Diary Entry Recall System

Diary Entry Recall System

Diary Entry Recall System

Streamlined, flexible recalls in EMIS Web

Introduction

The Diary Entry Recall System is an additional element of recall functionality that is optional for PCIT subscribers.  To have the resources required to use this within your system, you will need to ask the authorised team member to request this by submitting a ticket.

The Diary Entry Recall System can be
  1. added to the main OneRecall searches so patients are automatically pulled into the monthly searches (see support article for details on how to do this)
  2. run on its own without using OneRecall at all
The system works by utilising specified "diary entries" within EMIS web, to allow practices to record where recall is needed for patients and then ensure that patients are identified and offered appointments when the activity is due.  It covers all major areas of care — from QOF long-term conditions to diagnostics, women’s health, medicines reviews, and blood tests — while allowing practices to pick and choose the areas that matter most to them.

This approach solves a common problem: different staff often complete different parts of a review, but there has never been a simple, standardised way to mark “all done” across the team. PCIT’s system ensures recalls are recorded consistently, allocated appropriately, and closed safely once completed.

A unique differentiator is the Master Diary Closer, which automatically tidies up old diary entries when evidence of completion is found, and prompts staff to set new recalls where appropriate. This reduces diary clutter and ensures a clear audit trail for governance.


The process for the Diary Entry Recall System looks like this:

Why Practices Use It

  • Safer care: Patients are followed up at the right time, no duplication or missed reviews.

  • Simpler workflow: One way of recording recalls across all staff roles.

  • Flexible: Practices can add extra areas (e.g. cancer care reviews, osteoporosis, injections, blood tests) as they have the capacity.

  • Integrated: Any diary entry created through a PCIT template is automatically picked up by this system — no changes to how clinicians already work.

  • Governance: A clear audit trail for CQC inspections and local contract assurance.

  • Scalable: Practices can start small and grow into the full OneRecall process if needed.

Components of the System

The diary recall system combines four complementary tools:

  1. Diary Entry Recording Template (TM00209)

    • Single template covering all recall areas.

    • Quick pages (date only) and Full pages (date + note) available.

    • Categories include:

      • Long-Term Conditions (QOF and non-QOF)

      • Diagnostics

      • Generic follow-up

      • Mental health

      • Women’s health & contraception

      • Injections & immunisations

      • Observations & admin

      • Medicines actions

      • Blood tests

  2. OneRecall Diary Searches

    • Find overdue or upcoming diary entries, grouped by clinical area and staff role.

    • Includes PREPARATION search for >13 month overdue recalls, and All Recall Diary Entries for a full baseline view.

  3. Diary Entry Due Alert (HP427)

    • Highlights outstanding recalls when a patient record is opened.

    • Shows category, type, and due date.

  4. Master Diary Closer (PT00410)

    • Auto-closes diary entries where evidence is found in the record (e.g. test result, coded review).

    • Prompts the user where recalls are vague (e.g. “Change of medication”).

    • Logs every closure in Care History for audit.

Where This Fits with Other PCIT Recall Tools

💡 The Diary Recall System is the bridge that allows practices to build on QOF and CQC recall provided by GP Contract Pro and CQC Navigator by specifying specific elements of care that need recall and having a systematic process to achieve this.  Practices can use this as a stepping stone to using the full OneRecall process

  • CQC Navigator – Automates recalls for CQC requirements.

  • GP Contract Pro – Focused only on QOF recall requirements.

  • Diary Recall System – Flexible menu of recall options (QOF, CQC, + extras).

  • OneRecall (full solution) – Comprehensive, modular, month-of-birth recall system.


Getting Started

Step 1 – Preparing Your Practice

  • Review your current recall approach.

  • Discuss which recalls you are currently utilising and which ones you may want to prioritise first (QOF, CQC, or additional areas).

  • Identify staff roles who will manage recalls (GP, nurse, pharmacist, HCA, admin).

