User Guide

Primary Care Reimbursement Service

National Schemes Viewer

User Guide

User Guide 1

Table of Contents

1.0 Introduction 2

1.1 Overview 2

1.2 Data Protection Issues 2

2.0 Logging In 3

3.0 Declaration 4

4.0 Main Menu 5

5.0 Client Search 6

5.1 Search Screen 6

5.1 Working through the Client Search 7

5.2 Working through the Client Eligibility 8

5.2 Client History 9

5.3 Eligibility History 10

5.4 Correspondence 11

5.5 Family Group 12

5.6 Family Group - Functionally 13

5.7 Family Group - Rules 13

5.8 Some data is missing, why is that? 14

5.9 Getting Better Results, Faster 14

5.10 Help me identify the client better? 15

5.11 What if I do not know the spelling of the name? 15

User Guide 2

1.0 Introduction

1.1 Overview

This user guide is for National Schemes Viewer.

1.2 Data Protection Issues

Only authorised staff in the HSE can access National Schemes Viewer and

when so doing can only access information that is specifically required for

them to carry out their HSE duties. Each user will have been individually

authorised to use the NSV by a senior manager in his/her Area.

User Guide 3

2.0 Logging In

To login to National Schemes Viewer a user required a PCRS Single Sign

On account. Enter your username and password and press the 'Login'

button.

User Guide 4

3.0 Declaration

The National Schemes Viewer (NSV) gives the registered user access to

sensitive personal information about members of the public. There are a

number of Data Protection Issues to consider and be aware of. If you are

unsure of your responsibilities in the area of Data Protection you should

discuss that with your line manager before you proceed. Only authorised

staff in the HSE can access the NSV, and when so doing can only access

information that is specifically required for them to carry out their HSE

duties. Each user will have been individually authorised to use the NSV by

a senior manager in his/her Area.

Each time you log in you will be presented with a declaration, similar to

the screenshot above (which has been truncated), and you should only

proceed in accordance with that declaration. You are fully responsible for

the username and password given to you and you should not share that

password with anyone for any reason. When you confirm that you accept

the declaration, and click on the tick box on the bottom left hand side of

the screen, the ‘Continue’ button will appear and you may continue.

User Guide 5

4.0 Main Menu

On the Main Menu page you are presented with the following options:

o National Schemes Viewer - To view client information, status,

history etc. select this option.

o Medical Card Application Viewer - For information about the

status of a medical card application select this option (for Help on

this Option refer to separate Guide entitled ‘Medical Card

Application Viewer User Guide’).

o DPS Refund Viewer - For information about the status of a refund

application select this option (for Help on this Option refer to

separate Guide entitled ‘DPS Refund Viewer User Guide’).

o Help - For Help/Guide documents select this option.

User Guide 6

5.0 Client Search

5.1 Search Screen

Client Search allows users search by:

NCI Client number.

PPSN number.

Card number.

Surname & Forename.

Surname, Forename and DOB.

Surname, Forename and Address.

The most common search criteria used are: card number on its own, PPSN

Number on its own or Surname and Date of Birth.

User Guide 7

5.1 Working through the Client Search

As an example: Key in PPSN or Card Number (e.g. Medical Card or DPS

Card) press search, and matching client details will be returned

underneath the search criteria box:

If a client has or had more than one eligibility or card type the details are

returned, including current and expired eligibility.

To see the client and card details and any available history information:

Click on the blue ‘Client No’ beside any of the results.

User Guide 8

5.2 Working through the Client Eligibility

You will be brought into the details page for that client. Note: If a client

has returned more than one result (as in the above example) because they

had DPS eligibility and now have GMS eligibility, selecting EITHER of

those results will bring you into the same ‘details’ page for that client.

Here is what the details page looks like.

On the left hand side you can see the client information and can also

access the client history details. On the right hand side you can see the

current eligibility and can also select eligibility history if there is any. The

panes on the right hand side show some details about all of this clients

eligibilities, current as well as expired.

User Guide 9

5.2 Client History

If you select ‘Client History’ you will see a screen like this (IF there is

historical client information – if there is no historical information the

pane on the right hand side will have only one entry and will not be

selectable)

On the left hand side you can see the current client details. On the right

hand side you can see a selection of dates on which this client’s

information was changed and the username of the person that made the

change. If you select any one of the dates shown in this pane it will show

the appropriate client details in the left hand pane

User Guide 10

5.3 Eligibility History

If you select the ‘Eligibility History’ you will see a screen like this.

This page displays the following:

Client Information

Eligibility Events

List of Doctors

User Guide 11

5.4 Correspondence

This page displays the following:

Client Information

List of Correspondence

User Guide 12

5.5 Family Group

This page displays the following:

Client Information

Family Group

Add Card to Family Group

User Guide 13

5.6 Family Group - Functionally

Provides a facility to create family groups.

Provides a facility to add another card to an existing family group.

Provide facility to remove a card from an existing family group.

5.7 Family Group - Rules

1. Card number must be eligible on National Schemes Viewer.

2. Prevents users adding a student to a family group (This can be done on

MedicalCard.ie).

3. Must have at least one adult.

4. Must be valid GMS card number.

5. Can’t add duplicate card number to Family Group.

6. There can only be 2 Adults per Family Group.

User Guide 14

5.8 Some data is missing, why is that?

Please remember that in most cases the data that you see is data that was

provided by a local health office some time ago on a registration or a

review. Some information may not have been provided in the past that is

now obligatory. If you see gaps in information on a client record that is

likely to be the reason.

5.9 Getting Better Results, Faster

The less identifying information that you key into your search, the more

results you will receive, making your job in identifying the client you are

looking for more difficult. E.g. if you have the persons PPSN or their Card

Number, or their Surname and Date of Birth you will generally get very

few results and will be able to identify the client immediately. If you only

have a surname you will get a lot of results and may not be able to easily

identify the client.

Remember that you are now looking at a NATIONAL system, so you are

looking at a few million records as opposed to tens of thousands. E.g. If

you are looking at a local system for Joe Bloggs you may return 40 clients,

on the national system the same search may return 800 clients. The

enormous benefit of the national search is that if you search for Joe Bloggs

DOB 24/7/1962 you will see the national picture for this client under all

of the schemes, with a full history.

User Guide 15

5.10 Help me identify the client better?

You can re-order the results shown by clicking the column title, e.g. if you

want to reorder the list shown in PPSN number order click the heading

‘PPSN’. If you reorder the list you will see a line underneath the column

title that you have selected to reorder the list by, e.g. in this case you will

see a line under the heading title ‘PPSN’.

Please note that when you reorder the list it will reorder in standard

alphabetical (A-Z) or numeric order,

5.11 What if I do not know the spelling of the name?

Where a Surname and or Forename are used in a search the results will

show a list of clients that match the criteria you use but will also show

results that are a ‘close’ match to the surname and/or forename that you

keyed in. In the example below we keyed in just the surname ‘Avers’.

There are no results for that surname but a list of close matches and

names that sound like ‘Avers’ are shown, e.g. ‘Aver’ and ‘Ayivor’.

Each result shown is given a ‘Score’. The closest match gets the highest

score. The results are shown with the highest ‘Scores’ on top. You can

change the order of the results by selecting any column title.