New Patient Records

Policy

Newly received patient records are reviewed by a clinician for key clinical issues within 10 working days.

See also Enrolment and Transferring Patient Records.

Requesting patient records from a previous provider

New patients give their consent at enrolment to have their records transferred from a previous provider. If the patient declines, document this in Medtech.

Send a notes request with a copy of the signed enrolment form to the previous provider.

Create a reminder in 10 working days to check the notes have been received. Use the task function in the PMS.

Receiving transferred patient records

When notes arrive:

Q85

1. Check all notes have arrived, including electronic notes. Record receipt and date in Medtech.
2. Send confirmation of receipt to the previous practice.
3. Check paper notes for legibility and scan into Medtech. Record as done in the patient record.
4. If only paper notes were received and no electronic notes, record this in Medtech.
5. Pass the records to the clinical team who enter relevant information into Medtech if notes couldn't be scanned.
6. Clinician reviews history, medications, (considers reconciliation) screenings, immunisations, recalls, and deterrmines if the patient is high needs or needs contacting.
7. Notify AIR and other screening programmes, if needed.
8. The records are returned to the admin team for filing.
9. Administration book a new patient appointment if requested. 

For children under 16 in the care of someone unauthorised to sign the child's transfer documents, the carer must provide proof in writing from either a legal guardian or Oranga Tamariki.

New patient documents

• Notes Request Form
• New Patient Checklist