Organisation changes

1. Inform the Organisation Data Service (ODS) that the organisation is closing. PCNs should use the PCN ODS Change Instruction Notice, and GP practices should use the Site Request Form.

2. Contact us and request that the closure process is initiated for your organisation, providing proof that ODS have received your request.

3. A registered user for the organisation needs to complete Step 4 below; if there is no registered user (for example, because the organisation is no longer providing services and you represent a commissioning body), you will be asked to nominate an appropriate person and provide evidence of their appropriateness to access the records for that organisation. This person will be set up with temporary access to the legacy organisation for the purpose of Step 4.

4.  The registered user should clear the staff table for the organisation that is closing by completing one of the following for each staff record:

1. Transfer the staff record(s) using the ‘Transfer’ function (for organisations of the same type only, i.e., practice to practice, or PCN to PCN). Please be aware that the transfer is instant.
2. Where (a) member(s) of staff is/are moving from GP practice to PCN or vice versa then you need to ensure a registered user at the new organisation recreates the record(s) before you delete the record(s) at your organisation, selecting “duplicate record” as the reason for deletion.
3. Where (a) member(s) of staff has/have left the organisation and are not going to another, process these records as a leaver by finding the ‘Are they still working here?’ question and changing the response from ‘Yes’ to ‘No’. Provide answers to the follow up questions of when they left, their reason for leaving and what they did next (if known).
4. Clear any duplicate records or records previously entered in error using the ‘Delete’ feature.
5. NWRS does not yet have the functionality to action locum or PCN Contracted Services records; you will need to liaise with a registered user at the new organisation to ensure they recreate any required records if these will be needed.

5. Once the main staff table has been cleared contact the national service desk and ask them to revoke access for all registered users of the closed organisation. Organisations will not be closed in NWRS that still have staff records.

6. When ODS records a status of ‘Closed’, the organisation will be removed from NWRS. In the meantime, it will still be displayed in the data quality dashboard, but with zero records against it. It will not however appear in published Primary Care Workforce statistics.

If you or your colleagues will need access to a new practice or PCN’s staff records in the NWRS due to a merger, contact the national service desk and request access. You will need to send an email which includes the following information for each person:

1. First name and last name
2. Email address (must be a personal NHS or healthcare service email address and not a generic mailbox or private address (e.g., Gmail or Hotmail)
3. ODS codes for the organisations you need access to
4. Confirmation that either the new practice manager or a Practice Partner or PCN equivalent approves the request. This can simply be an email confirmation in an attachment.

Inform the Organisation Data Service (ODS) of the organisation that is closing due to the merger. PCNs should use the PCN ODS Change Instruction Notice, and GP practices should use the ODS site request. 

2.  Contact the national service desk and request that the closure process is initiated for your organisation, providing proof that ODS have received your request.

3. A registered user for the organisation needs to complete Step 4 below; if there is no registered user (for example, because the organisation is no longer providing services and you represent a commissioning body for example, a CCG), you will be asked to nominate an appropriate person and provide evidence of their appropriateness to access the records for that organisation. This person will be set up with temporary access to the legacy organisation for the purpose of Step 4.

4.  The registered user should clear the staff table for the organisation that is closing by completing one of the following for each staff record:

1. Transfer the staff record(s) using the ‘Transfer’ function (for organisations of the same type only, i.e., practice to practice, or PCN to PCN. Please be aware that the transfer is instant.
2. Where (a) member(s) of staff is/are moving from GP practice to PCN or vice versa then you need to ensure a registered user at the new organisation recreates the record(s) before you delete the record(s) at your organisation, selection “duplicate record” as the reason for deletion.
3. Where (a) member(s) of staff has/have left the organisation and are not going to another, process these records as a leaver by finding the ‘Are they still working here?’ question and changing the response from ‘Yes’ to ‘No’. Provide answers to the follow up questions of when they left, their reason for leaving and what they did next (if known).
4. Clear any duplicate records or records previously entered in error using the ‘Delete’ feature.
5. NWRS does not yet have the functionality to action Locum or PCN Contracted Services records; you will need to liaise with a registered user at the new organisation to ensure they recreate any required records if these will be needed.

5.  Once the main staff table has been cleared contact the national service desk and ask them to revoke access for all registered users of the closed organisation. Organisations will not be closed in NWRS that still have staff records.

6. When ODS records a status of ‘Closed’, the organisation will be removed from NWRS. In the meantime, it will still be displayed in the data quality dashboard, but with zero records against it. It will not however appear in published Primary Care Workforce statistics.

Please go to the ODS Portal webpage, where you can filter on the organisation type and then type in the first few characters of the organisation’s name. If you need to request a new ODS code, please complete the Organisation Code request form.