• a gamete out form is not presented when you ship or discard embryos created from a cycle on a male patient record - this will be resolved in a future update

• cycles involving fresh egg collection , embryo thaw and refreeze - these will present a unique storage code error - this is not resolvable at the moment

• some FET thaw forms still do not collect , particularly in shared motherhood cycles

• Some egg thaw cycles still have errors on them even after applying the fix - see comment at the top of the page

• ‘Lost to follow Up’ causes incorrect validation errors - a fix for this is being tested currently

• Cycles from 2006 and earlier do not data sync and do not display a ‘please data sync’ message'. Do not submit these again , we will adjust the backlog query to ensure that these do not appear on your list of cycles to submit.

HFEA Reporting issues

We are working alongside the HFEA to resolve these and will provide updates when there is resolution;

• If you registered a male as a patient, these cannot be resolved in IDEAS PRISM - we will be working with HFEA in the coming months to resolve these manually

• Surrogacy arrangements - thawing embryos from Gamete In cycles - currently you will not be able to see the embryos to thaw in the inventory - we are in discussion with HFEA on how to resolve that

HFEA have confirmed that currently the following scenarios cannot be dealt with in PRISM reporting -Mellowood cannot do anything about this until HFEA develop a method of submitting these ;

• ectopic pregnancies - you will get a fetal heart error on the outcome form - you will be receiving communication from HFEA about this

• Rescue ICSI

• Dual stimulation

Retrospectively, for thaw cycles that have already been submitted and have lot’s of errors on them, there is a fix here - Egg thaw cycle retrospective fix . Most cycle can be resolved be that way but some cannot. Please report these to Mellowood

Note you MUST delete the whole cycle of forms first before using the fix or the inventory will disappear and you will have reported the cycle twice in HFEA PRISM -

Patient Registration

You cannot submit a registration form for a patient/donor unless there is a licensed treatment cycle recorded in that patient’s IDEAS record. This cycle should contain a date in the ‘start of follicular phase’ field, on the treatment plan tab.

If the patient is not ready to start treatment, you will still need to have the cycle setup and ensure that you have entered the ‘Treatment plan assigned’ date on the Treatment plan tab. The patient can then be reported on a registration form.

This is usually because there is some incorrect numerical data in IDEAS. Double check the height and weight in IDEAS to determine if correct - note your clinic may collect this in a Progress Note, completed by clinic staff or by the patient using the portal.

Also, if you use the PRISM Progress Note, double check the numbers of previous pregnancies etc.

If any of these number are incorrect, correct them, save and then return to the registration form in IDEAS PRISM Portal. If it still doesn’t collect, report to support@mellowoodmedical.com

Males should never be registered as patients - they can only be registered as sperm donor, intended father or partner. If you have questions about registering transgender patients please contact Mellowood

Partner Registration

You cannot register someone as a partner until the primary patient has been registered

Ensure that the partner is named on the Intended Treatment tab of the treatment cycle. If it doesn’t pre populate, click the three dots and select the partner manually.

From HFEA;

‘If her partner (male of female) intends to the  a legal parent then they should be registered.’

Change of Role - guidance

From HFEA;

'You can only register a female as a patient, a male can either be a partner, sperm donor or an intended father. If there are no associated cycles or treatments, you can delete the registration and submit again as a partner, if that is the case. Please note that if he is a partner linked to a patient, you have to first unlink from the patient, then delete.'

Note that you may already have reported cycles using this incorrect registration - those cycle will need to be deleted before you can delete the registration form and resubmit correctly. WE are aware that this is causing problems, particularly with thaw cycles - we are working with HFEA to identify a more suitable resolution

Donor Registration

You may have registered the donor in HFEA with a different registration number to that in IDEAS. The data sync uses the registration number to match up records and therefore can’t find the HFEA Record.

To troubleshoot - Log into HFEA PRISM and try to locate the donor there. Note the donor registration number and compare it to the registration number in IDEAS.

