Patient Registrations

Please notify PCSE a week before the change takes place so that we can arrange to turn the GP Links off. 

Please complete this form:

System Migration Request form

PCSE will confirm the highest transaction number as this will need to be passed on to your new Clinical System Supplier so that they can increase the Practice Transaction Numbers to prevent duplications occurring, which can occur with system changes.

Please do not attempt to send any registrations through the GP links until the GP links are turned back on (go live date).

If you have any queries regarding system migration please contact pcse.linkconfirmations@nhs.net

From 31 October 2024, GMS1 forms are no longer available to order on PCSE Online.

‘Register for a GP surgery’, a free online service for GP practices across England, has been introduced, simplifying patient registrations. All GP surgeries in England must offer the national service by 31 October 2024.

As part of this change, the GMS1 form has been phased out and replaced with a new paper registration form (PRF1) for those patients who are not able register using the new digital service. The PRF1 reflects the new online registration form that has been developed. Practices will now need to print out the PRF1 for the small number of patients who do not have digital access, with the majority of patients registering online.

If you have not already signed up to the new online registration service, more information and help is available on the NHS England website Register with a GP surgery service web page.

Typically, unmatched transactions occur when a transaction sent from NHS England systems via GP Links do not match with a patient who is registered on your clinical system.

PCSE are unaware of unmatched transactions until informed by practices.

You will need to contact PCSE for the patient information so that you can check if your clinical system needs to be updated with the information sent

To contact PCSE, email our general queries team at pcse.registrations-preston@nhs.net

When reporting an unmatched transaction(s), include:

• Your practice name and ODS code
• A list of the unmatched transaction numbers and dates

Sharing the above information enables PCSE to provide the information as quickly as possible.

Please check the unacknowledged file within your GP practice clinical system weekly. For any patients that have been unacknowledged for 10 days or more please contact the PCSE general registration queries team (pcse.registrations-preston@nhs.net) with;

• The patient's name
• Date of birth
• NHS number if known
• Your practice code

Please note that over 98% of registrations are processed within 3 working days but data quality issues mean it can take up to 10 days to process a registration.

If a registration has not been acknowledged within 10 days, there may be an issue with the receipt of the registration through GP links, or transmission of the acceptance message to your clinical system that needs to be investigated and addressed.

You should never use the high security/security controlled procedures functionality on your clinical system to approve a registration in your unacknowledged file unless advised to do so by PCSE.

When can a patient register at a practice as a temporary patient?

For the first 24 hours a patient can be treated as immediate and necessary, and a temporary Registration (GMS3) can be in place for up to 3 months. A GMS3 form will need to be completed by the patient.

My practice needs an NHS number for a temporary patient.

PCSE registrations only deal with permanent registrations sent through the GP links.  Registrations for temporary patients should not be sent via the GP links.

If the practice requires guidance registering a temporary patient on their clinical system, they will need to seek guidance from their system supplier.

Due to patient confidentiality PCSE are unable to confirm the NHS number for a temporary patient, this information can only be given to the registered GP practice.

A GP at our practice wants to refer a temporary patient and they need the patient's NHS number.

Temporary patients cannot be referred through practice systems.  Should a temporary patient require referring, the GP needs to contact the Service Provider directly.

Alternatively, if the practice are happy to do so, they can register the patient as permanent by submitting the patient’s registration via the GP links.

Should we register a patient as temporary and for how long?

If the practice are unsure whether or not they should register a patient as temporary please contact NHSE local area team for guidance.

Where can I get information about GMS3 forms?

Please see the Medical Records section for information regarding the GMS3 forms.

Practices should only use High Security / Security Controlled Procedures as a corrective measure when advised to do so by PCSE.

Any actions carried out under High Security / Security Controlled Procedures only update the clinical system and do not result in GP Links transactions sent to national NHS systems e.g. PDS.

These actions can therefore cause mis-alignment between the patients information on your GP practice clinical system and national NHS systems such as PDS. This can negatively impact the clinical care for patients and GP practices financially.