT Registration Reference Manual Descriptions and samples of the reports are given at the end of this section. Download Data Data may be downloaded directly to a UNIX file or via the Communication Job queue software to a PC. Disks, tapes and printouts can be created from dump files. It is the HA’s responsibility to transfer the file to a PC after the download.
Page 847 AJ-ASCT Registration Reference Manual Directions to Display the AJ-ASCT Screen 1. Enter a key of AJ with a qualifier of ASCT, and press Enter. The initial ASCT screen is used to access either quarter end date counts or ad hoc run options. If invalid qualifier details are entered, the Analysis Job index screen will be displayed.
Page 848 AJ-ASCT Registration Reference Manual Directions to Request an Ad Hoc Count 1. Enter A in the Ad hoc field on screen (1), and press Enter. If this is the first ad hoc run, the ASCT screen (2) will appear as shown in Figure 1 below.
Page 849 AJ-ASCT Registration Reference Manual Example: Figure 2 ASCT Screen 2 Ad hoc Count AJ]Analysis Job Qualifier[ASCT Job Name . . . Age/Sex Counts Transfer and Report (screen 2) for Ad-hoc date [18.08.2003] COUNTS The count HAS been run for the above date. Reports can be selected from those below for the count data, or a new count can be done by entering todays date above.
Page 850 AJ-ASCT Registration Reference Manual Directions to Request a Report from an Ad Hoc Count 1. Enter A in the Ad hoc field on screen (1), and press Enter. The screen shown below will be displayed. 2. The date of the last ad hoc count extract is displayed beneath the job name details.
Page 851 AJ-ASCT Registration Reference Manual PPA Returns The PPA require figures, every quarter, demonstrating an age/sex prescribing status breakdown of patients, by GPs, responsible to your authority. PPA returns must therefore consist of counts extracted from your database accumulated with counts extracted from other HAs.
Page 852 AJ-ASCT Registration Reference Manual Directions to Report on End of Quarter Counts 1. Enter the quarter end date you wish to enquire about in the Quarter end date field, on screen (1), and press Enter. A pop-up window, accessed via Ctrl Shift L, can be used here to display qtr end dates for which data exists on your system.
Page 853 AJ-ASCT Registration Reference Manual Example: ASCT Screen 2 Quarter End Count AJ]Analysis Job Qualifier[ASCT Job Name . . . Age/Sex Counts Transfer and Report (screen 2) for Quarter End date 01.04.2003 COUNTS The count HAS been run at this HA, completed on 02.04.2003 NO counts have been received from other HAs.
Page 854 AJ-ASCT Registration Reference Manual No Count has been run An ad hoc count has not been performed. To request an ad hoc count, enter the date in the field provided. No counts have been received End of quarter age/sex counts from other HAs have not been received from any other HAs.
Page 855 AJ-ASCT Registration Reference Manual ‘P’rint or ‘D’ownload Enter: • D – to select a UNIX or a PC download. o PC – leave the UNIX pathname field blank. o UNIX – enter the full UNIX path name. • P – to request a printed report. Enter ‘Y’...
Page 856 AJ-ASCT Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION You must choose EITHER qtr end OR ad hoc data ONE field only to work on. You may only select one option; re- enter. DATE invalid The quarter end date is invalid. Re-enter the date, in the format DD.MM.YYYY.
Page 857 AJ-ASCT Registration Reference Manual ERROR MESSAGE MEANING / ACTION Unix PATH unnecessary. A UNIX pathname is not required unless the ‘D’ download option has been selected on the ‘P’rint or ‘D’ownload field. If you are not doing a Download, no Temp. Res. TEMPRES choice unnec.
Page 858 AJ-ASCT Registration Reference Manual ERROR MESSAGE MEANING / ACTION BAND(s) invalid Age range details entered in the user selected age range fields are invalid. Non-regular age band entries must be of format ‘lower age-upper age’ , where lower age can be 0 to 150 upper age can be 0 to 150 upper age must be greater than lower age.
Page 859 AJ-ASCT Registration Reference Manual Printed Reports Ad Hoc Totals Report This example illustrates the Totals Fringe report with user-defined five year age bands. Page 1 PRINT OF FRINGE GP COUNTS FOR COUNT DATE 12.04.95 ================================================= (Selected age bands) Age bands 5 Regular Home HA count completed 01.04.95...
Page 860 AJ-ASCT Registration Reference Manual Ad Hoc Fringe Detailed Report – Cover Page This example illustrates the front and detailed pages of a Fringe print with repeating five year age bands. The age band selected, processing dates and the total number of patients counted in the report are displayed on the front page.
Page 861 AJ-ASCT Registration Reference Manual Ad Hoc Fringe Detailed Report – GP Detailed Page Page 2 Print of Fringe GP counts for count date 12.04.95 ------------------------------------------------- DOCTOR'S NATIONAL CODE 100020 RESPONSIBLE TO : DN DR. A. AMBLE PRACTICE CODE THE SURGERY THE HILL DEVON ==========================================================...
Page 862 AJ-ASCT Registration Reference Manual Quarter End Accumulated Report – Cover Page The heading will indicate whether the report includes, fringe, responsible, non- resident or accumulated data. The age band selected, processing dates and the total number of patients counted in the report are displayed on the front page.
Page 863 AJ-ASCT Registration Reference Manual Quarter End Accumulated Report – GP Detailed Page Page 2 Print of Accumulated GP Counts for count date 01.04.95 ------------------------------------------------------ DOCTOR'S NATIONAL CODE 100020 RESPONSIBLE TO : DN DR. A. AMBLE PRACTICE CODE P/100020 THE SURGERY THE HILL DEVON ==========================================================...
Page 864 AJ-ASCT Registration Reference Manual Quarter End Accumulated Report – Practice Detailed Page Page 3 Print of Accumulated GP Counts for count date 01.04.95 ------------------------------------------------------ PRACTICE TOTALS PAGE PRACTICE CODE/NAME P/100020 / THE DOCTOR AMBER AMBLE AND ASSOCIATES PRACTICE SENIOR GP DR.
