Bicester Health Centre medical records system change
On Wednesday/Thursday 17 & 18 October 2018, Bicester Health Centre is changing the computer system we use to record medical notes.
A lot of planning, preparation and work has been going into making this change, which will ensure that patients and the practice experience minimal disruption to the normal service.
Unfortunately, during the transition period, we will have to interrupt some of our usual services, as we need to make sure that all of your medical notes transfer to the new system, and that all of the NHS national services (for example the Summary Care Record and electronic prescribing system) are set up to deal with requests coming from a different computer system.
We are working to a planned timetable between now and the end of November 2018. To help you understand what is happening, we would like to share the key events with you.
Now until 22 October 2018
Any repeat prescription requests received will be issued for a period of at least 56 days in order to ensure patients have medication through the system migration period.
Now until 22 October 2018
No new requests for online access to prescriptions, appointments or medical information can be processed.
28 September 2018 – 22 October 2018
The practice will be unable to register new patients during this period
04 October – 19 November 2018
Patients will not have access to any online services to order prescriptions from the practice. All requests will have to be received in writing over the reception counter, by post or by fax 01869 320314
08 October – 22 October 2018
Any prescriptions issued during this period will be on paper (green FP10 forms) only. Electronic Prescribing Service will not be available to the practice.
Routine appointments will not be available during this period. The practice can only see patients with genuine urgent medical problems that cannot wait.
08 October – 07 November 2018
Patients’ Summary Care Records will not be updated with any medication issued in this date period. A bulk update of any medication issues that took place on and after 17 October 2018 will occur in early November 2018.
17 - 18 October 2018
Practice switches to new clinical system. Offering emergency appointments on the day, and only if you have a medically urgent problem that cannot wait until following day or later. Appointments on future dates cannot be booked. Information to resolve prescription and referral queries may be very limited until 18 October 2018.
18 October 2018 onwards
Anticipated date when Electronic Prescribing Service is available again to the practice. Future appointments can be booked, referral and prescription information fully available.
19 November 2018 onwards
Anticipated date when patients will be able to register for the new online access system for appointments, prescriptions and medical information.
We are working hard to minimise any disruption as a result of this system change. However we understand that some patients may have particular needs which we need to consider individually.
Please let us know if you have any queries about the arrangements during the transition to the new system so that we can discuss and agree a mutually acceptable plan to meet your needs.
Patients using our dispensary should find “business as usual”, except on 17 October 2018 when the dispensers will not have the support of their usual dispensing computer system. If you are able to collect your medication before or after this date it would be helpful.
Frequently Asked Questions
Why is the practice making this change?
Most of the GP practices in Oxfordshire already use the system we are changing to. By all using the same system, it becomes much easier for practices to work together and provide you with better joined-up care. An example of this collaborative working which you may already have experienced is the Neighbourhood Access Hub, which is providing urgent care appointments on weekdays, as well as additional routine GP appointments in the evenings and at weekends.
Will my medical records be affected by this change?
There is an extensive system of checking which has been developed by all of the clinical system providers to ensure that no information is lost when it is transferred from one system to another.
Your GP and other members of the practice team are carrying out data checking to ensure that all of the information about you is available on the new system before we close down the current system.
Why are you not offering routine appointments for a two week period?
In order to make the switch to the new system, we have to transfer all of the information from old to new system. Whilst this is going on and being given a final check, any new information we record about you will not be automatically transferred to the new system. We will have to do this manually once the new system goes “live”. To try to limit the amount of manually transferred information, we ask for your understanding in only seeing your GP or nursing team if the problem you have cannot wait. If you usually have regular follow-up appointments, your GP or other clinician will make a plan with you before 8 October so that you can continue to receive the care you need.
Why will I lose online access to appointments, prescriptions and medical information for 7 weeks?
Each GP computer system has its own “portal” for online access to your medical record and it is not possible to automatically transfer online access from one system to another. Only after the practice changes its GP system can work commence to set up the online access systems. As you will expect with such confidential information being available, there is an extensive period of checking and testing before the online service can be made available again.
Can I use my existing online access account in the new system?
Unfortunately, no. We will ask users wishing to have online access to register with the new online system via the online system website once the system becomes available. The practice will check received online requests for access and if you previously had online access, it will be verified and then authorised for the new system. You will not need to collect letters or codes from surgery before starting to use online access again.
What if I have a question about this change?
Please ask our reception team in the first instance. They may not have the immediate answer to your question, but we will contact you with an answer to your query as quickly as we can.