TABLE OF CONTENTS

Introduction

The Ardens Enhanced Services and V&I reports are not designed to act as payment reports. Instead, they are designed in a way that allows for ongoing data quality throughout the month, meaning once the data has been extracted by GPES there should be no need for any manual adjustments.  


The reports help identify potential data quality issues by highlighting activities not predicted to be identified by the GPES data extraction reports. The ‘not predicted’ reports have fewer business rules and requirements applied, which means they include more activities that could potentially be claimed for after further investigation. 


It is also worth noting that these reports can also be used to identify where practices may have claimed for vaccinations where they shouldn't have, to ensure they aren't over claiming. For example, a patient given a vaccine for a travel reason, and not as a routine childhood vaccination. 


The Enhanced Services and V&I reports can be found in Reporting > Clinical Reporting > Arden's Ltd > Contracts I 2025 26 I ES and VI 


These reports have been built based on either the current or the previous month (and are automatically rolled forward on the 1st day of each month, for example, on the 1st of January the 'previous month' reports will look at activity recorded in December and the current month reports will look at activity recorded in January). 


It is also worth taking into consideration that TPP uses the same extraction reports month on month and simply rolls on the event dates. This means that there is never any historical GPES extraction data older than the current extraction month available within SystmOne. Each month as we approach the next extraction date the TPP reports will be updated to reflect the new month.


NOTE: Previously this folder was called 'CQRS' but we have changed the name to 'ES and VI' as this closely reflects the name of the services practices are claiming for, rather than the name of the website (CQRS) where these claims are made.


Current month | Manual claim



The HEPB003 extraction has now been retired. However, some ICBs may still request claims based on this extraction. As a result, the two Hep B reports in this folder are built using last year’s rules, since there are no current guidelines available following its retirement.


If your ICB still requires this extraction, these two reports can be run to view activity for the current month:


'Current month - Consider manual claim - 3rd dose Hep B + age >=12m + blood test | HEPB003' 

This would have been the extract so this is who can be claimed for manually. 


'Current month - Consider manual claim - 3rd dose Hep B + age >=12m + no blood test | HEPB003' 

This acts as the 'not predicted to be in extract' search so practices can investigate these patients and see if they can manually claim for them or not.


The Advice & Guidance reports here allow practices to report on their Advice & Guidance requests. For more information on these, please see the Advice & Guidance support article.


Current month | Not predicted to be in extract


These reports will show patients who have had activity recorded in the current month but for whatever reason are not predicted to be identified by GPES for payment. The data identified in this set of reports will not have been extracted by GPES yet so there is time to review the records and take action to correct any data quality issues before the extraction takes place (This will also reduce the need for any manual adjustments claims after the extraction has happened).


Update: These reports have been updated to include vaccinations recorded at any location in the month selected, that are not in the 'predicted to be in 'reports.

This functionality enables you to identify all patients who have received a vaccine but are not included in the predicted extract. This allows for a comprehensive review and the opportunity to make necessary adjustments, such as identifying patients who have transferred practices before the end of the month and for whom claims may still be possible.
It is important to note that vaccinations administered at other locations, such as community pharmacies, will also be included. As such, we have designed the system to provide top-level breakdowns and analysis.


To do this, run the required report, right-click on the report and select Breakdown Results. 


On the left side, select Event Details, then tick Event done at, then click Refresh. On the right side of the screen you will be able to see where the vaccination for the patient was given.



Please note: These reports are very complex and may take a while to run. Rather than trying to run them all at once, it might be advisable to run these in small batches.


An example of a patient who may fall into these searches would be a new patient receiving their 2nd dose of DTaP/IPV/Hib/HepB - but as they are a new their patient record may not be up to date with any previous vaccinations they have had yet. The automatic extraction would then not count this as the '2nd' dose as the extraction logic would not see they had the 1st dose in the patients record. Therefore this patient would appear here in the 'Current month - Not predicted to be in extract | 6IN1002 - 2nd dose DTaP/IPV/Hib/HepB' search. In this case, they may have been extracted automatically as a '1st dose' as the extraction would just see the one dose recorded on their notes. A practice can then check this and make a manual adjustment as required. Of course, this is just one example of many possible scenarios, and an example of other issues is listed below.