Page 865 AJ-ASCT Registration Reference Manual Quarter End Accumulated Report – HA Total Page Page 4 Print of Accumulated GP Counts for count date 01.04.95 ------------------------------------------------------ *********************************** HA TOTALS *********************************** ========================================================== PRESCRIBING DISPENSING ==================================================================================== MALE | FEMALE IND. MALE | FEMALE IND. TOTALS | ==================================================================================== | 0-2...
Page 866 AJ-ASCT Registration Reference Manual UNIX/PC File Structure If downloaded to UNIX, the file extension cipher.ASCT.MMDD.HHMM will be added to the pathname. This extension will be displayed on the AJ-Q to enable you to identify the correct download. • cipher will be your NHAIS system cipher •...
Page 867 AJ-ASCT Registration Reference Manual 8th Field Count – dispensing male, if this field was set to 2 it would indicate that 2 male patients of the age indicated, were registered with the GP and that they had a dispensing status. 9th Field Count –...
Page 868 AJ-ASCT Registration Reference Manual Definition of Report Types This section considers what details the various reports would include, in a situation where GPs 1 to 5, responsible to two different HAs, treat patients A to G, who are registered with the two HAs, with the following relationships: •...
Page 869 AJ-BNAR Registration Reference Manual AJ-BNAR – Box Number Audit Reports Analysis job BNAR allows an organisation to report on the content of their recorded, retained medical record envelope boxes. The reports can be generated using a range of MRE box numbers or the date of deduction or destruction.
Page 870 AJ-BNAR Registration Reference Manual Directions to Access AJ-BNAR 1. Enter a key of AJ and a qualifier of BNAR. 2. Press Enter. AJ]Analysis Job Qualifier[BNAR Job Name . . . Box Number Audit Reports Description . . This Analysis Job will allow an organisation to report on the content of their recorded, retained Medical Record Envelope boxes.
Page 871 AJ-BNAR Registration Reference Manual Enter ‘Y’ to put the job into the queue for processing Once you have completed the relevant files, enter Y and press Enter. Counts Data Download If a counts report was selected, an email will be sent to the entered address with a comma-delimited file of the following layout attached.
Page 872 AJ-BNAR Registration Reference Manual Data Item Notes 8. Date of Deduction DD/MM/CCYY (“LIVE PATIENT” if not deducted) 9. Date of Destruction DD/MM/CCYY (“LIVE PATIENT” if not deducted) 10. Patient Date of Birth DD/MM/CCYY 11. Patient Full Name Surname and first forename 12.
Page 873 AJ-BNAR Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION Box number can only contain alphanumeric, hyphen BOX invalid or space characters. BOX FROM > TO If both box number fields entered, the first number must not be ‘greater than’ the second. NO BOXES in range No boxes exist on file within the range specified.
Page 874 AJ-BNIO Registration Reference Manual AJ-BNIO – Box Number In/Out Report Analysis job BNIO reports on the medical record boxes that a particular user has worked on over a specified date range. The details are sent to a Unix file which you can download from the location you enter on the request screen.
Page 875 AJ-BNIO Registration Reference Manual Directions to Access AJ-BNIO 1. Enter a key of AJ and a qualifier of BNIO. 2. Press Enter. AJ]Analysis Job Qualifier[BNIO Job Name . . . Box Number In Out Report Description . . This Analysis Job will allow an organisation to report on the Medical Record Envelope boxes that a particular User has worked on over a date range.
Page 876 AJ-BNIO Registration Reference Manual Download File Format Upon completion, a tab-delimited Unix file will have been created in the requested path. The naming convention for the file is: XXXAJBNIO_CCYYMMDD_HHMMSS.txt where: • XXX is the NHAIS system cipher • CCYYMMDD is the date of the file creation •...
Page 877 AJ-BNIO Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION You must enter a user ID. User ID missing User ID must exist on the system. User ID invalid Date can only be today or earlier. DATE in future DATE(s) missing You must enter at least one of the dates.
Page 878 AJ-CAPR Registration Reference Manual AJ-CAPR – Registration Capitation Report Use this Analysis Job to request Ad Hoc and Final Registration Capitation reports. Options enable you to include GP statements, deprived area counts and bulk transfer details. The Ad Hoc report will show a snapshot of the capitation figures, before the quarter was closed.
Page 879 AJ-CAPR Registration Reference Manual The extra line printed in the report will read: ‘Capitation adjustment after recalculation’, and will indicate three types of figures: • A zero, if two sets of patient numbers match; • A positive figure, i.e. (1), if a recalculation results in an addition; and •...
Page 880 AJ-CAPR Registration Reference Manual Directions to Display the Report Request Screen 1. Enter a key of AJ with a qualifier of CAPR and press Enter. Example: Capitation Report Screen AJ]Analysis Job Qualifier[CAPR Job Name . . . REGISTRATION CAPITATION REPORT Description .
Page 881 AJ-CAPR Registration Reference Manual Directions to Request a Report 1. Enter the date. For an ad hoc report, this date will default to the quarter end date of the earliest open quarter. For a final report, this date may be the quarter end date for a closed quarter starting from 01.07.90.
Page 882 AJ-CAPR Registration Reference Manual Understanding the Screen Quarter End Date for Report Enter a valid Quarter End Date for the report in the format DD.MM.YY. If printing an Ad Hoc report, this will default to the quarter end date of the earliest open quarter.
Page 883 AJ-CAPR Registration Reference Manual Print selected P/Senior Partner, QCode or FR for fringe? Enter one of the following: • P/ followed by a senior partner code, to report on all GPs within that partnership. • P/ followed by a single-handed GP, to report on that GP. •...
Page 884 AJ-CAPR Registration Reference Manual Error Messages ERROR MESSAGE MEANING/ACTION The Capitation Report cannot be prepared during the CQ in progress Close of Quarter run. Try again when Close of Quarter has completed. GP recalc. in progress The Capitation Report cannot be prepared if GP capitation counts are being recalculated.
