TABLE OF CONTENTS
Introduction
The Ardens LTC Annual Recall System provides a streamlined, standardised approach to managing annual long-term condition (LTC) recalls within EMIS and SystmOne. It enables practices to combine multiple condition reviews, improve efficiency, and support best practice patient care. Learn more about the recall system by accessing our support articles.
Support article for EMIS practices
Support article for SystmOne practices
Availability
When will the updated resources be available?
The updated resources are now available.
Do we need to install or download anything?
For SystmOne practices, all resources are available straight away.
For EMIS practices, resources will be available as part of the next routine update (this can take up to 6 weeks). If required sooner, they can be downloaded from the EMIS Download Portal.
Will the old EMIS recall system still be available?
The current system for EMIS practices will remain available alongside the new system until April 2027. For SystmOne practices there will be enhancements and improvements to the existing resources.
What if we've used the old SystmOne LTC invite code?
The old code is still used in the invite reports to ensure the correct patients are included/excluded, but the new code should be used from now on.
Plan
How does birth month recall work?
Patients are identified based on their birth month for annual review scheduling.
Can we change a patient’s recall month?
Yes, EMIS practices can add a diary entry to change the recall month and SystmOne practices will add a dual code.
Will searches run automatically each month?
No. Searches update when manually run, but identify patients due within their recall month.
What about practices where birth month recall doesn’t work (e.g. student populations)?
Practices can use the chosen recall month to call patients at time that works best i.e. term times.
Are QOF and non-QOF conditions included?
Reports will be available for 'QOF + IIF' and 'QOF + IIF + Best Practice'.
Does this replace EMIS A/B/C recall systems?
Yes, but gradually. The EMIS A/B/C systems will remain available until 2027.
Can it be used alongside other systems (e.g. Abtrace)?
Yes. Ardens searches can be used to validate patient cohorts.
Notify
Why is a separate 'LTC invite' code used rather than the 'QOF invite' code?
To ensure the accuracy of the invite reports, a separate 'LTC invite' code is used to ensure the recall process works. The additional 'QOF invite' code can also be added at the same time, but we recommend this is done at the end of the year.
Can QOF-specific codes still be added?
Yes. Practices can add QOF codes alongside the generic code.
If a patient has multiple LTCs, will they receive multiple invites?
No. Patients will receive a single invite covering all their conditions for their initial assessment.
Will the invite specify each condition?
No. A generic invite code is used. However, condition-specific (QOF) codes can also be added if required.
What happens after 3 invites?
Patients will appear in separate “Invite - to chase” reports so they are not lost to follow-up.
Will patients who already had a review be included?
No. Patients already recorded as LTC initial assessment, LTC annual review, LTC annual review completed or LTC default from follow-up within the financial year will not appear in invite reports.
Can we invite patients before their recall month?
Yes. Searches can be run at any time (e.g. 1–2 months in advance).
How are care home and housebound patients managed?
They are excluded from standard invite searches and managed in separate folders.
Are vulnerable groups (e.g. SMI, LD) identifiable?
Yes. These patients can be viewed separately in reports.
Is a generic invite code used?
Yes. A single generic invite code is used for LTC recalls.
Assess
What if we do not do an initial assessment?
Practices can just skip the 'LTC Initial Assessment' template and just use the 'LTC Review' template instead.
What if we do not use an in-house phlebotomy?
You can still use the initial assessment invites as the assessment is wider that just blood test, for the test, this can be covered by the wording of the invitation.
Are templates updated automatically?
Yes. Templates are automatically updated. No action required.
Will templates adapt to patient conditions?
For EMIS practices templates are “smart” working and will only display relevant LTCs for each patient. For SystmOne practices LTCs will be active or greyed out for the patient.
Can questionnaires be combined for multiple conditions?
You would need to send separate condition questionnaires. However, for SystmOne practices, we do have some questionnaires such as the LTC wellbeing questionnaire that will capture data to be used across several conditions.
Does the system include medication monitoring?
Not in the initial release. This will be added in future updates.
Why does it show blood tests within the last 2 months?
This reflects clinical relevance (recent results may not need repeating).
Does it include diary blood tests for EMIS practices?
Yes. Both diary and routine tests are displayed.
Review
Are there condition-specific reports?
Yes. Reports can be further filtered by individual conditions (e.g. asthma-only, COPD-only) for reviewing purposes.
Can we separate patients with only one LTC?
Yes. There are reports specifically for single-condition patients for reviewing purposes.
What if we have a patient who requires more frequent monitoring than once a year?
These patients will be picked up by the interim review searches.
Evaluate
Will reports show patients with no activity in the last year?
Yes. There are searches to identify patients with no activity in the previous or current financial year.
Automation
Is the recall system automated?
Currently, searches and processes are manual.
Is full automation planned?
Yes. A future Ardens Manager module will:
- Identify eligible patients
- Send communications (SMS, NHS App, email)
- Link to booking, questionnaires, or triage
Email accounts@ardens.org.uk for more infor
When will automated recalls be available?
Planned for later in the year (date TBC).
Training
Will training sessions be recorded?
Yes. All webinars are recorded and shared on our recorded webinar pages.
Will slides and recordings be available?
Yes. Both slides and recordings will be sent out following the webinars and included in the description of the webinar recording.
How do we book training?
You can book training by emailing: training@ardens.org.uk
If you require any further assistance on the process above, please contact Ardens support on: support@ardens.org.uk