We've collated the most useful information about the Patient Registration Process below:
Click on the tile to access all support and guidance related to patient registrations.
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.
As part of NHS England's push to digitise medical records the issuing of new medical record envelopes (Lloyd Georges) for patients registering with the NHS for the first time has now been ceased.
Any registrations processed after the 1st January 2021 for these groups will not be automatically issued with a physical medical record as previously occurred. Practices that are unable to scan notes onto an electronic record are still be able to order a Lloyd George for transferring records.
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.
The patient will only receive a confirmation letter for a registration of a birth, or if they have never previously been registered with a GP practice and have a first time registration. Immigrants, and people registering for the first time after moving into the country will also receive a letter.
Guidance on Residential Institute (RI) Codes
• Adding a Residential Institute Code to a patient record is the responsibility of GP practices
There are currently a number of different processes used in different areas to link patients to residential institutes. To make things simpler to follow, two
V0 – is to be used for patients who reside in a care/residential home
Y0 – is to be used for students who are residing at a school or university.
• Please note that the 0 in the code is a zero
• You will need to set both these codes up on your clinical system in order to add them to patient records. Practices are not required to recode all previous RI codes.
• Please ensure you use the correct code for the type of patient
Please inform us if a new care home opens in your practice area.
• PCSE maintains lists of care/residential homes. In order for the V0 RI code to be added to a patient’s record on NHAIS/Exeter, the care home must be listed with PCSE and on the NHAIS/Exeter patient registration system
• If a new care/residential home opens within your practice area, you will need to contact PCSE so that the care/residential home can be added to the list by emailing email@example.com (see details below)
• Please ensure that the home is listed with the Care Quality Commission before requesting it is added to the list of homes
• This should not stop you from registering patients immediately as the RI code can be added to the record once PCSE has confirmed the home has been added. You will need to register the patient as usual, then once PCSE has confirmed the care home has been added, you will need to add the code to the patient record and send to PCSE as an amendment via GP links.
If a new care home opens in your area, please email firstname.lastname@example.org to let us know, and include the following information:
• The name of new care home
• The full postal address of the new care home
When searching for a new patient using your clinical system it is important to use the exact details provided by the patient as there may be two or more patients with very similar details.
If you are unable to trace the patient’s NHS number, please note that PCSE are unable to provide you with the patient’s NHS number until a registration has been received via the GP links and has been processed.
Please note that it takes up to 24 hours for a transaction to reach PCSE once it has been submitted by the practice.
You do not need to include an NHS number on a patient’s registration for it to be processed as long as you have included the following essential information.
Ensure that you include:
This will help us find a match on the national spine.
Once the transaction has been processed by PCSE you will receive the NHS number for the patient via the GP links.
The rest needs to go in ‘tips for a smooth registrations’ this is in the faq ‘useful guides for registrations.
Immigrants not to put in a previous address
If the patient is an immigrant and this is their first registration in the UK, then please include their place of birth.
Please do not provide a previous address on the registration of an immigrant unless the patient has confirmed they have previously been registered with the NHS. If they have been registered previously then their previous address must be provided.
Please note: As part of a visa or immigration application, patients may pay the immigration health surcharge. This results in them being allocated an NHS number before they arrive in the UK. These will show on the National Spine but not linked to practices and their address will show as ‘address not known’.
Patients that were born in the UK but have been out of the country for a number of years
If the patient was born in the UK and has lived abroad since pre 1996 please register the patient as an immigrant ensuring the dates that the patient left the UK and entered the UK are provided.
If you are registering a private patient for the first time i.e. they have not been registered with the NHS prior to the mid 90’s, please put a note in the GP message field write ‘private patient not previously registered with the NHS.’
When can a patient register at a practice as a temporary patient?
If they are in the practice catchment area for more than 24 hours and less than 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.
What should I do if I have unacknowledged registrations?
Please check your unacknowledged file every week. For any patients that have been unacknowledged for 10 days or more please contact PCSE with;
Please note that over 95% 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.
I have transaction numbers but do not know which patients these relate to.
Please check your unmatched file every week. You will need to email us with a list of your unmatched transaction numbers along with your practice code so that we may assist you.
Please note that ‘Approval’ unmatched transactions often appear because there is no matching patient in your unacknowledged file when PCSE have processed a registration.
This indicates that a patient’s registration has been approved under high security/security controlled procedures. An action that should not be undertaken unless advised to do so by PCSE. Doing this action can result in patients showing as active on your clinical system when they are not registered on the system used by PCSE,and or PDS Spine. This can have clinical implications to patients and financial implications to the practice.