Page 885 AJ-CAPR Registration Reference Manual ERROR MESSAGE MEANING/ACTION START invalid Enter ‘Y’ to start the job. Press the Restore key if you do not wish to continue. CAPITATION REPORT – Enter ‘Y’, and press Enter to start the report. AWAITS START COMMAND The request cannot be added to the AJ-Q because a LOCK FAILURE record is in use else where.
Page 886 AJ-CAPR Registration Reference Manual Capitation Report The report comprises a maximum of five sections. HA Reports for Individual GPs by Responsible HA (or PCT) The information printed for each GP will depend on the parameters entered on AJ-CAPR. Details will be printed in GP code order, starting with senior partner or single-handed GP.
Page 887 AJ-CAPR Registration Reference Manual NOTE To enable a copy of GP statements to be sent to GPs, page numbers will be reset to start from 1 for each GP. Only one page number will be used per GP. If any Bulk Transfer details are included in the GP statement, the page number will be followed by the letter A.
Page 888 AJ-DADA Registration Reference Manual AJ-DADA – Delete Selected Aged Data Job This job allows you to look at old patient data, and delete it if required. You enter a date in the past so that AJ-DADA can select all patient data from before this date. You can then choose to either: •...
Page 889 AJ-DADA Registration Reference Manual To Display Another System Screen Other screens may be accessed from the Key/Qualifier Selection Criteria Screen. Press ESCAPE to display this screen. Print Restart Procedures Use the restart point displayed on the PS screen. Access Rights Users with FULL access may use AJ-DADA Processing/Printing When the processing has been completed, an entry listing the deletion details is...
Page 890 AJ-DADA Registration Reference Manual Directions to Display the AJ-DADA Screen 1. Enter a key of AJ with the qualifier of DADA, and press Enter. If invalid qualifier details are entered, the Key Qualifier Screen will be displayed. Example: AJ-DADA XJ SAT Analysis Job Index Qualifier DADA This Application will count or delete selected aged data.
Page 891 AJ-DADA Registration Reference Manual Directions – Entering Data Types to Be Counted/Deleted 1. Enter the data type: either CH, DH or DP. 2. Enter a date. Data from before this date will be counted/deleted. 3. Select the type of data to be counted/deleted. If you press the Ctrl and L keys at the same time, a list of the possible options will appear on the screen.
Page 892 AJ-DADA Registration Reference Manual Deduction type In this field, you must enter a code which gives the reason for deduction of patient details. To view a list of the options which are available for the type of data you have selected, press the Ctrl and L keys together.
Page 893 AJ-DADA Registration Reference Manual Printed Report Once processing is complete, an entry is placed on the print queue to produce a report of processing. The report is printed out on a single page of standard listing paper. The details show the date and the number of patient records counted/deleted. For CH and DH print-runs, the output is split between the number of patients and the number of physical records.
Page 894 AJ-DADA Registration Reference Manual Print Run for Information or Delete Example 1 EXETER AJ-DADA HEALTH AUTHORITY Date : 18-DEC-96 Delete Aged Date - Deducted Historic - INFORMATION RUN Page : 1 Deduction type : SER - Services : Female Deletion date: : 01/01/1970 Number of Patients with aged data : 10 Number of records counted...
Page 895 AJ-DADA Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION A Code other than those allowed has been INVALID DATA TYPE ENTERED FOR DELETION - MUST BE: CH, entered. Enter CH, DH or DP. DH, OR DP MINIMUM LENGTH IS 1 Field has been left blank.
Page 896 AJ-DEPL Registration Reference Manual AJ-DEPL – Deprivation Level Listings This job will enable you to create two listings: • A comparative listing detailing Ward and Enumeration District (ED) deprivation levels for a selected GP, partnership or all GPs on your database. Deprivation counts are taken from the last quarter, as specified in the Qtr input field.
Page 897 AJ-DEPL Registration Reference Manual Directions to Display the AJ-DEPL Screen 1. Enter a key of AJ with a qualifier of DEPL, and press Enter. If invalid qualifier details are entered, the Key Qualifier Screen will be displayed. Example: AJ-DEPL XJ] Analysis Job Index Qualifier[DEPL Job Name .
Page 898 AJ-DEPL Registration Reference Manual Understanding the AJ-DEPL Screen Use this field to select the Quarter to be used for the Comparative listing. You may enter the date in either DD.MM.YY or DD.MM.YYYY format. The first quarter for ED-based deprivation payments is 01.04.1999. GP selection GP Code To select a single-handed GP or an individual GP within a partnership,...
Page 899 AJ-DEPL Registration Reference Manual Error / Query Messages ERROR MESSAGE MEANING / ACTION Details are required in every field. Enter details. ALL fields necessary to start job Enter ‘Y’ to initiate the analysis job. Invalid entry to Start Job – you must enter ‘Y’...
Page 900 AJ-DEPL Registration Reference Manual Reports AJ-DEPL will produce two print queue entries: one for the Comparative listing and one for the Detailed listing. Both reports begin with a header page, detailing options selected on the AJ-DEPL screen. The Comparative and Detailed reports list Deprivation level counts for the selected GP/Partnerships.
Page 901 AJ-DEPL Registration Reference Manual Conversion of Jarman Scores to Deprivation Levels Scores directly equate to Deprivation levels in the following way: Ward-Based Jarman Scores Deprivation Level Wales England <16.5 (including negative numbers) <30 (including negative numbers) NONE 16.50 – 19.99 30 –...
Page 902 AJ-DEPL Registration Reference Manual Comparative Listings GPs’ deprivation level counts are listed in GP code order. Each single-handed GP and each Partnership (practice) is separated on the print by a dashed line. Total Deprivation level counts for a partnership (group practice) will be printed at the end of a partnership’s listing.
Page 903 AJ-DEPL Registration Reference Manual Detailed Listing This report lists postcodes covered by the selected GP/partnership. If Y has been entered in the ‘Deprived Details Only?’ field, the only postcodes listed will be those for which deprivation is payable. If N has been entered in the ‘Deprived Details Only?’...