If they are different , this is why the records do not sync. In order to sync the records you will need to;

• change the reg number in IDEAS to the same reg number that you used to register the donor with HFEA,

• access IDEAS PRISM Portal and then data sync - it should now find the record. click sync

• If you wish to change the IDEAS reg number back to the original number you can then do that in IDEAS, and then you will have to collect the reg form in IDEAS PRISM Portal and resubmit with the new reg number. Click save

Please note that we do not recommend that you change registration numbers of patients or donors after you have registered with HFEA. The Reg number in IDEAS should always correspond with the HFEA registration number.

You can register the donor who have donated at your clinic by creating their file as a New patient in IDEAS - NOT as an External Sperm / Egg donor) - for more information on this follow this link Donor registration - 'new patient' or new 'external semen donor'? Geographical variations , and also How to - Gamete Movement IN .

External Sperm / Egg donor registration is only to be used where the donor has already been registered at another UK centre, and you are importing the gametes from that HFEA centre. Be very careful when bringing in sperm from sperm banks in the UK - some don’t have the sperm in storage in the UK , they are facilitating a delivery directly form the overseas bank

Once you have created the file, if it is a full patient record, ensure you have selected the ‘Additional information’ tab, and tick one of the checkboxes ‘Semen donor’ or ‘Ovum donor’.

If you have retrospectively been adding sperm donors to IDEAS using the ‘new external donor’ option, these will most likely need converted to ‘patient’ file types - you can do this using these instructions https://mellowoodmedical.atlassian.net/wiki/spaces/MMHELP/pages/763953456/How+to+-+Gamete+Movement+IN#Donor-records-in-the-wrong-file-format---how-to-convert

Summary;

• correct record type

• Click ‘Register’ in IDEAS to allocate a number

• if full record, tick ‘sperm donor’ on additional information

Please ensure;

• the donor has a full patient record

• ‘Semen donor’ has been ticked on the demographic details>additional information page

• You have registered the donor in IDEAS (clicked the ‘Register’ button)

Donors brought in from other UK clinics (i.e. already registered with HFEA) should be added to IDEAS as a ‘new external sperm donor’ - you will not have to register these donors, you will just have to submit a Gamete In Form.

Donors brought in from overseas, and in house donors should have a full patient record, and will have to be registered with HFEA. - check above to ensure you have done everything required.

See this page for more detailed information Gamete Movements In and Out & Donor registration .

The HFEA have supplied new lists of characteristics that are coded differently from the previous EDI system. If you take a look at this illustration for the list of Eye colour, you will see a column called ICD10 Code. If it has a value in it, you are to keep it and soft delete all other options.

Do this for Hair colour, Ethnicity and Skin colour

The donor is appearing on the backlog because ‘semen donor' is ticked on the additional information tab in the Demographic Details folder. Untick this box and the donor will disappear from the backlog, and the registration form will disappear from their IDEAS PRISM Portal page.

Instead of creating a new registration form for your patient, you should navigate to their records in IDEAS PRISM Portal and submit a ‘Change of Role’ form. This will allow changes to the original patient registration form rather than submit a completely new donor registration form.

From HFEA;

There is no registration type called "embryo donor". This means that you will need to use the registration type “patient and egg donor sharer” which is used for both egg and embryo donation. For example, the registration type “patient and egg donor sharer must be used if a patient is storing gametes for  “own use” and “donation/surrogacy” in the same treatment cycle.

On the original embryo creation and use forms, you will need to update them - you should adjust the numbers in the form to indicate how many embryos that were originally “stored for patient” to “stored for donation/use in surrogacy” so the inventory will return for the use of donation.    

Shared Motherhood/Embryo Donation Registration Scenarios

You will have to register the gamete providers in PRISM before you submit the Gamete In form.

You will also have to register both male patients as Intended patients (if the both intend to be legal parents) - see guidance here Surrogacy and HFEA PRISM .

The embryos should be added to the male patient record in IDEAS using ‘Gamete IN’ treatment type. If you can’t do this on a male record, please contact support@mellowoodmedical.com, who will be able to switch on that capability for you.

Egg Donation

NOTE - this is not recommended. Eggs should be frozen ‘by the donor’ and then donated in their frozen state for that and use in the recipient record.

The recipient has not had any licensed treatment and HFEA do not require any information about the recipient at this point.

