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Practice Updates Spreadsheet

The purpose of this spreadsheet is to help you work out what you need to do on your register between now and the end of the month. 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

Unfunded

Medium

Patient is no longer enrolled/funded at your practice

2

Not Geocoded

High

Patient address is not geocoded in NES/NHI

3

Unknown Ethnicity

High

Patient ethnicity is not recorded in NES/NHI
4

Expiring This Month

High

These patients will become unfunded/unenrolled this month

5

Expiring Next Month

Medium

These patients will become unfunded/unenrolled next month

6

Missing Provider

Medium

There is no provider attached to this patient in NES

7

Missing Facility

Medium

There is no facility attached to this patient in NES

8

CSC Updated

Info Only

These are new, expired or changed CSC details

9

HUHC Updated

Info Only

These are new, expired or changed HUHC details

10

Pre Enrolments

High

These are your 'B' codes and need action

11

Date of Death

High

There is a date of death (DOD) in the NHI record for these patients

NHI = National Health Index
CSC = Community Services Card
HUHC = High User Health Card

Unfunded

Patients are on this sheet because they became unfunded this month.

If you do not have automatic notifications set up to check and remove these patients as the action occurred, you will need to manually remove these patients from your PMS.

The reason for the patient’s enrolment ending are either automatically entered by the MoH, or if the practice ended the enrolment manually.

 

Patients are on this sheet because

              Reason/Notes

Expired

The patient date of enrolment or the date of last contact is over 3 years old

Transferred

The patient has left and been transferred to another practice

NOTE: Patients who were 'pre-enrolled' and converted to 'full-enrolment' may be on this list, you can check these in NES - this is due to the MoH assigning them an new enrolment ID

Not Eligible

The patient is not eligible for primary healthcare funding in NZ (for example, expired visa)

Deceased Patient

First check to make sure that this information is correct. If it isn't, you need to contact NZHIS to inform them of the problem, otherwise end the enrolment in NES and update their status in the PMS

Organisation End

Your practice has unenrolled the patient and entered this as the reason for the unenrollment 

Not geocoded

Patients are on this sheet because their address was not been able to be geocoded in NES/NHI. You need to check and correct the address on NES/NHI.

This is particularly important for patients in quintile 5 areas.

  • 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 e.g. 'Tce' 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' 

 

Once you are using the eSAM address services any questions on the validity of specific addresses or other issues should be sent to the contact centre at This email address is being protected from spambots. You need JavaScript enabled to view it.  or call them at 0800 505 125.

On this sheet there is a column called 'Not Validated Reason', this has been entered by the practice that last tried and failed to vaildate the address of the patient in NES/NHI.

NOSVC indicates that there was no eSAM service available at the time, another attempt to geocode should be undertaken.

Where an address returns a result of a Q5, this will affect the PHOs SIA and CarePlus funding, so it is importnat to try and geocode addresses that are likely to return a quintile 5.

Unknown Ethnicity

Patients are on this sheet because their ethnicity is '90s' range, all of which as interpreted as unknown for statistical purposes. You need to identify the patient's ethnicity and update NES/NHI. Where a patient is Maori or Pacific, the PHO will receive less money if this ethnicity is not filled in correctly.

Expiring This Month

These patients will become unfunded at the end of the month as their date of enrolment and date of last contact is nearly over 3 years old. You need to re-enrol the patient and update NES or have a valid consult with them before the end of the month, this should then update the qualifying encounter date (QED) and therefore push their expiry date out by 3 years.

Expiring Next Month

These patients will become unfunded next month as their date of enrolment and date of last contact is nearly over 3 years old. You need to re-enrol the patient and update NES or have a valid consult with them before the end of next month, this should then update the qualifying encounter date (QED) and therefore push their expiry date out by 3 years.

Missing Provider

There is no provider attached to this patient in NES. If you have loaded all of your patients under a clinic name there is no need to be concerned about high numbers on this sheet. Otherwise it is suggested you complete this, particularly if your practice breaks down your information into specific providers for reporting.

Missing Facility

There is no facility attached to this patient in NES. Facility ID is no longer an optional field, as it is required for the patient experience survey, therefore you should complete this field. It is also important if your practice breaks down information into specific clinics or facilities for reporting.

CSC Update

Patients are on this sheet because their Community Service Card (CSC) status has been updated by MoH, this includes new cards issued, changes to existing cards and expired cards. This is just provided here for your information. This should be syncing with NES when the patient is seen.

You may notice some updates you may not expect eg: new cards issued well before old ones expire. Card start date changed from 30 November to 1st December of same year, new card issued when there was ‘nothing wrong’ with existing one. This data is sourced straight from MSD and reported as such.

HUHC Updated

Patients are on this sheet because their High User Health Card (HUHC) status has been updated by MoH, this includes new cards issued, changes to existing cards and expired cards. This is just provided here for your information. This should be syncing with NES when the patient is seen. It may act as a prompt to you if there are patients that would be eligible to have their HUHC renewed.

Pre Enrolments

This is a list of patients who are on your register as pre enrolments (formally known as ‘B’ codes). All of these need to be fully enrolled as an ‘E’, irrespective of expiry date on this sheet.

Date of Death

This is a list of patients who are enrolled and funded, but have a Date of Death in the NHI.

If the patient is deceased then please end the patient's enrolment in NES and update their status in your PMS. If not then refer it to the Contact Centre for investigation - 0800 855 151