Step 2 – Request Installation from PCIT
PCIT will install and configure the following:

  • Diary Entry Recording Template (TM00209)

  • Updated OneRecall Diary Searches

  • Diary Entry Due Alert (HP427)

  • Master Diary Closer (PT00410) — optional, but highly recommended

Step 3 – First-Time Tidy-Up

  • Run the PREPARATION search for patients overdue by >13 months.

  • Use the Master Diary Closer to auto-close those with evidence.

  • Manually review the remaining backlog.

  • Adopt a “clean slate” policy: all new recalls set via PCIT templates only.

Step 4 – Ongoing Workflow

  • Clinicians: set diary recalls when using PCIT templates.

  • Admin/recall staff: run searches weekly to allocate work.

  • All staff: act on the Diary Entry Due alert when opening patient records.

  • Leads: monitor recall coverage quarterly to ensure nothing is missed.

Training Your Team

  • Template: Show staff where to find Diary Entry Recording Template (TM00209) in EMIS, and when to use Quick vs Full pages.

  • Alert: Train staff to recognise and act on Diary Entry Due Alerts (HP427) 

  • Diary Closer: Explain automatic vs prompted closures and audit logs.

  • Searches: Teach admin teams to run the PREPARATION search first, then category/role searches on a weekly basis.

Support from PCIT

  • Every practice has a dedicated Customer Relationship Manager (CRM) who will:

    • Deliver go-live and refresher training

    • Provide best practice guidance on recall allocation and diary cleanup

    • Act as your main point of contact for feedback

  • Support Desk: rapid response for issues or troubleshooting

  • Support Articles: guides available online

Appendix 1 - Diary Entries used with SNOMED codes

Long-Term Conditions (QOF)

Group
SNOMED Code(s)

Long-Term Conditions (QOF)

Asthma annual review [1488421017]

Long-Term Conditions (QOF)

Asthma follow-up [1488422012]

Long-Term Conditions (QOF)

Atrial fibrillation annual review [406861000000119]

Long-Term Conditions (QOF)

CHD monitoring [264500012]

Long-Term Conditions (QOF)

Dementia care plan reviewed [2439631000000113]

Long-Term Conditions (QOF)

Follow-up diabetic assessment [264678011]

Long-Term Conditions (QOF)

Diabetic 6 month review [299261000000111]

Long-Term Conditions (QOF)

Diabetic annual review [264727014]

Long-Term Conditions (QOF)

Hypertension annual review [1780319017]

Long-Term Conditions (QOF)

Hypertension monitoring [790091000006115]

Long-Term Conditions (QOF)

Learning disabilities annual health assessment [302211000000112]

Long-Term Conditions (QOF)

Learning disabilities annual health assessment [302211000000112]

Long-Term Conditions (QOF)

Learning disabilities annual health assessment [302211000000112]

Long-Term Conditions (QOF)

Atrial fibrillation annual review [406861000000119]

Long-Term Conditions (QOF)

Atrial fibrillation annual review [406861000000119]

Long-Term Conditions (QOF)

Asthma annual review [1488421017]

Long-Term Conditions (QOF)

Asthma annual review [1488421017]

Long-Term Conditions (QOF)

Dementia care plan reviewed [2439631000000113]

Long-Term Conditions (QOF)

Dementia care plan reviewed [2439631000000113]

Long-Term Conditions (QOF)

Diabetic annual review [264727014]

Long-Term Conditions (QOF)

Diabetic annual review [264727014]

Long-Term Conditions (QOF)

Hypertension annual review [1780319017]

Long-Term Conditions (QOF)

Hypertension annual review [1780319017]

 

Long-Term Conditions (Non-QOF)


Group
SNOMED Code(s)

Long-Term Conditions (Non-QOF)

Cancer care review [394821000000109]

Long-Term Conditions (Non-QOF)

Chronic kidney disease annual review [132221000000108]

Long-Term Conditions (Non-QOF)

Chronic kidney disease monitoring [751000000106]