The egg freeze should be documented in the cycle on the donor record with purpose ‘for donation’.

You should not document the freeze lab event in a recipient cycle.

In IDEAS you should ‘claim’ the eggs for the recipient and they will show in the cryostorage section of the recipient homepage.

Once the recipient is ready to use the stored eggs , you should use a recipient cycle, click ‘get eggs/embryos’ and then select thaw from previous or donor cycle.

Shared Motherhood Registration

Please go to this page for more information Shared Motherhood and PRISM

Shared Motherhood - No embryos in Thaw inventory

Check that the patient whose eggs were used in the creation of the embryos has had their role changed to ‘partner’ and linked to the patient (the patient having the thaw and transfer'. If not, and you select ‘partner’ in the Thaw form, PRISM can’t find anyone linked to the patient with the role ‘partner’.

if the inventory is still not correct , report to HFEA.

Common Registration issues

Please see the page Merging patient records .

NB this action should only be taken when absolutely necessary and Mellowood Medical take no responsibility for incorrect / misuse of the tool.

You can enter these details manually into the form, or you can complete the Progress Note entitled HFEA PRISM, which Mellowood will have added to your IDEAS system at the time of installation.

If you would like to incorporate these questions into another currently in use Progress Note, please submit a request to Support@mellowoodmedical.com

The HFEA list of countries has changed - UK is now ‘United Kingdom of Great Britain & Northern Ireland’.

You will need to soft delete ‘UK’ and ‘Northern Ireland’ from your countries list - Got to File>System Configuration>Country. There will be a list of countries available, select UK and then click the Delete icon. Do the same for Northern Ireland.

The HFEA have changed their list of ethnicity options on the registration form. You will need to edit the list of ethnicity available in your system. Go to File>System Configuration>Lists>Ethnicity. Anything in the ICD10 code column with HFEA2 code should be selected and deleted by clicking Edit, selecting the item and clicking Delete icon.

When a patient has both an NHS number and passport on demographics, on Prism you can select between either one to submit the registration under.

• If you select Passport instead of NHS number, firstly CLEAR the NHS number on the PRISM portal, then change the identification type to Passport

You may get an error that the NHS Number Status Indicator Code is missing. This is a requirement by the HFEA, not IDEAS. You can use the ‘HFEA PRISM’ Progress note to record this information for the patient, or complete this directly on the PRISM portal form.

If using NHS number (rather than passport number), you will need to do some trace checks and state what checks you have done, identified by a list supplied by HFEA.

If the patient has been registered under a different name or DOB, the data sync process will present the different options that the patient may been registered under in a drop down menu. Each option should be chosen and the data sync clicked until you find the correct one and the system finds the patient.

You will need to revert the patients record in IDEAS to the name they were last registered with the HFEA.

Then navigate to the IDEAS PRISM Portal and perform the data sync. This should now recognise the patient name and retrieve any old edi data.

Now change the name in IDEAS to their current name, save and navigate to the Portal. Select ‘edit form’, to the right of the registration form, recollect the new data which will collect the new name and click submit.

The most likely explanation for this is that the patient has already been registered previously in EDI but with a different name. For this reason the data sync process doesn’t work as all the details do not match.

You can check how the patient was originally registered with HFEA by accessing HFEA PRISM (as opposed to via IDEAS PRISM Portal). If you are unsure how to do this please see the instructions at the top end of this page, ask your PR, or contact PRISM support at HFEA.

TREATMENT CYCLE FORM - REPLACES ITT FORM

PLEASE NOTE - THIS GUIDANCE HAS CHANGED. IF YOU GET THIS ERROR, FIRST LOOK AT HFEA PRISM TO DETERMINE IF THIS CYCLE IS PRESENT THERE< AND THEN REPORT TO MELLOWOOD SUPPORT WHO WILL ADVICE ON NEXT STEPS.

DO NOT USE ‘ADVANCE CYCLE’ - if this has not yet been disabled in your system it will be soon. Please do not use it even if it is available.

Please see this page for instructions on how to resolve this error - link removeed

The cycle cancellation should be reported on the Egg collection form.

Ensure that you have ticked the ‘cycle cancelled’ box on the treatment plan and ticked treatment and cycle completed.

