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RE (Registrations Expected) Screen

RE (Registrations Expected) Screen

Email Notifications

Using the RE Screen

Directions to Access the RE Screen

Understanding the RE Screen

Error Messages


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
  • the current system's cipher or Q code was entered as the new HA of registration.

The records are shown in chronological order, with the oldest records displayed first.

The details for each "R/A" deduction are sent from your system to the "gaining" NHAIS system once a day, in the evening. The "Receiving" systems will process "R/A" deductions from neighbouring systems on a hourly basis, in the morning.

The details displayed on the screen enable the registration to be investigated with the patient's practice. The screen may also be used to record notes on any action taken.

Records will no longer appear on this screen once a matching registration transaction has been received by the system. This is controlled by a background process, which will also generate weekly and monthly emails. See Email Notifications below for details.

The screen may be used to mark records as complete for cases where a matching registration will not be received. For example where the incorrect cipher was entered by the deducting site or the patient has been registered under a different NHS number.

Email Notifications

The background process, described above, sends weekly and monthly emails to members of the RADED group as defined on the SP-M Screen.

Weekly Emails

This email is produced by the first run of the background process of a new week (where Monday is taken to be the first day of the week). It contains the following:

  • A count of the number of notifications received of R/A deductions where the system date of deduction was within the previous week (Monday to Sunday).
  • A count of the number of entries on the RE screen.
  • The date of the oldest entry on the RE screen. If this date is more than 28 days old, it will be highlighted by including the text "**MORE THAN 28 DAYS AGO**" after the date.

An example of a weekly email from an NHAIS system with a cipher of "TES" would look similar to the example shown below:

From: RADED.TES@cfhsds.nhs.uk
Subject: TES : Notifications of R/A Deduction – Weekly Report

This NHAIS System received 18 notifications of R/A deduction during the last week (Monday 05.09.2011 to Sunday 11.09.2011).

There are currently 14 registrations expected as the result of R/A deductions. (See the RE Screen.)

The oldest of these is from 13.07.2011. **MORE THAN 28 DAYS AGO**

This is an automated message from the NHAIS system. Please do not reply to this email.

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. an email sent on 1 July would contain information on R/A deductions which took place in May).
  • A breakdown of the above count by record status. (i.e. auto-completed, manually completed and still outstanding).
  • The average length of time that it took for those auto-completed records to be auto-completed. (i.e. the average number of days between the system date of deduction and the date the record was marked as auto-completed).

An example of a monthly email from an NHAIS System with a cipher of "TES" would look similar to the example below:

From: RADED.TES@cfhsds.nhs.uk
Subject: TES : Notifications of R/A Deduction – Monthly Report

This NHAIS System received 54 notifications of R/A deduction during the month July 2011.

Of these, 48 auto completed, 2 were manually marked as complete and 4 are still outstanding.

For the 48 records that auto completed the average time taken from the patient being deducted to the notification being marked as complete was 6.23 days.

This is an automated message from the NHAIS system. Please do not reply to this email.

Using the RE Screen

The screen is accessed using a key of RE, with a qualifier of one of the following:

  • Blank – display all records.
  • NHAIS system cipher – display records received from that NHAIS system.
  • Practice code – display records for patients registered with that practice at the time of "R/A" deduction.
  • Gender code, i.e. M (male), F (female), or I (indeterminate) – display records of patients with that gender.
  • A comma followed by a number – to display records "R/A" deducted more than that number of days ago.
  • NHAIS system cipher, practice code or gender code followed by a comma and a number of days – display all records for that code which were "R/A" deducted more than the specified number of days ago. For example, F,10 will show all records for women which were "R/A" deducted more than 10 days ago.

Records will be displayed in "system date of deduction" order with the oldest shown first. Records with the same date of deduction will be displayed in NHS number order.

For each record the following information will be displayed:

  • 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)
  • the business date of deduction
  • the system date of deduction (displayed in inverse video if the date is more than seven days ago)
  • the application that created the record on the sending system, for example DL for the DL screen
  • the sending NHAIS system cipher
  • an action field
  • a notes field.

A flag indicating further information about the record may also be displayed in inverse video on the right hand side of the screen as follows:

  • "LIVE" indicates that the record's NHS number is now registered on the live database. This record will no longer be displayed on the screen once the hourly background process that checks for matching registration transactions has next run.
  • "LX-SAME" indicates that there is a registration transaction awaiting processing on the LX screen for this record's NHS number and the transaction has come from the expected practice.
  • "LX-" followed by a practice code indicates that there is a registration transaction from that practice awaiting processing on the LX screen for this record's NHS number and this is not from the expected practice.

