Manage Patient Registrations

Question:
“Do you need to complete a DPIA?” 

Answer:
“No, this won’t be required.” 

Question:
“Can you customise the confirmation of registration patients receive?” 

Answer:
The confirmation is currently a standardised message from the GPReg service, although feedback is welcomed for future improvements. 

Question: 

“Re all regs coming via the national online form – are enhancements being made to the form to capture that the GP practice is entering on patient’s behalf?”  

Answer: 

This is a future roadmap item. 

Question: 

“do you add MPR to our system or do we add it?”  

Answer: 

Practices can access Manage patient registrations via a link as long as they have the right activity code – B0340, Register Patients. 

Roles that already have this activity code 

You will have this activity role as part of your job if you have one of the following roles: 

Job role	Code
Clerical Worker	R1720
Receptionist	R1730
Secretary	R1740
Medical secretary	R1760
Officer	R1770
Manager	R1780
Senior Manager	R1790

Other activity roles  

You may need 1 of these 3 activity roles as well: 

• B0835 Manage Patient Demographics 

• B8009 Register Patient with Primary Care Provider on PDS 

• B0830 Perform Patient Demographics 

Question:
“What about when a patient has been removed by the practice, can they be blocked from reregistering” 

Answer:
Patients previously removed are clearly flagged in MPR (e.g. immediate and 8-day removals) and will never be auto-registered. They require human review. 

Question:
“If a patient is deducted… and they re-register would they get registered automatically?” 

Answer:
No — previously removed patients (1/8 day removals) will not be auto-registered and require review in MPR. 

Question: 

“How are 8-day removals identified?” 

Answer:
The system checks against PCSE removal information and displays a highlighted warning box at the top of the registration. 

No additional coding is required by practices. 

Question: 

“what if not 8 day removal – removed for say more than 10 dnas’??”  

Answer: 

Did Not Attend (DNAs) are technically an 8-day removal. This is from PCSE:  

‘What is the purpose of an 8-day removal? 

8-day removals are requests to remove a patient by the GP as a result of a breakdown in relationship between the GP and the patient, for example due to repeated non-attendance of appointments (DNA).’ 

8 Day Removal | PCSE 

Note that PCSE doesn’t outline how many DNAs must happen before a patient is removed from the practice list.  

The PGM has more information about how list removals should be conducted:  

‘3.2.8 Removal may normally only be requested if, within the period of 12 months prior to the date of the request, the practice has warned the patient in writing that they are at risk of removal and stated the reasons for this. ‘ 

NHS England » Primary medical services policy and guidance manual (PGM) 

Question: 

“Is the process the same for immediate removal as 8-day removal?” 

Answer: 

Yes. Patients previously removed as an immediate or 8 day request are clearly flagged in MPR and will never be auto-registered. They require human review. 

Question: 

“Can you choose which GP they are registered under?”  

Answer: 

Currently for those registrations that qualify for auto registration we select a GP from the live GP rota list and allocate.  As a practice you can amend this in TPP if you want to load balance patients across GPs.  

Question:  

“we have a rota for the registering GP based on their current list sizes … we set this 4-6w in advance and share with registration teams.  presumably they are notified of their new GP upon registration so changing it after will give mixed messages?” 

Answer:  

The standard messaging sent when a patient is successfully registered at your practice does not include the named GP. If you send your own welcome messaging that includes this information, you may want to wait until you’ve assigned the GP of your choice. It may cause some confusion, yes.  However, most patients these days expect not to see their allocated GP at registration. 

Question:
“How does it assign the GP? Does it cycle between all GP’s on our system?” 

Answer:
For SystmOne practices: 

• Default GP settings can be configured under Organisation Preferences  

• Staff profiles must contain GMC number and GP local code  

• Named GP can later be amended  

• Task routing rules can also be configured  

Question:
“Can the registered GP just be a generic one?” 

Answer:
Yes — NHS England confirmed there are no restrictions on which GP is configured as the default registration GP. 

