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Digitised medical records

If we have sent medical records GP2GP, do we still need a tracking label?

If a patient's medical records are digitised, you should send the new GP a digitisation letter.

If a patient's medical records are digitised but GP2GP fails, your practice should print all electronic records and use label to send hard copy of the notes.

If you never received a patient's medical records, send compliment slip alongside all the notes your practice have created to the new GP advising you never received the original records, using the tracking label.

For patients registered after January 2021* whose records should be fully electronic, labels wont be issued unless:

  • Patient is unregistered
  • Patient is moving to another Home Nation
  • Patient is going to Prison
  • Patient is joining the Armed Forces or an Armed Forces dependant.

In these instances, the GP2GP transfer will fail and the electronic records will need to be printed. This is why a label is issued.

If you hold paper records but don't receive a label, you will need to be request the label in PCSE Online.

*You can identify patients who have first registered after January 2021 using the "No Paper Record" status in PCSE Online.

How can we obtain electronic records we are waiting for that were last held by a closed practice?

PCSE have been advised in these instances to contact the ICB for the closed practice as they store the closed practices electronic records on some occasions.

How do we know if a medical record we have received for a new patient has been previously digitised or no Lloyd George has been issued?

You can see this by using the "Records In" section on PCSE Online.

  • "No NPR created" - means no Lloyd George was ever issued
  • "No Paper Record" - means no Lloyd George was ever issued and the patient has since changed GP's - you should receive the records electronically GP2GP. (This is only for patients first registered after January 2021)

Unfortunately, PCSE are unable to confirm regarding any other potential record digitisation as we are not involved with or notified by any of the digitisation projects undertaken by numerous practices. The previous GP's who digitise the notes will need to confirm that the records have been digitised by sending a digitisation letter when releasing the patient records to a new practice.