This should prompt an egg collection form in IDEAS PRISM Portal where you can report the cancelled cycle.

A treatment feature must always be selected. To ensure that stimulated is autoticked when the form is collected, select ‘stimulation’ on the Performed treatment tab

Please see answer below, under Gamete In - you no longer need these EDI form numbers.

Yes, HFEA have confirmed that this type of cycle is reportable as drugs are licensed activity

CANCELLED CYCLES

EMBRYO CREATION & USE FORM

This error has been resolved at HFEA/Mellowood end but still may be showing in IDEAS PRISM Portal - open the forms and close it again and the form should show as green with no errors.

If that still doesn’t work please follow the below instructions;

This error results from registering the partner before the patient, and the linkage doesn’t register properly.

To resolve;

• open the partner registration form

• Unlink the partner from the patient

• SAVE

• Collect the partner registration form again and relink to the patient

• Save/Submit.

Then return to the Embryo Creation & Use form , recollect, save and submit. The error should be resolved

IMPORTANT - THIS INFORMATION HAS BEEN REVISED

Most egg thaw cycles are now submittable without error.

You may see some extra thaw forms - these will be removed at next update.

To resolve retrospective egg thaw cycles see this guidance - https://mellowoodmedical.atlassian.net/wiki/x/AQBd6g

ALWAYS DELETE ALL FORMS RELATED TO THE CYCLE BEFORE USING THE FIX. IF YOU DON'T YOU WILL NOT SEE THE INVENTORY AND YOU WILL HAVE SUBMITTED THE CYCLE TWICE TO PRISM

IUI

IUI cycles are reported in bulk to HFEA annually. They are not reported through PRISM, and patients do not need to be registered with the HFEA.

Partner IUI is not reportable to the HFEA. In order to indicate to IDEAS PRISM Portal that a cycle is DIUI, rather than IUI and therefore a form is required you must identify that the sperm source is a donor, in the Gametes tab of the treatment cycle.

You must complete the insemination event in the treatment cycle folder, as this is where donor information and insemination date information is pulled from;

The stimulated cycle should be recorded as an Egg Collection Abandoned and then you report the IUI separately - either on your annual partner IUI return, or as a DI cycle through PRISM.

We recommend that if this happens, you create a new IUI cycle in IDEAS, not to incorporate into the initial IVF/ICSI cycle.

The error is most likely that you have not selected the stimulation status of the cycle on the DI form. Go back to the form and select ‘stimulated’ or ‘not stimulated’ - this should resolve the error.

Add a pregnancy test date to the treatment plan and then refresh IDEAS PRISM Portal - the EO form should appear

Frozen Cycles

This is a new HFEA requirement. It does not have to be submitted until the thaw has been performed and entered into IDEAS

The IDEAS PRISM Portal update of Feb 2023 will mean that the Treatment Form will not appear in IDEAS PRISM Portal until the thaw has been entered into IDEAS.

If the FET cycle is cancelled and the thaw doesn’t go ahead you don’t need to submit any forms.

This is a change - you now have to submit a Treatment Cycle form, to report that you are carrying out a thaw cycle.

YOU SHOULD ONLY SUBMIT THIS IF THE THAW GOES AHEAD - IF THERE IS A TREATMENT FORM TO SUBMIT IN IDEAS PRISM PORTAL BUT THE CYCLE WAS CANCELLED, REMOVE THE START DATE FROM THE TREATMENT CYCLE AND IT WILL BE REMOVED

The HFEA have introduced increased traceability validation related to the use of previously frozen eggs and embryos.

Previously, when submitting a form to report a frozen embryo thaw and transfer form, the form would autopopulate with the thaw details.

However increased validation rules implemented by HFEA mean that any eggs or embryos thawed in a treatment cycle must have been reported as frozen in a previous data submission (via EDI or PRISM). When thawing, you will have to identify specifically which treatment cycle dates the eggs/embryos have been thawed from - you will be offered a choice in the form, based on previous data submissions.

Mellowood cannot program this form to autocomplete, as the link to the previous freeze cycle must be manually confirmed.