Question: 

“So can you add multiple GPs to the live GP rota list? would families be registered under same GP?” 

Answer: 

The live rota list is part of TPP functionality.  For families there is a potential that family members may be allocated different GPs.  However, as a practice you can alter, if required. 

Question:
“Does this work with EMIS” 

Answer:
EMIS is still in pilot phase, with hoped rollout toward end of June. 

Question:
“Emergency contacts automatically put under telephone contacts?” 

Answer:
NHSE are working with both system suppliers so emergency contact information is encoded into the correct clinical system fields rather than only appearing in PDFs.

Question: 

“How many additional questions can you add to the online form?”  

Answer: 

There are 4 question categories which are pre-set by NHS England and only 1 section of these are customisable.  Within this single section, there are four questions which the practice can switch on if they feel the questions are appropriate to their needs.  These 4 configurable questions relate to: 

• interpreter needs  

• nominated pharmacy (x2 questions relating to this) 

• dispensing information (where applicable) 

 

Question: 

“How many additional questions can you add to the online form?”  

Answer: 

There is effectively no fixed limit within the configurable questions available. NHS England confirmed there is a predefined bank of configurable questions including: 

• student information  

• interpreter needs  

• nominated pharmacy  

• dispensing patient status  

• TB screening eligibility  

Practices can choose whichever configurable questions they want enabled. 

Question: 

“Do additional questions get coded into the record?” 

Answer:
Only some information is currently coded automatically.
Certain fields (e.g. dispensing patient information) are not yet automatically coded but NHS England said they are working on improving this. 

Question: 

“Can student practices add bespoke/free-text questions?” 

Answer:
Free-text questions cannot currently be created ad hoc. 

However, there are configurable student-specific questions available including: 

• university attended  

• course dates  

• university address  

Question: 

“Could you pls make the below sections mandatory on the online form as it creates a lot of problems for us when not completed.  

1. Patient Address  

1. email address and phone number  

1. Nominated pharmacy  

1. Emergency Contact details…”  

Answer: 

Patient address: currently under review this and will update once a decision is made. 

Email address/phone number: we do have a section in the online form that asks patients if they are sure they don’t have access to an email address or phone number. This section appears if they do not include these contact details.  

Nominated pharmacy: this is currently a configurable question in the service. If a practice does not currently have it turned on, they could turn it on and it would be added to their online form. 

Emergency contact: we have done some analysis on this and are awaiting steer from policy. 

Question:
“We haven’t enabled the MPR service, does this supersede the auto reg system?” 

Answer:
Auto Registration is part of the overall product and not separate. Existing automation covers around 30% of registrations; MPR adds an additional managed workflow for registrations needing review. 

Question:
“We haven’t enabled the auto reg service, does this supersede the auto reg system?” 

Answer:
Auto Registration is part of the overall product and not separate. Existing automation covers around 30% of registrations; MPR adds an additional managed workflow for registrations needing review. 

Question:
“We already have auto registration switched on – how is this different?” 

Answer:
MPR adds another ~20% of registrations into a review portal instead of PDF email processing, with long-term aims for up to 90% of registrations to flow through the service. 

Question:
“We thought we would only receive registrations by email if they don’t have an NHS number.” 

Answer:
Not all patients meet Auto Registration criteria. Those who do not qualify will either: 

• come into MPR  

or arrive in the shared inbox/email route 

Question: 

“Does MPR replace Auto Registration?” 

Answer:
No — Auto Registration is a feature within MPR and works alongside it. When linked together will ultimately mean that all your GPREG submissions can be dealt with without any manual input of data into the clinical system.

Approximate intended split: 

• ~30% fully automated  

• ~50% through MPR workflow/review  

Question: 

“In our Manage Patient Registrations, we have 3 auto registrations – that have been brought into our system, is there a way to catch these before they get automatically registered so I can review first?”  

Answer: 

No, you will not be able to catch these patients. 

