Archiving in England and Wales

The Close Quarter Notification Transaction is a transaction sent from your linked TP (Health Authority). With this, the TP advises "linked" practices that the previous Registration Quarter is closed on the TP system.

You are notified on the Daily Status Report when you access Registration Links or re-display it from Utilities – Daily Status, see Daily Status Summary for details. First Select the TP (the Health Authority to which you are linked) if more than one and note the dates as follows:

• Quarter Archive Due [date]
• Quarter End Date [date]
• Close Quarter Transaction received: Yes / No / N/a

Once received, a Quarterly Archive can be carried out. This clears all the Completed Transactions for that quarter on to floppy disk, so they are retained for safe storage. An On-Line Archive is created at the same time as a Quarterly Archive, storing all the quarterly Deduction transactions (DEF) in the computer, in case they are needed to be used for incoming Medical Records Flag Removal (MRF) Transaction matching.

Part of the archive process is to print Quarterly Certificates and Quarterly Capitation Reports for each TP and GP, which are then sent to the relevant TP.

A quarterly archive cannot be undertaken for a TP until a Close Quarter Notification transaction has been received from that TP. If the Close Quarter Notification transaction is not received, in exceptional circumstances the quarterly archive for a TP may be run from an option in Security – Quarterly Archive within Registration Links.

Before you run an archive, you have to make sure there are no outstanding transactions – this is explained in the next section, see Clear Outstanding transactions before archive for details.

After a Close Quarter Notification is received, the practice knows that no more Deduction transactions are received from that TP with a Deduction Date in the old quarter: