The Ardens searches are frequently updated to align with the latest primary care requirements and therefore it is essential to keep GP practices updated with the latest searches and kept informed of these changes.
GP practices will receive scheduled updates of the latest version of the Ardens searches every 3-4 weeks, with the option to manually upload any recent versions between this time. This includes updates to local contract searches if you are an Ardens Plus customer.
Scheduled Search Update Process
The Ardens searches will be updated every 3-4 weeks and practices will receive an email notification a day before the update commences. You have the choice to cancel this update via the Ardens Portal (click the 'Cancel' button on the Pending Search Update) should you wish to.
The process typically takes around 48 hours to complete with the following taking place:
- "Ardens Searches" folder updated with the latest search versions.
- Previous versions are renamed with a 'zOLD' prefix and moved to a dated folder within the 'Ardens Archive' folder.
Please note - the archived folders will be deleted every 3-4 weeks unless you opt-out.
Once complete, practices will receive a post-update email notification advising of the updated searches. There is also the option to add these notifications to the practice organisation notepad, for further information on this access this support article.
Requested Immediate Search Updates
If practices wish to be scheduled for an update before the regular update, this can be requested via the Ardens Portal.
You will join a priority queue and the update will generally be completed within 48 hours.
Please note - deletion of previous search versions will only take place during regular scheduled updates.
Manual Search Updates
Practices have the option to manually download and upload the latest version of the Ardens searches at anytime. For instructions on how to do this access the following support article.
To Cancel an Update
To cancel a scheduled search update either:
a) Visit the Ardens Portal and click the 'Cancel' button under the 'Pending Search Update' section.
b) Reply urgently to the email to request that the update is cancelled.
Important Notes
- Folder Naming: Please do not rename the 'Ardens' search folder or any subfolders, as this can lead to duplicate folder creation during updates.
- Custom Searches: Ensure any customized Ardens searches or personal content are moved to your own folders, not stored in the Ardens folders.
- Search Deletion: Some searches may not currently delete, if we encounter searches that we are unable to delete, then we will skip them and try again in future scheduled search update routines.
- Copying Ardens Searches - it is important to note if you only copy parts of the Ardens searches or connect your own searches to the Ardens searches, the deletion process will delete the connected searches. We do not recommend copying Ardens searches but if required, please make sure you copy the entire content of the specific Ardens folder and paste it in your own folder outside of Ardens.
How to Manage your Settings
To manage your update preferences, including deletions and notifications of search updates, access the Ardens Portal.
If you require any further assistance on the process above, please contact Ardens support on: support-emis@ardens.org.uk