SystmOne Admin Quick Reference Guide

A concise reference guide for administrative staff using SystmOne, covering patient registration, appointment management, tasks, and document handling.

## SystmOne Admin Quick Reference

### Patient Registration

- **New registration:** Patient > Register New Patient (or F2 for search)

- **GMS1 form:** Required for all new GMS registrations

- **PDS trace:** Always run PDS trace to confirm NHS number before registering

- **Temporary registration:** Use GMS3 form, valid for up to 3 months

### Appointment Management

- **Book appointment:** F9 or click Appointment Book

- **DNA a patient:** Right-click appointment > Mark as DNA

- **Add appointment slot:** Admin > Appointment Configuration (access restricted)

### Tasks

- **Create task:** Ctrl+T or the Tasks panel

- **Assign to clinician:** Use the 'Assign to' dropdown

- **Task priority:** Set as Routine / Urgent / Immediate

### Document Management

- **Incoming documents:** Admin > Document Management > Incoming

- **Attach to patient:** Open document > Link to patient > Confirm patient record

- **Scan to record:** Use SystmOne scanning module (printer icon)

### Useful Reports

- **Appointment utilisation:** Reports > Appointments > Utilisation

- **DNA rates:** Reports > Appointments > DNA Analysis

- **Patient list:** Reports > Population > Registered Patients

### Common Issues

- **Patient not found in PDS:** Check spelling, DOB, postcode — PDS is sensitive to exact matches

- **Appointment not saving:** Check you have saved the session first

- **Task not appearing:** Refresh the task panel (F5)

For full system support: call SystmOne Help Desk 0344 873 1010