How do I deal with potential registration issues?

In order to tailor our system to your practice, we report on registered GP practice. i.e. if a patient is registered at your practice, the system will reflect your configuration. However, we've found that some patients have the wrong registered practice. There are other significant registration issues that need to be addressed, e.g. patients who are erroneously coded as deceased.

This video explains how to find those patients:

Or if you prefer a step-by-step guide:

Access Clinical Reporting and Welby Innovate reports for reviewing registration issues:

Categories to review

*** REVIEW: Applied & registered >4w ago (excluded from QOF)

• Patients who are stuck in an "Applied" status even though they have been registered for a while.

• Action: Investigate patients in this list. Although this issue doesn’t affect your Welby Innovate systems, it may impact your QOF (Quality and Outcomes Framework) results
  

*** REVIEW: Death recorded but active registration (excluded from all invites)

• This report identifies patients who have a death code or notification in their record but are still actively registered.
• Action: Investigate the cases in this report. It could indicate either:
  • The patient has passed away, but their registration status hasn’t been updated.
  • The patient was mistakenly coded as deceased, even though they are alive. In this scenario, the codes should be marked in error.
• Impact: Patients listed here won’t receive any invites from the system. Regularly review this list to ensure accuracy and avoid inappropriate actions, such as sending invites to deceased patients.

*** REVIEW: GSF - Amber/Red >1m ago - Currently Excluded from All Invites and Systems

• Patients who have been coded as End of Life with weeks or days to live, but coded more than 1 month ago
• Action: Check the GSF status is correct and consider changing to GSF Green
• Impact: These patients are excluded from all invites and systems

*** REVIEW: Incorrect registered practice - Find your practice in the list below and review the patients in your report (localisation won't work properly and patients may not be included in certain invites)

• This report identifies patients who are registered at your practice in SystmOne but may have another practice listed as their registered practice elsewhere.
  • Action: Investigate why these patients show a different registered practice. Possible reasons include:
    • They are in the process of registering with another practice.
    • They may be "stuck" in a system issue.
• Solution: If the issue persists, you may need to contact PCSE (Primary Care Support England) for resolution.
• Impact: While these patients are misaligned, they may not receive the correct invites or have the appropriate processes applied.

Given the potential impact of registration issues, we'd recommend reviewing these reports regularly and setting up a batch report for monthly review.