Page 904 AJ-DEPL Registration Reference Manual Detailed Deprivation Level Report DEPL BAMBURY HEALTH AUTHORITY Date : 15.04.1999 DEPRIVATION LEVEL LISTING BY POSTCODE FOR QUARTER 01.10.1999 (AS AT 18.11.1999) Page : 4 GP : 000003 Practice : 000049 – PARTNERSHIP OF TWO Responsible to : DR.
Page 905 AJ-DEPL Registration Reference Manual A6-10 Appendix A Version: 2.39...
Page 906 AJ-DPRA Registration Reference Manual AJ-DRPA – Bulk Deduction of Patients ‘R/A’ The purpose of this analysis job is to facilitate the bulk deduction, with a deduction type of ‘R/A’, of a small number of patients (i.e. up to a maximum of 50) to their housing NHAIS system.
Page 907 AJ-DPRA Registration Reference Manual Directions to Access AJ-DPRA 1. Enter a key of AJ and a qualifier of DPRA. 2. Enter a known, valid practice code . 3. Enter the email address where the details of the number of successful (or unsuccessful) ‘R/A’...
Page 908 AJ-DPRA Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION WITHIN excluded period You are not allowed to run AJ-DPRA during certain time periods, for example at the end or start of the registration quarter. You must enter a practice code. PRAC missing The practice must exist on your NHAIS system and PRAC invalid...
Page 909 AJ-DPRB Registration Reference Manual AJ-DPRB – Batch Deduction of Patients to Their ‘Housing’ NHAIS System This analysis job can be used to facilitate the batch deduction of practice lists with large numbers of patients (i.e. over 50) to their housing NHAIS system using a deduction type of R/A.
Page 910 AJ-DPRB Registration Reference Manual Directions to Access AJ-DPRB 1. Enter a key of AJ and a qualifier of DPRB. 2. Complete one of the three sections on the screen as required. Remember, you can only use one section at a time. 3.
Page 911 AJ-DPRB Registration Reference Manual You can also select the required practice code via a pop-up, which you can activate with Ctrl L (Figure 1). NOTE There is a considerable amount of processing which takes place behind this pop-up box, so it may take some time to display, especially on larger NHAIS systems.
Page 912 AJ-DPRB Registration Reference Manual NOTE An asterisk after the word Suspended in the Status column indicates that the required number of patients have been updated on the PDS to enable a new DPRB batch to be created by the next midnight run of the Caretaker process, should DPRB be restarted for that practice.
Page 913 AJ-DPRB Registration Reference Manual Enter ‘Y’ to queue the job/update the screen Once you have completed this section, enter Y in this field to submit the job for processing. Appendix A A8-5 Version: 2.75...
Page 914 AJ-DPRB Registration Reference Manual The Unix Download Files Summary Download This provides information for all practices for which the AJ-DPRB process has been started. The file created will be a tab delimited file. The file will consist of a header record and a detail record for each DPRB deduction batch.
Page 915 AJ-DPRB Registration Reference Manual Detailed Download This provides a list of all the patients within all the DPRB batches for a selected practice, showing if/when the patient was updated on the PDS. The file created will be a tab delimited file. The file will consist of a header record and detail records.
Page 916 AJ-DPRB Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION SP-M EMAIL missing An email must be allocated to group DPRB on the SP-M screen. PRAC started You cannot start a GP practice which is already processing with AJ-DPRB. The practice must exist on your NHAIS system and PRAC invalid not start with ‘S’...
Page 917 AJ-DPRB Registration Reference Manual ERROR MESSAGE MEANING / ACTION PATH invalid The path field is invalid and must contain a valid UNIX path which must exist on your NHAIS system. The start field must contain ‘Y’. START missing The start field can only contain ‘Y’. START invalid NOTHING selected You need to select one field.
Page 918 AJ-DSPR Registration Reference Manual AJ-DSPR – Remove Patient Dispensing Markers The analysis job DSPR allows you to remove the dispensing marker from a selected group of patients. The group of patients may be selected: • using an input file of NHS numbers, •...
Page 919 AJ-DSPR Registration Reference Manual Directions to Use AJ-DSPR 1. Enter a key of AJ and a qualifier of DSPR. 2. Complete each field on the screen as required. Descriptions of what you can enter in each field can be found below. 3.
Page 920 AJ-DSPR Registration Reference Manual Input file/GP Code or Practice Code An entry in one of these fields is mandatory. Enter either: • An input file (path plus filename, e.g. /directory/filename) of NHS numbers. The first record in the file must be a header record containing just the text NHS NUMBER (the case is irrelevant).
Page 921 AJ-DSPR Registration Reference Manual Download Results File Layout The download file is a tab delimited, flat file containing one record per line. The file contains details of patients identified as having a dispensing marker set for the GP or practice and the address codes and/or postcodes specified. For each patient the following information will be included: •...
Page 922 AJ-DSPR Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION RUN TYPE missing Both fields must not be left blank. RUN TYPE invalid Must contain ‘Y’ or be left blank. Both ‘Run Type’ fields must not be set to ‘Y’. RUN TYPE conflict Only users with Full access may run this job in RUN TYPE disallowed...
Page 923 AJ-DSPR Registration Reference Manual ERROR MESSAGE MEANING / ACTION PATH must contain ‘/’ The UNIX path does not contain a ‘/’. The UNIX path does not end with a ‘/’. PATH must end ‘/’ There is a problem with the UNIX path. PATH error The ‘Enter ‘Y’...
Page 924 AJ-FPAN Registration Reference Manual AJ-FPAN – FP69 Audit Analysis Analysis job FPAN provides information on FP69 status settings and resulting patient deductions allowing the result of list cleaning initiatives to be monitored. A download of patients with FP69 audit data can also be requested. Using AJ-FPAN To access this job enter a key of AJ with a qualifier of FPAN and complete each field as appropriate.
