Polaris 3900 Sport/P39 User manual

Copyright © 2017 Health and Social Care Information Centre.
NHS Digital is the trading name of the Health and Social Care Information Centre
Registration
User Reference Manual
Version 3.1.1
Published September 2017

Registration Reference Manual Contents
Version 3.1.1 C-1
Contents
Section 1: Introduction
Page
Organisation
O-1
Quick Guide
Q-1
Introduction to the Registration System
I-1
The System
I-1
Recommended Procedures
I-4
Before Registering a Patient
I-7

Contents Registration Reference Manual
C-2 Version 3.1.1
Section 2: General Registration Screens
Page
The FH Screen – HA Details
1-1
When to Use the FH Screen
1-1
Example: FH Screen Showing URL for Web Application
1-1
Using the FH Screen
1-1
Access Rights
1-2
Directions to Access the FH Screens
1-3
Example: HA Details Screen
1-3
Example: FH Screen, Page 2
1-4
Directions to Update HA Details
1-4
Directions to Delete an HA Entry
1-5
Error Messages
1-6
The RC Screen – Reminder Notification
2-1
When to Use the RC Screen
2-1
Processing/Validation
2-2
Access Rights
2-3
Directions – Access the RC Screen
2-4
Example: RC Screen
2-4
Directions – to Set the RC Screen
2-5
Understanding the RC Screen
2-5
Error Messages
2-6
The RS Screen – Record Selection
3-1
The RS Screen
3-1
Example: RS Deduction Screen
3-2
Directions – to Select a Patient
3-2
Example: RS Screen
3-3
Directions – to Select a Patient
3-3
Example: RS Screen with Function Boxes
3-4
Directions – to Select a Patient
3-4
Soundex Surname Search
3-5
Example: RS Screen with Soundex Surname Search
3-6
Hints on Searching for a Surname
3-7
Restricting the Search
3-7
Error Messages
3-8
The PE Screen – Prescription Exemption
4-1
When to Use the PE Screen
4-1
Print Restart Procedures
4-2
Access Rights
4-2
Directions – Access to the PE Screen
4-3
Directions – to Set the PE Screen
4-3
Example: The PE Screen
4-4
Previous Certificate Details
4-5
Example: Past Window
4-5
Understanding the PE Screen
4-6
Error Messages
4-8
The QC Screen – Capitation Enquiry
5-1
When to Use the QC Screen
5-1
Access Rights
5-2
Directions – to Access the QC Screen
5-2
Example QC Screen: Single-Handed GP
5-3
Example QC Screen: GP in a Partnership
5-4

Registration Reference Manual Contents
Version 3.1.1 C-3
Section 2: General Registration Screens
Page
Example QC Screen: Partnership Details
5-5
Understanding the QC Screen
5-6
Error Messages
5-8
The GC Screen – GP Capitation Enquiry
6-1
Access
6-2
Directions – to Access the GC Screen
6-2
Example: The GC Screen for an Individual GP
6-2
GPs in Abeyance
6-3
Patients Taken Over from Another GP’s List
6-3
Viewing Q Code Totals for a GP with Fringe Patients
6-5
Example: The GC Screen for a GP, with Pop-up Box
6-5
Example: The GC Screen for a Partnership
6-6
Patients Taken Over from the List of a GP Outside the Partnership
6-7
Viewing Q Code Totals for All GPs in a Partnership
6-8
Example: The GC Screen for a Partnership, with Pop-up Box
6-8
Error Messages
6-9
The RA Screen – Registration Audit
7-1
When to Use the RA Screen
7-1
Access
7-1
Use of the RA Screen
7-1
Changing Transactions to Be Captured after Installation
7-2
Database Disk Space
7-2
Directions – to Access the RA Screen
7-3
Example 1: The RA Screen – At the Patient’s Original HA
7-4
Example 2: The RA Screen – At the Patient’s New HA
7-4
Displaying User Names (Pop-up box)
7-5
Example 3: The RA Screen – with Pop-up Box Showing User Names
7-5
Displaying the NHS Number Source
7-6
Example 4: RA Screen, with NHS Number Sub-screen
7-6
Applications Which May Be Captured on RA
7-7
Error Messages
7-12
The DX Screen – Integrity Checker Monitor
8-1
When to Use the DX Screen
8-1
Integrity Checker Monitor
8-1
Access Rights
8-1
Directions – to Access the DX Screen
8-2
Example: The DX Screen (Read Only)
8-2
Example: The DX Screen (Key Users)
8-3
Key User
8-3
Additional Users
8-3
Understanding the DX Screen
8-4
Error Messages
8-5
The OC Screen – Organisation Communications
9-1
When to Use the OC Screen
9-1
Linkage of Screens
9-2
Directions – to Access the OC Screen
9-3
Figure 1: OC Screen 1 (Qualifier ORG, Page 1)
9-3
Figure 2: OC Screen 1 (Qualifier ORG, Page 2)
9-4
Figure 3: OC Screen 1 (Qualifier ORG, Page 3)
9-4
Understanding OC Screen 1
9-5
Figure 4: OC Screen 2 (Qualifier ORG,<Grp>, Page 1)
9-6