Long-Term Conditions (Non-QOF)

Coeliac disease annual review [132241000000104]

Long-Term Conditions (Non-QOF)

Epilepsy monitoring [416491000000109]

Long-Term Conditions (Non-QOF)

Osteoporosis monitoring [460341000000101]

Long-Term Conditions (Non-QOF)

Follow-up osteoporosis assessment [460301000000107]

Long-Term Conditions (Non-QOF)

Rheumatology follow-up assessment [416471000000107]

Long-Term Conditions (Non-QOF)

Rheumatoid arthritis annual review [132251000000101]

Long-Term Conditions (Non-QOF)

Care plan [415348015]

Long-Term Conditions (Non-QOF)

Inclisiran indicated [14233001000006114]


Diagnostics

Group
SNOMED Code(s)

Diagnostics

Audiogram [252881000000107]

Diagnostics

Colonoscopy [73761000000101]

Diagnostics

Colonoscopy [73761000000101]

Diagnostics

DEXA scan [168731000000109]

Diagnostics

Echocardiogram [40701008]

Diagnostics

FIB-4 (Fibrosis-4) index score [764331000000106]

Diagnostics

Ultrasound elastography of liver [764351000000103]

Diagnostics

Mammography [171149006]

Diagnostics

Plain chest X-ray [168731000000109]

Diagnostics

Standard chest X-ray [16310003]

Diagnostics

Ultrasound scan [16310003]

Diagnostics

Biopsy administration [171149007]

 

 

Generic Follow-Up

Group
SNOMED Code(s)

Generic Follow-Up

Follow-up encounter [390906007]

Generic Follow-Up

Follow-up [390906007]

 

 

Mental Health

Group
SNOMED Code(s)

Mental Health

Depression interim review [132211000000106]

Mental Health

Mental health review follow-up [132201000000108]

Mental Health

Attention deficit hyperactivity disorder annual review [1551611000000112]

Mental Health

Mild cognitive impairment review [373461000000102]

 

 

Women’s Health & Contraception

Group
SNOMED Code(s)

Women’s Health & Contraception

Cervical smear [171149000]

Women’s Health & Contraception

Hormone replacement therapy review [132261000000103]

Women’s Health & Contraception

Uses oral contraception [132271000000101]

Women’s Health & Contraception

Depot contraceptive [132281000000104]

Women’s Health & Contraception

Subcutaneous contraceptive change due date [2612431000000112]

Women’s Health & Contraception

Removal of intrauterine contraceptive device [15050521000006116]

Women’s Health & Contraception

Removal of intrauterine system [2612441000000115]

Women’s Health & Contraception

Replacement of pessary in vagina [132291000000106]

 

 

Injections & Immunisations

Group
SNOMED Code(s)

Injections & Immunisations

Intramuscular injection of vitamin B12 [1032311000000105]

Injections & Immunisations

Denosumab therapy [7181801000001109]

Injections & Immunisations

Insertion of gonadorelin analogue implant [132301000000109]

Injections & Immunisations

Subcutaneous injection of gonadorelin analogue [132311000000106]

Injections & Immunisations

Intramuscular injection of gonadorelin analogue [132321000000109]

Injections & Immunisations

Neuroleptic medication due [132331000000105]

Injections & Immunisations

Injection of vitamin D [132341000000108]

Injections & Immunisations

Administration of booster dose of hepatitis A vaccine [871681000000109]

Injections & Immunisations

Herpes zoster vaccination [132351000000104]

Injections & Immunisations

Pneumococcal vaccination given [871751000000100]

Injections & Immunisations

Injection into subcutaneous tissue [132361000000102]

Injections & Immunisations

Intramuscular injection [132371000000100]

 

 

Observations / Admin

Group
SNOMED Code(s)

Observations / Admin

O/E - blood pressure reading [753671000000107]

Observations / Admin

Raised blood pressure [753681000000105]

Observations / Admin

Body mass index [60621009]

