How to move medical records outside of West Yorkshire pilot
The new records movement service is being introduced in phases. This full new service is currently being tested in West Yorkshire and will be introduced carefully nationally, to ensure it delivers the expected benefits without service disruption.
If you are in the West Yorkshire Pilot area, steps on how to move your medical records can be found here.
Update: New Urgent Records Request Form
If you have an urgent clinical need to access information in a medical record, PCSE can facilitate contact between you and a patient’s previous GP, to ensure the details needed get to the relevant clinician in good time. Based on feedback from practices, we’ve produced a new urgent records request form, so you are clear on the information PCSE needs in order to process your urgent request as quickly and efficiently as possible. You can download the new urgent request form which can be completed electronically and sent to PCSE.firstname.lastname@example.org putting ‘Urgent record request’ in the email subject line.
4 easy steps to moving medical records
The current medical records movement process
Step One – Receive a request
Requests for patient records will come through your practice’s existing clinical system.
Step Three – Leave the record for collection
Records will be collected by CitySprint on your weekly collections / delivery day.
Step Four – Records are processed
Records are processed at a central PCSE office, where they are labelled and forwarded securely to their end destination. This follows the previous practice of returning records back to local PCSE offices for sorting and distribution.
What do I do with the bag once I have removed the record from it?
Bags are made from recycled materials. Once you have removed the contents, the bag should be turned inside out and placed in the recycling.
We haven’t received the records for one of our new patients – we need them urgently.
If you have an urgent clinical need to access information in a medical record, PCSE can facilitate contact between you and a patient’s previous GP, to ensure the details needed get to the relevant clinician in good time. If you’d like us to facilitate the exchange of information between practices, please email PCSE.email@example.com and put ‘Urgent record request’ in the email subject line.
In order for us to action the request, please can you state the following for each urgent medical record request to enable us to process these quickly:
- The NHS number of the record(s) require
- Confirm the request is clinically urgent
- OR confirm that the request is urgent due to one of the reasons below. Please note that you do not need to specify which.
- Gender re-assignment
- Witness protection implications
- Request from a coroner
- Safeguarding investigation
Please provide, if possible, a safe haven fax number and nhs.net email address so that we can provide the clinically urgent information to you quickly.
What do I do if I receive a record in error?
If your practice receives a record you are not expecting, please retain the shipping bag, contact the Customer Support Centre on 0333 014 2884 and select the ‘Medical Records’ option. We will then provide guidance on what to do next.
Can I track my records?
Requests for patients’ records come through your practice’s existing clinical system as they do now, and there’s no change in the process you use for requesting records. The new service that NHSE England asked PCSE to introduce is integrated directly into the SPINE and doesn’t use the NHAIS system (Exeter) to track records. This means you won’t receive a notification flag from your local system to alert you that the records are on the way. You will be able to track the movement of records when the new service is introduced across England.
How do I send GMS3 forms (temporary residence forms)?
GMS3 forms can be scanned and uploaded to the records section of the portal by selecting ‘GMS3 Form Submission’ on the screen header. The upload facility is on the left hand side of the page. Please ensure all sides of the form are scanned, save the image as a pdf and upload each patient as a separate file.
Alternatively, you can request a label for GMS3 forms through the portal and send the forms in shipping bags. To order a label please:
- Login to the portal
- Click ‘Records’ on the menu bar and then click ‘GMS3 forms’.
- On the right hand side, there will be a box called ‘Courier Collection’.
- Select how many labels you would like by using the plus and minus buttons (just one label is needed per shipping bag but you can put multiple GMS3 forms into one bag).
- Click the ‘Request transit label(s)’ button.
The label(s) will then be delivered to you on your next CitySprint visit.
How many times per week will CitySprint be collecting and delivering?
Your CitySprint collection / delivery will be once a week from / to your practice. All practices should be getting a weekly collection service, with the number of records delivered increasing towards usual levels.
You can view which day CitySprint will collect / deliver to your Main Practice on the portal homepage.
If you’ve not had a collection of records from CitySprint, or if you’re experiencing an irregular service, please contact us.
We are a branch practice. Do we get a collections / delivery service?
Branch practices that have requested a separate service have been added to the weekly CitySprint records collection routes. Whilst we can collect from branch practices, delivery of records will be to your main practice only.
We want to change the address patient records are delivered, how can we do that?
Whilst we can collect from branch practices, delivery of records will be to your main practice only.