Auto registered patients meet a very specific set of criteria. They will: 

• be over 18 years old  

• use NHS login  

• be in the practice catchment area 

• be transferring from another GP surgery 

• not have a sensitive marker or Special Allocation Scheme (SAS) flag on their patient record 

• not have an immediate or 8-day removal code on their patient record 

These are patients that would normally be approved without issue.  

Question: 

“We don’t have auto registration on, can we use the MPR without?” 

Answer: 

No, you cannot use MPR without auto registration.  

Question: 

“Who or what decides whether it’s an auto registration or MPR registration?” 

Answer: 

If you have auto registration enables via NHS PM and the submission meets the qualifying criteria then the submission will be processed via auto reg.  If it doesn’t yet it meets the criteria for MPR, then it will be presented in MPR.  If the submission doesn’t meet AR or MPR then it will come to you via email as it does currently. 

Question: 

“How are incomplete addresses handled?” 

Answer:
Practices can: 

• contact the patient using contact details provided in MPR  

• reject and ask the patient to reapply  

• approve then amend details locally in the clinical system  

Question: 

“Does it auto add the read code for cross-border EPS for dispensing patients?”  

Answer: 

Not currently. NHS England said they are looking at this with suppliers. 

Questions: 

“Will parents register their babies?”  

“We have had some patients just register children and I have to call them to say we do not take on children without a parent/guardian being registered at surgery.”  

“Will it connect people from the same household??”  

“Did you say that families are automatically linked? i.e. under S1 relationships”  

Answer: 

We are currently exploring how we can include family registrations in MPR.  

Parents can currently register their babies and children in the online form – any dependent registrations (for example, a child) would go to the email option as normal until we build family registrations in MPR. 

Question: 

“patients from other countries that have been generated an NHS NO when they arrived, will they be able to use it?”  

Answer: 

Patients from other countries who have moved to the UK can use the NHS number generated for them. They do not need to know their NHS number to apply, but knowing it will make it easier for us and the practice to match the patient to their record. 

Questions: 

“What about patients who want to register a TRs”  

“Will you be able to restrict temporary registrations?”  

“Any thoughts on developing a temp reg automation in future? in particular, linking with students residing temporarily and going back home in between semesters?”  

Answer: 

We don’t currently have any plans to automate the temporary registration process. 

Question: 

“What happens if patients don’t have internet access?”  

Answer: 

Practices can: 

• use the printable PRF1 form – These registrations will need to be rekeyed into GPREG first, and not directly into the clinical system.  This was part of the new GM contract published in April.  

• help patients complete the online form in practice  

• manually enter information on the patient’s behalf 

Question: 

“How do we deal with the patients who have come through as email (usual) registrations or those unable to use online services and prefer to fill in a paper form – do our staff enter these on the “register with a GP” portal for the patient, or do we do this on our clinical system in the usual way.”  

Answer: 

For the time being patients can still use the PRF1 paper form if they cannot or do not want to use the online form. You would need to manually create a record for these patients in SystmOne if you want to approve their registration (that is, the usual way you do it).  

Question: 

“can we still paper registration normally or we have to fill out web form on behalf of the patient and then process the reg via new system?”  

Answer: 

You can still use paper registration normally. 

Question: 

“Can we order the new PRF1 forms from PCSE?” 

Answer: 

No, these are available from here – https://gp-registration.nhs.uk/register-with-a-gp-surgery-paper-form 

Question: 

“We change our registration GP daily, we have one for under 75’s and one for over 75’s and every day, every week that rotates based on list size – is that possible to manage?” 

Answer: 

You can change the assigned GP in S1 by going to the Record section and updating the Named GP template. 

Questions: 

• “Will this be mandated by March 2027?”  

• “Will this ever be made mandatory?”  

Answer:
The direction of travel is for all registrations to go through the national product eventually, including paper registrations entered digitally by practice staff. However: 

• more functionality still needs building  

• policy discussions are ongoing  

• the aim is to avoid practices having to type information twice  

So while not formally confirmed as “mandatory,” the expectation is that registrations will move through the national digital process. 

