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. This video explains how to find those patients:

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

Step-by-Step Guide: Managing Registration issues in SystmOne

Step 1: Access Clinical Reporting

• Open Clinical Reporting in SystmOne.
• Navigate to Innovative Health Systems (IHS) > IHS Misc > Registration Issues.

Step 2: Run the "Applied Status" Report

• The first report addresses 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 IHS systems, it may impact your QOF (Quality and Outcomes Framework) results.
  • Tip: SystmOne has already provided tools for this issue, but reviewing this report ensures your data is clean.

Step 3: Run the "Death Recorded but Active Registration" Report

• This report identifies patients who have a death code in their record but are still actively registered.
  • Action: Investigate the cases in this report. It could indicate either:
    1. The patient has passed away, but their registration hasn’t been updated.
    2. The patient was mistakenly coded as deceased, even though they are alive.
  • 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.

Step 4: Run the "Misaligned Registered Practice" Report

• 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.

Step 5: Set a Regular Data Cleansing Routine

• Frequency: Review the three reports regularly, ideally once a month.
  • Death Recorded but Active Registration: Ensure no patients are mistakenly marked as deceased or remain registered despite having passed away.
  • Misaligned Registered Practice: Ensure patients are properly registered to avoid missing invites or being excluded from important processes.

Step 6: Assign Responsibilities

• Designate a staff member or team to perform this data cleansing task regularly.
  • Tip: Set these reports up as "Batch reports" for easy access and review.

Conclusion:

Maintaining data quality is crucial for ensuring your systems work smoothly and efficiently. By regularly running and reviewing these reports, you can catch and address common issues such as misaligned registrations and patients incorrectly marked as deceased, ensuring accurate patient management and proper use of your system.For further assistance, feel free to reach out!