Page 925 AJ-FPAN Registration Reference Manual Directions to Access AJ-FPAN 1. Enter a key of AJ with a qualifier of FPAN. 2. Press Enter. AJ]Analysis Job Qualifier[FPAN Job Name . . . FP69 Status Analysis Description . . This Analysis Job allows you to monitor the results of list cleaning initiatives, to track numbers of FP69 Status settings.
Page 926 AJ-FPAN Registration Reference Manual AJ]Analysis Job Qualifier[FPAN Job Name . . . FP69 Status Analysis Description . . This Analysis Job allows you to monitor the results of list cleaning initiatives, to track numbers of FP69 Status settings. A download of patients with FP69 audit data can additionally be requested.
Page 927 AJ-FPAN Registration Reference Manual Include reason code Enter a reason code (a numeric value between 1-8) if you only wish to include details for patients who had that reason code. Enter N to include details for patients with no reason code (i.e. those registered with non-linked practices).
Page 928 AJ-FPAN Registration Reference Manual o the number which resulted in the patient having their FP69 status removed; o the number which resulted in the patient being deducted from the database, but not with reason ‘R/U’; o the number which resulted in the patient being deducted from the database, with reason ‘R/U’;...
Page 929 AJ-FPAN Registration Reference Manual • Section 6 contains totals of FP69 audit records matching the selection criteria, broken down by the application code of the application that set the FP69 status. The totals are given in a tilde separated record with the following two data items: o Application code;...
Page 930 AJ-FPAN Registration Reference Manual Data Item Description FP69 expiry date (DD/MM/CCYY format) Reason for FP69 action Free text Status flag (which may be ‘A’, ‘D’, ‘P’ or ‘R’) Status date (DD/MM/CCYY format) Status time (HH:MM format) Status User ID Source of status change (application where FP69 status was amended) Reason for removal (only present if status flag is ‘D’) Free text from LX screen Title...
Page 931 AJ-FPAN Registration Reference Manual Data items 21 to 33 and 41 will contain current demographic information for a live patient (as shown on the ID screen). If the patient is deducted the information will come from the current deducted record (as shown on the DP screen). Data items 34 to 38 and 42 will only contain information for FP69 audit records with a status of ‘P’.
Page 932 AJ-FPAN Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION Enter a ‘Y’ in either the ‘Statistics’ or ‘Detail’ RUN TYPE invalid fields, but not in both. Enter: STATUS invalid • ‘A’ to include FP69 audit records that are awaiting FP69 deduction;...
Page 933 AJ-FPAN Registration Reference Manual ERROR MESSAGE MEANING / ACTION PATH invalid The UNIX path must be more than 1 character long and must not contain the tilde (~) or backslash (\) characters. Nothing has been entered in the ‘UNIX Path for PATH mandatory report file’...
Page 934 AJ-FPRM Registration Reference Manual AJ-FPRM – FP69 Status Removal Analysis job FPRM allows the bulk removal of FP69 statuses for those patients whose details are supplied in a Unix upload file. The upload file should be created using a spreadsheet, saved in comma-separated values (CSV) format and uploaded into a Unix directory on your NHAIS system.
Page 935 AJ-FPRM Registration Reference Manual Directions to Access AJ-FPRM 1. Enter a key of AJ with a qualifier of FPRM. 2. Complete each field as required. 3. Press Enter. AJ]Analysis Job Qualifier[FPRM Job Name . . . FP69 Status Removal Description . . This Analysis Job will remove the FP69 status for patients whose details are supplied in the input file specified below.
Page 936 AJ-FPRM Registration Reference Manual • N if you do not want to add any patient notes. NOTE  If you enter N in this field it will take precedence over any record within the input file that contains an optional value to be added to patient notes.
Page 937 AJ-FPRM Registration Reference Manual NOTE  If the input file cannot be opened, this file will simply contain the text ‘Input file cannot be opened’ instead of a header record. Failure Reasons The possible failure reasons are shown in the table below. Failure Reason Description Input file cannot be opened...
Page 938 AJ-FPRM Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION FILE mandatory Nothing has been entered in the ‘Input File’ field. FILE does not exist The path/filename entered in the ‘Input File’ field does not exist. The file entered in the ‘Input File’ field cannot be FILE cannot be opened opened.
Page 939 AJ-FPRM Registration Reference Manual ERROR MESSAGE MEANING / ACTION NOTES invalid Something other than ‘T’, ‘t’, ‘B’, ‘b’, ‘N’ or ‘n’ has been entered in the “Insert Patient notes at ‘T’op, ‘B’ottom’ or ‘N’one” field. START invalid Something other than ‘Y’ or ‘y’ has been entered in the ‘Enter ‘Y’...
Page 940 AJ-FPUP Registration Reference Manual AJ-FPUP – FP69 Details Upload This job will perform the bulk setting of FP69 statuses for patients whose details are supplied in a UNIX file. The upload file should be created using a spreadsheet such as Microsoft Excel and saved as a .CSV (comma-separated values) file.
Page 941 AJ-FPUP Registration Reference Manual Automated Runs For an automated run, you must complete the following fields: • UNIX Path for input files – enter the UNIX path where files containing the details of patients that require their FP69 status setting via the automated upload will be placed.
Page 942 AJ-FPUP Registration Reference Manual For such files (not intended for automatic upload), if the input file does contain a parameter record before the header record, the parameters from the parameter record will be used for the job (and not those entered on the AJ-FPUP job request screen). The first 86 characters of the header record must be: NHS Number,FP69 Expiry Date,Reason Code,Reason for FP69 Action,Free Text,Patient Notes Each patient record should contain the following information, with the individual...
Page 943 AJ-FPUP Registration Reference Manual Column Data Item Mandatory/Optional Format/Length Recent Optional DD.MM.CCYY or activity DD/MM/CCYY format exclusion date Be aware that: • The individual data fields must not include commas or quotes. • If an expiry date is not supplied an expiry date of the current date +6 months will be used.
