The Notts Care Record is our new Shared Care Record in Nottingham and Nottinghamshire, bringing together information from Acute Care, Social Care, Community Care, Primary Care and Mental Health Care.
This training guide is designed to support our frontline health and care teams to get started with the Notts Care Record. It offers detailed guidance about key features and functionality, supporting you to get the most out of the platform and improve the coordination of care across the Nottingham and Nottinghamshire Integrated Care System (ICS).
PLEASE READ: Only health and care staff involved in the delivery of direct care can access the Notts Care Record.
This is in line with data protection legislation, which specifies that, “confidential information needs to be shared between registered and regulated health and social care professionals who have a legitimate relationship with the individual for the purposes of the individual’s direct care.” The relevant legal agreements and frameworks required have been completed by each organisation, such as Information Sharing Agreements, which allow staff working for approved partners to view that organisation’s information. Each partner is responsible for managing their own user access.
For more information, please visit: Section 7: Sharing information for direct care (NHS England Digital) or see our Frequently Asked Questions for practitioners and patients and service users.
This should improve safety and save time for our citizens and staff alike. However, the record is only as good as the quality of data within it. You should therefore continue to strive for accuracy, timeliness and clarity in your own record keeping, as key information from your electronic systems is now being made available to other partners via the Notts Care Record.
The Notts Care Record displays data directly from our partners’ electronic record systems. The data in the record is pulled from its original system in real-time, with a few exceptions where data is delivered overnight. This means data may take several seconds to pull through when you first open a new record, as our partners’ electronic systems are being queried in real time.
Each partner’s data will contain records dating back to at least June 2024. Some data items, such as diagnoses and mental health referrals, have no time limit.
You will notice that the person’s record is view only; you can’t overwrite anything. The data in the Notts Care Record shows exactly what each partner has sent us.
The Notts Care Record is our new Shared Care Record in Nottingham and Nottinghamshire, bringing together information.
Here is the data you can currently find in the Notts Care Record.
Type of Data | Partners | Flags and Alerts including Adult and Children’s Safeguarding and Mental Health Act Status. |
|
|---|---|
Allergies and Adverse Reactions * |
|
Medications |
|
Immunisations |
|
Observations |
|
GP Encounter Records
including consultation notes |
|
Clinical Reports |
|
Discharge Summaries (including Maternity) |
|
EMAS eHandover |
|
Letters (if “ePostable”) |
|
Appointments |
|
Outpatients’ visits |
|
Emergency Department Attendances |
|
Inpatient Stays |
|
Major Diagnoses |
|
Mental Health Visits |
|
Mental Health Episodes and Levels |
|
Referrals |
|
Diagnostic Reports
including Pathology (delayed) and Radiology |
|
Adult Social Care Assessments |
|
Adult Social Care Services
including Care Providers |
|
Adult Social Care Contacts including Social Care Referrals |
|
Community Health Data |
|
End of Life Flags
(including preferred place of care and gold standards framework stage) |
|
Frailty including information collected from the eCGA (Comprehensive Geriatric Assessment) and CFS (Clinical Frailty Score)
|
|
Diabetes Register including information about relevant lab results and clinical findings |
|
Community Health, Mental Health and Social Care |
|
Clinical Administration |
|
* Allergies and Adverse Reactions are held on different screens for different partners. Please check both Flags and Allergies on the Summary Screen and the Allergies sections of the GP Data and SystmOne Non-GP Data tabs to ensure you are aware of all recorded allergies.
** Data from General Practices in Nottingham, Nottinghamshire, Derby and Derbyshire.
Future Roadmap | ETA | |
|---|---|---|
Social Care | Additional County Council Adults Safeguarding Data | Summer 2026 |
Additional County Council Adults Social Care Data | Summer 2026 | |
City Council Adult Social Care Data | TBC | |
Community Health | City Care Data (including Children and Young People) | Summer 2026 |
Additional Notts Healthcare Community Data (including Children and Young People) | Summer 2026 | |
Hospice Data | Summer 2026 | |
Hospital Data | BadgerNet Maternity Data Phase 1 | Winter 2026 |
BadgerNet Maternity Data Phase 2 | TBC | |
Pathology Data | Summer 2027 | |
Functionality | Timeline View | Summer 2026 |
Digital About Me | Autumn/ Winter 2026 | |
Digital ReSPECT | Spring 2027 |
We’ll keep you informed about these changes locally and on our website.
