Important guidance on uploading patient contact information into the Spine

We recently identified some patient records in the Spine (Personal Demographics Service) contained incorrect mobile and landline numbers. We have removed the incorrect details from those patient records held in the Spine and all GP practices affected by this have been contacted and informed directly.

We have noticed that some incorrect contact details are being uploaded into the central Spine record from local (cached) GP IT systems.

To ensure the information held in the Spine is accurate, please cascade the following guidance to your practice staff who access patient records:

• if there is a difference between contact details held in your local GP IT system and the Spine, you must confirm that the information you hold locally is correct before uploading it into the Spine
• it is better to leave a contact field blank in the Spine if you are not able to confirm the information you hold locally is correct and up-to-date

If there are differences in patient contact information held in your local system and the Spine, a pop-up ‘split screen’ window will appear when you open a patient record in your GP IT system.

SystmOne users should only press the ‘Keep all SystmOne values’ button if they have confirmed the patient contact details contained in the SystmOne patient record are correct. This will upload the information held in SystmOne into the Spine.

EMIS users should only select details from the ‘Local Record’ and press the ‘OK’ button if they have confirmed the contact details contained in the EMIS patient record are correct. This will upload the information held in EMIS into the Spine.

Users can close the pop-up window if they do not want to upload locally-held contact information into the Spine.

If you have a request specifically about this communication, please submit these to our National Service Desk via either our online portal or by email. Please ensure you reference ‘Important guidance on uploading patient contact information into the Spine’ so we can identify the subject of your request.