Skip to main content

Prevent type 2 opt-out code use in TPP SystmOne

Type 2 opt-out codes (CTV3 codes XaaVL / XaaVM) are no longer valid, because the national data opt-out has replaced type 2 opt-outs.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

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.

If a user selects an invalid code from within a template, it will be added to the patient record with no warning or pop-up.

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.


Check templates

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

Screenshot of TPP SystmOne Read Code Browser showing search within templates tab for read code XaaVL

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.

Screenshot of TPP SystmOne Read Code Browser showing New Template Maintenance option to amend templates

Other templates containing invalid codes

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


Check other data entry tools

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

screenshot of TPP SystmOne showing automatic consultations and protocols options


Run a report on patient records for invalid type 2 opt-out codes added after 11 October 2018

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.

screenshot showing reporting on event dates and read coded entries

Screenshot of TPP SystmOne Read Code Browser showing read code report settings

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

screenshot showing button to select to include non-recommended codes

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.)


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

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.


Support

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

Last edited: 29 March 2019 5:44 pm