This guide is for staff managing patient registrations. For any help on signing up to automated registrations or going live check out our onboarding guide.
How do patients fill out the registration form?
Patients will find your registration form either online via your practice website/Find a GP or by using your practice QR code.
Patients are required to fill out the NHS England national registration form to capture information required for their registration (including their name, date of birth, ethnicity, address etc.). We are not able to make changes to the core registration form as this is managed by NHSE.
Once patients have submitted their registration form, they will be asked to fill out a second optional Local Form, which we have created to capture additional information for practices that can be customised to your practice needs.
What happens after a patient has filled out a form?
After a patient has completed their form, it gets sent to us (Healthtech-1) and gets added to our to-do list.
Forms on our Patients to Register > Pending automation list are completed within 48 working hours, though the vast majority are processed between 6-10 hours!
Depending on the status of registration they will either be found in:
Patients to Register > Automation unsuccessful
Patients to Register > Pending automation
Patients to Review
Archived'
* If you need to find a form you can use our 🔎 Find patient feature on the Hub!
Logging into the Hub
You can log into the Hub by going to https://hub.ht1.uk/.
* You may need someone from your practice to add you to The Hub.
* Having trouble logging in? See our guide here
How to read a registration form
When you click on a patient's name, their registration form will open up and look a little something like this 👇
Form responses: the section on the left and middle shows you the patient's answers to each question.
Signals: the purple section highlights to you key information from the patients responses that we think may be of interest to you. You may have follow up actions depending on your practice's protocols.
Admin notes: yellow section on the right tells you what's happening with a patient's registration. Required actions will show up here, as well as any updates you and your colleagues leave for each other.
Registrations in Patients to Register
Any patients found in the Patients to Register > Automation unsuccessful folder have not been registered just yet! You'll find two types of forms in this section:
Needs attention
Can be queued for automation
Can be queued for automation
Sometimes a registration can’t be automated straight away. This usually happens when there’s:
Missing or incomplete patient information, or
A mismatch between what the patient entered on their form and the details found on Spine.
When this happens, the registration will appear in your Patients to Register > Automation unsuccessful folder where it can be queued for automation - you’ll see an Internal Admin notes section explaining what we need.
What you need to do
You do not need to manually process the registration.
We just need you to help confirm the correct patient information so we can complete the automation on our side.
Simply:
Read the Internal Admin notes.
Check the patient details on Spine from your end.
Identify the correct or matching patient record.
Use the Actions panel in the Hub to update or confirm the information.
Send it back to us via the Actions panel so the registration can be re-queued for automation.
Once the information is confirmed, our system will take over and complete the automation as normal.
💪 Actions panel: what exactly do I do here?
You can edit up to 15 fields on the registration when sending it back to Healthtech-1 👆. There's a few options you can take here!
'Save and automate', to send the registration back our way to process with the NHS number you've found on Spine.
'Request a new NHS number', to let us know to request a new NHS number for the patient where they do not already have one i.e. patient is new to the UK and this is their first GP.
'I don't want to automate this registration', to let us know if you have already manually registered the patient directly on your end or if you would like to ignore the registration. Selecting this will give you the two options below:
'I've manually registered this patient', to let us know you have manually registered the patient directly onto EMIS/ S1, we will still send the patient a welcome text/email for you when you select this!
'Ignore this registration', to cancel the registration and notify the patient of the cancellation, the registration is moved into your Archived folder.
If this is done in error or the patient provides the missing information later, the form can be reset to return it to the system’s to‑do list for automated processing, avoiding manual registration! Just send us an email or open a live chat with us to do this!
Read more about the Save and automate and the Actions panel here!
✨ We strongly suggest sending the registration back to Healthtech-1 to automate as this will save you the time taken to do a manual registration.
Needs attention
In very rare cases, we're not able to automatically register the patient. We ask that you manually register these patients directly into your clinical system. Once you've done this, you can click on 'I've manually registered this patient'.
Registrations in Patients to Review
Any patients in the Patients to Review folder have been registered onto your clinical system, but we've identified some important information on their form which might a follow up action.
These key bits of information can be found in the '🔮 Signals' section in the top right.
Some examples are signals are: patient has a social worker, patient is under 16 years old and does not live with their stated person of parental responsibility, etc.
Read more information on signals here.
Follow your practice's processes on dealing with these. Once you've actioned the signal, you can tick them off then Mark as Reviewed - this will move the form to the Archived folder.
Registrations in Archived
In the Archived folder, you'll find all completed registrations that have no action required.
In line with our data processing agreement with NHS England, registration forms remain accessible via the Hub for 60 days - read more about this here.
What about emails with registration PDFs from NHS England?
You will continue to receive registration notification emails with the PDF forms from NHS England. However, after automation begins, you won’t need to act on these emails!
To keep your inbox organised we would encourage setting up Outlook rules to automatically file these emails away 👇
