Managing records in the service

This function can be  used by admin and clinical users. It allows you to download the Lloyd George record summary report to your computer. It will save the file in your downloads folder.

The report contains: 

• the number of Lloyd George records stored in this service for your organisation 
• a list of the NHS numbers for the records stored for your organisation 
• the date of when each record was created and last updated

The report area can be found by selecting Download a report from the Admin hub.

This will take you to a page where you can download the Lloyd George summary report as a CSV, Excel or PDF file. 

Error messages when downloading the Lloyd George summary report 

If there are no Lloyd George records stored in the service for your practice, you will see the following error message.

This could be because: 

1. You don’t have any patients with Lloyd George records stored in the service at the moment.
2. If you have bulk transferred your records using a scanning supplier, and your records are in the process of being transferred but are not available yet.

When a new patient registers at your practice, you might receive a note from the previous practice to tell you that their Lloyd George record is in the National Document Repository (NDR). If you do not receive a digital Lloyd George note for a newly registered patient, their scanned paper notes might still be in the NDR, but the note was not sent by the previous practice. 

When the patient’s registration is complete, the Personal Demographics Service (PDS) will update the ODS code on their record and you can access their record in the service.  

If the patient's Lloyd George record is stored in the service, you may want to add a note or a code to the patient’s EHR to flag that it is there.

You will be sent their paper Lloyd George record You can scan and upload it to the service, see Upload documents to the service. We are working on a way to transfer records digitally across borders using this service.

If a patient has moved abroad and requests access to their record, this request must go to PCSE who will be able to access the record. 

You won’t be able to view a patient’s record in the NDR if they don’t have an active registration at your practice. NHS England is the data controller of patient records where there is no active registration, and PCSE can access and manage these records.   

You don’t need to do anything with the record of a suspended patient. When the patient registers at a new practice, the ODS code is updated and the new practice can access their record in the service. 

You can access the records of deceased patients in this service. To do this:

1. Enter the patient's NHS number in the 'Search for a patient' page.

2. You will see an advisory notice in the 'Patient details page' to tell you that you are requesting access to the record of a deceased patient, and that you will need to give a reason why you need to access the record:

3. On the next page, you will be asked to give your reasons for accessing the record. Select all the reasons that are relevant, or enter a reason in the box provided and select 'Continue to the record':

4. You will be taken to the Lloyd George record for the deceased patient, and you will be able to view, download or remove the record. 

The scanning standard requires that all pages of a patient’s Lloyd George record are scanned and transferred into the service, and that blank pages are not deleted. This is to ensure the integrity, quality and consistency of scanned and digitised records. This means that you may come across blank pages within a patient’s scanned paper notes. You may also find a scanned paper note within a record that only consists of a cover note. 

You cannot redact a record within the service. To redact a record, you will need to use your usual method of redaction. 

If you have found pages for a different patient within a set of scanned paper notes, you can reassign them to the correct patient, see Reassign pages in scanned paper notes.