Reassign pages in scanned paper notes

You may find scanned paper notes with pages for a different patient when: 

• viewing the patient’s record in the service 
• reviewing and accepting a patient’s scanned paper notes 

You can only reassign pages for one patient at a time. If you find pages for more than one other patient within scanned paper notes, you’ll need to complete these steps for each incorrect patient:    

1. Go to the patient’s Lloyd George record page by searching using their NHS number.  

2. Select scanned paper notes in their list of stored documents. 

3. Select Reassign pages in these notes to another patient. 

4. Enter the pages, or page ranges you want to reassign to another patient.

5. The document viewer will show the pages you’ve selected to remove from the scanned paper notes and reassign to a new patient – check and confirm these pages are correct, then continue. 

6. If you’ve found an NHS number in the pages, enter it in the ‘Search for the correct patient’ page. To ensure you reassign the notes to the correct patient, only enter the NHS number found in the pages you want to reassign. 

7. Check and confirm the patient demographics, then continue.  

8. You’ll see a page confirming that the pages have been reassigned to the correct patient.

If you can’t find an NHS number

If you can’t find an NHS number for the patient in the pages you want to reassign, select I don’t know the NHS number.

You must download the pages, then print them and send them to Primary Care Support England (PCSE), following their process for record transfers. The incorrect pages will be removed from the scanned paper notes.

If the demographics don’t match the pages 

If you don’t think the patient demographic information displayed on the ‘Patient details’ match the pages, go back and select ‘I don’t know the NHS number’ on the ‘Search for the correct patient’ page, then download, print and send the pages to PCSE.

If the patient you’ve reassigned the pages to is registered at your practice, you’ll see these pages listed as ‘scanned paper notes’ in your ‘Documents to review’ page. Review and accept these notes for storage in the service following the guidance in Reviewing documents waiting for approval for storage in the service. 

If the patient you’ve reassigned the pages to is not registered at your practice, the pages will be listed for review by the patient’s current practice.

Reassigning pages and versions of scanned paper notes

Removing and reassigning pages in scanned paper notes will create a new version. The scanned paper notes will be listed in the patient’s Lloyd George record page with a new version number, for example ‘Scanned paper notes V2’. 

You can restore the scanned paper notes back to a previous version if you’ve reassigned pages by mistake. See View version history and restore previous versions of scanned paper notes.

You will see an error message ‘Enter a valid NHS number’ if the NHS number you enter is not recognised. If this keeps happening and you’re sure you have entered the NHS number exactly as it’s shown in the pages you want to reassign, select 'I don’t know the NHS number' to download, print and send the pages to PCSE.   

If you enter the NHS number of a patient and you’re restricted from accessing their record, you’ll be shown the error message ‘You are restricted from reassigning these pages to this patient’. Ask another member of staff to reassign the pages to this patient.