Accessing Registration and Menu options

To access Vision 3 Registration:

From the Vision 3 front screen, select Registration .

Depending on the country you are in, your security level and the Registration Links status the toolbar and menus available differ:

  • File - Select File - Exit to close Registration.

From the Action menu, you can select:

  • New Patient - Select to add a new patient, see General Advice for Adding Patients for details.
  • Select Patient - Select to find and display a patient's registration record, see Editing Registration Details for details.
  • Consultation Manager - With a patient selected, select to access their clinical record.
  • Edit Patient- With a patient selected, select to update a patient's details, see Editing Registration Details for details.
  • Re-registration - With a patient selected, select to re-register a patient who has left your practice and is now coming back, see Re-Registration, Registration - Personal Details (initial) and Edit Registration Status for details.
  • Audit Trail - Select to view the audit trail of updates made to a patient’s details, see Audit Trail Registration Details for details.
    Note - To see changes to the patient's address, select Audit beneath their Main Address.
  • Merge Patients - Select to merge patient records where a dupication has occured, see Merge Patient Record for details.
  • Cancel Registration (Scotland only) - Select to cancel a registration record created in error.

The following options are greyed out once a patient is selected and are available to Registration Links practices in England and Wales only:

  • Deduction Requested Patients - Select to list patients for whom you have made a request to the TP (HA) to transfer out because you know they have either died, left the area or embarked, or removed as a result of an FP69. See Deduction Request Transaction for details.
  • Medical Records not received by TP - Select to list patients who have been deducted from the list, and whose records have been requested from the practice by the TP, but not yet received. See Record Flags - When a patient is removed for details.
  • Medical Records not sent to TP - Similar to above, but there is no record of any Date Records Sent entered on these patients' Registration - Other screens. See Record Flags - When a patient is removed for details.
  • Respond to FP69 Prior Notification - An FP69 status has been placed against the patient, and using this option, you can respond by asking for them to be deducted or to remain with your practice. See How FP69 works electronically for details.
  • Request Patient be DeductedYou can request the TP that a patient be deducted from the practice list because you know they have either died, left the area or embarked. See Request a Deduction for details.
  • View Patients whose FP69 is expiring (or expired) - Patients with FP69 status who are nearing the six month deadline for you to respond. See How FP69 works electronically for details.

The Folder menu is only enabled with a patient selected:

The report menu allows you to run a report for:

  • Partnership Reallocation - Transfer patients between GPs in the same partnership. This provides the ability to even out a GP list size within the partnership
  • Bulk Transfer via TP Download- This downloads data containing patient registration details from the TP where the transfer involves patients transferred from other practices.
  • Bulk Transfer - deduct patients - The deduction of patients from a GP's list is required because it involves patients transferred from this practice to a GP not on the same GP system.
Note - The Bulk Transfer option, for GP's removed from the Medical List, that allows for patients to be transferred to the list of an incoming GP, or shared between others GPs in the practice, is no longer selectable.
  • Reallocate - Transferring all active patients or a group from one GP (registered or usual) to another.
  • Validation - This option is only usable if you are not running Registration Links, and you are logged in as a system manager. It is primarily for practices where validation of the registration details, particularly the addresses, was not complete at the time of conversion to Vision. It tidies up addresses, postcodes, names, NHS Numbers and rural mileages, and checks that these are in the correct format, before database reconciliation is carried out with the HA. All these steps are necessary before a practice can link for registration electronically.

Security is only available for Registration Links enable practices when you are logged on as a system manager, see Security.

Note - These processes are usually carried out automatically by the Registration Links process, but can be performed manually if required.
  • Deduct Patient - Instead of waiting for a Deduction Transaction, you can manually transfer a patient out, for example, after change of address out of the area, or death, see Deduct Patient for details.
  • Amend NHS Number/CHS Number/H+C Number - Select to amend an NHS/CHI /H+C Number, see Amend NHS Number/CHI Number/H+C Number for details.
  • Clear Medical Record Flag - To clear the Records Requested flag or the Records sent by HA flag on Registration and reset to No, see Clear Medical Records flag for details.
  • Approve Patient - Select to "unfreeze" the Registration screen of a newly registered patient so that editing becomes possible, see Approve patient for details.
  • Clear FP69 Status - England and Wales only, if a patient has FP69 status, this can be cleared if you know it is valid that the patient should stay with the practice, see Clear FP69 Status for details.
  • Remove Medical Records Sent Flag - This process should be followed once a patient is deducted and the Medical Records have been returned to and received by the health board see Remove Medical Records Sent Flag for details.
  • Toolbar - Ticked by default. If you do not want to use the toolbar, just the menu options, select to remove the tick.
  • Status bar - Tick/untick to display/not display the Status bar.
  • Show Registration Complete Confirmation - Tick to trigger a message once a registration record is fully complete.

For details on using Help see Using this Help Centre.

  • Registration Links and System Manager rights enabled:

  • No Registration Links enabled:

If you have any patients with incomplete registration links when you enter the registration module you are prompted:

  • "Patient's were found on 21/12/2012 hh:mm:ss with Incomplete Registration details; you are advised to complete patient registration before Quarter end. Please use 'Incomplete Patient Records' report to identify any Patients with Incomplete Registration Links details. OK"

The following warning message appears in Registration if there are any outstanding FP69 notifications:

  • "Patient's were found on 21/12/2012 hh:mm:ss with a FP69 Prior Notification; you are advised to respond to the FP69 Prior Notifications. Please use 'Respond to FP69 Prior Notification' to identify Patients with a FP69 Prior Notification. OK"

For practices in England, the following warning message appears if you access Registration without using your Smartcard:

  • "A smart card has not been detected. Do you wish to continue with Registration? If you want to use your smart card for a GP2GP transfer, you will need to log out of Vision and log in again with your smart card."

The following warning messages appears if you have any outstanding Registration Links Transactions that require your attention:

  • 17/12/2013 10:27:15 - There are unprocessed incoming registration transactions older than 7 days. Please review and process these transactions via the Transaction Management screen in Registration Links.

Or

  • 17/12/2013 10:27:15 - There are unacknowledged acceptances older than 7 days. Please review and process these transactions in the Transaction Management screen in Registration Links.
Training Tip - To access Registration Links, from the Vision 3 front screen, select Messaging - Registration . Now select Transaction Management - Incoming Transactions - Unacknowledged Acceptances, any that are over 7 days old need to be reviewed.