ℹ️ Introduction
This article explains how System Administrators can enable patient-level data access for staff members in Ardens Manager. By the end of this article, you will be able to grant authorised users access to view and investigate patient-level data within reports and dashboards.
Background
Patient-level data allows authorised users to view the individual patients included within reports and dashboards. This helps organisations investigate activity, validate reporting, and identify patients who may require follow-up care.
Access to patient-level data is restricted and must be enabled by a System Administrator for each individual user.
⚠️ Please note: Patient-level data is only available to GP practices.
How Ardens Can Help
Enabling patient-level data allows authorised staff to:
View the patient list behind dashboard reports
Investigate clinical activity contributing to performance indicators
Identify patients requiring follow-up or review
Validate reported activity
This functionality supports improved data validation and clinical decision-making.
✅ Enabling Patient-Level Data
Accept Terms of Supply & Use
A System Administrator must accept the Terms of Supply and Use task on behalf of the organisation.
This task will appear on the Home page in the Tasks panel if it has not already been completed.
Enable Access for Users
Log in to Ardens Manager
Select your name in the top-right corner
Click Settings
Select your organisation
Open the Users tab
Locate the relevant staff member
Click the three-dot menu next to their name
Select Enable patient access
Repeat this step for each staff member requiring access.
👤User Requirements
Once access has been enabled, users must meet the following requirements:
Log in using their NHS Smartcard
Have appropriate RBAC permissions to access patient records
Their Smartcard must include one of the following RBAC codes:
B0360 – View Details Health Records
B0820 – View Patient Demographics
B0320 – View Patient Demographics (Primary Care)
B0825 – Amend Patient Demographics
B0330 – Amend Patient Demographics (Primary Care)
B8029 – Manage Detailed Health Records
B8017 – Manage Patient Administration
B0835 – Manage Patient Demographics
B0380 – Manage Patient Medical Records
B0560 – Perform Patient Administration
B0830 – Perform Patient Demographics
B8012 – View Patient Administration
If the required RBAC codes are missing, users should contact their local IT team or Registration Authority (RA) to update their Smartcard profile.
❓FAQs
I cannot see patient-level data in the reports.
Check that:
A System Administrator has enabled patient access
You are logged in using your NHS Smartcard
Your Smartcard has the relevant RBAC permissions assigned
Why is patient level data restricted?
Patient-level data contains identifiable information and is therefore restricted to authorised users within GP practices.
Can Commissioners see Patient-level data?
No. Commissioners and external organisations only see aggregated or anonymised data.
Can Ardens enable patient-level access for our organisation?
No. Patient-level access must be enabled by a System Administrator within the GP practice.
Ardens can provide guidance, but we cannot enable access on behalf of organisations. This ensures that access to identifiable patient data is controlled locally and remains compliant with data protection and confidentiality requirements.
🏫 Additional Support
To further your understanding of the Ardens Manager platform:
Book training for your GP Practice, PCN or ICB
Complete the Getting Started with Ardens Manager academy module
Contact our Support Team for support in real time