021 Data Quality: Registration
This folder is part of 021 Data Quality
Overview
The Registration folder is intended primarily for administrative staff, giving them oversight of various registration data points which may need attention.
Main spoken language
Patients whose most recent coded main spoken language is English, but with a code marking the need for an interpreter should be reviewed to understand whether the interpreter is an error (ie: English has always been the first language), or the main language has been changed when previously the patient did require an interpreter. In the case of the latter, add the code 'Interpreter not needed' [315595002] to remove the patient from the list. This may also prevent certain alerts from showing.
Depending on historic coding, the search for No language recorded may return many patients. Use this information to track improvement in recording the information.
Ethnicity
Multiple ethnicity codes recorded is increasingly common, despite only being needed once. When exported to Excel, the report may highlight obvious differences where the ethnic origin has been changed to a different group. Correct recording of ethnic origin ensures that patients - particularly of BAME origin - are identified for different thresholds such as BP or BMI, or certain schemes such as Core20PLUS5.
Since the drive under the PCN DES (IIF) to increase recording of ethnic origin in 2022/23 the search showing where there is No ethnicity recorded should be small, and help to target individuals. If a patient refuses to confirm their ethnic origin, codes such as 'Ethnicity not stated' [1024701000000100] and 'Refusal by patient to provide information about ethnic group' [763726001] can be used to remove the patient from the search.
Contact details
Keeping contact details up to date is a constant challenge for staff. Searches for checking home address and telephone number help keep track of patients who need to be followed up. An FP69 is an national approach to validating address details, but these often only arise when a national NHS letter such as a national screening programme has been returned to sender.
| Code to add flag | Code to remove flag | |
Home address | Questionable if patient address correct [184127005] | Patient address validated [1583791000006109] |
Home telephone number | Questionable if patient telephone number correct [184133001] | Patient telephone number validated [1909401000006104] |
Mobile telephone number | Questionable if patient mobile telephone number correct [939151000000106] | Patient telephone number validated [1909401000006104] |
Non-mobile number in the mobile field may be a registration error, or a number imported through the PDS. This search looks for any number that does not begin 07. Consider whether the number should be in the home or work number fields. Foreign mobile phone numbers will be shown, but may be ignored.
Likewise Non-landline number in home number field picks up numbers that do not start 01 or 02 in the home number field. Mobile phone numbers may have been duplicated from the mobile field, but if they are not, care should be taken to confirm that the number belongs to the patient and not a relative.
Registrations
Some searches and audit reports are provided to count the number of regular or temporary registrations over a 4 week or 12 month period. These have been requested by some Practices who regularly monitor registration frequency.
Deductions and Deaths
Similar to registrations, searches and audit reports return the number of patients who have died or have been deducted in the last 4 weeks or 12 months. Depending on the process followed the Deducted in past 4 weeks/12 months reports may include some patients who have died.
The searches and reports for patients who died look at both method of deduction (in Registration module) and coding of Patient died to ensure that the returned list is as accurate as possible.
Named GP
The named accountable GP scheme required patients to be assigned a named GP at the Practice and informed of this allocation. These actions were recorded by 2 codes, and each search highlights where 1 or both are missing.
Titles
This search arose due to the practice of assigning young patients Master or Miss as their titles. A patient may object to being addressed as Master after a certain age. There is no search function to filter patients with a Master title, but a report does help. This report is designed to show all patients over 16, sorted by their title. Patients with 'Master' will appear in the early pages, so a regular exercise to update titles should be able to be completed based on 1 or 2 pages of names on the report.
The report shows all male patients over the age of 16, so in addition to Master and Mr, may show other titles alphabetically such as Mx, Lord, Rev, Sir, Prof, or military rank.
Some Practices may find copying the report and basing on all patients or female patients may be a helpful exercise to review all titles.
Patient Warnings
When used correctly, patient warnings can be helpful to staff. Excessive warnings are often caused by the creator ticking all trigger boxes. The report can be used to review warnings for excessive trigger points as well as time expired messages. It is best to view, sort, or filter this information in Excel, remembering to replicate patient details for each row.
Unfortunately fixing warnings is a time consuming manual process.
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