Contents Registration Reference Manual
C-4 Version 3.1.1
Section 2: General Registration Screens
Page
Understanding OC Screen 2
9-6
Figure 5: OC Screen 3 (Qualifier <OType>)
9-7
Understanding OC Screen 3
9-7
Figure 6: OC Screen 4 (Qualifier <OType>,<Grp>)
9-9
Understanding OC Screen 4
9-9
Figure 7: OC Screen 5 (Qualifier APPGRP)
9-10
Understanding OC Screen 5
9-10
Figure 8: OC Screen 6 (Qualifier APPGRP,<Grp>)
9-11
Understanding OC Screen 6
9-11
Error Messages
9-13
The CQ Screen – Close Quarter
10-1
When to Use the CQ Screen
10-1
Directions to Access the CQ Screen
10-3
After the Quarter Close
10-4
Figure 1: Example CQ Screen
10-4
Figure 2: Example CQ Screen, with Ended GPs pop-up Box
10-5
Understanding the CQ Screen
10-5
Figure 3: Example CQ Screen, with ‘Progress’ Message
10-5
Error Messages
10-6
The IQ Screen – Temp./Old NHS Number Volumes
11-1
Using the IQ Screen
11-1
Directions to Access the IQ Screen
11-2
Figure 1: Example IQ Screen
11-2
Figure 2: Example IQ Screen, with NHS/MONTH Qualifier
11-3
Understanding the IQ Screen
11-3
Error Message
11-5
The NI Screen – NHS Number Index 12-1
Using the NI Screen
12-1
Directions to Display the NI Screen
12-2
Figure 1: The NI Screen
12-2
Understanding the NI Screen
12-2
The FA Screen – FP69 Audit 13-1
Using the FA Screen
13-1
Directions to Access the FA Screen
13-2
Figure 1: FA Screen
13-2
Understanding the FA Screen
13-2
Figure 2: FA Screen, with User Details Pop-up Box
13-3
Error Messages
13-4

Registration Reference Manual Contents
Version 3.1.1 C-5
Section 3: Patient Details Screens
Page
The ID Screen – Identity Details
1-1
When to Use the ID Screen
1-1
Registering a Patient
1-1
ID Screen Interaction with the Personal Demographics Service
1-1
Access
1-2
Core Registration Details
1-3
NHSCR
1-3
Patient Addresses – Matching and Linking
1-4
ID Abbreviated Address Entry
1-4
ID-related Address Code Matching
1-5
ID Part Premise Matching
1-5
ID Advisory Locality Fuzzy Matching
1-5
Patient Assignments
1-6
Linked Practices
1-6
Related Prints/Notifications
1-7
FP4 – Medical Card
1-7
Z68 – GP Acceptance List
1-7
CR283 – Change of Surname, Forename, DoB
1-8
FP99 – Notification of Change of HA
1-8
Directions to Access the ID Screen
1-9
Example: Blank ID Screen
1-10
Example: ID Screen with Patient Details
1-10
Directions to Register a Patient
1-11
Acceptance Codes
1-12
Code 1 (Birth)
1-13
Code 2 (1st Acceptance)
1-14
Code 3 (Transfers In)
1-15
Code 4 (Immigrant/Returning Immigrant)
1-16
Code 5 (Ex-Services)
1-17
Code 6 (Internal Transfer)
1-18
Directions to Register an Internal Transfer
1-18
Code A (Amend)
1-19
Directions to Amend Patient Details
1-19
Understanding the ID Screen
1-21
Patient Name and GP Details
1-21
Patient Address Details
1-24
Patient Details
1-30
GP Details
1-33
Patient Assignment Details
1-36
Transfers In Details
1-37
Bulk Transfer Display Window
1-40
Patient Notes Display Window
1-41
How to View PCG/Practice Details (Pop-up Box)
1-42
Directions to View PCG/Practice Details
1-42
Example: The ID Screen with a Pop-up Box Displaying PCG/Practice Details
1-42
Error Messages
1-43
The AD Screen – Additional Details
2-1
When to Use the AD Screen
2-1
Access
2-1
FP69
2-1
Response to FP69 Electronic Notification
2-2
Directions to Access the AD Screen
2-3

