Record Flags - When a patient is removed (Scotland, Wales and Northern Ireland)

For Registration Links practices, there are Records Requested by TP and Date Records Requested by TP fields on Registration - Other. If more than 14 days have passed since Records Requested by TP Medical Record Flag were set, then warnings are activated and you are reminded to send the records.

  • When a patient leaves, a Deduction Transaction sent from a TP automatically ticks Records requested by TP on the Registration - Other screen and Date Records requested by TP is filled in. The registration status is changed to Transferred out (see Remove a patient - Reg. Links only).
  • You should enter the date the records are posted off to the TP in Date Records sent to TP on the Registration - Other screen.
  • Once the TP has safely received the records, it replies with a MRF Medical Records FlagRemoval Transaction which resets the Records requested by TP? back to a blank.

    Note - The medical records flag is not set if the deduction reason involves the patient staying with the practice, ie Internal Transfer of GP within Practice, or changing HA as a result of a change of address but within the practice area.

Reports - Medical Records Outstanding

When you access Registration Links, the Daily Status screen shows you if there are any Medical Records outstanding. To find out who the patients are, the practice should regularly run two reports within Registration - Action: MedicalRecords not received by TP, and Medical Records not sentto TP. When the report displays on-screen, highlight a line and select Edit Patient . Check on the Other tab.

  • Medical Records not received by TPReport finds patients with Records requested byTP? checked and a date entered in both Date Records Requested by TP and Date Records Sent to TP. This means the practice have sent the records off to the TP, but the TP have not received them - if they had, they would send the Medical Records Flag Removal transaction. Follow up the lost records with your TP.
  • Medical Records not sent to TP Report finds patients with Records requested by TP? checked and no date entered in Date Records Sent to TP. This means the TP has requested the records but the practice have not sent them off, or have not entered a date in Date Records Sent to TP. Pack the records up, enter the date and send them off to the TP.

Within Registration Links, you can run a Report called Records required by TP, and filter this by TP. The Daily Status screen in Registration Links warns you if any records are outstanding. Run the above reports to find the patients and take action.

Security - Medical Records Flag Removal - Note that in circumstances where the electronic link is faulty, the practice can use Security - Medical Records Flag Removal in Registration - see Security.