Incoming Deductions

A notification of the deduction (removal) of a patient from the TP to a GP practice is a Deduction Transaction (DEF), see Deduction Transactions DEF for details.

To process a Deduction Transaction:

1. From the Vision 3 front screen, select Messaging - Registration Links .
2. Select Transactions Management .
3. Select Incoming Transactions.
4. Highlight the Deduction and select Process.
5. The In-coming Deduction screen displays:

   

6. The In-coming Deductions screen displays:
   • Deduction date
   • Reason - The reason for deduction (see below for the codes used). If the deduction reason is Removal to new TP, or in Scotland, Removed to Another Health Board Area, then the new TP displays.
     Note - The removal reason may be Internal Transfer, or in Scotland, Transfer within Practice, if you have changed the registered GP for the patient, this removes the patient from the previous GP list.
7. Select either:
   • Deduct, this automatically updates the following on the Other tab of the patients' registration record:
     • Records requested by TP updated to Y.
     • Date Records Requested by TP date added
     • Registration Status to Transferred Out.
   • Re-accept, if you disagree with the deduction requested, the patient can be re-accepted on the list, generating an Acceptance transaction or if the deduction is made for a change of address, which moves the patient to another TP but with the same GP, the GP can disagree and re-accept the patient to the new TP. If the patient's TP, for which they are being re-accepted, is the same as the patient's current TP, then GP Notes are mandatory. If the patient's TP is changed, then the Current TP updates.
8. Select Close to return to Incoming Transactions.

The codes used for the Deduction reason are:

• Death
• Removal to new TP/HB/CSA - The patient has left the practice area.
• Internal Transfer - For Internal Transfers for reasons other than address change (typically, at the patient's request, the patient being dissatisfied with his or her current GP).
• Mental Hospital (not used in Scotland).
• Embarkation (not used in Scotland) - The patient has left the country (for more than three months).
• New TP / Same GP (not used in Scotland) - the patient has changed address which is now under a new TP, but is still with the same practice and GP.
• Adopted Child (not used in Scotland).
• Services (not used in Scotland).
• Deduction at GP's Request - A GP has requested that the patient is removed from the practice list.
• Registration Cancelled
• Service Dependent
• Deduction at Patient's Request
• Other Reason
• Returned Undelivered - Specifically for patients deducted as a result of FP69 status, often as a result of an unanswered letter from the HA to the patient (see FP69 Prior Notification FPN for details).
• Internal Transfer - Address Change - Patient has changed address within the HA area. Introduced to differentiate specifically between an Internal Transfer within the TP (the patient having changed address but staying with the practice), and an Internal Transfer within the TP for some other reason (see Internal Transfer above).
• Internal Transfer within Partnership - Deduction corresponding to an Acceptance received from the Practice representing an Internal Transfer within the Partnership.
• Correspondence states 'gone away'
• Practice advise outside of their area
• Practice advise patient no longer resident
• Practice advise removal via screening system
• Practice advise removal via vaccination data
• Removal from Residential Institute

The following are used in Scotland only:

• Enlistment
• Institution
• Transfer within Practice
• Linkage
• Untraced - Miscellaneous
• Untraced - Immig
• Untraced - GP Resign
• Untraced - College
• Untraced - outwith Practices
• Untraced - outwith HB
• Multiple Transfer
• Intro - consortium transfer

Note the following:

• If the deduction reason is Transfer within Practice, no Medical Record Flag is set.
• A list of Deduction Transactions requested by the TP can be printed out from Reports .
• Deduction of patients from your GP List can only be made by the TP sending a Deduction Transaction, and cannot be made directly by the GP system. There are two exceptions to this rule:
  • From Registration - Security - Deduct Patient, for use when the electronic link is either not working, or the link between the TP and practice is manual and not electronic, see Security in Registration for details.
  • From Registration - Action - Deduction Request Transaction, you can request a deduction if the patient is known to have died, left the area, embarked, or be no longer active as a patient after an FP69 investigation, see Deduction Request Transaction DER for details.