Page 944 AJ-FPUP Registration Reference Manual FPUPFAILURECCYYMMDDHHMMSS.txt where CCYYMMDD is the date that the file was created and HHMMSS is the time the file was created. The file will consist of a header record followed by a number of detail records. Each detail record will contain the following information.
Page 945 AJ-FPUP Registration Reference Manual • Gender (current) • Recent activity exclusion date NOTE  If the input file cannot be opened, instead of a header record this file will simply contain the text ‘Input file cannot be opened’. Failure Reasons A list of failure reason can be found in the table below: Failure Reason Description...
Page 946 AJ-FPUP Registration Reference Manual Failure Reason Description Free Text invalid The free text contains characters other than A B C D E F G H I J K L M N O P Q R S T U V W X Y Z 0 1 2 3 4 5 6 7 8 9 0 .
Page 947 AJ-FPUP Registration Reference Manual Failure Reason Description Exclusion Date invalid A recent activity exclusion date has been supplied, but it is not a valid non-future date in DD.MM.CCYY or DD/MM/CCYY format. A14-8 Appendix A Version: 2.94...
Page 948 AJ-FPUP Registration Reference Manual Directions to Access AJ-FPUP 1. Enter a key of AJ with a qualifier of FPUP. 2. Press Enter. 3. If you are creating an individual AJ-FPUP run, complete the fields: • Input File • UNIX Path for report files •...
Page 949 AJ-FPUP Registration Reference Manual UNIX Path for report files Enter the UNIX path for the destination of the report files. A default path, as defined on the SP-S screen, will be displayed. Email summary report to Enter an email address to which a summary of the results of the job will be sent. This field will default to the email address of the current user as defined on the UA screen within the Master Password System.
Page 950 AJ-FPUP Registration Reference Manual Automated Uploads If you want to enable the automated running of AJ-FPUP you must complete the following fields: Unix Path for input files Enter the UNIX path where files containing the details of patients that require their FP69 status setting via the automated upload will be placed.
Page 951 AJ-FPUP Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION AUTO PATH vs ID If a UNIX path for automated uploads is entered a file identifier is also required (and vice versa). DATE invalid The date entered in the ‘Exclude patients who have had their patient record amended since’...
Page 952 AJ-FPUP Registration Reference Manual ERROR MESSAGE MEANING / ACTION PATH cannot be accessed The NHAIS system does not have permission to write to the path entered in the ‘UNIX Path for report files’ field. PATH does not exist The path entered in the ‘UNIX Path for report files’ field does not exist.
Page 953 AJ-FPUP Registration Reference Manual ERROR MESSAGE MEANING / ACTION UNIX PATH/FILE correct? Please check that the locations of the input and output files are correct. Please check that the UNIX path and filename UNIX PATH/ID correct? identifier for automated uploads are correct. A14-14 Appendix A Version: 2.94...
Page 954 AJ-GPDL Registration Reference Manual AJ-GPDL – GP Deduction Lists Reports produced by AJ-GPDL will help monitor patients details deducted from the Health Authority within a specified time frame. Use the AJ-GPDL screen to: • Request details of deducted patients by GP, partnership or health authority.
Page 955 AJ-GPDL Registration User Reference Manual Directions to Display the AJ-GPDL Screen 1. Enter a key of AJ with a qualifier of GPDL. 2. Include those patient counts who are currently registered. 3. Select all GPs or specific GPs – L should be inserted if only a few specific GPs are required.
Page 956 AJ-GPDL Registration Reference Manual AJ]Analysis Job Qualifier[GPDL Job Name . . . GP DEDUCTION LISTS Description . . This Analysis job is designed to produce lists of deducted patients for specified GP's within specified dates. Details - 1. Include those patient counts who are currently registered (Y/N) .
Page 957 AJ-GPDL Registration User Reference Manual AJ]Analysis Job Qualifier[GPDL Job Name . . . GP DEDUCTION LISTS Description . . This Analysis job is designed to produce lists of deducted patients for specified GP's within specified dates. Details - 1. Include those patient counts who are currently registered (Y/N) .
Page 958 AJ-GPDL Registration Reference Manual Error Messages ERROR MESSAGE MEANING/ACTION Invalid selection An incorrect value was entered. Only ‘G’ or ‘L’ may be specified. Re-enter using either ‘G’ or ‘L’. Invalid HA. Must be a valid HA code or leave the field blank. Re-enter with a valid HA code or leave the field blank.
Page 959 AJ-GPDL Registration User Reference Manual Query Messages QUERY MESSAGE MEANING/ACTION No ‘from’ date The date will be set to first GP’s ‘from’ date. No ‘to’ date. Assume same Pressing Return results in a date range of one day for this as ‘from’...
Page 960 AJ-GRED Registration Reference Manual AJ-GRED – Reconciliation Data for NSTS (GPs, Partnerships, Practices, PCGs) The NSTS Project requires all HAs to provide a download of GP, Partnership, Practice and PCG data for reconciliation purposes. AJ-GRED consists of two screens: • Screen 1 creates a file of GP, Partnership, Practice and/or PCG records. Codes can be entered to select specific ranges of GPs, Partnerships, Practices or PCGs.
Page 961 AJ-GRED Registration Reference Manual Directions to Produce a Reconciliation Data Tape for NSTS (GP, Partnership, Practice and PCG Data) 1. Enter a key of AJ with a qualifier of GRED and press Enter. The screen shown on page 15-2 will appear. 2.
Page 962 AJ-GRED Registration Reference Manual Example: AJ-GRED Screen 1 AJ]Analysis Job Qualifier[GRED Job Name . . . RECON DATA FOR NSTS (GPs, P'SHIPs, PRACTICEs AND PCGs DATA) Description . This job will create a file of GPs, Partnerships, Practices and PCGs. The aim is to establish that the content of the source system being reconciled is represented on the NSTS.
Page 963 AJ-GRED Registration Reference Manual Example: AJ-GRED Screen 2 AJ]Analysis Job Qualifier[GRED Job Name . . . RECON DATA FOR NSTS (GPs, P'SHIPs, PRACTICEs AND PCGs DATA) Description . Write the data to DAT tape or delete previous run. When writing to tape the job can't be suspended. Device number .
