In May of this year, we are changing the clinical system we use from EMIS Web to SystmOne.

This change means certain things will change. From the app you use to view your record and order prescriptions, to how your information is shared. This page is to inform you of all these changes and any disruption this may cause and will be updated as and when needed.

We will also post updates on our Facebook page and practice news page to keep you informed as we go through this process.

OUR GO LIVE DATE IS: 17/05/24

If you have any queries about this change that is not answered in this information page, please contact us through our online service AccuRx, accessible through our website. Your query will be sent to the relevant member of staff, who will get back to you in due course. Paper copies of this information are available from reception.

As always, we strive to offer the best possible service for you as our patients. In recent times, the performance of our current system that we use (EMIS Web) has been worsening, in such a way that we have had many occasions where the system would not load at an acceptable speed which causes delays in your treatment and irritation for our staff and understandably for our patients too.
As a result of this as a practice we have come to the decision that moving to another, more reliable system was the best option. The system we are moving to is called SystmOne. Many other practices use this, and it is also the system used by hospitals and other NHS services. There are many benefits of this new system including more efficient record sharing, so that we are able to see your hospital letters and prescriptions at a much swifter pace, meaning that the care you receive is more cohesive. More of the many benefits will be outlined throughout this page.

Patient Access is an EMIS Web app, therefore will no longer work once we change systems to SystmOne.

To prepare for this please download the NHS App as this will mean that all your information stays the same and you do not lose any access to your records. Download Below:
Google play store
Apple App Store

There will also be another app that will be available once we have gone live with the new system which is called Airmid. This is not required if you prefer the NHS app, however, if this is something you would like to have please wait until June.

We have been informed that once we Go Live it may take a few days for the NHS App to come back online. Please bare with us and only contact us about this if you continue to have problems with the app after 27th May.

If you have any issues please contact us using our Contact us form and we will get back to you.

From the middle of April, you will no longer be able to order your prescriptions via the Patient Access app, as Patient Access is an EMIS app and will be switched off prior to our go live date.

There will be more disruption to your prescription ordering on our cutover week. This is outlined in the “cutover” section of this page.

From 06/05/2024 inclusive there will be no routine bookable appointments on our system as this is the beginning of our cutover period (see cutover section below). Therefore, if you attend an appointment and are asked to book a review you may need to contact us at a later date for this.

We will be running an emergency only service as any information we record will not be transferred over and will need to be re-documented by the clinician you have seen. As the clinicians will need allocated time to do this, the amount of information to transfer will impact how many appointments we are able to offer once we have gone live. Keeping appointments at a minimum for this two-week period will ensure the disruption period is kept to a minimum.

What is cutover?
“Cutover” is the period of time when any information we add to our current system will not transfer over automatically to our new system.
Our cutover period is from 06/05/24 – 17/05/24

What does this mean?
This means that throughout this time we will need your help to minimise the amount of information added.
Due to this we will offer less appointments and will only see patient with urgent need, as mentioned above. During this time, it would be best for you to attend either hubs or OOH services or the walk-in-centre in Sheffield. For any Urgent/Emergency issues it will be best for you to attend A&E or call 999 if absolutely necessary. Why? These services still have access to record your information and this WILL come through to us automatically on the new system.
Doing this will minimise the disruption to appointments, as the clinicians will need allocated time to input any data collected in cutover once we have gone live.
The service we use for you to contact us online for non-urgent issues (AccuRx). Will not be dealt with in the same way as they will also not transfer.

Prescriptions
As our electronic services will be disabled during this time, you will not be able to order your prescriptions.
To help with this, you will be able to order your medication early, or ask for two months supply.
If you are a patient with repeat dispensing, weekly, or NOMAD prescriptions these will processed in a way that means there is no disruption to you.
We will send out reminder messages about this one month prior and two weeks prior to this. We will be unable to process any prescriptions during the cutover and you will need to contact us after 20/05/24.
If you have a GP appointment regarding an urgent problem, they will be able to arrange a prescription for you if absolutely necessary. As previously mentioned all of this information will have to be manually re-entered into the new system and will impact on appointment availability after we go live.

Further impact
During this time there are other services we will not be able to provide. This includes:

• Sending Referrals
• Receiving letters
• Receiving test results
• Changing your details (e.g. address or contact number)
• Registering new patients
• Requests for records

The following information is to explain to you the types of personal data we hold about you and how we may use this information for the benefit of your health and wellbeing once our systems have changed. The following information advises you on how we allow your electronic health record (and where applicable social care record) to be made available to other organisations, across a variety of healthcare settings. This is subject to your permission, via use of the computer system SystmOne.  It informs you of your options should you wish to take further control of your SystmOne record. The information should be carefully considered and any concerns you have about the data we hold, and how we use it, should be raised with us.

The personal data we hold about you

As your registered GP practice we hold your electronic health (and where applicable social care) record. This contains sensitive information about you, your health and your wellbeing. The following list provides an example of the type of information (both past and present) that can be held within your record:

• Demographic and contact details (name, date of birth, address, telephone number, email address, gender, sex, religion, marital status etc.)
• Appointments and Consultations
• Diagnoses (including physical disabilities and mental health conditions)
• Medication, Vaccinations, Pathology results (e.g. blood tests) and Allergies
• Social care involvement
• Hospital correspondence and correspondence from other health and social care settings (including x-rays, discharge letters and referrals)
• Relationships/Next of Kin

Why do we need access to your personal data?

This information means we can provide you with high quality direct care in a safe and effective manner. Being able to see your detailed record allows for an overall picture of your health and wellbeing to be assessed. This then helps us to diagnose and prescribe appropriate courses of treatment to you. This means that the most safe and efficient care is provided to you. We do not want you to have to repeat your medical history and remember every detail, which may or may not be relevant, to every health and social care professional involved in your care. Lack of access to your information may lead to misdiagnosis, inappropriate prescribing of medication or tests and/or ineffective treatment.

