GP2GP User Manual (Profile 8.1 or higher)

this article applies to new zealand only gp2gp functionality allows for patient demographic and medical record information to be transferred between clinics regardless of emr two key points need to be kept in mind the quality of an import of gp2gp data is dependent on how the data was entered into the source emr clinical records imported from a gp2gp data transfer will not necessarily look like they would be if entered directly through profile configuration to ensure that you can receive and transfer patient records, emessages must be set up to manage the import and export of gp2gp files through healthlink go to organisation/people & places/practice folder/ special view in the edi address field, enter your practice’s edi address go to organisation/preferences/emessages drag and drop the gp2gp service from the available services panel to the installed services panel this opens the gp2gp properties window at the general tab add an import directory in the incoming directory field, if it is not already generated from your hlink folder set the folder from which profile will look to import gp2gp files add export directory in the outgoing directory field, if it is not already generated from your hlink folder set the folder where profile will create hlink gp2gp files limit the maximum amount of gp2gp files imported by profile in a 24 hour period (resets at 00 00h) from the incoming directory folder by ensuring the limit gp2gp files imported in a day to checkbox is checked the number of files defaults to 5, as files can be as large as 20mb each, with the potential for external documents of an unknown size note this does not limit manual imports, only imports from the scheduled task select the schedule tab and check the use task schedule checkbox this enables the schedule settings tab press new to display the settings in the current schedule settings panel this defaults to a daily scheduled task, using the date and the time you pressed new using the fields in the current schedule settings panel, create a schedule for your gp2gp emessages the end time field should be set to your clinic’s closing time ensure that the year in the end before field is set to the year 2099 the time field next to it can stay at the defaulted time (time of task schedule creation) press ok to save and close manual import of gp2gp files go to control centre/manage/patient import/export in the patient import/export toolbar, click to manually import the gp2gp files this opens the incoming hl 7 window select the file to be imported and press open the file is imported and a notification dialog box appears press ok in the control centre/patient import/export view you can see the import of the gp2gp file in work centre/unsigned transactions , the provider can now review the patient’s files and press sign it is strongly recommended that providers review the gp2gp transfer record carefully, as any repairs or amendments to the record after it is imported could be time consuming note the unsigned transactions view filter can be set to patient imports to only display the patient records note as with all electronic transactions, there will be times when the patient and/or provider will not match to match the unmatched item, go to control centre/manage/manual matches once the patient is found or assigned and/or the provider is assigned, a dialog box will appear stating that it is a legal requirement for the patient to complete and sign a request for patient record form before the import can occur once the checkbox is checked, continue will be enabled and can be pressed upon signing, the structured data import from patient record summary window appears the provider can select the items of the patient’s record to import into profile by checking the pertinent checkboxes and pressing ok note we recommend being deliberate in your selections initially, as the data structure coming from other pms vendors may not display as expected post process import of gp2gp files once a patient’s record has been imported into profile, additional data types can be imported through the patient’s medical record go to the medical record/documents view select the document, which will appear under the document type of scanned documents as patient record summary the record will show in the panel below in the documents view toolbar, select to import patient record structured data this opens the structured data import from patient record summary window select the data types that haven’t already been imported by checking the pertinent checkboxes and press ok export of gp2gp files go to control centre/manage/patient import/export in the patient import/export toolbar, click to manually export the gp2gp files this opens the export patient – gp2gp window note the status panel at the bottom of the window displays what information is required enter the patient’s name in the patient field once you check the signed consent form is on file checkbox, the fields and most buttons in the window are enabled select the appropriate options for the export option description include family members records of the other members of the family folder will be exported exclude blocked patient access systems problems or encounters may be flagged as ‘block from patient access’ if this option is enabled, these items will not be included in the export exclude items with privacy set clinical objects with privacy set (encounter notes, problems, etc ) will be excluded from the export if you click on the accompanying specify privacy button, this opens a window where you can choose privacy roles to be excluded from the export the privacy roles available will depend on the roles configured under organisation/roles in the example below, items with "psychologist notes" role applied have been chosen to be excluded from the export note the specify privacy button applies only to profile 10 0 4 and later export documents as separate messages documents will export as separate physical objects specify the file types (select the appropriate radio button) type description healthlink (20mb max size) the electronic file will be generated and saved to the healthlink outgoing path specified in the gp2gp emessage encrypted file to a folder this will typically be used for files that exceed the 20mb max size a filename field and browse button will be enabled to allow the electronic file to be created and saved to a chosen directory (e g storage media) patient summary report this is a human readable format for patients who want to take their electronic medical record with them press print in the gp2gp transfer record window to print the record for the patient in the destination provider panel, enter the first and last name of the provider and their edi address press preview this will open the gp2gp transfer record once you’ve previewed the record, you can press x to close the window press validate this opens the validation errors window if the nhi is present and valid, there will be no validation errors and you can press x to close the window otherwise, you can go to patient/alter patient to update the nhi field, then press validate again press export , which is enabled after successful validation the status panel will update with a success or failure message press close the patient import/export window will be updated gp2gp tracking and reporting in the patient/alter patient/general view, we have created the transfer field and status flags to manage and maintain the gp2gp process note the role action must be granted these statuses can be used to find patients ( patients/find patients ) and to run find objects queries based on the transfer status and the date on which the transfer status was changed