Page 964 AJ-GRED Registration Reference Manual Error Messages Screen 1 ERROR MESSAGE MEANING/ACTION No records to process The GP/Partnership/Practice/PCG code you have entered in the ‘From’ field does not exist on the database. Missing data You have entered a GP/Partnership/Practice/PCG code which exists on the database in the ‘To’ field, but you have not entered anything in the ‘From’...
Page 965 AJ-GRED Registration Reference Manual A14-6 Appendix A Version: 2.74...
Page 966 AJ-IMEL Registration Reference Manual AJ-IMEL – Immigrant Enquiry Analysis Immigrant Enquiry labels are processed when the Immigrant Enquiry Analysis job is run. This job is initiated from the AJ-IMEL screen. Use the AJ-IMEL screen to: • Set the enquiry period for processing the Immigrant Enquiry analysis job. •...
Page 967 AJ-IMEL Registration Reference Manual Processing When the Enquiry Analysis job is queued for processing on the AJ-IMEL screen, each patient assigned an immigrant status will have his/her Enquiry Due Date (displayed on the AD screen) compared with the Previous Enquiry Date and the Required Enquiry date (entered on the AJ-IMEL screen).
Page 968 AJ-IMEL Registration Reference Manual • Title (upper case only if upper case or both has been selected) This field will be prefixed with the text you enter in the Title prefix text for minors field if the patient is under 16. •...
Page 969 AJ-IMEL Registration Reference Manual • Date Added (CCYYMMDD format) • FP69 Status (‘Y’ or null) • Immigrant Enquiry Due Date (DD/MM/CCYY format) • Immigrant Enquiry Due Date (CCYYMMDD format) • NHS Number barcode (unencoded) • NHS Number barcode (encoded) A17-4 Appendix A Version: 2.85...
Page 970 AJ-IMEL Registration Reference Manual Print Restart Procedures A suspended print can be restarted from the same point or a specified point, as listed below. Please note that the print sequence you select will affect the restart code. Restart Field Result left blank Printing will restart from the top.
Page 971 AJ-IMEL Registration Reference Manual Directions to Access the AJ-IMEL Screen 1. Enter a key of AJ with a qualifier of IMEL. 2. Press Enter. AJ]Analysis Jobs Job Code[IMEL Job Name . . . Immigrant Enquiry Analysis Description . . This analysis job allows you to prepare Immigrant Enquiry labels that may be attached to letters.
Page 972 AJ-IMEL Registration Reference Manual Directions to Queue the Immigrant Enquiry Analysis Job for Processing 1. If you want to exclude those patients that already have an FP69 status, enter Y in the Exclude patients who ... already have FP69 status? field. 2.
Page 973 AJ-IMEL Registration Reference Manual Required Enquiry Date Use this field to set a date limit after which details will be passed to the labels application. The system will check details of every patient assigned with an immigrant status on the AD screen. Patients whose Enquiry Due date falls within the period of time set, will have their name and address details passed to the label application, and/or included in the download file.
Page 974 AJ-IMEL Registration Reference Manual AJ]Analysis Jobs QUERY Job Code[IMEL 1. UNIX PATH correct? 2. CHECK Count below Job Name . . . Immigrant Enquiry Analysis *** This would result in 1 Immigrant record being selected *** Description . . This analysis job allows you to prepare Immigrant Enquiry labels that may be attached to letters.
Page 975 AJ-IMEL Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION Must be ‘Y’ – yes or ‘N’ – no. FP69 invalid A figure for months must be entered if a default MONTHS missing value already existed, or if ‘Y’ is entered for screening exclusion.
Page 976 AJ-IMEL Registration Reference Manual ERROR MESSAGE MEANING / ACTION PATH mandatory Nothing has been entered in the ‘UNIX Path for report file’ field. The UNIX path must start with a slash (/) PATH must begin ‘/’ character. PATH must end ‘/’ The UNIX path must end with a slash (/) character.
Page 977 AJ-MREL Registration Reference Manual AJ-MREL – Print Medical Record Envelope Labels and List of GP Patients This job will enable you to: • Print a list for all patients registered with a specific GP or Partnership • Print Medical Record Envelope (MRE) Labels for all patients registered with a specific GP or Partnership with a new format NHS number Using the AJ-MREL Screen...
Page 978 AJ-MREL Registration Reference Manual Directions to Print MRE Labels or a GP’s List for All Patients Registered with a Specific GP or Partnership 1. Enter the output required in the Output Required field. Enter G for a GP’s list or M for MRE Labels.
Page 979 AJ-MREL Registration Reference Manual Understanding the AJ-MREL Screen Output Required Select the type of print required. Enter G for a GP’s list or M for MRE Labels. GP Partnership If you require a print for a GP Partnership, enter the partnership code in this field. GP Local Code If you require a print for a specific GP, enter the GP’s Local code in this field.
Page 980 AJ-MREL Registration Reference Manual Using the PS Screen Regardless of the sequence of the print, the PS Screen will display: • The NHS number for the last patient successfully printed for a MRE Labels print. • The NHS number followed by ‘:’ and a page number for the last patient successfully printed for a GP’s List print, e.g.
Page 981 AJ-MREL Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION Enter ‘Y’ Only Only ‘Y’ is allowed in the ‘Start’ field. GP Not Current The GP code entered in the ‘GP Partnership’ field is for a GP who is not a member of a GP Partnership, i.e. the GP has been cancelled.
Page 982 AJ-MREL Registration Reference Manual Example: The GP’s List with a sequence of N for NHS Number, for a Partnership AJ-MREL Southshire Page : 9 Health Authority Date : 01-APR-1997 GP’s List for P/462674, LEWIS-JONES Patient’s Name NHS No. (Alt NHS No.) Sex Acc Date GP Code GP Surname &...