Why do we need to share your personal data?

We recognise that you will benefit from other health and social care providers that care for you (either currently or in the future) having access to your electronic health (and where applicable social care) record. This is because they can then make fully informed decisions about the care you require. The reasons for access to the detailed record, mentioned above, apply across the health and social care profession. A shared record ensures that care providers always have the most accurate, up to date information.

What do we mean by ‘Direct Care’?

The term ‘Direct Care’ means a clinical health activity concerned with the prevention and investigation and treatment of illness. It includes supporting your ability to function and improve your participation in life and society. It also includes the assurance of safe and high quality care and treatment undertaken by one or more registered and regulated health or social care professionals and their team with whom you have a legitimate relationship for your care purposes.

It does not include access to information for purposes such as insurance, advertising or marketing.

As your GP practice we have set the following practice settings for all our registered patients whose detailed electronic health (and where applicable social care) record is in our possession and within the clinical computer system, SystmOne. However, we recognise that each of our patients have differing health and social care needs and you may wish to  control yourself how your personal data is shared. This can be done via ‘Your Choices’ stated below.

Implied consent to make your record available to all organisations

We assume that you are happy to share your detailed electronic health (and where applicable social care) record to anyone that cares for you.  We therefore make your record available to all NHS commissioned services and local authorities providing health and social care services, using the clinical record computer system, SystmOne. This allows for anyone at these organisations who have the appropriate controls to retrieve your electronic record, once you are registered for care. However, these individuals should only legitimately access your record to provide you with care services. They must also record your permission to view your record.

The types of organisation, which could be involved in your direct care and therefore need access to your electronic record are:

• GP practices
• Community services (for example, physiotherapy, diabetic clinics, district nursing, rehabilitation centres)
• Referral triage centres (services determining which organisation should care for you)
• Child Health
• Urgent Care (for example, A&E, Minor Injury Units (MIU) and Out of Hours services)
• Community Hospitals
• Palliative Care
• Care Homes
• Offender Health (care providers within organisations such as Prisons and Custody Suites)
• NHS Hospitals
• NHS Mental Health Services
• Social Care– registered and regulated professionals within social care organisations coordinating care (not social care providers)
• Community Pharmacy

To find out more about these types of organisation please go to the following webpage:
http://www.tpp-uk.com/products/systmone/modules 

If you are not happy to share your electronic record in this way, please let us know as soon as possible so that we can record your dissent (refusal of permission) and stop your record from being accessed outside of the GP practice. You can choose to refuse your permission for any organisation having access to your GP record.

Where we have not implied your consent or dissent then your record will not be shared.

Organisations we make your record available to

We work collaboratively with a variety of health and social care organisations across the NHS and therefore with your assumed consent, we make your electronic patient record available to a select list of organisations using the clinical record computer system, SystmOne. This means that once you are registered at those organisations their staff, who have been given the role of viewing clinical records, will be able to view your record, once they have discussed this with you and recorded your consent.

All other health and social care organisations require you to verify their access.

You may not agree with the health and social care organisations we have chosen to have access to your detailed electronic health (and where applicable social care) record (the practice default). You can therefore control this yourself. Your choice will override our settings. You have the following options:

• No organisations require you to provide a security code - You can give your permission to allow all NHS commissioned services and local authorities providing health and social care services, using the clinical record computer system, SystmOne, to access your record. This allows for any individual at these organisations (who have the appropriate access controls) to retrieve your electronic record, only after you are registered with them for care. These individuals should only legitimately access your record to provide you with care services and they should always request and gain your consent before doing so.

• Dissent/Refusal of your permission - You can refuse your permission for your record to become available to all NHS commissioned services and local authorities providing health and social care services, using the clinical record computer system, SystmOne, which prevents us sharing your clinical record to any other organisation involved in your care. Please carefully consider the benefits of sharing your record.

• All organisations require you to provide a security code - You can require that all health and social care organisations must ask you for a PIN number on your first visit to that service. This allows you to verify/confirm that each individual organisation should have access to your record, as they are legitimately involved in your care. You will require access to either a mobile phone or email account, as a PIN will be sent to you. [Alternatively, you will need access to SystmOnline to accept or reject a share request sent to your account by the organisation wishing to view your record. Please contact your GP or GP receptionist to request to be enabled for SystmOnline]

• Custom lists - You can put together your own personal lists for access, adding organisations to each of the 3 lists i.e. does not require a security code (allowed list), requires a security code (verification list) and cannot access (prohibited list). The functionality for each list will act as described above, but it is youwho can determine the level of access, which applies to them. This should be done in conjunction with your GP to ensure you understand the full implications of your decisions.

• Marking items as private – If you have had a consultation about a particularly sensitive matter, you can ask for this section of your record to be marked as private. That way, even if you consent for another service to see your record, that consultation will not be shown outside the organisation that recorded it. However, if the consent override function is used, then consultations marked as private can be accessed by the other service/organisation performing the override.

When deciding which option to choose it is important to consider that your detailed record allows for an overall picture of your health and wellbeing to be assessed. This in turn helps health and social care professionals diagnose and prescribe appropriate courses of treatment to you. This ensures that the most safe and efficient care is provided. It will prevent you from having to repeat your medical history and remember every detail, which may or may not be relevant, to every health and social care professional involved in your care. Lack of access to your information may lead to misdiagnosis, inappropriate prescribing of medication or tests and/or ineffective treatment.

You can make the above changes at any time by contacting your GP Receptionist, or by logging onto your SystmOnline account.