Bagging and labelling records
We have digitised the medical records we store. Can the paper medical record be securely destroyed?
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.
What do I do when sending patient records to another home nation?
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.
What do I need to do when live patient records are being sent to PCSE for storage?
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.
Our tracking labels have been printed on the wrong side of the sheet - can they be reprinted?
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 firstname.lastname@example.org
I have received a label that is not needed by the Practice?
You can securely destroy this label if it not needed by your Practice.
What should I do if a GP2GP transfer fails?
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.
What to do when sending patient records to another home nations?
What to do when live patients records are being sent to PCSE for storage?
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.
I have only received half a patient record or I haven’t received the patient record
Please visit the Contact Us page and complete a new Medical Records enquiry.
I’ve received a record that I did not request
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.
I’ve found some notes of a patient who is no longer registered with us. Where should I send them?
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.
I’ve damaged my label – can I still use it?
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.
How do we order more bags when we run out or are low on stock?
You can order more shipping bags via the Supplies section of PCSE Online by following these steps:
- Log in to the PCSE Online and go to to the supplies section
- Browse the catalogue or search for records bags
- 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
- Submit your order
- Your bags will be delivered with your next courier delivery
I’m requesting a label and getting a message that the patient is still registered to the practice, what do I do?
Please contact the Medical Records team by visiting the Contact Us page, and completing a new Medical Record enquiry.
How do I re-order or request additional tracking labels?
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.
What is the expected time frame for the delivery of a label?
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.
When would I expect to receive a label?
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.