Review documents waiting for approval for storage in the service

When patient documents are transferred into the service, some are stored automatically, and some will need to be reviewed and accepted by you before they can be stored. Documents pending review by your practice are listed on the 'Documents to review' page, within the admin hub. 

Visit the 'Documents to review' page as part of your regular records management work.

Documents that are automatically stored in the service 

Lloyd George scanned paper notes are automatically stored in this service if:

• your practice or scanning supplier uploaded them successfully 
• a patient with scanned paper notes stored in the service moves to your practice and their notes are transferred to you as the new data controller 

You can view these notes in the patient’s Lloyd George record by searching using their NHS number. 

Documents that you need to review before they are stored in this service

The documents listed on the 'Documents to review' page cannot be automatically stored in this service. 

These documents could be:

Electronic health record (EHR) notes and attachments 

These documents are listed with a review reason of 'new document to review'. They might have been transferred to your practice if GP2GP failed or couldn’t be used. 

Other documents uploaded by a practice that is not the data controller

For example, letters sent to a patient’s previous practice. These are listed with a review reason of 'new document to review'.

Lloyd George scanned paper notes that were uploaded by a practice that is not the data controller

For example, a practice uploaded notes for a patient who left their practice and registered at yours.

Lloyd George scanned paper notes did not upload during bulk transfer

These notes may be from your practice or from your patient’s previous practice. They will have a review reason of 'upload unsuccessful'.

These notes are listed with the review reason 'upload unsuccessful'.

To find the 'Documents to review' page:

1. From the home page, select the ‘Admin hub’. 
2. In the admin hub, select ‘review documents’ to go to the ‘documents to review’ page. 
3. You’ll see a table with the documents waiting for review by your practice. It may contain:

• scanned paper notes
• electronic health record (EHR) notes
• electronic health record (EHR) attachments
• other letters and documents

Each document has a 'view' link which will take you to the document to start the review process.

1. Check the document is for the correct patient

First, check every page in the scanned paper notes to see whether the patient details in each page match the demographic information displayed in the page. 

Accept the document if any pages match the demographics shown. 

If some pages do not match the demographics

You should still accept the document.

Select 'Yes, I want to accept this document'.

If there are pages for a different patient within scanned paper notes, you can reassign them to the correct patient after accepting the document. See Reassign pages in scanned paper notes. If you cannot find the correct patient’s NHS number in the scanned paper notes, you can use this feature to send the incorrect pages to Primary Care Support England (PCSE). See 'What do I do with records or notes not for my practice' in Record movements and PCSE online. 

2. Review the scanned paper notes

If you’ve accepted the document, you’ll be asked to review the scanned paper notes next. For every set of scanned paper notes to review, you need to:

• check the patient’s NHS number
• check the patient demographics match the Personal Demographics Service (PDS) details shown at the top of the page
• check the number of files in the filename matches how many files there are

If the patient already has scanned paper notes stored in this service, we’ll show you these alongside the notes to review so that you can compare them. 

For every set of scanned paper notes, you have 2 options:

Option 1 - Add all the new files to the existing notes

Select 'Add all files'.

Select this option to accept the document and store the scanned paper notes in the patient’s Lloyd George record. Where there are existing scanned paper notes, the new files will be added to the end of the existing notes. 

Option 2 - Choose 'I don’t need these files' to keep only the existing notes stored in the service

Select 'I don’t need these files'. 

Select this option if, for example, you already have the files stored on the clinical system, or if all the new scanned paper notes are a complete duplicate of the existing scanned paper notes stored in the service. 

Any files not accepted for storage in a patient’s Lloyd George record will be removed from the service after 8 weeks.  

If no pages match the demographics

Select 'No, I don’t want to accept this document' and continue. 

You’ll go to a page where you can search for the correct patient.

If the NHS number is shown in the paper notes, enter the NHS number and continue.

If there is a match with the NHS number, check and confirm the new patient demographics shown and continue to reassign the document to this patient. 

If this is a patient registered at your practice, you will see the document listed for review again. If the patient is registered at another practice, they will see it on their list of documents to review. 

If the NHS number cannot be found on the Personal Demographics Service (PDS) select the link 'I don’t know the NHS number'.

You will be asked to download and print the document and send it to Primary Care Support England following their usual record transfers process. 

If the NHS number is not shown in the paper notes, select the link 'I don’t know the NHS number' and follow the PCSE process.

Add more files 

Next, we'll ask if you want to add more files to the patient’s scanned paper notes. 

If you have any more Lloyd George files for the patient, select 'Yes, I want to add more files' and continue. You’ll go to a page where you can upload more files.  

If you don’t have any more files to add, select 'No' to skip this step and continue.

Order your files

When you upload your files, they will be added to the end of the patient's existing scanned paper notes.

You can only remove files that you have uploaded. You cannot remove any existing scanned paper notes or files that you've chosen to add from the 'documents to review' list.

If you have uploaded more than one file, they may not be in the correct order.

Change the order number to put the files you've added in the order you want.

You cannot change the order of any existing files.

The PDF viewer will show you what the final document will look like with the files added to the end of any existing notes. 

When you are happy with the order of your files, continue to upload the files.

After you’ve accepted and uploaded scanned paper notes

When the upload is complete, you have finished the review of the document, and it will be removed from your list of documents to review. 

You’ll find them listed as scanned paper notes in the patient’s Lloyd George record in this service. 

If there are any pages for a different patient within the notes, you’ll be able to reassign them to the correct patient, or remove them from the record, in a new feature coming soon.

If you think you’ve made a mistake, contact the service team at [email protected]. 

To review EHR notes, EHR attachments and other documents, check the patient details in the document match the patient demographic information displayed in the service. 

Attachments cannot be viewed in the service. You’ll need to download them to check the patient details within them. 

Check the document

If the details match the demographics shown in the service, choose 'Yes' to accept the document and continue to upload it to the patient’s record. 

If the details do not match the demographics shown in the service, choose 'No, I don’t want to accept this document' and continue. Follow the process to find an NHS number or transfer to PCSE as described above.

After you’ve accepted EHR notes, attachments and other documents

When the upload is complete and you have finished reviewing the document, it is removed from your list of documents to review. 

You’ll find it listed in the patient’s Lloyd George record within this service as 'EHR attachments', 'EHR notes', or 'letters and documents'.

Summarise documents onto the clinical system

The NDR Access and store digital patient documents service is not linked to any clinical systems, so you’ll need to download and summarise the documents you’ve accepted onto your clinical system. 

1. Find the document stored in the patient’s Lloyd George record by searching using their NHS number. 
2. Download the document and follow your usual process for managing a new patient record. For example, storing and summarising on the clinical system and logging any SNOMED codes.
3. When you’ve done this, you can remove any digital copies of these files you downloaded from your computer, in accordance with the Records Management Code of Practice.

Store documents in the service

All records and documents can stay stored in the service.