If embryos originate from e.g. two different treatment cycles, their thaws need to be reported as two separate thaw events. This is to ensure the traceability described above. You will be provided with the correct number of thaw forms.

Ensure that you have connected your thaw cycle to the original freeze cycle in IDEAS - this original freeze cycle may be a 'gamete/embryo movement in' cycle type. For more information on this click here Thaw cycle requirements in IDEAS and IDEAS PRISM Portal .

You must NOT use the thaw direct from the IDEAS cryomodule in thaw cycles - you will not be able to report these cycles to HFEA

On most occasions there is not an extra thaw form in error. If you see two or more thaw forms in IDEAS this indicates that you most likelythawed embryos in the cycle in IDEAS which;

• Had multiple original freeze dates (might be day 3 and day 5 from the same source cycle)

• Came from two different source cycles) or

• Thawed on more than one day

You will need to report the thaw from each freeze and thaw date date on a different form, to allow you to select the correct embryos from the inventory.

You must be very careful that you select the correct embryos from the inventory , so that they match what you reported you thawed in IDEAS.

The presence of more than one form should prompt you to double check in IDEAS what embryos have been thawed, and to choose them carefully from the inventory before you report to Mellowood Support

You can see the original freeze date in the lab summary in green font text.

If you need to investigate what you actually reported to HFEA, you will need to log in to HFEA PRISM Portal and locate the thaw form - it will detail the original freeze dates of the embryos that you reported you thawed in the PRISM form. This MUST correlate with what you reported in IDEAS - if not your inventory will be incorrect for the next thaw cycles.

Update 30.10.23 - the next update of IDEAS PRISM Portal should address the inappropriate extra forms. We will let you know when this has been applied at your clinic

First thing to look at is your gamete IN form. Due to changes we made in the latest update, the gamete source drop down in your Movement In form may not be complete.

• if it is just patient oocytes and partner sperm , you can choose that, save and the inventory should then be available in the thaw form. If not, check in HFEA PRISM

• if there is a donor involved (egg or sperm) you will need to delete the from and resubmit , enabling you to identify the donor details. If you’re not sure about this email support@mellowoodmedical.com.

if you look at the lab events you have most likely documented that you have thawed on Day 0.

• If so , correct the luteal day 0 in the treatment plan so that it corresponds to the thaw date and age of the embryo - i.e. if thawing of a day 5 embryo is happening on May 7th , luteal day 0 should be May 2nd.

• Once luteal day 0 is correct , open and save close the lab events to update them to the correct day.

the egg thaw form should no longer be present in IDEAS PRISM

Surrogacy

For detailed information on surrogacy and HFEA PRISM click here Surrogacy and HFEA PRISM

• to update them to the correct day.

the egg thaw form should no longer be present in IDEAS PRISM

Surrogacy

For detailed information on surrogacy and HFEA PRISM click here Surrogacy and HFEA PRISM

Info
our patient brought their embryos to our clinic (we reported this on a Gamete In cycle)and now we are thawing them to transfer to a surrogate - we cannot find the embryos in the inventory to thaw

Currently you will not be able to locate those embryos in the inventory , to allow you to report the thaw. we are working with HFEA on how to resolve this.

Outcomes

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My patient is not pregnant after their treatment. How do I report that to HFEA - there isn’t a ‘not pregnant’ option to tick?

You should report 0 foetal hearts and 0 sacs on the early outcome form. This is imposed by HFEA rules and Mellowood Medical cannot change this

Info
i need to report the early outcome but there is no Early Outcome form visible in IDEAS PRISM Portal

ensure that there is a a date beside the pregnancy test result dropdown in the Treatment plan Tab

Info
My patient has a clinical outcome (Live birth, miscarriage etc) but there is no outcome form available in IDEAS PRISM Portal

One potential issue could be the lack of Clinical pregnancy date in the treatment plan tab;

The report will only list Pregnancy Outcomes for patients that have been in gestation for 37 weeks or more (providing the Estimated Date of Delivery is entered). In cases where a patient has pregnancy outcome where they did not reach full term (miscarriage) - you should end the cycle with the ‘Cycle completed’ tick box - this will then allow you to enter the pregnancy outcome on PRISM

Please also ensure that the patients

1. Pregnancy test date and result is entered

2. Clinical pregnancy date (gestational ultrasound scan when fetal hearts were observed)EDD - which is auto calculated from pregnancy test date. if no fetal heart was observed there should not be a date in the clinical pregnancy date field)

3. 

