Adding a New Patient

This is step by step guide to adding a new patient to Vision 3:

1. From the Vision 3 front screen, select Registration.
2. It is vital you check the patient is not already on your system, check this with a date of birth search, see Checking the Register, providing they are not already on the system you should continue. If they have previously been registered, they must be re-registered properly to avoid duplications, see Re-Registration for details.
3. Once you are sure, the new patient has not been registered with your practice before, select New Patient .
4. The 'Add Member to an existing Family' message displays, select:
   • Existing- If the new patient is being added to an existing household, select any member of the household with the same address, see Registration - Family Details for details.
   • Selected - If a member of the family you are adding this patient to displays at the top of the screen. Most common when adding a family group.
   • New - If the patient you are adding has no connection to anyone on your Vision 3 system.
   • Cancel - Select to abort this operation.

     

5. The Registration - Personal Details screen displays. Complete as appropriate, items highlighted in red are mandatory, see Registration - Personal Details (initial) for details.

6. Select OK and the New Patient Registration message displays:

   

7. Select Yes to confirm you are sure you want to create this record.
8. The Registration Card Type screen displays, select the appropriate option and select OK.
   FP4 medical card

   The FP4 (GP4) medical card is the usual medical card carried by patients and issued by the HA. If you register a new patient with an FP4 medical card, this implies that the patient is joining the practice list, either having changed their address or address area from a previous GP, or with the same address and changing GP. This is called a Transfer In and refers to permanent patients and immigrants.

   1. Select New Patient . You will already have followed the steps in Add a new patient - Existing or new family, and Registration - Personal Details (initial).
   2. If you are registering a permanent patient with a medical card, this is called a Transfer-In. At the Registration - Card Type screen, make sure FP4 (GP4) medical card is selected and click on OK.
   3. The Registration - General screen displays with Pre-Registration details, and an Acceptance Type of Transfer-In.

      

      Any entries in red are mandatory entries and must be completed.

      • GP Notes – An optional field which can be left blank, or entered with free text for additional notes supporting the registration or amendment.
      • Place of Birth - If the NHS Number is not known and has been left blank on the Registration - Personal Details (initial) screen, the patient’s place of birth must be entered (this field will be marked red). If the Place of Birth is not known, enter UNKNOWN. In Scotland, for registration-linked practices, the place of birth is included in the Acceptance Transaction. Depending on your practice settings you may see the following screen if you do not enter a place of birth entry:

      

      • Previous Address*, Previous GP* - Previous Address and Previous GP are mandatory entries for Registration Links practices (the prompts are red). New patients, either registering with an FP4 medical card, should give information about previous address and previous GP from the medical card if available. It is possible to enter UNKNOWN but this should only be done if it is not possible to obtain the necessary information.
      • Clear - Deletes the text in the Previous Address boxes.

        Note - If you leave Previous Address or Previous GP blank, the patient will be marked as Incomplete RegLinks (see Incomplete Details and Incomplete RegLinks). To return to this Transfer-In screen once you've completed the registration details, call up the patient, Edit patient, select Action – Acceptance, which first takes you to the initial Registration – Personal Details screen, OK, Card Type screen OK, then Transfer-In, and enter the Previous details that are missing.

      • Previous Agency – This refers to the patient's previous HA (HB,CSA) and should be completed wherever possible to assist the Health Authority in finding the patient's previous records. Type the first letter to move quickly to that part of the list, then use the down arrow key until you find the right one.

      

      Note - Previous Address, Previous GP and Previous Agency are copied if adding patient from a selected or existing family. There is a global option to disable this in Control Panel - File Maintenance.

      • Previous button - If you click on the Previous button on Registration - Transfer-In, you will be returned to the Registration - Medical Card type screen. Cancel will cancel the patient's registration process.
   4. OK - Click on OK once the above has been completed. The Registration - Details screen displays (see Registration - Personal Details).
   FP13 ex-services card

   If the new patient is ex-services:

   1. From Registration, select New Patient .
   2. The 'Add member to existing family' message displays, select Selected or New as appropriate.
   3. Complete the Registration - Personal Details screen as appropriate and select OK.
   4. The Registration - Card Type screen displays, either:

   Ex-services with a medical card FP13

   1. If the patient has a FP13 ex-services card, select FP13 ex-services card , and select OK.
   2. The Registration - Acceptance Type - Ex-Services screen displays:

      

   3. Enter:
      • GP Notes - Optional, add any free text GP Notes
      • Place of Birth (mandatory if the NHS Number is not entered)
      • Previous Address
      • Date of Enlistment
        • to
        • from
   4. Select OK to display the Registration - Personal Details screen.

