Hints and tips for SCCRS-GP system backfill
The SCCRS-GP Integration system will transfer cervical cytology results, exclusions and change to recall dates from the national SCCRS system to your GP clinical system.
Please note that the new functionality will NOT replace the administrative functions of SCCRS and you must continue to monitor your alerts and RCLs through SCCRS. SCCRS-GP integration will however reduce the amount of manual data entry, increase data accuracy, save time on printing and scanning and move towards a more complete patient record.
It is suggested that you have a meeting with the practice team to discuss how this changed process will be managed.
This is a worthwhile advancement of system integration. Practices should find:
• results are delivered directly into practice system
• results can be actioned and processed quickly into the patient record
• reduced administration input
• because of the automatic read coding, the possibility of incorrect coding due to human error is reduced
• increased patient safety
1. Routine results
It is considered to be safe and an efficient use of resources to allow administration staff to process and file, initial (1st recall at the age of 20), routine results that are negative, except for any routine results that have infection information, these would need reviewed by a Clinician, following your usual processes.
(NB – not all systems accept the notification of 1st recall: In GPass the recall system attached to screening will automatically flag that a cervical smear is due but will not accept the flag that a recall letter has been sent by SCCRS – this will remain until decommissioned)
2. Filing of results
Results are filed by the date the smear was taken and the result will normally appear next to the smear taken consultation
3. Historical results for patients outwith NHS Scotland
If you register a patient who is registering in Scotland for the 1st time, you will possibly get multiple results. These are historical and if you check the smear dates and recall dates you will see this.
The results should be filed in date order, the oldest one 1st. Only the latest needs to be filed as a consultation or data entry.
4. Results from previously registered patients
If a patient who was previously registered with you has a smear but is not currently registered with another GP in Scotland, the result will come to your practice as the last registered practice. This may be altered in the future to comply with data protection but is current practice for patient safety reasons.
a. With a screening history (i.e. previously had a smear)
If your system uses diary dates for recalling patients, you may notice that the original diary date for the smear due remains unchanged. This is to highlight that a smear is overdue and to allow anyone with whom the patient consults an opportunistic chance to undertake this procedure.
If your system does not use diary dates, it will still highlight that a smear is overdue.
b. With no screening history
For those systems which accept an initial diary recall date – this date will remain.
If a system uses another process or only advised you of a defaulter, it is more difficult. No diary date will be added because no diary date can be set if there is no previous date to reference is against.
6. Amended results
If you are notified by the lab that there has been a mistake made with a result, a new result will be processed through. The person(s) in the practice who are responsible for managing this process will need to delete the original (incorrect) results (from all locations) manually and then process the new (amended) result.