A record may be manually completed by entering C in the Act field. This will update the record's status so it will no longer appear on the screen. Notes must also be entered against the record before it can be marked as completed.

A trace on the PDS for the NHS number can be performed by entering Ctrl T in the Act field.

A pop-up box is available from the Notes field. This allows the entry of up to three lines of free text to record any actions that may have been taken in chasing-up the registration. If notes have been entered, the text "Notes Exist" will be displayed in inverse video after the Notes field.

Note: users with read only access to the RE screen will not be able to mark records as complete or enter any notes against records.

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.
    • Practice code – display records for patients registered with that practice at the time of "R/A" deduction.
    • Gender code of either M (male), F (female), or I (indeterminate) – display records of patients with that gender
    • A comma followed by a number – display records "R/A" deducted more than that number of days ago.
    • NHAIS system cipher, practice code or gender code followed by a comma and a number of days – display all records for that code which were "R/A" deducted more than the specified number of days ago.

      For example, a qualifier of F,10 will show all records for women that were R/A deducted more than 10 days ago.

  2. Press <Enter>.
RE]Registrations Expected                Qualifier[                            ]
                                                                       <-page->
           Registrations Expected as a result of R/A Deductions
 
Act  NHS Number    Birth Date  Sex  Practice Date of Dedn  Appl  from CSA
Patient Name                                 System Action Date  Notes
--------------------------------------------------------------------------------
[ ]  111 111 1111  01.01.2001   F   P00010   02.06.2012          DO         LIVE
                                             02.06.2012          [ ]
--------------------------------------------------------------------------------
[ ]  222 222 2222  02.02.2002   M   P00010   22.06.2012    DL    DO         
PATIENT,TEST TWO                             22.06.2012          [ ] Notes Exist
--------------------------------------------------------------------------------
[ ]  333 333 3333  03.03.2003   M   P00011   22.06.2012    DL    SM         
PATIENT,TEST THREE                           22.06.2012          [ ]
--------------------------------------------------------------------------------
[ ]  444 444 4444  04.04.2004   M   P00011   23.06.2012    DP    SM         
PATIENT,TEST FOUR                            23.06.2012          [ ]
--------------------------------------------------------------------------------
[ ]  555 555 5555  05.05.2005   F   P00011   23.06.2012    DL    SM         
PATIENT,TEST FIVE                            23.06.2012          [ ]
--------------------------------------------------------------------------------
 
'Act'ion allowed: C - Complete record manually

Figure 1: RE Screen, Blank Qualifier

Understanding the RE Screen

Act
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. Press <Ctrl> L and enter the notes accordingly.

If notes have been entered, the text "Notes Exist" will be displayed in inverse video after the notes field.

Note: after entering notes into this pop-up box and pressing <Enter> to close it, you must press <Enter> again to actually update the screen.

[------------------------------------------------------------------------------]
|                        Enter Notes for 222 222 2222                          |
}------------------------------------------------------------------------------{
|[                                                                            ]|
|[                                                                            ]|
|[                                                                            ]|
[------------------------------------------------------------------------------]
[ ]  111 111 1111  01.01.2001   F   P00010   02.06.2012          DO         LIVE
PATIENT,TEST ONE                             02.06.2012          [ ]
--------------------------------------------------------------------------------
[ ]  222 222 2222  02.02.2002   M   P00010   22.06.2012    DL    DO         
PATIENT,TEST TWO                             22.06.2012          [ ] Notes Exist
--------------------------------------------------------------------------------
[ ]  333 333 3333  03.03.2003   M   P00011   22.06.2012    DL    SM         
PATIENT,TEST THREE                           22.06.2012          [ ]
--------------------------------------------------------------------------------
[ ]  444 444 4444  04.04.2004   M   P00011   23.06.2012    DP    SM         
PATIENT,TEST FOUR                            23.06.2012          [ ]
--------------------------------------------------------------------------------
[ ]  555 555 5555  05.05.2005   F   P00011   23.06.2012    DL    SM         
PATIENT,TEST FIVE                            23.06.2012          [ ]
--------------------------------------------------------------------------------
 
'Act'ion allowed: C - Complete record manually

Figure 2: RE Screen, with "Notes" Pop-up Box

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 mandatory

Notes must be entered before the record can be marked as complete. Press <Ctrl> L in the 'Notes' field and use the pop-up window to enter notes for the record.