Page 983 AJ-MRST Registration Reference Manual AJ-MRST – Medical Record Statistics Use the AJ-MRST screen to: • Process statistics and request reports containing statistics and counts on the number of Medical Record Envelopes received by your HA from GPs, other HAs and NHSCR. •...
Page 984 AJ-MRST Registration Reference Manual Limitations Sometimes the status of a Medical Record will be changed more than once in a day. However, only the first change is counted during the processing of these statistics – any further changes to the MRE status are ignored. If the patient is deducted and a new status is set on the same day, the change will not be counted in the Medical Record statistics.
Page 985 AJ-MRST Registration Reference Manual Directions to Access the AJ-MRST Screen 1. Enter a key of AJ with a qualifier of MRST, and press Enter. Example: AJ-MRST Screen AJ]Analysis Job Qualifier[MRST Job Name . . . MEDICAL RECORD STATISTICS Description . . This job will produce statistical information on the time taken to return Medical Record Envelopes from GPs within the HA, other HAs and NHSCR.
Page 986 AJ-MRST Registration Reference Manual Directions – Requesting Summary/Detailed Statistics 1. Enter S for Summary Statistics, or D for Detailed Statistics. 2. Enter the processing date range. 3. For Detailed Statistics only, enter the Standard Return Rate set by your HA. 4.
Page 987 AJ-MRST Registration Reference Manual Understanding the AJ-MRST Screen Summary / Detailed statistics Enter S to request Summary Statistics or D to request Detailed Statistics. Date range Enter dates, in the format dd.mm.yy, in the from and upto fields to calculate MRE returns for a specific period.
Page 988 AJ-MRST Registration Reference Manual Understanding the Reports Summary Statistics Four tables will be produced when Summary Statistics are requested. They show the number and percentage of MREs received from HAs, NHSCR and GPs for each of the acceptance types below: •...
Page 989 AJ-MRST Registration Reference Manual ‘Breakdown of MREs received and logged in from HAs’ This shows the number and percentage of records received from other HAs within certain time periods (see columns 2 and 4). It also gives a running total of the amount and proportion of records received up to the end of each time period (see columns 3 and 5).
Page 990 AJ-MRST Registration Reference Manual ‘Breakdown of MREs received and logged in from GPs’ This shows the number and percentage of records received from GPs within certain time periods. It can be interpreted in the exactly the same way as the report for HAs, which is described above.
Page 991 AJ-MRST Registration Reference Manual ‘GP Achievement Figures for Return of MREs – In RETURN RATE order’ This shows the number of records returned within and after 6 weeks by individual GPs. Details are broken down into bands of less than 2 weeks, 2 weeks and less than 3 weeks, 3 weeks and less than 4 weeks, 4 weeks and less than 5 weeks, 5 weeks and less than 6 weeks, 6 weeks and over.
Page 992 AJ-MRST Registration Reference Manual Error Messages ERROR MESSAGE MEANING / ACTION You have entered an invalid character in the ‘Report Invalid Report Type Type’ field. Enter ‘S’ for summary statistics, or ‘D’ for detailed statistics. Invalid from date Enter a valid ‘from’ date in the format dd.mm.yy. Enter a valid ‘up to’...
Page 993 TEST HEALTH AUTHORITY Date : 01-APR-1996 DETAILED PATIENT’S CHARTER STATISTICS Page : 1 Prepared on 01.04.96 GP Achievement Figures for Return of MREs – In RETURN RATE order The figures are for MREs received and logged in during the period 01.01.96 to 31.03.96 The following GPs returned 100% or less of MREs within 6 weeks : THIS REPORT DOES NOT INCLUDE OUTSTANDING MREs.
Page 994 TEST HEALTH AUTHORITY Date : 01-APR-1996 DETAILED PATIENT’S CHARTER STATISTICS Page : 1 Prepared on 01.04.96 Other HAs sorted by RETURN RATE of Requested MREs The figures are for MREs received and logged in during the period 01.01.96 to 31.03.96 THIS REPORT DOES NOT INCLUDE OUTSTANDING MREs.
Page 995 TEST HEALTH AUTHORITY Date : 01-APR-1996 DETAILED PATIENT’S CHARTER STATISTICS Page : 1 Prepared on 01.04.96 Breakdown of MREs received and logged in from HAs In period 01.01.96 to 31.03.96 5 MREs were received and logged in MREs Number Received Total Received % Received Total Received...
Page 996 TEST HEALTH AUTHORITY Date : 01-APR-1996 DETAILED PATIENT’S CHARTER STATISTICS Page : 1 Prepared on 01.04.96 Breakdown of MREs received and logged in from GPs In period 01.01.96 to 31.03.96 2 MREs were received and logged in MREs Number Received Total Received % Received Total Received...
Page 997 AJ-NHST Registration Reference Manual AJ-NHST – NHS Number Batch PDS Trace This job allows a trace of a batch of patients with either temporary or old format NHS numbers against the PDS so as to ascertain the correct new format NHS numbers for those patients.
Page 998 AJ-NHST Registration Reference Manual • Summary: running the job in Summary mode will include information regarding the number of patients, by responsible PCT, matching the entered search criteria in the output. No traces are performed against the PDS. Appendix A A18-2 Version: 2.74...
Page 999 AJ-NHST Registration Reference Manual Directions to Display the AJ-NHST Screen 1. Enter a key of AJ with qualifier of NHST. AJ]Analysis Job Qualifier[NHST Job Name . . . NHS NUMBER BATCH PDS TRACE This job will run a batch trace of 'problem' NHS numbers against the PDS, and send the results to a Unix file or email address.
Page 1000 AJ-NHST Registration Reference Manual NHSCR ‘reply expected’? Enter Y to include patients where a reply is expected from NHSCR; a reply which might include updated NHS number. NHSCR ‘reply not expected’? Enter Y to include patients where a reply is not expected from NHSCR. Entering Y for both NHSCR fields includes all patients.
Page 1001 AJ-NHST Registration Reference Manual Download Data Layout After a successful run, AJ-NHST will either create a Unix file or send a text file attached to an email as specified on the request screen. The layout of both of these is shown below.

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