Contents Registration Reference Manual
C-6 Version 3.1.1
Section 3: Patient Details Screens
Page
Example: The AD Screen
2-3
Directions to Add/Amend Details
2-4
Understanding the AD Screen
2-4
Alternative Names
2-5
Immigrant Details
2-5
FP69 Details
2-6
Example: AD Screen with Pop-up Window Showing Reason Codes
2-7
Example: AD Screen with Pop-up Window Showing Pre-defined Text for Reason for
FP69 Action Field
2-8
Example: AD Screen with Pop-up Window Showing Pre-defined Free Text
2-9
Error Messages
2-10
The PN Screen – Patient Notes
3-1
Access
3-1
Figure 1: The ID Screen with Patient Notes
3-1
Directions – to Access the PN Screen
3-2
Figure 2: The PN Screen
3-2
Understanding the PN Screen
3-3
Directions – to Delete an NHSCR and/or GP Links Message
3-5
Additional Patient Notes
3-6
Directions to View and Delete Note for an Individual Patient
3-6
Figure 3: PN Screen with Option to View/Delete Additional Patient Notes
3-6
Figure 4: PN Screen Pop-up Box Showing Additional Patient Notes
3-6
Figure 5: PN Screen Pop-up Box to Confirm Deletion of Additional Patient Notes
3-7
Direction to Perform a Bulk Deletion of Additional Patient Notes
3-7
Figure 6: PN Screen Pop-up Showing Multiple Additional Patient Notes
3-7
Figure 7: PN Screen Pop-up Box to Confirm Bulk Deletion of Additional Patient Notes
3-8
Error Messages
3-9
The N0 Screen – ONS Live Patient Reconciliation
4-1
ONS Live Patient Reconciliation/NHS No. Cross-Reference File
4-1
Directions – to Display the N0 Screen
4-3
Example: The Initial N0 Screen
4-4
Example: The Updated N0 Screen
4-4
Directions – to Set the Selection Parameters
4-6
Directions – to Extract Patient Details
4-6
Example: N0 Screen with a Status of Extraction Running
4-7
Example: N0 Download Job Request Screen
4-8
Directions – to Download the Data to Tape
4-10
Example: Details Listing Screen
4-11
Error Messages
4-12
Example: Status Report
4-14
The N1 Screen – ONS Reconciliation Import
5-1
Uploading the Tape from ONS
5-1
Directions – to Display the N1 Screen
5-2
Example: The N1 Job Request Screen
5-3
Directions – to Upload the ONS Data from UNIX
5-4
Example: The N1 Run Details Screen
5-5
Example: The N1 Live Index Rebuilt Screen
5-6
Error Messages
5-7
Example: Status Report
5-9
The CH Screen – Current Historic Details
6-1
Using the CH Screen
6-1

Registration Reference Manual Contents
Version 3.1.1 C-7
Section 3: Patient Details Screens
Page
Directions – to Access the CH Screen
6-2
Example: CH Screen
6-2
Understanding the CH Screen
6-3

Contents Registration Reference Manual
C-8 Version 3.1.1
Section 4: Deducted Patients
Page
Deductions – Introduction
1-1
Deducted Patients
1-1
Unable to Deduct
1-2
Deducted Patient Records
1-3
The DL Screen – Deducted List
2-1
When to Use the DL Screen
2-1
Access
2-2
Directions to Deduct a Patient for Reasons Other than Registration Cancelled, Death or
Deducted at Doctor’s Request
2-3
Example: Blank Deductions List Screen (Reason Other than R/C, D or DDR)
2-4
Understanding the DL Screen (Reason Other than R/C, D or DDR)
2-5
Directions – Entering an O/R Deduction Code
2-6
Figure 1
2-7
Figure 2
2-7
Directions to Deduct a Patient for Reason R/C (Registration Cancelled)
2-8
Example: Blank Deductions List Screen (Reason – R/C)
2-9
Understanding the DL Screen (Reason – R/C)
2-9
Directions to Deduct a Patient for Reason D (Death)
2-11
Example: Blank Deductions List Screen (Reason – D)
2-12
Understanding the DL Screen (Reason – D)
2-12
Directions to Deduct a Patient for Reason DDR (Deducted at Doctor’s Request)
2-13
Example: Blank Deductions List Screen (Reason – DDR)
2-14
Understanding the DL Screen (Reason – DDR)
2-14
Patient Note Additions
2-15
Example: Deductions List Screen with Patient Notes Pop-up Window
2-15
Example: Patient Notes Update ‘Confirmation’ Pop-up
2-15
Example: ‘Max. Number of Lines’ Warning Pop up Window
2-16
Special Circumstances
2-17
Error Messages
2-18
The DP Screen – Deducted Patient
3-1
When to Use the DP Screen
3-1
Access
3-1
Directions to Access the DP Screen
3-2
Example: Deducted Patient Screen
3-2
Delete a Patient
3-3
Directions to Delete a Patient
3-3
Amending Patient Details
3-4
Directions to Amend Patient Details
3-4
Understanding the DP Screen
3-5
Directions – Entering an O/R Deduction Code
3-10
Figure 1
3-11
Figure 2
3-11
Viewing Cervical Screening Details (Pop-up Box)
3-13
Directions to View Cervical Screening Details for a Deducted Patient
3-13
Example: DP Screen with Pop-up Box Displaying Cervical Screening Details
3-13
Viewing Additional Details (Pop-up Box)
3-14
Example: DP Screen Displaying “Additional Details Exist” Message
3-14
Directions to View Additional Details for a Deducted Patient
3-15
Example: DP Screen with Pop-up Box Displaying Additional Details
3-15
Example: DP Screen with Additional Details Pop-up Box without Additional Notes for
Previous Names
3-16
Error Messages
3-17