Process to batch add the code “completed diabetes structured education” to group of patients

(10 - 15 minutes)

You have been supplied with a plain text file of NHS numbers which correspond to those patients from your practices who have completed diabetes structured education since January 2015.

EMIS allows you to import a group of patients using a group of NHS numbers in this format. To do this:

  1. Save the file of NHS numbers to your computer desk top (the NHS numbers correspond to your patients who have completed diabetes structured education since January 2015.)
  2. In EMIS - population reporting – find the folder where you would like to put this report of people who have completed diabetes education since January 2015
  3. You may choose to click ADD – new folder and name a folder “completed diabetes structured education”
  4. Within the selected folder click ADD again and from the drop down select - “list of patients”
  5. From the list of patients drop downselect:import
  6. Now browse for the file of NHS numbers which you saved to your desk top earlier – select the file
  7. Use the name and description to ensure that you can find the list within EMIS (ie “completed diabetes structured education since January 2015”)
  8. Next Batch add a code to that list:
  9. Still in EMIS population reporting select batch add this is a button central at the top of the screen – choose clinical code from the drop down list
  10. In the box next to “Batch Add” browse for the code to add – in this case the last code is relevant here:

Table 1
Outcome of referral to diabetes
structured education / Vison/EMIS/
other systems / System One
  1. Diabetes structured educationdeclined
/ 9OLM / XaNTH
  1. Did not attenddiabetes structured
education / 9NiA / XaNTa
  1. Attended* diabetes structured education
/ 9OLB / XaKHØ
  1. Diabetes structured education completed
/ 9OLF / XaX5D
*Where a structured education course consists of more than one session, and the patient only attends some of the sessions then, enter a Read Code of attended. If the patient attends all the sessions and completes the course enter a Read Code of completed.
  1. Under this there is a box for descriptive text – this will be the free text which appears in the notes attached to this read code – you could add: “on list of completed course since January 2015 supplied by diabetes education”
  2. Under this is a box: List type Search population (included)
  3. And under that you’ll see a box Search population – browse for the list you saved earlier (the NHS numbers for attendees at structured education) – select that list
  4. You may be given a further option to add description – this will not appear in the notes but would appear if the system was audited in the future – so put a brief description here
  5. You can select to run now or schedule for later today after the practice has closed (either option is fine – this is not a huge file so won’t slow the system much if you chose to do it now)

Well done – that’s it!