THIS PAGE IS UPDATED REGULARLY - See review history below

There are a few obvious differences between the current system used to submit your licensed treatment data to the HFEA, and PRISM;

  • Instead of submitting the forms directly from the patient record in IDEAS, you will access a PRISM portal in your internet browser.

  • errors in form completion will be detected in real-time and you won’t need to wait until the form is returned to find what they are - you won’t be able to submit the form until it is completed correctly

  • when freezing, thawing or shipping, you will be querying a ‘live’ HFEA database, rather than your IDEAS system

For a comparison table between old EDI and new IDEAS PRISM Portal see here What's Different in IDEAS PRISM Portal?

When will my clinic get integrated PRISM?

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.

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.

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

Unsubmitted data - during downtime and for regular validation

How will we keep track of what data has not been submitted during the 'shut down phase?

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.

What will happen to our old data?

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.

Cycle type does not appear on backlog query results

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

We attempted to submit forms using the EDI system within IDEAS after the cut off time of 27 August 2021.

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

I want to register my patient in PRISM but the overview page in IDEAS PRISM Portal does not show me the button to submit a registration form

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

My patient is registered and has an active treatment cycle but there is an error when i submit the embryo creation form that the partner must be registered. When i access her partner’s IDEAS PRISM Portal record , there is no option to data sync or add registration form

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.

My patient is having treatment with donor sperm - does her partner have to be registered?

From HFEA;

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

Donor Registration

I want to register my donor in PRISM but the overview page in IDEAS PRISM Portal does not show me the button to submit a registration form

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'? , 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.

My patient has had a treatment cycle, and now they are going to be a donor for someone else - how do I register them?

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.

Surrogacy and Embryo Donation Registration Scenarios

We have imported some embryos from overseas for a same sex male couple. Who do we need to register in PRISM?

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

We are trying to register a female same-sex couple who are undergoing a shared motherhood treatment cycle (one woman is having the egg collection and her partner is having the embryo transfer). How should we register these patients as we understood that this is no longer considered a donor cycle

From HFEA;

In the new register,  for female sex couples the egg provider is registered as the “patient”(P1)  and the partner is registered as normal “partner”(P2).

  •  Stimulation, egg collection and embryo creation and use are recorded under the patient (P1). (NB: for frozen embryos, the storage is recorded under  “ personal use” but for a Fresh embryo transfer, the storage is recorded under “donation”)

  •  To record an FET or fresh embryo transfer under P2 ( partner). The clinic will first need to swap the role from “partner” to “patient".  When the FET or ET record is viewed in Prism – the gamete source details will read  “ partner eggs and donor sperm”.


Egg provider;

  • Register as a patient

  • Create treatment cycle in IDEAS

  • Submit Tx cycle form

  • Submit Egg Collection form

  • Submit Embryo Creation & Use Form, detailing how many embryos are being donated, either fresh or frozen

  • The egg provider should then change their role to ‘partner’ - using the registration form ‘change role’ form

Embryo Recipient;

  • The embryo recipient should change their role from partner to patient - using the change of role.

  • Create a embryo recipient treatment cycle on the recipient IDEAS patient record

  • The donation event should happen in the donation cycle

  • If relevant, the thaw should happen in the recipient treatment cycle

Male:male couple using donor eggs and freezing embryos and transfer to gestational carrier

Egg donor

IDEAS - treatment cycle should involve collecting eggs and freezing with the purpose ‘donation for use by others'’

PRISM - Register as egg donor

PRISM - Submit ‘treatment cycle’ form

PRISM - Submit ‘egg collection form’ - stored for future

IDEAS - Complete Treatment & Cycle

Male Recipient

IDEAS - claim eggs in storage

IDEAS - create an egg thaw cycle (or equivalent in your IDEAS), identifying the oocyte source as donor

PRISM - register as intended parent

IDEAS - thaw inseminate and freeze embryos - purpose of donation OR

PRISM - Submit Treatment cycle Form

PRISM - Submit Embryo Creation & Use form - reporting the receipt of eggs, insemination and embryo creation & storage

IDEAS - Complete Treatment & Cycle


Surrogacy/Gestational Carrier Cycle

Common Registration issues

as part of our process, or accidentally, we have two records for the same patient and this is causing problems when data syncing in the IDEAS PRISM Portal. I need to merge both records

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.

How do i autopopulate my patient registration forms with information about;

  • Consent to Disclosure information,

  • Healthcare number,

  • Number of previous pregnancies and live birth

  • Date of intercourse without contraceptive

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

I am entering UK as a country of birth but am receiving an error on my registration form

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.

I receive an error relating to ethnicity in the registration form

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.

Patient Registration - I have entered NHS number and passport number in IDEAS, and select Passport in PRISM but I get an error & can only submit NHS number

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

What is the NHS Status indicator code?

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.

I’m having trouble registering a donor

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.

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

I am registering a donor, and all physical characteristics have been entered into IDEAS but they are not autofilling the PRISM registration form

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

My patient changed their name since the last time i submitted information about them. The data sync doesn’t work and i cannot submit any more forms.

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.

I am trying to data sync my patient registration details but I get an error saying that the ‘NHS number has already been registered at this centre’ or a ‘uniqueregnum’ error

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

I get a ‘cycle already exists’ error when i try to submit a Treatment Cycle form

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

My patient started stimulation drugs, and i reported on the Treatment Cycle form, but they didn’t not respond and the egg collection was cancelled. How do i cancel this cycle?

The cycle cancellation should be reported on the Egg collection form

I always have to manually tick ‘stimulated' on the treatment form ‘Treatment feature' list

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

I need the EDI treatment form number to supply to another centre, where i am exporting gametes/embryos

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

IUI

I cannot register my patients to report IUI cycles using partner sperm

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.

I have reported a DIUI cycle, but the early outcome form has an error mentioning treatment features

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

What is a treatment cycle form? I didn’t need to submit anything like this before for frozen embryo 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.

Why is Frozen Embryo Transfer form submission different now - why do i have to add data manually?

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.

I thawed some embryos but they didn’t survive. I then thawed a second batch of embryos, which were frozen in a different treatment cycle. How do i report this?

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. There is a button on the thaw form to allow you to add a second thaw event.

I have submitted a treatment cycle form for an FET cycle but it was cancelled before we thawed/warmed any embryos? What should I do?

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

Surrogacy

What treatment types and features are required in a surrogacy frozen cycle?

From HFEA;

The embryo creation and use ( donation) is reported under the intended mother, and both FET or Fresh embryo transfer is reported under the surrogate.

 Embryo thaw is reported under the  intended mother only if the treatment type is “Embryo Thaw ( screening only)” and the treatment feature is “embryo biopsy”.

For an FET the thaw and transfer are reported under the surrogate. If biopsy is included in the treatment, then the treatment feature will be “embryo biopsy”, if no biopsy is included, there would be no treatment feature.

Outcomes

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

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. 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

Partner sperm movement between UK centres

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 .

Gamete IN

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)

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.

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 .

Gamete OUT

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.

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?

This method is subject to your clinic having the most up to date version on IDEAS PRISM Portal

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.

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

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 .

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.

What’s New!

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

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

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 .

Review History