Enabling prospective record access in SystmOne

Guidance for GP practices on how to enable full clinical record prospective access to online services for a cohort of patients who have a SystmOne online account.

1. SNOMED exclusion and inclusion codes

Check the SNOMED exclusion and inclusion codes (if any) have been correctly applied to patient records. We have provided some additional guidance about excluding individuals from having access to their health information.

Read the further guidance

As patients should only be denied access to their health information in rare circumstances only a very few patients should be excluded by applying SNOMED code ‘1364731000000104 Enhanced review indicated before granting access to your own health record’.

Most practices identify these patients individually either before bulk enablement or as new information is being entered. It is also possible to run reports to shortlist groups of people that can then be reviewed.

Read the guidance on excluding individual patients who are known to have risk and how to use practice reports to search for and add the SNOMED code 'enhanced review indicated before granting access to own health records' to groups of individuals who are potentially at risk.

2. Configure organisation preference for full clinical record access

To configure the organisation preference for online services patient record access.

Go to Organisation Preferences > Online Services > Patient Record Access.
Tick Enable full clinical record access.
Tick By default give prospective access to the full clinical record.
Select the appropriate option for your organisation's default online record access.

organisation preferences patient record access screen with enable full clinical access and consultations from the later of their registration date highlighted

5.Select Ok to close the Organisation Preferences window.

3. Grant full clinical record online access to patient cohort

Use the clinical report provided and SystmOne bulk action to grant full clinical record access to patients.

1. Go to Reporting > Clinical Reporting.

2. Run the clinical report called Accelerated Access: Cohort 2.

3. Right click on the report and select Actions > Grant Additional Online Services Access from the popup menus.

Accelerated Access: Cohort 2’ screen with Grant Additional Online Services Access highlighted

4. Select Allow these patients to view their full clinical record online.

5. Select ok.

select the online services to enable with Allow these patients to view their full clinical record online highlighted

6. Select Yes – Full Content from Date.

yes full content from date screen

7. Select Ok to close the full clinical record access window.

Full clinical record accecss window

The ‘show full content from’ date displayed is the Organisation Preference date set in Step 2.

8. Select Ok to close the Information window.

Online services successfully updated.

The bulk action has a limit of 5000 patients. If the clinical report identifies more than 5000, create clinical reports that identify smaller cohorts.

The new reports should Join to accelerated access: cohort 2 and specify age (or another parameter) to reduce the patient count.

Run and apply the bulk action to each new report.

Last edited: 27 March 2024 4:46 pm