Preparing for Detailed Coded record Access in EMIS Web 5.8/5.9
Release 5.8 (subsequently rolled into 5.9) gives control over the settings in detailed records access. There have been two verison prior to 5.8, before version 5.4 there were a number of separate controls, replaced in version 5.4 with "core", "partial" and "detailed". You will need to verify the settings for any patients who had DCR enabled under any of these versions.
Whilst we are required to offer access to all areas of the coded record these will not all be appropriate for all patients, so it is important that both the practice and the patients know what they have access to.
This tutorial works through the steps to identify patients who may have more access than expected due to the transfer from previous legacy settings.
More detailed guidance and an excellent toolkit are available from the RCGP at http://elearning.rcgp.org.uk/course/view.php?id=180
Call EMIS support and ask for them to run the script. This script generates an excel spreadsheet of all patients with patient access enabled.
Once run the support agent will ask you to supply a password to protect the file and an email address where they can send it. Supply these details.
This process will only take a few minutes.
Open the excel spreadsheet you have been sent using the password you supplied.
In the screenshots for this tutorial I have hidden column A which contains the patients' EMIS numbers.
Select the filter option on the Excel ribbon
Scroll across to consultations.
Click the down arrow
Remove the tick from the box beside 0
This will filter to show only those patients with a 1 in the consultations column - these are the patients for whom access to consultation codes has been enabled.
In EMIS Web go to Population Reporting and build a list of patients using the patient numbers from your filtered excel sheet.
You will need to do this manually as the sheet uses EMIS (not NHS) numbers.
Right click on the patient list and select Add > Search
Give the search a name and select the Patient List as the search population
Now add a search criterion for cinical codes for the code you use when the patient has completed the registration and consent form (in our case this is 9iW - Registered for access to Patient Facing Services)
Change the actions for If Rule Passed so that if passed the patient is Excluded, and if failed the patient is included (hence finding those who have NOT registered).
Then click Save and Run
You now need to decide how to manage these patients.
Option 1 - review the records and ensure that there is no third party or potentially harmful material in their coded record, and let the settings stand. If you are advising patients regarding how to use and interpret the record when granting access you must bear in mind that these patients will not have received this advice.
Option 2 - Deactivate all detailed coded access and select Core Record. This may mean removing access to certain elements from patients who have already been using it.
Option 3 - Suspend access to the DCR as in option 2 for these patients and write to them including the information leaflet and registration forms so that they can register if they so wish.
Each patient will need to be considered individually to decide which is the best course of action.
In our practice we knew that any patient who had been given enhanced access (prior to release 5.5 of EMIS Web) had been given free text access to lab results. Therefore if any patient did not have this enabled in the settings in 5.9 we reset their access to core access only.
IMPORTANT Remember, if you enable the global settings before you have resolved the settings for these patients you may unintentionally give access to third party or harmful information.
- Contact Support to run "Sam Earle" Script
- Identify patients who may accidentally get more access that intended
- Ensure that the setting for these patients are corrected before activation of DCR
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