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About the Annual Review
Once a record has been approved, it will remain active on the database for one year, unless you delete it or request a different period up to one year. Six weeks before the Review Due date, you will be notified by email that your record is due for its annual review. You will receive two further reminders; one two weeks before and one the day before the Review Due date.
If you do not review your record in this time, it will be unpublished and no longer visible on the public web site. You will still, however, be able to update your record and request it be reactivated via the IP CMS. Records are only permanently deleted from the system if they have not been reviewed in a reasonable length of time or if you tell us they are no longer required - there is a deletion request facility for this.
Assuming your record has been reviewed, it will be checked and approved by the Grampian CareData team and published as quickly as possible. We will contact you by email or telephone if we have any queries. The record will then be published for a further year.
To review your record(s):
- Log in to your Information Provider account - see Adding and updating records for how to do this
When you arrive at your IP account 'landing page', it will be displaying 'My Records' and your existing records will be listed here under their record type. Records needing to be reviewed will have an icon beside them:
Review Required | review due within six weeks |
Review Overdue | review due in four weeks or less |
Unpublished | past review due date, no longer on public web site, but will be reactivated once reviewed |
- Click 'View' to the left of the record name to see a preview page of the record and note where changes need to be made, if any
If you need to make changes:
- Click on Edit Record
- When the page loads, you are in the Organisation Contact details page, the first of six sections of the record entry form (check where you are by looking at the highlighted tabs at the top)
- Click into any field where you need to add or change information and enter the new details
- When you are satisfied the page is up top date, click on Continue - there is one at the top and the bottom of each page to take you to the next section. Alternatively, move to the section you need by using the tabs at the top of the page underneath the main banner
- Repeat with each section until you arrive at the Confirmation screen
- On the Confirmation page, check either the Yes or No radio button beside the statement 'Would you like your amendments to be considered as your annual review?' to indicate whether or not you have given the record an annual review or made an interim amendment and wish to review the record when its annual review would normally be due.
- Click on Save to save ALL changes
For full details about entering information in each field, please see Creating a Service Detail or Introductory Record - the instructions for entering a new record are also a good guide for reviewing an existing one.
Hint - shortcut if no changes need to be made:
- Click on Edit Record
- When the page loads, you are in the Organisation Contact details page - go to the Confirmation page
- On the Confirmation page, check either the Yes or No radio button beside the statement 'Would you like your amendments to be considered as your annual review?' (see above for which to check)
- Click on Save
Editing Records at any time
You can make as many changes as often as you like to maintain the accuracy of your information. Just log into your IP account and select the record you wish to alter, click on Edit Record and delete or add as required. As with an annual review, the record will be checked and approved by us.
If you have also checked the whole record before a review is due and you know the information is not going to change again for a while, you may also request that the Review Due date be changed so you don't have to think about it again for another whole year. Just check the Yes radio button on the Confirmation page before you save.
Providing information by post
Information Providers who do not have access to the internet can be sent a New Record Information Form and Annual Review copies of their records through the post. Confirmation copies of records will be posted once they have been entered onto the database. Any changes to information, quoting the number of the record(s) concerned, should be notified to our office in writing or by telephone (a written confirmation may be requested in certain circumstances).
Last updated 31 October 2007