Question: 

“For those already using a registration automation provider, how do you envisage this working alongside it? We use HT1 and the majority of our regs can be automated (without the need for an NHS Login)”  

Answer: 

You can use Healthtech-1 at same time as this service.  

However, any registrations that meet the criteria for Manage Patient Registrations or auto registration will be handled by these services instead of Healthtech-1. 

If a patient does not meet the criteria for Manage patient registrations or auto registration, their registration can be processed by Healthtech-1. 

Question: 

“For online registrations encouragement, where would we be able to get the posters from with our QR codes please?” 

Answer: 

Tell your patients about online GP registration – NHS England Digital you can download them here: Tell your patients about online GP registration – NHS England Digital 

Question: 

“Please can you advise on when the MPR will be loaded onto the NHS profile manager, at the moment it is not showing”  

Answer: 

The option to add MPR will be made available in due course.  For now, you can request access to MPR (including AR) via the service desk. 

Question: 

“Can it code conditions like ADHD because it’s in a free format field?”  

Answer: 

We only encode a generic code for clinical concerns if they have entered information into the free text field, e.g. previous conditions. You’ll need to review the registration information for specific details on what the patient has entered. 

Question: 

“Do we get a task when we have a patient on MPR to look into to approve/reject or is it that we will have to go on to MPR to keep checking? Or is it we get the task once approved?” 

Answer: 

You won’t get a task, but if a new registration in MPR isn’t actioned for more than 24 hours, you’ll get a daily summary email showing you the number of: 

• new registrations 

• approved registrations 

• rejected registrations  

in MPR. 

You can then log in and review new registrations and approve or reject them. 

We suggest that when you implement this you adjust the way that you administrate registrations via the MPR portal.  We recommend that practices dip in and out of the portal multiple times during the day and that registration champions have access and can administrate registrations. 

Question: 

“Which email will the daily summary go to, will it be directed to the surgery generic email address?” 

Answer:  

It will go to the email address you use for registrations (the shared inbox you used when you signed up to the GPREG service). 

Question: 

“You mentioned about branch sites and only the parent being shown – does this mean that the patient would only be registered under the main site and would we need to have that as an option for patients to select?” 

Answer: 

No, they will go to the parent site and the parent site then allocates the patient to the correct branch. 

Question: 

“How do we access and register on to the MPR portal?” 

Answer: 

You can register for the MPR Portal by logging into NHS Profile Manager at https://organisation.nhswebsite.nhs.uk/. It can take up to 24 hours for your profile to be updated.  Once your profile has been updated, you can access the MPR portal at https://manage-patient-registrations.gp-services.national.nhs.uk/manage-patient-registrations/ 

Question: 

“Will the current online registration process be inactive once this all goes live? “ 

Answer: 

No. The Register with a GP surgery service is what enables MPR to work. The answers the patients give in the online form are passed through to MPR. 

Question: 

“Are there any options or can they be for patients to upload documents for example Vaccination history if they are moving from abroad?” 

Answer: 

No, there is no option for the patient to upload documents.  This would need to be requested by the practice as part of a separate welcome message. 

Question: 

“We register patients out of our catchment area, what should we do about these people?” 

Answer: 

For those PTs who submit a registration that are outside of your catchment area these will come to you via the manual process, e.g. via email 

Question:  

“How is this accessed by the practice?” 

Answer:  

The MPR is a web-based platform which you can access via https://manage-patient-registrations.gp-services.national.nhs.uk/manage-patient-registrations/ 

Question:  

“So there will be at least 4 ways for a patient to register? MPR, Auto Reg, email and paper?” 

Answer:  

• autoregistration is a feature of manage patient registrations (MPR)  – where a patient has been removed from your practice via immediate/8 day removal these won’t be auto registered so you’ll still be able to review and accept/reject via MPR or email if not coming through MPR. 

• – no.  Only two ways.  Digital (GPREG) or paper (PRF1).  When the patient registers using GPREG and the practice has both MPR and auto reg enabled via NHS profile manager then the submission will be processed via one of these automated functions.  If the submission doesn’t qualify for automation you will continue to receive these via email. 