When you launch the Notts Care Record from a record in your home system, it will automatically sign you in and retrieve the same person’s record in the Notts Care Record. You will need to launch each record you want to access in the Notts Care Record from that person’s record in your home electronic record system. This is another way of validating and auditing that users have a legitimate relationship with the people whose records they are viewing.
If your session times out, return to your home system and use the launch button to open the Notts Care Record again.
Technical support and additional support to understand terminology is available further down this page.
Remember: The Notts Care Record is not guaranteed to contain all current or historical information. It should not be used to replace your existing patient or service user record, but to supplement and enhance the information you already have.
A short walkthrough video for the Notts Care Record is
available on our Getting
Started page.
Please note, all screenshots show a test record.
You will notice a search bar in our test system. This will be unavailable for users as a security measure. You must always access a person’s Notts Care Record by clicking the launch button on that person’s record in your own electronic record system.
The Notts Care Record receives data from local ICS partners and via national feeds. This means different data sets are held in different places.
The record is laid out as follows. More detail on each part of the record will be provided below.
You can configure the Notts Care Record as follows:
The tabs below the demographics bar are used to navigate to different screens in the Notts Care Record. More information on using these screens is contained further down the page:
The bar at the top of the Notts Care Record includes a number of icons and buttons.
Awareness of the following icons is particularly important for the safe and appropriate use of the Notts Care Record.
Please use the Notts Help section if you have a query or need more information on the Notts Care Record project. You can also access this training page by following the Training Guide link in the Notts Help menu.
Providers Filter: Whilst the option to filter data from local providers is available on the toolbar, we generally recommend only using this feature in exceptional circumstances, and always turning the All Providers toggle button back on once you have done so. This is so you do not accidentally exclude important information from your view of the Summary Screen.
Please note, these filters only apply to the data in the Summary Screen and will not filter the GP Data or SystmOne Non GP Data tabs.
The Notts Care Record always shows a person’s demographic information.
Basic person data is found in a bar at the top of the screen. This bar will show as blue for adults, pink for under 18s and black where the person is deceased. You can click the arrow in the bottom right hand corner of the blue bar to expand additional information, such as GP Practice and alternative contact details. Further personal information, where known, is available on the Person Details page on the left hand menu. This can include Next of Kin details, or Communication Preferences.
Person data is pulled from the NHS Personal Demographics Services Spine which receives data from GPs, Community Health partners and will eventually include data from our Acute hospitals.
The information in our panels and on the accompanying side bar is supplied from ICS partners directly. You will need to supplement this information with data in the GP Data tab, as this displays additional allergies, medications, diagnoses and problems, as recorded by GPs. Additional information from our Community Health partners can also be found under the SystmOne Non-GP tab.
Data in the Notts Care Record is grouped by category rather than by partner.
The panels on the summary screen collate all information fitting that category, from all partners providing relevant data. The GP Data and SystmOne Non-GP tabs are the exception to this and need to be checked separately.
Underneath the title of each panel you can see how many records have been returned for that category (active and overall).
Urgent information, such as Flags and Allergies will also create a tab at the top of the screen. Always check the GP Data tab for allergies or other observations recorded by the GP, as these are not currently available on the Summary Screen.
Clicking on the number of active records or records returned will open a summary of the information held under that category, including who provided the data.
From here, you can open documents, view more details, and view the full entry for a particular data item. To minimise a panel, click the up arrow.
You can also click the header on the panel to view all entries in a data set, whether active or expired. This can also be accessed by clicking the relevant category on the sidebar.
Sometimes, records within a Summary Page panel will be ‘stacked’. This is because the same information, such as a Condition, has been recorded multiple times.
Stacked records show at the end of a row, as a circle with a number. Clicking on the arrow or description will expand the stack, as below:
The page for each panel can be accessed by clicking the Header of the panel, for example “Documents”, or via the Side Bar.
The panel page will show the most recent 10 entries. Please use the side arrows to scroll, or increase the ‘rows per page’ to see more records.
You can use the side bar to return to the Summary screen, or navigate to another screen.
The panels on the summary screen show data received directly from our ICS partners. The data displayed within each panel will vary depending on what has been supplied by each partner.
While most data is received in real-time, some elements may be delivered overnight. All entries have dates so you can see how contemporary each piece of information is.
This panel guide will explain the type of data included under each panel and the organisations providing that data.
