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Prevent type 2 opt-out code use in EMIS Web

Type 2 opt-out codes, (Read v2 codes 9Nu4 / 9Nu5), are no longer valid, because the national data opt-out has replaced type 2 opt-outs. You should make sure they are not being used to record patient choices on use of their data for research and planning. 

Guidance published 7 March 2019

Type 2 codes have been inactivated by EMIS. (Users were told this in the EMIS Web code updates on 8 January 2019.)  They no longer appear in the EMIS Web code picking list when searching by code or term and cannot be entered into a patient’s medical record via Add a Code.

However, the codes could still be used if they have been included in a template, so you must check your templates to remove these codes and prevent their use.

Check templates

From the main menu, select Configuration and Template Manager (or Resource Publisher).

screenshot of EMIS with configuration and templates manager selected

Highlight the template you want to review on the list, and use the Print button drop-down to select Template.

screenshot showing Template selected

This will open the Template Preview screen. You can then use ‘Ctrl-F’ and enter each code in turn to search the template and see if either 9Nu4 or 9Nu5 is present.

screenshot showing the use of ctrl-F to find invalid codes

If you find the codes in any templates, you should edit them to remove them.

 

Check other data entry tools

You should also review templates within Library Items, and other data entry tools such as Protocols.

Search to identify invalid codes

Use the EMIS search function to check for any patients with code 9Nu4 added after 11 October 2018. Select the Population Reporting tab, click ‘Add’ and select ‘Search’.

screenshot of using search to identify codes

Add ‘Rules’ using the ‘Feature Builder’ to include criteria for Clinical Code, Order and Date Criteria. 

screenshot of using ‘Rules’ in the ‘Feature Builder’ to include criteria for Clinical Code, Order and Date Criteria. 

screenshot of search for invalid codes

screenshot showing date ordering option

screenshot showing date options

screenshot showing search results

You can schedule this search to happen on a regular basis, until you are confident that invalid codes are no longer being used.

If results are found, review the patient record(s) to check that the code was added after 11 October 2018. (Sometimes the search will pick up entries added as part of a GP2GP transfer to a new practice, when in fact the code was added to the patient record some time ago.)

What to do if you find type 2 codes recorded in error

If you find code 9Nu4 has been added to a patient's record after 11 October 2018, you must contact the patient to:

  • explain that the opt-out choice was recorded by the practice in error
  • tell them they can set a national data opt-out choice themselves by visiting www.nhs.uk/your-nhs-data-matters
  • explain that their confidential patient information may still be used for research and planning purposes until they set the choice themselves

Further details and a template for a patient letter were provided in our letter to GP practices in October 2018.

Support

For further information or queries about EMIS Web functionality please contact the EMIS Support team.

Download and print guidance

Last edited: 29 March 2019 5:43 pm