Introduction

This document describes the different processes for the management of patient records using a Smartcard.

Objectives

The object of this procedure is to inform operational teams how to manage smartcards and link them to Adastra. This will enable operational teams to ‘validate’ patients against the spine, and clinicians to EPS (electronically prescribe). This procedure also details when and how patient demographics can be accessed for the purposes of patient care.

 

Linking Smartcards to users in Adastra

Go to User Maintenance in Adastra

Enter Username and select.

Select 3 dots and follow instructions.

 

Remove the current smartcard from the smartcard reader and insert the users smartcard.

 

Ask the user to input their smartcard passcode.

Select Read card button.

 

Once smartcard has been recognized press Store card button and follow instructions.

 

Adastra will ask to remove new user card and re insert authorisers card and follow instructions.

 

Select Authenticate

Press update bottom right corner.  If you do not ‘update’ the details will not be save

 

Logging into Adastra with a Smartcard

Once the Smartcard has been authenticated the user can log in using this card.

Put the Smartcard in the Smartcard reader

Open Adastra

If the Smartcard button is blue then you should just be able to click this button and will automatically log into Adastra.

Note; If you do not login using Smartcard login you will be unable to EPS.

If you forget your smartcard you can still log into Adastra using Adastra username and password but will be unable to EPS.

 

Unlocking Smartcards

The shift manager on shift, an IUC Team Manager or a member of the Rota or Digital Team will be able to assist in the unlocking of Smartcards.

To manage Smartcards, this needs to be completed on Microsoft Edge via the NHS Spine Portal. National Health Service Portal (ncrs.nhs.uk)

Launch Care Identity Management

 

Insert the smartcard you want to unlock into a second card reader.

From the Care Identity Management home page, choose ‘Service smartcard’.

 

You will now see the details of the user’s smartcard. From the service options at the bottom, choose ‘Unlock smartcard’.

In order to unlock a smartcard you must enter a new passcode. You can choose the passcode yourself and tell the smartcard user, or ask them to choose a passcode they’ll find easy to remember.

Enter the new passcode in both boxes, and press ‘Continue’.

Finally you’ll be taken to the user’s profile page and you’ll see a ‘Smartcard unlocked successfully’ message.

 

Renew a smartcard

IUC Team Manager, Rota Team manager or Digital Team will be able to assist in the unlocking of Smartcards. Only specific PC’s are set up to renew a smartcard.

To manage Smartcards, this needs to be completed on Microsoft Edge via the NHS Spine Portal. National Health Service Portal (ncrs.nhs.uk)

Launch Care Identity Management

 

Can renew a user’s smartcard certificates from up to 90 days before they are due to expire, and after they have expired.

First you must insert the smartcard you want to repair into a second card reader. From the Care Identity Management home page, choose ‘Service smartcard’.

If the smartcard is eligible for renewal, on the next screen you will see the option to ‘Renew smartcard certificates’. Select this, and press ‘Continue’.

Next the user should enter their passcode, and press ‘Continue’.

The service will now go through the steps needed to renew the smartcard. You will then see a message that the process has been successful.

Prescription Tracker

If you need to confirm where a prescription has been sent or the status you can do this by logging on to the prescription tracker.

To access the tracker this needs to be completed on Microsoft Edge via the link EPS Prescription Tracker – Prescription Search (ncrs.nhs.uk)

You can the search for the prescription ID which can be found in the case notes.

 

National Care Records Service

On occasions you may need to confirm patient demographics, to do this you can use the National Care Records Service. The National Care Records Service can be accessed by Shift Managers, WaCCs, Call Handlers and the Rota Team for the following reasons:

• To check:
  • Checking correct spellings of names
  • Current addresses
  • Current GP practice
  • O.B.
  • NHS Number

 

• When carrying out the following tasks:
  • Case entry, to identify correct information for patient if validation fails
  • Amalgamations
  • Care Plans
  • Failed PEMS
  • Obsoleting patients in Adastra
  • PLS (Practice Liaison Service)

The National Care Records Service should only be accessed for the above reasons for patients that have a record on Adastra. Under no circumstances should the National Care Records Service be used to look up yourself, family, friends, or for any other non-work-related reason.

How to Access the National Care Records Service

To manage Smartcards, this needs to be completed on Microsoft Edge via the NHS Spine Portal. National Health Service Portal (ncrs.nhs.uk)

Launch National Care Records Service

When you first log in to NCRS select an authentication method.

Search for the patient

Find a patient by NHS Number:

Find a patient search by basics details:

Find a patient search by advanced details:

Find a patient search by postcode:

Change Log

Date	Version	Author	Change Log
04.06.2021	2.0	Nickey Walshaw	Amalgamated this SOP with ‘Smartcard instructions for Ops staff’ SOP. Updated content.  Added Prescription tracker information.
06.08.2021	2.1	Nickey Walshaw	Additional of Summary Care Record process
09/05/2023	2.2	Aimee Henley	Sop review
25/01/2024	2.3	Daniel Cotton	Changes from Summary Care record to National Care Records Service. Updates to Unlock and Updating Smartcard process. Deleted references citrix