Import: What should I do if I get an error message saying "Arrival date, surname and date of birth are not unique", "Arrival date and NHS number are not unique" or "Arrival...

This error message means the webtool has identified this record as a duplicate. 

The duplicate rules for the webtool are:

1. Arrival date and NHS number must be unique

2. Arrival date and surname and date of birth must be unique

3. Arrival date and hospital number must be unique

Rules 1 and 2 apply across all teams, e.g. if another team has entered a patient with the same arrival date and NHS number as a record you are trying to enter, your record will be treated as a duplicate and not allowed. 

Rule 3 is within a certain team, e.g. only if there is a record already assigned to your team will it treat this as a duplicate. 

Solution

The SSNAP Helpdesk advises you to see if you can find the duplicate record, either within your own team's records or by liaising with colleagues from other teams. Since the SSNAP Helpdesk cannot see patient identifiers, we are unable to locate duplicate records. 

To find a record within your team, use the search function on the "Clinical case management" page. You can search by the patient's name or NHS number. If this does not bring up a duplicate record, it may be that another team has entered the same patient record. 

If the patient has been transferred to your team by another team, then you should not start the record but instead have the record transferred to you by the other team so that you can continue to enter the details. 

If you were the first hospital treating the patient, but have transferred the patient to another hospital, it may be that they have inappropriately started the record.