Form Submission Method

• submit forms via a query on the patient record picklist

• log into the Portal in an internet browser and locate your patient using the search button

• If the patient was registered or had any other forms previously submitted through the EDI system, you will need to click the data sync button to sync that old data before you can submit

• you will only need to do this ONCE

Registration forms

• If a patient becomes a donor, you would have to submit a separate registration form to register them as a a donor

• You will now amend the existing registration form selecting ‘Change of Role’, and then registering the patient as a donor

• no treatment cycle required in IDEAS

• there needs to be a treatment cycle in the patient record in order for the registration ‘add form’ option to be available in IDEAS PRISM Portal.

This can just be an intended cycle with estimated start date - the patient may not be ready to start treatment now but this cycle can be edited when the time comes for them to start treatment

Intention to Treat Form

Treatment Cycle Form

This provided an estimated start of stimulation drugs

This is now the Treatment Cycle form and confirms that the patient has started stimulation. It is not submitted unless the stimulation cycle actually does start

Lab Data - fresh cycles

• from the point of egg collection, all lab data is submitted on an Embryo creation and use form

Lab data is now submitted over two forms;

• egg collection form - collects information about eggs collected and discarded, with no insemination or gamete source data

• embryo creation and use form - collects information from stage of insemination to end of lab data (embryo transfer/freeze all/ failed fert etc)

Gamete Source - Fresh and Frozen Cycles

• Gamete source autopopulation

• You will need to ensure that the gamete source is completed in the ‘Performed Treatment’ tab of the treatment cycle, for it to autopopulate the Embryo Creation and Use form.

• You can also choose to complete this manually

Lab Data - frozen cycles

• When submitting an FET form, it would be autopopulated from the lab events in the treatment cycle. You didn’t need to identify the specific treatment cycle that the thawed embryos were created from

• Any data submission to report a freeze, thaw or shipping event now queries a ‘live’ inventory of embryos in storage for that patient - if they haven’t been reported as frozen they will not be available to thaw in PRISM

• You will also be selecting the precise embryos to thaw - e.g. for a patient with embryos frozen on multiple dates, you will choose the precise ones that you thawed.

Donor insemination cycles

You will have to complete the insemination event in the treatment cycle folder, where you can identify the donor, in order for the fields to autopopulate. If not you have to manually complete the donor and centre codes

Gamete movement forms

these were submitted reporting the movement

• these forms now query a live HFEA inventory. This means that, if you are reporting a Gamete IN movement from another UK clinic, the clinic must have submitted a Gamete Out form to the HFEA in order for you to be able to ‘choose’ those gametes to move in to your clinic. You will need to know the registration number of the gamete provider/egg provider for embryos that was used to register them in the UK FOR THE FIRST TIME. This may not be the reg number form which you are importing them from.

Corrections

• when submitting a correction form, sometimes it takes 24 hours to be validated

• Validation is in real time - depending on the error, you either won’t be able to submit the form. The other scenario is that you can submit the form but you get a warning message about , or you will but the error will be visible immediately

• if you needed to correct a form, it was submitted as a new form, with a new ID

• there will only ever be one version of the form, and it is edited and validated in real time.