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Practice updates - flexible funding PHOs

The purpose of this spreadsheet is to help you work out what you need to do on your register between now and when you next send it away (around 6-7 weeks after you receive the spreadsheet). View a sample report (pdf 439kb) 

A description of each sheet follows.

 

Contents

This page identifies all the sheets in this spreadsheet. From here, there are clickable links to each sheet. The table gives you a brief description of each sheet and how important it is for your funding.

 

  Title Importance Patients are on this sheet because
1

Not accepted

Very high

They were rejected for funding

2

Not geocoded

High

Address unable to be geocoded

3

Unknown ethnicity

High

Their ethnicity is unknown

4

NHI updates

High

They either have no NHI or their NHI has been updated by MoH

5

CSC changes

Info only

CSC details have been changed by MoH

6

HUHC changes

Info only

HUHC details have been changed by MoH

7

Duplicates

High

The patient is rejected for funding as they are enrolled elsewhere

8

Duplicate NHI

High

More than one patient in the PHO has the same NHI

9

Duplicate CSC

Low

More than one adult in the PHO has the same CSC

10

Service before DOB

High

The patient has enrolled or visited before they were born

11

Suspect names

High

The patient is, for example, 'Mickey Mouse' or 'Joe Casual'

NHI = National Health Index
CSC = Community Services Card
HUHC = High User Health Card
PMS = Patient Management System

Not accepted

Patients are on this sheet because they were not accepted for funding.

Patients are on this sheet because

              Action you need to take

Patient name missing or invalid

Insert both first name and surname, or remove the patient from the register

Last patient contact not within 3 years
(date of enrolment and date of last contact are over 3 years old)

Either remove the patient from the register or contact to re-enrol. You must have a signed form to go with the change in enrolment date

Date of birth missing or invalid

Insert date of birth, or correct the date of birth, or remove the patient from the register

Gender missing or invalid

Insert or correct the gender, or remove the patient from the register

Date of enrolment missing or invalid

Insert or correct the date of enrolment, or remove the patient from the register

Duplicate patient found (patient is enrolled     elsewhere)

This list is the same as sheet 7. See sheet 7 for details about what to do about these patients.

Deceased patient found

First check to make sure that this information is correct. If it is, remove the patient from the register. If it isn't, you need to contact NZHIS to inform them of the problem!

Not geocoded

Patients are on this sheet because their address has not been able to be geocoded. You need to check and correct the address on your register.

  • Spelling of the street may be incorrect.
  • Street may be wrongly ascribed to a suburb.
  • Addresses for flats must be in the format of 'Flat B/ 123 Something Street'.
  • Abbreviations may be incorrect or not there eg 'Tec' instead of 'Terrace'. Karo recommends not using abbreviations at all.
  • Separate house/flat name from street eg '123 Newtown Park Flats', then on the next line '303 Mansfield Street', then on the next line the suburb 'Newtown' not '123 Newtown Park Flats, 303 Mansfield Street' 

 

  For more instructions on geo-coding, refer to Critchlow's web site http://www.critchlow.co.nz/geostan/geocoding.htm

Unknown ethnicity

Patients are on this sheet because their ethnicity is '99 not stated'. You need to identify the patient's ethnicity and update the register. Where a patient is Maori or Pacific, the PHO will receive less money if this ethnicity is not filled in correctly.

If you have used non-standard ethnicity codes at your practice, you need to check whether there is a mapping or unload facility that lets you identify how the ethnicity should be exported eg you might use 'SO' for Somali but this should be unloaded as 53.

NHI updates

Patients are on this sheet either because their NHI has been updated by MoH, or because no valid NHI has been found by MoH.

Where the NHI has been updated, these updates should be made on your register automatically when you do your upload (PHO Import). This is just provided here for your information.

Where you supplied an NHI but MoH did not validate it, this means that the first name, surname or DOB on the NHI database is different from that on your register. You need to check that this information is correct.

Where you didn't supply an NHI and MoH didn't find one, either the first name, surname or DOB on the NHI database is different from that on your register or this person does not have an NHI number. You should use your normal processes for obtaining an NHI (use the HLink on-line look up or use the usual phone number).

CSC changes

Patients are on this sheet because their Community Service Card (CSC) status has been rejected by MoH (usually because their card expired more than three months ago) or the card number or expiry date has been updated. Where it has been updated, these updates should be made on your register automatically when you do your upload (PHO Import). This is just provided here for your information.

HUHC changes

Patients are on this sheet because their High User Health Card (HUHC) status has been rejected by MoH (usually because their card has expired over one month ago) or because their number or expiry date has been updated. Where it has been updated, these updates should be made on your register automatically when you do your upload (PHO Import). This is just provided here for your information.

Duplicates

This is a list of the patients who are enrolled elsewhere, and possibly identifies the practice that the patient has been assigned to. In some cases the practice will be within your PHO. Otherwise it may be another practice in your region or elsewhere in New Zealand.

Where the practice is within your PHO, this information is given to you. You need to use your PHO's protocols to decide what action to take.

Where the patient is enrolled with another PHO, remove the patient from the register or contact to re-enrol. You must have a signed form to go with the change in enrolment date. If a patient does not think they are enrolled elsewhere, they can ring Health PAC on 0800 HLTH4U (0800 458 448).

Duplicate NHI

This is an additional list of patients where there are two patients within the PHO with the same NHI. They have not been removed as duplicates as at least one of the NHIs has not been validated. However MoH will examine this when they audit your PHO. You need to check that the NHI is correct and if it is, use your PHO protocol to discuss the issue with the other practice.

Duplicate CSC

This is a list of patients for whom there are two adult patients within the PHO with the same CSC number. If you are an interim practice, you may check to see which adult actually holds the card, and remove the CSC number from the other patient record. This will be something that MoH will examine when they audit your PHO. If you are a Low Cost Access PHO, this is less important as there would have been no funding benefit to your practice.

Service before DOB

This is a list of patients who have either a date last invoice/visited or enrolment date that is earlier than their birth date. It is recommended that you correct your records!

Suspect names

This is a list of patients that probably don't exist eg Test Patient, Joe Casual, Mickey Mouse and family, Donald Duck and family. If you have other names that you think we should add to this list, please let us know.