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 form?
Patients will find your registration form either online on your practice website or by using the QR code. Patients are required to fill out the NHS England registration form to capture information required for their registration (including their name, date of birth, ethnicity, address etc.). Once patients have submitted their form, they will be asked to fill out a second Local Form, which 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 list are usually completed under 24 hours.
Once we've processed the registration you will find the registration form in the 'Registrations' page of the Hub. Depending on the status of registration they will either be found in 'Patients to Register', 'Patients to Review' or 'Archived'.
* If you need to find a form whilst it is still in our to-do list, you can click on 'Pending automation', within the 'Patients to Register' tab.
Logging into the Hub
You can log into the Hub by going to https://hub.ht1.uk/.
* You may need someone from your organisation to add you to The Hub.
* Having trouble logging in? See our guide here
Registrations in the Hub
Under ‘Registrations' in the Hub, you’ll find 3 tabs:
Archived: all registrations with no action required can be found here
Patients to review: patients in this tab have been registered to your clinical system, but we’ve identified some ‘🔮 Signals’ on their form which may be of interest to you
Patients to register: patients in tab have not yet been registered to your clinical system. Please check the admin notes for actions.
How to read a registration form
When you click on a patients name, their registration form will open up:
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 Archived
In the archived tab, you'll find all completed registrations that have no action required.
Registrations in Patients to review
Any patients in the 'patients to review' section 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 the registration as reviewed. This will move the form to the archived section.
Registrations in Patients to Register:
Any patients found in the 'patients to register' section have not been registered onto your clinical system. You'll find two types of forms in this section:
Can queued for automation:
A note will be left in the 'Admin notes' section on the form, explaining why the automation wasn't completed. We'll need you to a little bit of investigative work to help find the correct patient on the spine for us!
Action Panel: there's a few options you can take here
Save and automate, with the NHS number you've found on the spine
Request a new NHS number, for the patient where they do not have an NHS number and needs one
Decide not to automate the registration:
Manually register the patient directly onto EMIS/ S1. Select 'I've manually registered this patient'
Ignore the registration
✨ 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.
You can edit up to 15 fields on the registration when sending it back to Healthtech-1. Read more about the 'Save and automate' feature here.
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'.
What About Emails with Registration PDFs from NHS Digital?
You will continue to receive registration notification emails with the PDF forms from NHS Digital. 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.