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My patient is has reported an early outcome which will not require a pregnancy outcome submission but there is one to complete in PRISM

Opposite of the above question - remove clinical and estimated delivery dates and the pregnancy outcome form should disappear in PRISM.

NOTE - IF YOU HAVE SUBMITTED THE PREGNANCY OUTCOME FORM YOU MUST DELETE IS USING IDEAS PRISM PORTAL BEFORE REMOVING THE DATES IN THE TREATMENT PLAN

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I get an error relating to pregnancy outcomes and fetal hearts mismatch but i think it’s incorrect

for more info click here Early Outcome / Pregnancy Outcome Form - Incorrect number of fetal hearts .

Gamete IN

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I am reporting a Gamete Movement in, and I get errors that don’t seem to relate to the submitted form

If no inventory appears, do not click ‘Save’ , as you haven’t selected anything form the inventory to move.

You should select ‘back’ and then do further investigation into why the items are not available in the inventory - Gamete Movement In - No Inventory available .

NB - if this is donor sperm movement from London Sperm Bank, please make sure you have the correct registration centre https://mellowoodmedical.atlassian.net/wiki/spaces/MMHELP/pages/763953456/How+to+-+Gamete+Movement+IN#Donor-records-in-the--wrong-file-format---how-to-convert

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I am reporting an embryo Gamete Movement in, and I get errors related to donors but the embryos were not created with donor gametes

Make sure that you have chosen the option ‘Person registered at THIS centre’ on the form - this may resolve that error.

Info
We have had a recent update but I am reporting a Gamete Movement in, and I still get errors related to donors irrelevant to what I’m reporting

Once you choose the samples from the inventory some more fields will appear. You must complete them before you save the form;

Also see https://mellowoodmedical.atlassian.net/wiki/spaces/MMHELP/pages/763953456/How+to+-+Gamete+Movement+IN#Spring-2024-Update

Info
I want to submit a Gamete In form but I don’t see it in IDEAS PRISM Portal

Gamete/embryo movement is dealt with slightly differently by HFEA PRISM and therefore your workflow in IDEAS will be slightly different. It is important that your patients and, in particular, donors are in IDEAS in the correct record format, for this process to work correctly. IMPORTANT - PLEASE READ How to - Gamete Movement IN.

In brief, to submit a Gamete In form to report import of gametes/embryos from another UK clinic you will to ensure;

• the supplying centre has submitted a Gamete Out form to the HFEA

• The HFEA number of the supplying centre

• the registration number of the egg supplier FROM THE SUPPLYING CLINIC

• You have created a Gamete In treatment cycle and used the ‘Gamete Movement In’ lab event to store them in IDEAS (DO NOT USE THE CRYOSTORE LAB EVENT)

Note
Please note the following from HFEA; Issue Description: Movements to/from API clinics not yet deployed to PRISM won't be able to be completed.  Recommendation: Unless you are sending / receiving from a clinic that enters data directly to PRISM (see user guide for list), you will need to wait until the end of the deployment period until you can post this record.

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I am reporting a Gamete Movement in, but i don’t get enough forms to choose all the eggs/embryos from inventory

If you you are moving in embryos or eggs that have different freeze dates, each freeze date should be addressed in a separate gamete in cycle - see this link for more information Gamete in - bringing in egg/embryos with multiple freeze dates

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I am submitting a Gamete In form to report receiving embryos from another UK clinic but the embryos are not available in PRISM to choose

You should double check with the supplying centre that they have submitted a Gamete Out form - this will make the gametes/embryos available for you to select from the HFEA inventory in PRISM. You should also double check the original registration number used in the centre that they were originally registered, of the patient who supplied the eggs to create .

