T: All NHAIS Key Users/Screening Managers Frm: Catherine Rberts SIS Request: T/14528 HSCIC Change Number: 15846 Date: 24/03/2015 Page 1 f 5 Impacted Applicatins: SD screen, Lab Links, MM screen, AJ-CD Des this SIS Request intrduce ne r mre new Screens/Jbs t the system (requiring crrespnding actin frm either the System Master Passwrd Hlder r a Departmental Head)? NO This SIS was released t DN, KC, LNA, LNS & SU n 20 th March. This SIS will be released t DO, LA, LND, NEW & WAK n the evening f the 24 th March and all ther sites n the evening f the 27 th March. Defence Medical System Cervical Cytlgy System Amendments Backgrund The DMS NHAIS system has recently been enhanced t accmmdate cervical screening functinality. The NHAIS system which hlds the DMS ppulatin data is hsted by HSCIC and the cervical screening service will be managed by Prestn PCSS ffice. The cervical screening call/recall fr DMS registered wmen will start in April 2015. Tests relating t wmen registered with DMS medical centres will be reprted by lcal labratries and will need t be recrded n the DMS NHAIS system. T avid the need t establish electrnic links between every labratry reprting n these tests and the DMS NHAIS system, the NHAIS system has been enhanced s that althugh labratries will send the DMS test results t their lcal PCS ffice, the majrity f test results will be autmatically redirected t the DMS NHAIS system. This SIS Cmmunicatin details the sftware changes which have been develped t supprt the cervical screening call/recall fr DMS registered wmen and explains in detail the actins which all PCS ffices need t take n receipt f any tests relating t wmen registered with DMS medical centres. NB. The DMS registered ppulatin cvers bth serving members f the frces and service dependants wh are registered with DMS medical centres.
Sender Details SD Screen In rder t facilitate the redirectin f test results tw new sender cdes have been created t set up n all NHAIS systems. The new sender and surce cdes are DMSCOL (fr clpscpy tests), surce cde 7 and DMSGP (fr DMS medical centre tests), surce cde 5. These new Sender Cdes have already been added t the SD screen t be used fr DMS tests nly. Surce cde 5 is n lnger used fr private tests and will nw be used fr DMS tests nly. DMS medical centres and clpscpy clinics will use these cdes t nte the test relates t a DMS patient and labratries will then use these as sender cdes when ntifying results. See example 1: SD]Sender Details Qualifier[DMS ] page-> Cde Sender Details DMSCOL Name DMS COLPOSCOPY Active (Y/N) Y Address DMS COLPOSCOPY CLINIC Inactive Date: DMS SERVICES Pstcde Tel. N. Resp. DHA EX Surce Type 7 DMSGP Name DMS GP Active (Y/N) Y Address DMS SERVICE MEDICAL CENTRE Inactive Date: DMS SERVICES Pstcde Tel. N. Resp. DHA EX Surce Type 5 EXSPEC Name [EXETER PRACTICE ] Active (Y/N) [N] Address [SOUTH DOWN MEDICAL PRACTICE ] Inactive Date: 16.01.2015 [44 MONT LE GRANDE ] [EXETER ] [DEVON ] Pstcde [EX6 6YT ] Tel. N. [01234-456 ] Resp. DHA [EX] Surce Type [1] Example 1: SD Screen Lab Links As detailed abve, labratries prcessing DMS test results will send these results t their lcal PCS ffice in the usual way using sender cdes DMSGP r DMSCOL Tests with sender cdes f DMSCOL r DMSGP will be prcessed as fllws: Tests will be validated by Lab Links but address matching will nt take place. DMS tests will be allcated t three categries by AJ-CLLM:
1 Insufficient Infrmatin 2 Pssible Match 3 Redirected tests These three categries are described in mre detail belw tgether with guidance n actins which yu will need t take. 1 Insufficient Infrmatin Tests will be added t the Insufficient Infrmatin sectin f the AJ-CLLM if:- The test fails AJ-CLLM validatin. The test des nt include an NHS number and there is n pssible match fr the wman. The test will be rejected with the new message "DMS test - n NHS number added t the test by the Lab. The system will generate residual cards fr any test results which fall int this categry. Yu shuld check with the labratry t cnfirm details befre frwarding them t PCS Prestn ffice fr further investigatin. 2 Pssible Match Tests with sender cdes DMSGP r DMSCOL that are Pssible Matches t wmen registered n the database will be added t the Pssible Hits sectin f the AJ-CLLM reprt. These tests will be available n the MM screen fr prcessing. See example 2. ---------------------------------------------------- 27/1/2015 4:22 PM CERVICAL CYTOLOGY LAB LINKS MATCHING REPORT Page 6 P O S S I B L E H I T S ************************************************************************************************************************************ Slide N. Surname Frename(s) Previus Surname D B NHS N. Sender Cde 14331286 Lewis Clarissa 23/08/1950 522 100 1222 DMSGP ** DMS TEST ** Address GP Cde Test Date Result Infect HPV-PS Army Barracks, Devn, XX2 8XX CYTG01 29/12/2014 2A N... Cde - A3 Surname Frename(s) Previus Surname D B NHS N. Lewis Clarissa 23/08/1960 522 100 1222 Cde Exp. NHS NUMBER match GP Cde Address 1 Ple Street %Exe SKY... Example 2: AJ-CLLM Pssible Hits On the MM screen a test with a sender cde f DMSCOL r DMSGP will be displayed with message ** DMS TEST **, see example 3. Nte:- DMS Tests can be made a Hit r Nn-Hit n the MM screen but it will nt be pssible t update the CY screen fr these tests: Hit If the test is a match t a wman n the database the test shuld be made a Hit ( H ). The system will then redirect the test result t the DMS NHAIS system. The test will be added t the Redirected sectin f the AJ-CLLP reprt If the match was t a live patient registratin this will be flagged up t the PCS Prestn team wh will ensure the test is recrded n the DMS NHAIS system, and take steps t cnfirm the current
