The Synchronisation Process - Overview

PDS/Vision 3 synchronisation process occurs when a patient’s record is synchronised with the PDS whenever the patient details are selected. This normally happens in the Registration module, Consultation Manager, Appointments and Mail Manager.

Synchronisation is the most important aspect of connecting to the PDS as it ensures that a patient’s demographic details are shared across the NHS are up to date and correct. The far reaching consequences of poor data quality to other NHS organisations by poor synchronisation processes locally cannot be underestimated.

Synchronisation involves comparing the demographic details held nationally for the patient on the PDS with those on the local system. Any differences are highlighted to the end user by use of the "split-screen" mismatch dialog (see below).

The split-screen allows you to manually align the local patient demographic details with those held on the PDS.

From this screen you can either align the two records or defer the synchronisation to a later period if more time is needed to you to confirm the correct details.

The first time a record is synchronised there maybe a number of differences that need to be considered to ensure that the aligned record is correct (ie a mixture of local and PDS information). However, once the record has been synchronised, then updates from the PDS should be accepted as they are updates that have been made nationally that are newer than the ones held locally (for example by the patient updating their details at the local hospital). Any updates made locally to a record are automatically sent to the PDS:

There are three possible outcomes when presented with the PDS mismatch screen:

• Select correct demographic details and select Update.

  If an update is made to PDS or Vision 3 and synchronisation is successful, as usual, all Spine services are available for the patient.

• Select Defer - Identity Confirmed displays in the Consultation Manager header.

  You can only make SCR uploads, e-Referrals and Electronic Prescriptions for Identity Confirmed patients (who match on NHS number, gender, DOB and surname in addition to either forename or postcode). All other Spine services are unavailable.

• Select Defer - Unlinked displays in the Consultation Manager header.

  All Spine services are unavailable.

  Note - It is essential that patient records are not continuously deferred as this would mean that correct information held locally is not being shared with other NHS organisations providing care to the patient.