Depending on the wave you are in, it may be some weeks between the EDI is switched off and when you can submit data via PRISM. You will be unable to submit data to the HFEA in that interim period. Rest assured we are working with the HFEA on this, and they are aware that this will be the case.

Mellowood will be rolling out the implementation of our new interface with PRISM in waves. We will contact you to let you know when your wave will be.

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.

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.

Unsubmitted data - during downtime and for regular validation

Mellowood will supply queries and reports to identify outstanding forms which were not able to be submitted during the period of time when no data could be submitted Query to manage HFEA form submission.

Data in the existing Register will be migrated to the new Register by the HFEA.

If a patient was registered using the old EDI system, their data will need synchronised before you can submit any further forms. For more information see below and also at this link How to synchronise IDEAS data with data previously submitted through EDI.

You may find that some cycle types do not appear on your backlog query results. this could be because they haven’t been configured correctly. This can only be checked by Mellowood staff - please contact support@mellowoodmedical.com, and use PRISM as the subject line. Also cc. mwest@mellowoodmedical.com

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.

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.

Donor Registration

You can register the donor (create their file as a New patient in IDEAS - NOT as an External Sperm / Egg donor)

Once you have created the file, select the ‘Additional information’ tab, and tick one of the checkboxes ‘Semen donor’ or ‘Ovum donor’.

Alternatively, you can submit a registration form for a donor IF there is a licensed treatment cycle recorded for the recipient, linking the donor as the source of eggs or sperm.

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

You will need to soft delete ‘UK’ 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

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.

Donors must be created in IDEAS using the ‘New patient’ option, rather than ‘new external donor’ option, and the appropriate donor type must be ticked on the additional details page in the demographic details. For more information on this click here Donor registration - 'new patient' or new 'external semen donor'? .

If you currently register donors as external donors, this will cause difficulties with registration & data sync in PRISM. Please let us know if you currently add donors to IDEAS this way and we can work with you to convert those records into full records.

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

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.

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.

Frozen Cycles

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

As long as there is no thaw event in the lab, you don’t need to report anything beyond the initial FET treatment cycle.

Outcomes

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

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

Gamete IN & OUT

Gamete/embryo movement is dealt with slightly differently by HFEA PRISM and therefore your workflow in IDEAS will be slightly different. For more help click here 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)

To submit a Gamete Out form;

• the gametes/embryos should be removed from the IDEAS record using the ‘Ship’ option in the cryomodule

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

• The Gamete Out treatment type has been removed from your system.

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 .

We are working on an efficient way on how to distinguish between partner sperm and donor sperm movements. Please ignore this breach for the moment. It will not show on HFEA records as a breach and so will not cause you any issues with compliance. We will update you.

Errors

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 .

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.

What’s New!

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

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

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 .

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