• At the moment there are 2 ways to register, but some different outcomes as we scale MPR.
   
  If the patient applies online and meets auto reg criteria > auto registered, you will be able to see these registrations in MPR under ‘Approved registrations’
  If the patient applies online and meets MPR criteria > their registration comes through MPR and you won’t get an email. You can choose to approve or reject them
  If the patient applies online and doesn’t meet criteria for MPR or auto reg > email inbox
  Patient applies via paper form > follow your existing process 

• patients can register digitally or via the paper form.  Auto registration and MPR are the mechanisms that allow those registrations to be updated into your clinical systems 

Question:  

“So it is possible to have only MPR enabled without autoregistration ?” 

Answer: 

No. MPR is being offered with auto registration enabled. 

Question:  

“Currently, regardless of the way a new pt has submitted their registration, we ask for photo ID and separate proof of address – how would this work if we maintain this requirement? Would we not approve until we have this information?” 

Answer:  

it is no longer national policy to request proof of ID and address for registration purposes. 

Question:  

“I’ve got the ability to log in with CIS2 but it doesn’t take me to the website to get to this. Can anyone tell me how I get there?” 

Answer:  

You can log-in to the MPR Portal at https://manage-patient-registrations.gp-services.national.nhs.uk/manage-patient-registrations/  

Question:  

“we only process from task for new registrations – we dont go onto MPR page – is that correct?” 

Answer: 

You would need to access the MPR portal to view any registration request which require further review by the practice before being approved. 

Question:  

“what about a normal 30 day deduction would they qualify?” 

Answer:  

they will qualify for auto-reg 

Question:  

“We currently use HealthTech1 for our auto-registrations – how would you say this service would benefit us more?” 

Answer:  

Manage patient registrations is free to use from NHS England, so there is a cost saving. 

Question:  

“with so many new housing estates will it be kept up to date for out of catchment area?” 

Answer:  

You can update your catchment area at any time using the catchment tool and that will be reflected in the service. Catchment area questions – NHS England Digital. Catchment area questions – NHS England Digital 

Question:  

“Are the PRF1 forms a replacement for our current registration forms?” 

Answer:  

you should be using the PRF1 form yes 

Question:  

“would the messages automatically sent through NHS notify still revert back to normal sms messages if not acknowledged on the app? We currently use Accurx and have not set Notify up yet as the fragment costs seemed higher” 

Answer:  

NHS Notify is for all practices and isn’t configurable. You could send your own welcome messages of course via Accurx, or any other text messaging platform, but the GPReg services send a notification to the patient once their registration is accepted 

Question:  

“How can we let you know if we have development requests?  

Answer:  

To make a suggestion, please raise a ServiceNow ticket at https://nhsdigitallive.service-now.com/csm?id=sc_category&sys_id=0f4c30ab973792d0dd80f2df9153afcf&catalog_id=65bcd377c3011200b12d9f2974d3aea0 

Question:  

“So we just need to enable this via nhs profile manager or do we need to sign up before enabling?” 

Answer: 

Yes, you enable this via NHS Profile Manager.  It can take up to 24hrs for your profile to be updated, but once this occurs you can access the MPR platform at https://manage-patient-registrations.gp-services.national.nhs.uk/manage-patient-registrations/ 

Question:  

“Why is there 2 different age groups?” 

Answer:  

auto-registration doesn’t automatically register patients under 18 due to the potential additional reviews that might want to be carried out for children. These will fall into the Manage Patient Registrations service instead, for the practice to review all the details before approving/rejecting. 

Question:  

“Does the surgery need to print and keep a manual copy, or just as is electronic?” 

Answer: 

it’s all electronic. You don’t have to keep manual copies unless you want to. 

Question:  

“Is emergency contacts and chosen pharmacy mandatory fields when applying?” 

Answer:  

Nominating a pharmacy is an extra question: https://digital.nhs.uk/services/register-with-a-gp-surgery-service/get-help-using-the-service/optional-extra-questions