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Register Updates

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 then they will what the practice has entered as the reason for the enrolment ending.

 

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 a 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/or correct the address on NES/NHI. In some instances it is not possible for an address to be geocoded refer here for a full description and explanation of addresses and geocoding in MoH NHI system.

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 incorrectly.

 

Expiring This Month

These patients will become unfunded at the end of the month as their date of enrolment and date of last contact will be over 3 years old during this month. You need to re-enrol the patient and update NES or have a valid consult with them before their expiry date (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 ideally before the end of this month (or before their expiry date). If they have a consult then 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 and do not require a provider break down there is no need to be concerned about high numbers on this sheet. Otherwise, it is suggested you update the NES enrolment to include these patients provider, particularly if your practice breaks down your information for funding or reporting purposes.

 

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 the same year, the new card issued when there was ‘nothing wrong’ with the 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). Under the PHO enrolment rules (Page 12) babies can be funded as pre-enrolments for up to 3 months after their date of birth. After the rollout of NES the MoH temporarily halted the removal of expired pre-enrolments and as of Oct 2020 it still has not been restarted. At some point the MoH will reinstate the removal of these babies from you register. So 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