   Ex-services without a medical card

   1. If the patient is ex-services but without a FP13 ex-services card ,select None of these.

   2. The Registration - Transfer Type screen displays:

      

   3. Select been within the medical cover of the Armed Services and then from Does the patient have Dates of Enlistment? enter either:
      • Y (Yes) - If dates of enlistment are available
      • N (No) - If dates of enlistment are not available
   4. Select OK.

   5. The Pre-Registration details Acceptance Type - Ex-services screen displays, complete as appropriate:
      • GP Notes
      • Place of birth (mandatory if no NHS No. entered)
      • Previous address.
        • If Yes to Does the patient have Dates of Enlistment?, you should enter the Date of Enlistment to the army, navy or air force, and the date from the service.

        

        • If No to Does the patient have Dates of Enlistment?, the Acceptance Type - Transfer-In screen will be displayed. Enter the Previous GP name, which is mandatory; and the Previous Agency (HA/HB/CSA).

        

   6. Select OK to display the Registration - Personal Details screen.
   FP58 pink baby card

   All babies are issued with NHS numbers as part of the standard format notification of birth. The NHS number is put on any documentation related to the baby, for example, the ante-natal record, Guthrie tests, the parent-held child record and any discharge summaries that the hospital produces. The child health department notifies the Registrar of the birth and NHS number.

   To add a new baby:

   1. From Registration, select the mother's Registration screen.

   2. Select New Patient .
   3. The 'Add member to existing family' message displays, select Selected.
   4. Complete the Registration - Personal Details screen as appropriate and select OK.
   5. The Registration - Card Type screen displays, select either FP58 pink baby card if you have the NHS number, or None of these if you don't.
   6. The Was the patient born in England or Wales? message displays, answer Y(Yes) or N (No) as appropriate and select OK

   

   7. Either:
      • If you entered Yes in Was the patient born in England or Wales? an Acceptance Type - Birth screen displays.
      • If you entered No in Was the patient born in England or Wales? an Acceptance Type - 1st Acceptance, you must enter a Place of Birth.
   8. Select OK to display the Registration - Personal Details screen.
   None of these

   See Register permanent patients with no medical card for details.

9. Depending on the option selected different screens display, complete as required remembering mandatory information displays in red.
10. The Registration Details screen displays. Most of the sections complete automatically, but you can add any add any further information as required, for example, Title, Marital Status.

11. From Registration Details – Personal tab, add the patient's Main Address:
    Note - The address may already be completed by default if you are adding the patient to an Existing or Selected family.

    If the address is correct, select Addunder Main Address and the Add Contact Numbers screen displays. If not, or to add telephone numbers, select Add under Main Address (see Adding a Main Address).

12. The next tab is Registration - Registration Details screen. Select a Usual GP if this differs from the registered GP. For children under 5, register CHS.
13. From here, optionally go to Registration - Notes if you want to add free text comments of an administrative nature, contact notes or confidential notes.
14. From here, optionally go to the Registration - Other Details for details of rural mileage, residential institutes, household rank, medical insurance, dispensing, prescription charge exemptions, notes kept at.
15. The Registration - Identifiers lets you add any hospital numbers or other reference numbers associated with the patient.
16. The Registration - Family Details shows details of any other members of the same household. No action is needed here during the process of adding a patient.
17. Finally, click on OK (see OK to save when adding new patient) to save the entries made to date and to exit, but be warned, you may have made an incomplete registration , shown by a cross in the Incomplete Details or Incomplete RegLinks box at the top of the Registration Details screen. A warning screen also displays (see Incomplete Details and Incomplete RegLinks).No main address is one reason for Incomplete Details. There are other entries needed to complete a registration.

    

18. You need to confirm you want to go ahead at the message Patient contains incomplete details – Continue?

    

19. Then, if you are running Registration Links, the New Registration Fee Claim screen displays.
20. After this, if the new patient is accepted, then the patient's Registration screen will be "frozen" (if you are Registration Links) and you will not be able to edit their screen (see (see Frozen screen, and Editing in general).