Follow this link for more information Gamete Movement In - No Inventory available

Gamete OUT

also see How to - Gamete Movement OUT

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I am discarding donor sperm , using the correct method directly from cryomodule, but no Gamete Out forms appear in IDEAS PRISM Portal

Most likely you have not ticked ‘sperm donor’ on the additional information page in the Demographic Details. Tick this and re-access IDEAS PRISM Portal.

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I am reporting a Gamete Movement Out, but i don’t get enough forms to choose all the eggs/embryos/sperm straws from inventory

When using the ‘ship’ or discard' function in the cryomodule, you should do individual procedures for different freeze date batches. e.g. if you have embryos frozen on 27.08.23 and 28.08.23, you should do 2 separate ‘ship’ events, to ensure that you get 2 Gamete Movement out forms to report this correctly on - How to - Gamete Movement OUT .

Partner sperm movement between UK centres

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This is not reportable to the HFEA but I unintentionally create an unrequired Gamete In or Out form in the patient’s PRISM record when I bring partner sperm in or out of my clinic, which then appears on my backlog report

For partner sperm movement you should record the movement slightly differently in IDEAS to that of donor sperm, to prevent the creation of the Gamete In or Out form. See these pages How to - Gamete Movement IN , How to - Gamete Movement OUT .

Partner sperm movement to outside UK

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I am shipping partner i.e. non-donor sperm outside of the UK and need to report this on a Gamete Out form. How do i do this? i am shipping partner sperm i.e. non-donor sperm outside of the UK and a Gamete Out form has appeared. How do i get rid of this as this is not a reportable activity

UPDATE 29/06/2023 - HFEA have clarified that this activity is not reportable to them using PRISM - please ignore the Gamete Out form and we will change the script in the next update to ensure that it does not appear.

For good practice, regardless of PRISM reporting, you should use the Ship option from the cryomodule, in the same manner as you would for any sperm movement. You should tick ‘international’ and choose the country from the drop down below this.

Info
I am sending gametes/embryos to another clinic. How do I do this in IDEAS to prompt a 'Gamete OUT' form in IDEAS PRISM Portal?

Gamete/embryo movement is dealt with slightly differently by HFEA PRISM and therefore your workflow in IDEAS will be slightly different. It is important that your patients and, in particular, donors are in IDEAS in the correct record format, for this process to work correctly. IMPORTANT - PLEASE READ How to - Gamete Movement OUT .

The Gamete Out treatment type has been removed from your system - you should no longer (and cannot) report gamete/embryo movements out of your clinic (to another clinic or to discard them) using a treatment cycle.

All movements out are now performed in cryostorage module, accessible by clicking the snowflake.

To remove an item form storage and prompt a Gamete Out form to be available in the IDEAS PRISM Portal, if transferring to another clinic (UK or outwith);

• the gametes/embryos should be removed from the IDEAS record using the ‘Ship’ option in the cryomodule, identifying the transfer type by checking the appropriate option, and then selecting the location from the drop down - see screen shots below.

• ‘Reason for shipping’ and ‘shipped to’ are not required for PRISM but can be completed for your own records

To discard embryos/donor gametes at the end of storage see below.

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I am discarding embryos/gametes at the end of their storage period - how do I do this in IDEAS to prompt a ‘Gamete OUT’ form in PRISM?

Please read in conjunction with the above question.

If you are discarding embryos e.g. at the end of consented storage period - you should use the ‘Discard’ option in the cryomodule.

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I am sending gametes/embryos to another UK clinic - how do i obtain the EDI treatment form number reporting their creation, to supply to the receiving clinic?

You do not need to supply the EDI treatment form number any more - the supplying centre will not require it as they will be identifying the gametes/embryos in PRISM from the live inventory, not the treatment form number. This has been confirmed by HFEA.

Errors

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Where do I find the error report to find which forms have errors in them and need corrected?

Error reporting happens slightly differently in PRISM. HFEA validation rules are applied in real time, and you will immediately know if your form has a ‘critical’ error in it - you will be told you cannot submit the form, and information on the error will be reported at the top of the form.

However, some forms can be submitted containing ‘less critical’ warnings. These forms will be accepted by the HFEA, you will received a confirmation that they have been accepted, but they will be highlighted with an ‘Attention Required’.

