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.

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

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.

Data sync problems

Any attempt to report via EDI after the switch off on the 27/08/21 would not have been received by the HFEA (notification was provided to clinics many weeks in advance of this date to not use EDI from the 27/08/21 for reporting).

Unfortunately these patients and cycles will not data sync, and you will have to add the data in manually with the ‘Collect form’ button.

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.

Partner Registration

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.'

Donor Registration

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 their gametes.

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’.

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.

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. Please contact Mellowood Support if this is the case.

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.

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.

Shared Motherhood Registration

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

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.

If the patient was indeed originally registered with a different name, take the actions explained in the FAQ above - this should resolve the problem.

TREATMENT CYCLE FORM - REPLACES ITT FORM

Please see this page for instructions on how to resolve this error Treatment cycle \ Donor Insemination - Cycle already exists Error

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.

EMBRYO CREATION & USE FORM

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

Remove any numbers from the ‘fresh eggs used’ box at the top end of the form and save - errors should resolve.

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 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.

Frozen Cycles

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

If the thaw doesn’t go ahead you don’t need to submit any forms.

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 within the same form. 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 IDEAS PRISM Portal - requirements for thaw cycles in IDEAS .

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

Surrogacy

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

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;

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)

3. EDD - which is auto calculated from pregnancy test date

4. 

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

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

Note we are working with HFEA to work out how to resolve some retrospective issues. On support tickets we may ask you to set these cases aside for the time being.

Gamete OUT

also see How to - Gamete Movement OUT

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.

Partner sperm movement between UK centres

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

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. Indicating the country in the ‘shipping to’ is not sufficient to prompt a Gamete Movement Out form.

Gamete IN

See also How to - Gamete Movement IN

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)

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

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.

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.

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

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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