Prevent type 2 opt-out code use in TPP SystmOne

Guidance published 7 March 2019

The codes have been marked as non-recommended in the SystmOne Read Code Browser. This stops them being added to a patient record directly through the browser.

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

You should also audit patient records to check whether any opt-out codes have been added in error since collection of type 2 opt-outs ended on 11 October 2018.

From the Read Code Browser, select the ‘Templates’ tab.  Enter the code XaaVL into the box and click Search.

The results will show any templates containing the code, which are published:

• locally (by your organisation)
• across a group that your organisation belongs to
• system-wide by TPP and available to your organisation

Local templates containing invalid codes

If the search finds local templates, edit them using the New Template Maintenance option to remove the invalid codes.

Other templates containing invalid codes

If the search finds templates published by another organisation, contact the template owner to remove the invalid codes.

If your organisation uses other data entry tools, such as Automatic Consultations or Protocols, you should check these for use of the invalid codes.

You should run a report to check for any patient records with type 2 opt-out code XaaVL added after collection stopped.

Create the report using Report on event dates and Report on Read coded entries.

Use the button in the Read Code Browser to include non-recommended codes, so that you can add XaaVL to the report.

You can save and re-run the report regularly, or schedule it to run automatically and send a notification to a specific user or group. You should run this report 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 report 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.)

If you find code XaaVL 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.

For further information or queries about SystmOne functionality please contact the TPP helpdesk.

Download a printable copy of this guidance to  prevent type 2 opt out code use in TPP SystmOne