registratin status fr the wman. If it is fund that the wman shuld be registered with the NHS, then PCS Prestn will prvide yu with a cpy f the result t allw it t be recrded n the lcal NHAIS system. In all cases, PCS Prestn will be respnsible fr ensuring the wman is ntified f her test result. Nn-Hit If the test is nt a match t a wman n the database the test shuld be made a Nn-Hit ( X ): If the test includes an NHS number the test will be redirected using the labratry s patient data. The test will be added t the Redirected sectin f the AJ-CLLP reprt. If the test des nt include an NHS number it will be rejected with the new message "DMS test - n NHS number added t the test by the Lab." The rejected test will be added t the Insufficient Infrmatin sectin f the AJ-CLLP reprt. MM]Lab Links Manual Matching Qualifier[1000008/53,1,14331286 ] Lab N: 60020 File Ref: 000008/53 Cde F 01.01.14-26.09.14 Balance = 2 ** FUZZY MATCH ** Lab Details HA Details(1 f 1) Sender Cde : DMSGP LIVE Database Matching Cde : A3 NHS NUMBER match NHS Number : 522 100 1222 522 100 1222 Surname : LEWIS LEWIS Frenames : CLARISSA CLARISSA Date f Birth : 23.08.1950 23.08.1960 Prev. Surname : Alt. Surname : ** DMS TEST ** Address at Lab : Army Barracks, Devn, XX2 8XX, Address at HA : 1 Ple Street %Exe, Test Data : Slide N : 14331286 Result Cde : 2 Rpt in : 60 : Test Date : 29.12.2014 Actin Cde : A Infectin : Actin [ ] Actin Cdes: (X)Nn-Hit, 'H'it, 'N'ext Lab Rec, 'P'rev Lab Rec, 'Q'uit [1] Example 3: MM Screen 3 Redirected tests Unless there is insufficient infrmatin n the test result received frm the labratry, r there is a pssible match n the lcal NHAIS database then all test results with sender cde DMSGP r DMSCOL will autmatically be redirected t the DMS NHAIS system. As all DMS patients have an NHS number it is expected that the autmatic redirectin f results will ccur in the vast majrity f cases. The redirected tests will be added t the Redirected sectin f the CLLM/CLLP reprt. A new ttal has been added t the summary page f CLLM/CLLP t advise the ttal f DMS tests redirected. These tests will als be included in the Redirected ttal n the summary page.
Redirectin t DMS - Tests that d nt have DMS sender cdes If tests are received fr a wman wh is n the DP screen as a remval t DMS but the test des nt have a sender cde f DMSCOL r DMSGP, the test will be prcessed in the same way as ther remval tests. The wman s data will be retrieved frm the DP screen and the test will be transferred t DMS. The test will fllw the nrmal rute thrugh Lab Links and MM. Test results fr wmen registered with DMS but wh d nt have DMS sender cdes It is pssible that sme test results may be received by PCSA ffices fr wmen registered with DMS medical centres wh have had a test taken at a lcal clinic and these will bviusly nt have the DMSGP r DMSCOL sender cdes. If any results f this type are received yu shuld check the details and if the registered GP is shwn as a DMS medical centre then the test result shuld be redirected t DMS. Similarly if a registratin is traced via the PX screen which indicates the wman is registered with the DMS NHAIS system then the test result shuld be redirected t DMS. When DMS cervical screening service ges live, tests fr wmen previusly deducted t SER r S/D will be transferred t DMS. (It is perhaps unlikely that there will be any f these as all Frces patients are nw deducted t the DMS NHAIS system). Ntificatin f Wmen Discharged frm Clpscpy PCS ffices receive ntificatin frm their lcal clpscpy clinics f wmen discharged frm clpscpy. With the implementatin f the revised arrangements fr cervical screening fr the DMS NHAIS system it is pssible that these ntificatins culd include details f a wman registered with the DMS NHAIS system. If yu receive a discharge ntificatin fr a wman wh is nt registered n yur NHAIS system yu shuld attempt t trace a registratin and if it is fund that the registratin relates t a wman registered with a DMS medical centre the ntificatin shuld be frwarded t the Prestn PCS ffice. Registratins remved as R t DMS As the cervical screening call/recall service is nw peratinal fr the DMS NHAIS system, then any registratin cancelled as Remval t DMS will result in a cpy f the screening histry being autmatically sent t the DMS NHAIS system via the AJ-CD rutine and CINCD. Details f HPV vaccinatins will als be transferred as part f this prcess Existing registratins n dummy GPs relating t Service Persnnel and Service Dependants It is knwn that a number f NHAIS systems have registratins n dummy GPs fr persns knwn t be either service persnnel r service dependants. In rder t ensure that the DMS NHAIS system hlds cmplete screening histries fr wmen all sites shuld check these registratins against the PDS and if a psting t DMS is traced the registratins n the dummy GP lists shuld be deducted as Remval t DMS. This will ensure screening histries are transferred and stred centrally n the DMS NHAIS system. Nte that as cervical screening is peratinal n the DMS NHAIS system sites shuld n lnger send cpies f screening histries relating t service persnnel t the PCS team in Warwickshire.