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ℹ️ Introduction
This article explains how to use the Ardens resources to review Vaccination & Immunisation (V&I) Enhanced Services (ES) activity. By the end of this article, you will know how to access the relevant reports, review predicted and not predicted activity, investigate potential data quality issues and check activity around the GPES extraction.
The following article is for ES reporting only. For recalling and administering vaccines, please see the vaccination articles:
Background
Vaccination and Immunisation Enhanced Services are paid based on eligible activity recorded by the practice. Activity is extracted from the clinical system through the General Practice Extraction Service (GPES) and displayed in the Calculating Quality Reporting Service (CQRS).
GPES uses NHS England business rules to determine which activity is included in the extraction for payment. The Ardens resources are designed to help practices review their records and identify potential coding, eligibility, timing and data quality issues that may affect extraction.
⚠️ Please note: Ardens reports are not payment reports and should not be treated as an exact representation of CQRS payment. They are designed to support data quality reviews and identify activity that may require further investigation.
How Ardens Can Help
Ardens provides resources to help practices:
Review Vaccination and Immunisation activity
Identify activity that may not be included in the GPES extraction
Highlight potential coding, eligibility or timing issues
Review activity predicted to be included in the extraction
Identify activity that may require a manual claim
Investigate differences between expected and extracted activity
We recommend using the resources as part of an ongoing review process rather than waiting until after the GPES extraction.
How to Access
🔍Review Activity
Use the Ardens reports regularly to review V&I activity and and identify anything that may require further investigation.
The reports are split into different categories to help you understand what may happen to activity during the GPES extraction:
Not predicted to be in extract – activity has been recorded but is not currently expected to be included. Review these records to identify potential coding or data quality issues that could affect whether activity is included.
Predicted to be in extract – activity is currently expected to be included. Use these reports to review activity and identify anything that may require further investigation, such as potential overclaiming.
Manual claim – activity may require further investigation and could potentially need a manual claim. Before making a manual claim, review the patient's record and the relevant Enhanced Service eligibility and activity requirements. An activity appearing on a manual claim report does not automatically mean that a claim should be submitted.
💉Check Vaccination History
Previous vaccination history can affect whether the activity is recognised as the correct dose.
For example, a new patient may receive their second dose at the practice, but if their previous vaccination history has not been recorded, the activity may appear as Not predicted to be in extract.
Where appropriate, review and update the patient's vaccination history so that the clinical record accurately reflects their previous vaccinations.
Vaccination recorded at another location
Vaccinations recorded in the patient's record may appear in the Not predicted to be in extract reports even when the vaccination was administered by another organisation.
Previous vaccination history
Previous vaccination history can also affect whether activity is recognised as the correct dose. For example, if a new patient receives their second dose but their previous vaccination history has not been recorded at the practice, the activity may appear as Not predicted to be in extract. Review and update the patient's vaccination history where appropriate.
Vaccination recorded at another location
To investigate:
Run the relevant Not predicted to be in extract report
Select View Results on the EMIS ribbon
Review the results to check the activity status, such as GMS or None
Review the patient's record to determine whether the vaccination should be included in the practice's claim
Where appropriate, amend the relevant details in the patient's record
⚠️ Please note: Where the activity should not be claimed, no amendment may be required, and the patient may remain on the report.
➡️ Check the GPES Extraction
If you need to investigate whether activity was included in the GPES extraction, use the relevant clinical system guidance below.
Go to Population Reporting
Select Enquiry Manager
Select the globe icon at the bottom of the left-hand panel
Select the relevant GPES extraction month
Select View in Search Manager
Use the Patient Included tab to check whether the patient was included in the extraction.
⚠️ Remember that the GPES extraction is looking at the previous month's activity
❓FAQs
Why is activity showing as not predicted to be in extract?
There can be several reasons why activity is not currently expected to be included.
Before assuming there is a claim issue, check the following:
Previous vaccination history – especially for new or recently registered patients
Vaccine or dose - whether the correct vaccine and dose have been recorded
Age and timing rules – whether the vaccination was given within the required schedule
Event location – where the vaccination was recorded as given
Timing of recording - whether the activity was entered too late for extraction, even if it was backdated
Registration and eligibility – whether the patient met the relevant requirements for that period
Re-run the report – after making any appropriate corrections
Can I use the Ardens reports to confirm how much we will be paid?
No. Ardens reports are designed to support data quality reviews and identify potential activity. They should not be treated as payment reports or as confirmation of the final CQRS payment.
What should I do if eligible activity has not been extracted?
Check the patient record, the relevant business rules, the Ardens report, and the GPES extraction / CQRS where available.
If the activity appears valid but has still not been extracted, a manual adjustment claim may be appropriate. This may apply where there was no extraction for that cohort or month, or where the activity will not flow through the standard extract retrospectively.
Follow your local process for requesting a manual adjustment through CQRS.
Why is a vaccination given somewhere else appearing in my report?
The extraction may include vaccinations recorded in the patient's record even where the vaccination was administered by another organisation. Check the event location and recording details to determine whether the activity should be included in the practice's activity.
Why is a patient still appearing after I've corrected their record?
Some activity cannot be corrected retrospectively, such as activity outside the required age range or interval. These patients may remain on the report for information, audit or training purposes.
Why do Ardens and CQRS show different numbers?
Ardens reports are designed to follow the relevant NHS England business rules as closely as possible. However, they cannot completely replicate GPES. The Ardens reports should therefore be used as a guide to support data quality and identify potential activity, rather than as confirmation of the final CQRS payment.
If there is a discrepancy:
Check the patient's record
Review the relevant Ardens report
Check the GPES extraction where available
Check the activity shown in CQRS
Review the relevant Enhanced Service business rules
If appropriate, submit a manual adjustment claim through CQRS
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