All screenshots are taken from the Page View of each panel, accessed by clicking the header on a panel (e.g. Flags).
The Flags panel includes:
Please also check the GP Data tab for any observations recorded in the GP patient record.
The Allergies and Adverse Reactions panel includes:
Allergies are also listed:
Please check both Flags and Allergies on the Summary Screen and the Allergies sections of the GP Data and SystmOne Non-GP Data tabs to ensure you are aware of all recorded allergies.
The Documents panel includes:
Use the magnifying glass icon or click ‘View Document’ to open the document.
The Appointments panel contains previous and upcoming appointments:
Note: Where a large volume of future appointments are pre-booked (e.g. a recurring weekly appointment), organisations may only share the next few appointments.
The Encounters panel includes:
The Conditions panel includes:
Additional problems or minor conditions may be listed in the GP Data Tab. Please get in touch if you think any major condition is wrongly classed as minor.
The Episodes of Care panel includes:
More information on Community Health services (including contact details) can be found on the Services panel and the SystmOne Non GP tab. The Social Care Services panel has more detail for Social Care including contact details.
The Healthcare Referrals panel includes:
The Diagnostic Report panel includes:
– Doncaster and Bassetlaw Teaching Hospitals
NUH Pathology Reports remain available in the Health and Care Portal.
Please use the magnifying glass icon to view the reports.
The Social Care Assessments panel includes:
Currently, we can only share details of when the assessment was undertaken, which team and worker performed it, and the outcome of the assessment. Please use the contact details on the record for more information. We hope to add copies of the OT Assessment report to Documents in a future phase.
The Social Care Services panel includes:
The Social Care Contacts panel includes:
We will grow our data set over time, please look out for local communications and notifications in the record to let you know about new data or functionality.
Important: There are two types of GP/Primary Care Data in the Notts Care Record.
For information that may also be recorded by our Acute or Mental Health Trusts, such as Allergies, Diagnoses and Problems, you will need to supplement the GP Data tab with the local information held under those categories on the Summary Screen.
Data on this tab is received directly from NHSE. At go live, you will only find an entry in this tab for people who are already known to one or more live partners. This means people registered with:
The number of records with available GP data will increase as national data sharing improves and as we bring in data from more of our local organisations, such as Nottingham City Council.
Below is a quick guide to each page in GP Connect. More details on how data is selected for the GP Connect feed can be found here.
You will first see a Person Demographic Check. As our Portal retrieves Demographics directly from NHSE, these two columns will always be the same.
The GP Connect menu contains the following pages:
This page summarises key information from the following screens:
You cannot filter the Medical Record Summary by date.
During an emergency, such as a pandemic, this page will be activated and items relevant to the emergency will be listed.
This page contains anything significant from the GP record that may inform, or may previously have informed, clinical decision making.
It includes disease, surgery and social issues such as bereavement.
The information is divided into Subsections:
You can filter ‘Problems’ by date.
This page contains information relating to the clinical care, health or wellbeing of the patient.
This can include:
It does not include administrative items such as invitations or other communications.
You can filter ‘Clinical Reports’ by date.
Please note that data on the Clinical Report screen may be partial or fragmented. Users should always supplement the Clinical Report page with the free text found on the Encounter Report.
This page contains repeatable data recorded by clinicians in the course of assessment or patient care.
This can include:
You can filter ‘Observations’ by date.
This page contains notes and information around any interaction between General Practice and a patient.
This includes:
You can filter ‘Encounters’ by date.
This page includes administrative tasks such as:
Administrative items are only available for SystmOne GPs.
You can filter ‘Clinical Administration’ by date.
This page shows all vaccinations and immunisations. You cannot filter by date.
This page shows referrals to or from other care providers.
If any of the fields are blank, the “Encounter Report” screen may contain additional information from the recipient of the referral. A date filter is available to make it easier to view the time period when the referral was made.
This page contains a history of authorised medications as recorded by the GP.
It is divided into sections as follows:
Please note:
You can filter “Medications” by date, however, this will only apply to the sections “All Medications” and “All Medication Issues”. The remaining sections will return all records.
This page shows all allergies to enable safe treatment and prescribing.
All current and historical allergies and reactions will be returned. You cannot filter by date.
For EMIS Practices, all allergies (current and historical) will show under ‘Current Allergies’
Local Primary Care data from Nottingham and Nottinghamshire’s eHealthscope/GP Repository of Clinical Care (or GPRCC) system is mostly held under the relevant panel on the Summary Screen, for example: Conditions; Episodes of Care.