Observations / Admin

Pulse rate [364075005]

Observations / Admin

Spirometry [65577000]

Observations / Admin

Electrocardiographic monitoring [710651000000116]

Observations / Admin

Doppler ultrasound [167271000000101]

Observations / Admin

NHS Health Check follow-up [132381000000106]

Observations / Admin

Attention to urinary catheter [133901000000109]

Observations / Admin

Wound care [225358003]

 

 

 

Medicines Actions

Group
SNOMED Code(s)

Medicines Actions

Change of medication [12912401000001108]

Medicines Actions

Controlled substance checking [132391000000109]

Medicines Actions

Dispensing medication management [132401000000106]

Medicines Actions

Extended medication review by community pharmacist [132411000000108]

Medicines Actions

Medication optimisation [132421000000104]

Medicines Actions

Medication dosage tapering [132431000000102]

Medicines Actions

Opioid dosage tapering [132441000000100]

Medicines Actions

Optimisation of medication [132451000000107]

Medicines Actions

Medication reconciliation [132461000000105]

Medicines Actions

Medicine use review done by pharmacist [132471000000103]

Medicines Actions

Medication review done by community pharmacist [132481000000101]

Medicines Actions

Pharmacological assessment [132491000000108]

Medicines Actions

Review of medication [132501000000101]

Medicines Actions

Medication review done [132511000000104]

Medicines Actions

Medication review due date [132521000000102]

Medicines Actions

Medication review due [132531000000100]

Medicines Actions

Optimisation of drug dosage [132541000000106]

Medicines Actions

Restart of medication [132551000000109]

Medicines Actions

Synchronisation of repeat medication (A) [132561000000107]

Medicines Actions

Synchronisation of repeat medication (B) [132571000000105]

Medicines Actions

High-risk drug monitoring [132581000000103]

Medicines Actions

Lithium monitoring [15261981000006119]

Medicines Actions

Monitoring of lithium therapy [132591000000100]

Medicines Actions

Lipid disorder monitoring [460116012]

Medicines Actions

Serum lipids level [3017071000006116]

Medicines Actions

Novel oral anticoagulant monitoring [132601000000109]

 

 

Blood Tests

Group
SNOMED Code(s)

Blood Tests

Blood test due [257112011]

Blood Tests

Plasma C-reactive protein [223761000006118]

Blood Tests

Faecal occult blood test [260500019]

Blood Tests

HbA1c – diabetic control [257623014]

Blood Tests

Lipid disorder monitoring [460116012]

Blood Tests

Erythrocyte sedimentation rate [648521000006111]

Blood Tests

Serum ferritin level [143821000006118]

Blood Tests

Serum folate level [143841000006113]

Blood Tests

Full blood count [795331000006111]

Blood Tests

Liver function test [1495289019]

Blood Tests

Serum parathyroid hormone level [144741000006115]

Blood Tests

PSA level [8411821000006115]

Blood Tests

Serum protein electrophoresis [9175010]

Blood Tests

Thyroid disease monitoring [264730019]

Blood Tests

Serum urate level [409687012]

Blood Tests

Urine albumin:creatinine ratio [74961000006113]

Blood Tests

Urine culture [185189016]

Blood Tests

Urine dipstick test [259747017]

Blood Tests

Serum calcium level [150871000006111]

Blood Tests

Serum magnesium level [133301000000110]

Blood Tests

Serum inorganic phosphate level [144231000006118]

Blood Tests

Serum vitamin B12 level [149871000000114]

Blood Tests

Serum vitamin D level [3016831000006111]

Blood Tests

Serum fructosamine level [143941000006115]

Blood Tests

Serum oestradiol level [258662015]

Blood Tests

Serum testosterone level [149581000000112]

Blood Tests

Serum prolactin level [3016791000006117]

Blood Tests

Serum CA125 level [2336891000000110]

Blood Tests

Serum CEA level [2336481000000110]

 

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