To close a quarter in EMIS Web, utilise the Close Quarter Notification feature as follows:
Preparation
Before you can close a quarter, ensure that all transactions in your GP Links Inbox, Outbox, and Medical Records Box are processed. Any outstanding transactions from the last three months must be addressed. If they remain, a message will be displayed indicating the patient and the relevant mailbox your action is required in.
Accessing the Notification
1. Click the EMIS Web menu, point to Workflow, select Workflow Manager, and then choose Registration.
2. Navigate to Close Quarter Notifications. Select the notification for the quarter you are closing.
3. Ensure all outstanding transactions displayed on the Outstanding Transactions tab are resolved.
Processing the Notification
- On the ribbon, click Accept. This option remains disabled until all transactions are processed.
- If you wish to print the reports, select Print. Confirm your reports have printed correctly, and if so, click Yes.
- Remember that the Capitation Report and Quarterly Certificate are pivotal documents summarising organisation-wide transaction data.
"The automated quarterly closing process helps streamline reconciliation and ensure accurate patient records across the entire organisation."
Manually Closing a Quarter
In instances where the electronic notification is missing, manually closing the quarter becomes necessary:
- Access the Registration Workflow through the EMIS Web menu.
- Click Actions on the ribbon, and then Manual Close Quarter.
- Select the appropriate quarter end date and trading partner before confirming closure by clicking OK.
