Sending Patient Data

This overview outlines the methods for sending and managing patient documents in the conneQt® platform's Toolbar Application. These methods securely and efficiently transmit critical patient data, designed specifically for healthcare organisations.

In this document, you will learn about the following document-sending methods:

  1. Patient Document Review & Import: Sends patient data to recipients organisations for review and integration into the patient’s record.
  2. Pre-approved Messaging: Allows users to send documents created in another system directly into the patient’s record, following a review within our application.
  3. GP Connect Routing: Sends consultation summary documents for patients through NHS GP Connect.

Each method is designed to ensure smooth and compliant data exchange, catering to different use cases and ensuring the right information reaches the appropriate healthcare provider at the right time. Whether you're a developer integrating these methods or a healthcare professional understanding the workflow, this guide provides all the details you need for smooth implementation.

Patient Document Review & Import

Send various document types (i.e. PDFs, images, text, SNOMED data) to a recipient organisation, such as a GP Practice, for review. A recipient can accept or reject the documents for inclusion in the patient’s record. Accepted documents are then integrated into the record. The system tracks the status of each document, ensuring transparency and accountability. Note that SNOMED data can only be added if accompanied by one or more files that represent coded clinical concepts from those files. This review process also acts as a fallback if Pre-approved Messaging fails.

Benefits

  • Security & Integrity: Automatically scans all incoming documents for viruses and ensure document integrity.
  • Accountability & Transparency: Tracks the status of each document to ensure clear audit trails and accountability.
  • Support for Multiple Document Types: Supports PDFs, images, text files, and SNOMED data.
  • Review & Quality Control: Provides a manual review process for documents before integration into the patient record.
  • Fallback Mechanism: If Pre-approved Messaging fails, this method ensures documents are still processed and integrated.

Requirements

  • Sending systems must provide the organisation code for the recipient organisations, such as an Organisation Data Service (ODS) code.
  • Sending systems must provide a verified patient NHS number.
  • Users must ensure only trusted and safe documents are submitted. If a content-related error response is received, the attachment must not be resent.

For information on setting up the Document Review & Import feature view our integration guide.

Pre-approved Messaging

Instantly sends documents and messages from an integrated partner system directly into the patient record. The responsible practitioner reviews the content and can then add it to the record. If the message isn’t received or an issue arises, the system defaults to the Document Review & Import method for further review and integration.

Benefits

  • Speed & Efficiency: Instantly integrates generated documents into the patient record, saving time and reducing administrative overhead.
  • Security & Integrity: Automatically scans all incoming documents for viruses and ensure document integrity.
  • Accountability & Transparency: users can track the status of messages to confirm successful transmission and integration.
  • Reduced Manual Processes: Eliminates the need for multiple reviews, making it ideal for routine patient information updates.
  • Fallback for Reliability: If the message isn’t received, the system defaults to the Document Review & Import method, ensuring no documents are missed.

Requirements

  • Sending systems must provide the organisation code for the recipient organisations, such as an Organisation Data Service (ODS) code.
  • Partner system must provide an authorisation code for user authentication, enabling document delivery to patient records via Toolbar Application.
  • Users must be log in via the toolbar, otherwise, messages revert to standard Patient Document Review & Import Method and can be assessed by any practice user for patient record inclusion.
  • Users must ensure only trusted and safe documents are submitted. If a content-related error response is received, the attachment must not be resent.
  • Users must review all generated documents before they are added to the patient’s record.
Note

This feature is only useable if the user has explicitly permitted it and Exchanged an Authorisation the Code. If permission is revoked by the user, the request will return a HTTP Error Response status code.

For information on setting up Pre-approved Messaging our view our integration guide.

GP Connect Routing

Send consultation summary documents directly to a patient's GP Practice via NHS GP Connect, using verified patient information (e.g. NHS Number, Date of Birth, and Surname). This method allows documents to be sent to any GP Practice in England, even without an existing relationship between the sender and the practice.

Benefits

  • Broad Accessibility: Allows sending summary documents to any GP Practice in England, regardless of previous relationships.
  • Data Accuracy: Uses verified patient demographics (e.g. NHS Number, Date of Birth, and Surname) to ensure documents are routed to the correct practice.
  • Efficient Care Coordination: Enhances communication among healthcare providers to ensure continuity of patient care.
  • Secure & Compliant: Follows NHS standards for document routing to ensure data security and compliance.

Requirements

For information on setting up GP Connect Routing view our integration guide.

Also See

Patient Document Review & Import Integration Guide
Pre-approved Messaging Integration Guide
GP Connect Routing Integration Guide

Referenced Pages

Consultation Summary PDF documents Example
GP Connect format
Organisation Data Service (ODS)
SNOMED data
Spine Directory Service (SDS)
Supplier Conformance Assessment List (SCAL)