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July 2019 Important information about GP patient data lists

To ensure patients are always receiving the right level of care from their GP it is essential that all GP practice patient lists are kept up to date. The list of patients held for your patients on NHAIS is very important as this is the list which is used to, invite patients for cancer screening, childhood vaccination programmes, calculate the practice payments and identify where a patient’s medical record and other clinical histories should be sent. PCSE has now commenced the list reconciliation project, requesting a copy of the patient list from the GP practice’s clinical system and comparing this to the list held on the NHAIS system to identify any differences.

The 10 day timescale

Patient data requested from your practice must be received by PCSE within 10 days of the request. This is as per the guidelines laid out by NHS England and is set at that level to ensure the data is as accurate as possible when compared to the NHAIS system. We appreciate that this timeline may feel tight but it is necessary, due to the speed and volumes of changes amongst patient lists with new registrations, amendments and deductions of patients that take place on a daily basis.  If a practice does not respond in these timescales, PCSE is required to notify the responsible commissioner, delegated CCG or NHS England regional team who will work with the GP practice to complete outstanding actions.

The process

Once the data is received by PCSE we will assess it against the current NHAIS data and highlight any discrepancies to you to review. The whole process should be completed within 40 days from start to finish. The next routine list reconciliation request will be in 3 years’ time, unless there was a requirement for an additional reconciliation due to a list size discrepancy or change of clinical system before that date.

The diagram below explains the process in more detail:

July 2019 Cervical screening correspondence

Due to an administrative error, Capita discovered that some emails and letters relating to cervical screening were not processed correctly.

This has caused a delay in 16 women receiving their invitation to cervical screening. There is no indication any harm has been caused as a result. Capita apologises for this delay and those affected have now been contacted.

A further 99 women should have been removed from the programme, but this was not actioned. These requests have now been processed and the women concerned have also been contacted to apologise for the delay.

A full review has been undertaken, working closely with Public Health England and NHS England, which found that the majority of the items were correctly handled through another route, as part of the NHS Cervical Screening fail safes that are in place.

If you are a GP who has been contacted by any patients who are concerned that they could have been affected please advise that they would have received a letter directly from PCSE regarding this matter.

June 2019 New guide to patient registrations

To keep you up to date with registration processes, we have produced a simple and easy to use Guide to Patient Registrations which is available to download from the PCSE website here.
Your practice will also receive a printed copy of the new guide with your usual CitySprint collection/delivery during June.
We hope you find the information useful. The Guide to Patient Registrations covers the following topics:

  • How is patient registration information updated?
  • Overview of the Registrations process
  • Using the High Security setting on your practice clinical system
  • GP Links and GP Codes
  • Confusions and duplicates
  • Tips for smooth patient registrations
  • Common reasons for rejection of patient registrations
  • Guidance on Residential Institute (RI) Codes
  • Requesting the removal of patients from your practice list
  • Process for registering an adopted patient
  • Process for registering a patient gender re-assignment  


Please note:
The new guide will be updated regularly, so please check the ‘Registrations’ page of the PCSE website to ensure you are reading the most up to date guidance.

June 2019 Data checks on GP practice patient lists

On behalf of NHS England, PCSE has started to contact GP practices to conduct data checks on practice lists.
There are two types of data checks - data quality checks and list reconciliation. These checks are important to ensure patients are accurately registered with practices, and therefore included in relevant screening programmes.

Data Quality Checks
Data quality checks ensure that the registration details for specific patient groups are up to date.
PCSE will contact either the GP practice, or the patients concerned directly to ask them to confirm that the details held for them are still accurate.
If the practice is required to verify the details for the patients, PCSE will send email instructions from PCSE which outline the steps they need to take to complete the request.
PCSE has already started to contact a small number of GP practices to verify the registration details of patients aged over 100. This work has been rolled out nationally to all practices in England starting in May 2019.

Other patient group checks will follow, including:

  • patients aged under 16 recorded as living alone
  • patients recorded as living in demolished properties
  • patients recorded as being registered at student accommodation for over four years (for this group PCSE will contact the GP and then the patient)
  • addresses with apparent multiple occupancy (for this group PCSE will contact the GP and then the patient)
  • Patients that migrated to England 12 months ago - for this group, PCSE will contact patients directly to verify details)

List reconciliation
In addition to the data quality checks, PCSE has also started to contact practices regarding patient list reconciliation. This work involves PCSE contacting practices to request a copy of the patient list from their clinical system. PCSE will compare it with the patient list for the practice held on NHAIS (the national patient records database).
Practices will be contacted by PCSE with a request to send a file for reconciliation once every three years. The timescale set for practices to respond to PCSE’s request is 10 days, as agreed with NHS England. This timescale has been set because patient lists are constantly changing with new registrations, amendments and deductions of patients, data checks need to be completed in a relatively short timeframe to ensure the process is completed as accurately as possible

June 2019 GP Pension update about end of year certificate processing and submitting estimates

The PCSE GP Pensions team is currently working through a high volume of document submissions and queries. During this period, responses to queries and cheque processing may take longer than usual.
Estimate of GP (and non-GP) Providers NHS Pensionable Profits/Pay
In order to avoid large adjustments at the end of the financial year please ensure:

FAQs on Estimates can be accessed on the ‘Help’ page of the PCSE website.

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