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Records movement and PCSE Online

Yes, you should still make a deduction request for a patient as you did before.

You do not need to order labels when a deduction request is received. Labels will be generated automatically when the patient is registered with a new GP Practice and a label will be delivered to you via CitySprint with your usual records delivery.

When medical records are being delivered to your practice by CitySprint, you will no longer receive a notification flag from your local system to alert you that the records are on the way. NHAIS will no longer be updated to track records movements, and they therefore won’t be updated on your system. You will still need to edit the medical record status on your system to Received when they have been delivered.

When we roll out our new collection and delivery network, you’ll see this information in the Records section of our PCSE Online – this will give you the current record status (Requested, In Progress, Ready for Collection, Collected, Delivered) of all your record movements. Medical records will be scanned by CitySprint on collection and delivery to update the information in the portal and track the movement.

New registrants include babies, patients recently arrived from overseas and any other patients who have an NHS number allocated for the first time at the point of registration.

All new registrants to the NHS will be issued a new Lloyd George envelope that will be sent to the GP with whom they registered. This will arrive on your usual weekly courier delivery that delivers and picks up your records requested for movement / transfer.

PCSE will then send a new registration letter directly to the patient’s home address.

Replacement registration letters or medical cards are not provided. If a patient needs their NHS number, they can get this from their current GP.

It is likely that the change is still being processed on our system, through SPINE. It can take some time for the change to be validated, so please wait a few days and check the system again. If it is still not visible, then please contact us.

When a record has been delivered to you, it is removed from PCSE Online system. If the record has not been delivered to you, please contact us to investigate this for you.

You may have a received a deduction for this patient because they have registered with another GP Practice shortly after registering with your Practice.

The urgent request form can be downloaded here. You should use this form if your request is clinically urgent, or if the request is in relation to adoption; gender re-assignment; witness protection; or a safeguarding investigation.

We will prioritise requests made using this form.

Completed forms should be emailed to: PCSE.enquiries@nhs.net from an nhs.net email address. Please put ‘Urgent record request’ in the email subject line.

We can then arrange for the patient’s previous GP to fax or email the clinically urgent information to your practice. For information governance reasons, we can only accept and send emails containing patient information from nhs.net email accounts. We will also ask the practice to release the paper medical record in their next CitySprint collection.

Please note, this urgent request process doesn’t necessarily accelerate the time it will take to move the paper record.

If you have any queries on this new process, please email us at PCSE.enquiries@nhs.net and put ‘Urgent record request’ in the email subject line.

We do not have access to patient summary sheets or medical information so are unable to assist with this issue.

What do the tracking statuses mean?

For ‘Records In’ the definitions are as follow:

  • Requested: PCSE has been notified of new patient registration at your practice
  • In progress: A tracking label has been printed and is on its way to the practice currently holding the record.
  • Pending validation or pending further investigation: PCSE has been notified of a new patient registration at your practice. This movement request requires further investigation before it can be approved and a tracking label created.
  • Collected: The record has been collected by CitySprint and is on its way to you.
  • Delivered: The record has been delivered to your practice. Please note, once CitySprint has scanned the record on delivery to your practice, the record will no longer show on your ‘Records in’ page on PCSE Online. You can still see a list of all records delivered to your practice by clicking on the Status column in your records in page and selecting ‘delivered.’ If for any reason the status has not updated to delivered, it is possible to change this yourself on PCSE Online. To do this, please go to the records in page on PCSE Online, click on the ID number link for the movement and click on ‘In Storage at GP Practice’.

For records out, the definitions are as follows:

  • New request: PCSE has been notified of the deduction at your practice.
  • Transit label ready: A tracking label has been created and has been sent to print.
  • Transit label printed: A tracking label has been printed and is on its way to your practice via your CitySprint delivery.
  • Collected: The record has been collected from your practice by CitySprint.
  • Delivered: The record has been delivered to the destination practice. Please note, once CitySprint has scanned the record on delivery to the receiving practice, the record will no longer show on your ‘Records out’ page on PCSE Online.