Surgery 'Global Sum' payments are adjusted (in part) based on patients that are in ‘Residential Institutes’. For patients to be recognised for this they need to be correctly flagged in your clinical system with both an “RI” code (a two digit reference) and a postcode recognised by Primary Care Support England (and registered with CQC).

This guide is intended for surgeries who find their Global Sum statement has ‘Practice Count Of Patients In Residential Care’ considerably different to the number of patients they have registered in residential institutes.

If your quarterly Global Sum is already displaying the correct number of patients in homes using historic RI codes there is no need to adjust these.

TPP SystmOne

Configure your RI codes and Address Presets 

• Gather a list of homes in your practice area the follow the instructions below. The CQC ‘Find a care home’ tool or ‘ODS Portal’ (Primary Role filtered to ‘Social Care Site’) may be of use in checking/validating this information.
• Navigate to the Residential Institute Codes screen (on Links menu). From here, the Help [F1] screen will detail how to add code.
  
• Add new entries for each care home. All the new Residential Codes you add should be V0 (Vee zero). Also add new entries for any care homes already listed where the code isn’t V0. DO NOT attempt amend the codes of existing entries with patients attached to be V0. This WILL NOT change the code in the patient record or update PCSE’s records. Example of adding an RI code:
  
• Your Residential Institute Codes screen should now have any new entries you require as well as potentially duplicates where the codes were not already V0. Example below with new V0 codes for 3 homes and 2 older entries (non-V0).
  
• Navigate to Organisation Preferences (Setup > User & Policy) and locate the Registration > Addresses section. From here, the Help [F1] screen will detail how to add/manage addresses.
  
• Add all the relevant addresses (we recommend naming them as they appear in CQC’s find a care home tool rather than any local informal/historic names) and then right-click each and set the appropriate V0 residential code for each address entry.

Update patient records

• Locate patients in homes (you could search by postcode on Patient Locator (CTRL+R) or use clinical reports by postcode or clinical codes).
• Retrieve each patient in a home, go to to Patient > Patient Maintenance > Patient Care (IOS) and change the RI code to the correct one. Save the record to send this amendment to PCSE via Links message.
  In this example we would change from BROOKWOOD MANOR RES HOME (BM) to Brookwood Manor Residential Home (V0).

How to manage RI codes in future

Ensure all staff that change addresses know they should use the ‘Address Presets’ tab to update patients to known addresses (such as care homes or other addresses regularly used by the surgery).

Selecting one of these entries (either double-clicking or ‘<== Use Selected Preset’ button) will automatically add the address details consistently AND add the Residential code at the same time. (See green fields below)

TIP: If you manage a large cohort of students (surgeries near universities etc), it may be useful to add a Student RI entry. Add an RI entry called ‘Students’ with code Y0 (Y zero). You are not paid differently for these patients; however, it can make it easier to identify this cohort of patients from both the Residential Institute Codes screen or using clinical reports. If there is a local student accommodation block you could also add this to address presets and set the Y0 code.

Optum EMIS Web

Configure your RI codes

Note: This guide suggests adding individual RI code entries per home; however, this is not necessary to achieve payment and surgeries could choose to have a single generic RI code entry.

• Gather a list of homes in your practice area the follow the instructions below. The CQC ‘Find a care home’ tool or ‘ODS Portal’ (filtered to ‘Social Care Site’) may be of use in checking/validating this information.
• Navigate to the Residential Institute Codes screen (Workflow > Config > Trading Partner). From here click Add to create each home with code V0 (Vee zero).
  

Update patient records

• Locate patients in homes (you could find patients by postcode with F5 or use Population Reporting to locate in bulk).
• Open each patient and edit their Registration details selecting the relevant Residential Institute code from the drop-down list. This amendment should be sent to PCSE via Links message.
  

TIP: If you manage a large cohort of students (surgeries near universities etc), it may be useful to add a Student RI entry. Add an RI entry called ‘Students’ with code Y0 (Y zero). You are not paid differently for these patients; however, it can make it easier to identify this cohort of patients.

Resources

https://pcse.england.nhs.uk/services/registrations/

https://www.cqc.org.uk/care-services/find-care-home

https://www.odsdatasearchandexport.nhs.uk/