Current month | Predicted to be in Extract


These reports will show you what we believe will be included in the current months scheduled CQRS extraction. (The extraction usually happens around the 10th of the following month). So if it was currently October, this would show you Octobers data so far. The final data for October would be extracted around the 10th November.


It is also worth noting that these reports can also be used to identify where practices could potentially be claiming for vaccinations come the end of the month where they actually shouldn't be. This ensures they can make the necessary steps so they don't overclaim once the submission is sent. For example, a patient given a vaccine that month for a travel reason, and not as a routine childhood vaccination.  


One example of this is 6IN1005 - patients who have had a polio vaccine for travel purposes, who have no vaccination history recorded in their record may appear in this report, and practices can decide what to do with these patients.


A useful report that can be run to cross reference with any patients in this report can be found in the 'Arden's Ltd > Vaccination and Imms Activity' folder. This is broken down by month, and whether the vaccination was recorded as being done at the practice or elsewhere. In each month there is a '6in1 | For travel - Done here' report which will show patients that have had any of the 6 in 1 vaccinations that month, but where the vaccination reason was recorded as 'Travel'. These can be compared to the patients in the 'Predicted to be in extract' report mentioned above to ensure patients aren't claimed for unnecessarily.



Please Note: Whilst it is good record keeping, adding a reason of 'Traveller' does not exclude patients from the CQRS extraction as the extraction doesn't take this into account.



Previous month | Manual claim

The manual extraction reports as mentioned above but for the previous month.


Previous month | Not predicted to be in Extract


These reports are your lists of patients who have had activity recorded in the previous month but for whatever reason were not predicted to be identified by GPES for payment. Depending on the date, the work identified in this set of reports may have already been extracted by GPES. (The extraction for the previous month usually happens around the 10th of the current month you are in). Patients in these reports may have been checked already when they were returned in the 'current month' reports but any remaining records should be reviewed and then if appropriate a manual adjustment claim can be made.


Previous month | Predicted to be in Extract

These reports will show you what has been predicted to be included in the last CQRS extraction. 


Weight Referrals

As this is a manual submission, weight management referral activity can be found in the 'Contracts I 2025 26 I NHSE folder'.


Possible reasons for non-inclusion in extraction

There are many reasons why an activity may not be identified for payment, some common reasons include -

  • Vaccination given outside of the contracts requirements
  • Wrong vaccine/dose recorded
  • Recorded with incorrect event details (elsewhere, PCN administration)
  • Wrong age
  • Entered too late for extraction but backdated
  • Registration status

Please Note: There are no reports for SFLU016, 017 or 018 as these are based on an immediately necessary registration type that we are unable to report on


Excluding Vaccinations from Extractions

Changing the GMS Status to 'Other GMS' or 'None' when recording a vaccination does not actually exclude them from any extractions.


The only thing that the extracts look at is the event location being done at the practice. So, if a vaccination was given at another location, to change the location so that the patient does not get picked up in the extracts, go to the 'Event Details' screen.


To access this screen, simply click on the 'Event Details' button, or the 'Details' button if you have added it to the toolbar:


Both buttons will open the same screen. In here, in the 'Location' section, a different organisation and location type can then be selected:



If the vaccination has already been recorded and saved to the record, this will have to be amended from the Journal. Find the entry where the vaccination was given, 'Right Click' on the date and choose the 'Amend Location/Method' option.



Why is this patient appearing in a report?

This is a frequent question that is very often almost impossible for the Ardens Support team to answer without having access to the patient record which we clearly shouldn't have. This article about reporting Issues and frequently asked questions may help explain in greater detail how to investigate.


Further Reading