When opened the description of the error will be detailed at the top of the form. For more detailed information click here Form errors .

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How to do I access reports e.g. donor family limit, as I used to do from EDI?

These reports are available on HFEA PRISM website. Please see the document at the top of this page describing how you can access HFEA PRISM.

HFEA Validation Rules

The HFEA release information about which validation rules they are going to ‘switch on’ in their Clinic Focus communication. This communication is available in the HFEA Portal, in HFEA Clinic Focus December 2022 and you can also subscribe to their emailing list.

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I submitted a form successfully some time ago, but it now shows on the HFEA validation error list as having an error. It still shows as green on IDEAS PRISM Portal until i open it.

HFEA are now routinely activating some validation rules, which might mean that forms that were submitted a while ago and showed as green in IDEAS PRISM now contain HFEA validation errors. Unfortunately the form containing the retrospective errors as a result of a new validation rule switch on will remain green until you open the form. The up to date list of forms which contain validation errors is visible on HFEA PRISM.

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How can i get a list of all forms submitted with validation errors - the HFEA report is really difficult to navigate

You can run a report of validation errors in HFEA PRISM and export to Excel - then you can look at all your errors and sort by type;

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How do I access the IDEAS PRISM Portal?

A link to the IDEAS PRISM Portal is available in the Picklist area on the patient record. Double click on that to direct you to your browser (this must be Firefox, Edge or Google Chrome by default) this will allow you to log in to your IDEAS PRISM Portal with your IDEAS username and password, and should open with the patient whose record you accessed the picklist from.

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How do I access the HFEA PRISM site for my clinic?

To view your submitted forms, validation reports, donor family reports etc you can access the HFEA PRISM site. Please see the below document for more information. YOU SHOULDN'T SUBMIT ANY FORMS VIA THE HFEA PRISM WEBSITE - YOU MUST DO THIS VIA IDEAS PRISM PORTAL.

It was not always the case but IDEAS clinic staff can now access HFEA PRISM.  This should help with problems by allowing you to do various things including;

• Double checking if patients have already been registered with HFEA

• In the event of the data sync not ‘finding’ the patient, double checking that the sync is not being performed with a different name in IDEAS as that they were originally registered in EDI with

• Double checking how many embryos have been reported frozen in the past via EDI, usually required when reporting an FET and an unexpected number of embryos is available for thaw, or when discarding.

• Double checking on cycles reported if a duplication error happens

View file
name PRISM access for API clinics guidance notes_081221_Final.docx

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Do i submit licensed treatment data the same way as before?

No, data will be submitted via a new IDEAS PRISM Portal, which is held within your internet browser, rather than within your IDEAS software. The IDEAS PRISM Portal is an application programme interface (API) linked to your IDEAS database, working to transfer licensed treatment data and forms from the data in your IDEAS system to HFEA PRISM.

During the downtime it is very important that you do not attempt to use EDI to ‘validate’ the forms - the validate function will not work as there is no communication with the HFEA, and you may disrupt the form submission report you will be using to identify what needs to be submitted once you are live with PRISM.

In the old system, you submitted forms from the patient file. With PRISM, you will navigate to the IDEAS PRISM portal in your internet browser, where you will log in with your IDEA username and password.

You will then locate your patient and submit their forms from the browser.

For more information go here How to log in to IDEAS PRISM Portal

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Are the forms in PRISM the same as the forms that were in EDI?

The forms that are submitted through PRISM collect broadly the same information as those that you have been used to submitting via EDI.

One change is that the Treatment Form, documenting the lab data from egg collection to embryo transfer (or the end of the cycle) is now two separate forms - an Egg Collection Form which contains data up until the point of fertilisation check, and then an Embryo Creation form which collects information about any embryos created from the insemination, and their fates.

See a comparison of old and new form types here PRISM forms - comparison with EDI forms

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What if my patient was registered using the old EDI system, and I now have to submit an egg collection form using the new PRISM system?

In order for PRISM to recognise the patient, the first time you submit a form for them using PRISM you will need to synchronise the information from any previous submissions. This can be done with the click of a mouse and will only need to be done once - for more information click here How to synchronise IDEAS data with data previously submitted through EDI .