Bagging and labelling records

NHS England have confirmed that if a patient’s paper medical record has been successfully digitised, the Lloyd George envelope can now be securely destroyed. 

• If a patient is transferring to a home nation (Ireland, Scotland, Wales), a GP Practice will still need to print out a summary record because GP2GP does not work for these record movements.
• A practice will need to print out a summary record if a GP2GP transfer has failed.

All patients that are moving to another home nation such as Scotland, Wales and Northern Ireland require the electronic health record printing to send with the Lloyd George envelope. This can be identified by the following labels.

All live patients that are being placed in storage require the electronic health record printing to send with the Lloyd George envelope. This can be identified by an ARC label.

You can email the PCSE Supplies team and request the labels to be reprinted. You will need to provide the PCS number that is located under the barcode from the header sheet of the pack.

Send requests to pcse.supplies-leeds@nhs.net

You can securely destroy this label if it not needed by your Practice.

Practices using Version 2.2a should integrate the received electronic health record promptly within 8 days.  If not, the previous practice will automatically be notified at the end of day 8 that a) the record has not been integrated, and b) that the paper copy of the electronic record should be printed, to send with a Lloyd George envelope to the new practice.

Detailed information can be found using the following link.

GP2GP version 2.2 - NHS Digital

All patients that are moving to another home nation such as Scotland, Wales and Northern Ireland require the electronic health record printing to send with the Lloyd George envelope.  This can be identified by the following labels.

/media/178
/media/179
/media/180

All live patients that are being place in storage require the electronic health record printing to send with the Lloyd George envelope.  This can be identified by an ARC label.

/media/177

Please visit the Contact Us page and complete a new Medical Records enquiry.

If you receive a record for a patient who is not registered at your practice, you can request a movement for these via PCSE Online. Please go to the ‘Request movement’ section of PCSE Online and complete the information required. A label for the record movement will be delivered on your usual courier visit.

If you have a record or additional notes for a patient who is no longer registered at your practice, you can request a movement for these via PCSE Online. Please go to the ‘Request movement’ section of PCSE Online and complete the information required. A label for the record/additional notes movement will be delivered on your usual courier visit.

If the label is damaged but can still attached to the bag, please try to use it. CitySprint will try to collect and scan the record. If they cannot scan it, they will manually enter the long number on the label.

If it cannot be used and you need to order a new label, visit the Request Movement page in PCSE Online and request a new label.

You can order more shipping bags via the Supplies section of PCSE Online by following these steps:

1. Log in to the PCSE Online and go to to the supplies section
2. Browse the catalogue or search for records bags
3. Select the size and quantity you require and add to your basket. The product codes are:

• CSA2 – Extra Large Bags
• CSA3 – Large Bags
• CSA4 – Regular Bags

4. Submit your order
5. Your bags will be delivered with your next courier delivery

Please contact the Medical Records team by visiting the Contact Us page, and completing a new Medical Record enquiry.

If a tracking label is lost or damaged, or if you require additional labels to spread a patient’s records across multiple shipping bags, you can request them on PCSE Online. In the ‘records out’ section, click on the ‘ID’ number for the movement. A pop-up box will appear and you can then request the additional labels.

You should receive your label within 3 weeks. If you have not received it in this time you will need to request a new label. Simply log in to your PCSE Online account and go to the records section, go to Manage Movements, Request Movement and enter the patient NHS number. The fields will auto populate with the patient details, choose the patient no longer registered from the reason for movement drop-down list and click submit. If the sections do not auto populate, you will need to manually add the details in to this section. 

You will receive a label when a patients health record has been requested from another practice because they have moved to that practice. You will receive the label via your normal scheduled CitySprint delivery.