However, there are some additional data items that do not fit into these categories. These have been given their own pages, accessible from the side bar of the Summary Screen.
This screen contains the latest coded GP data set for a person’s End of Life care.
It does not hold the full care plan but will display (where known by the GP):
Each item is dated, to show when it was coded.
This screen includes data such as:
Each entry has a date, so you can see how up-to-date the finding or observation is.
This screen contains coded data for people on the Diabetes Register. This includes:
Each entry has a date, so you can see how up-to-date the finding or observation is.
This screen contains the details of Services held in GPRCC, covering:
The same data may be visible under Episodes of Care and Social Care Services. This screen has more details than the Episodes of Care panel – including contact details.
We’re delighted to share that data from 25 Nottinghamshire Healthcare Trust’s SystmOne teams is now available in the Notts Care Record. This marks a significant step forward in our commitment to improving integrated care across the region.
By enabling access to these additional data feeds, healthcare professionals can now gain a more comprehensive view of patient information: supporting better decision-making, enhancing continuity of care, and ultimately improving outcomes for our communities.
To explore this new functionality, simply click on the ‘SystmOne Non-GP’ tab within the Notts Care Record interface. This will allow you to view and interact with the newly integrated data streams in real time.
We encourage all users to familiarise themselves with this update and take full advantage of the enhanced visibility it provides. If you have any questions or feedback, please don’t hesitate to reach out to the Digital Notts team.
The layout of this tab is the same as the “GP Data” tab. Please see the instructions for “GP Data” for information on what each page contains.
Data is available from the following Notts Healthcare Teams:
The data shared includes Medications, Allergies, Observations and Immunisations. As with our GP Data tab, it also contains appointment notes from a person’s telephone or face to face appointments with Nottinghamshire Healthcare Trust, found on the “Encounter Report” tab.
Please note that data on the Clinical Report screen may be partial or fragmented. Users should always supplement the Clinical Report page with the free text found on the Encounter Report.
All feeds are for people residing in Nottinghamshire County. We are currently working with City Care to replicate this data set for City residents under their care.
These additional tools have been developed to help practitioners understand a person’s story.
Both screens allow you to filter the results or specify a particular time period you are interested in viewing.
The timeline shows where encounters occurred relative to one another, allowing the easy identification of any patterns.
Use the Hour/Day/Week/Month/Year bar to view the number and types of encounter a person has had within the various time periods. If there are no records to display for the selected time period, you can either change the selection or use the arrows either side of the timeline to view earlier or later records. Green circles above the arrows will confirm how many records fall outside of the selected period.
Events are shown as coloured circles, using the same colour coding as the panels screen. Circles with two or more colours represent two or more types of event occurring within the same time period. You can click on a circle to see a list of events and expand details.
Please note, the Timeline and Feed are only populated from the panels in the summary screen, so will not contain GP or Community Health data only found on the additional GP and SystmOne tabs.
The feed shows the same data as the timeline but is formatted to show a continuous narrative of a person’s encounters with our system partners, a bit like a social media feed.
You can scroll down the full feed to see all previous events and who provided the information. Select the “Show Future Events” box to show upcoming events, such as appointments. If you are looking for a specific type of event, you can use the side panel to select specific categories to display.
To see a summary of the entry, click the blue date and time stamp. To view the full details of an entry, click “more details” or use the coloured box to navigate open the Panel Screen for that category.
Please note, the Timeline and Feed are only populated from the panels in the summary screen, so will not contain GP or Community Health data only found on the additional GP and SystmOne tabs.
We know that working in partnership can sometimes bring challenges around understanding each other’s terminology and acronyms.
A useful guide to words and phrases relating to Health and Social Care can be found on the Think Local, Act Personal website. Please note, this guide doesn’t contain acronyms, but you may find that a particular acronym is spelled out and explained in this guide. For example, DOLS is not listed, but if you look under ‘D’, you will find “Deprivation of Liberty Safeguards”.
We would also recommend the NHS Confederation’s Acronym Buster: Acronym Buster | NHS Confederation
If there are words, phrases or acronyms not covered by these guides that you think your colleagues or partners would find useful, please let us know on our contact form.
Ask a question or tell us how the Notts Care Record is working for you!
Updated September 2024