Guidance for completing the registration form

This document is to guide you through the information required in order to complete your registration. Ensuring that you understand what is required of you and have all this to hand when you start will simplify the process. Information that is mandatory is marked in red. If you are short of time all non-mandatory information can be added later, once your profile is set up. A printable copy of the guide is found here.

  1. Select Insurers 
  2. Section 2 - About You
  3. Section 3 - NHS Practice
  4. Section 4 - Private Practice
  5. Section 5 - Fitness to Practise
  6. Section 6 - Medical Secretary Details
  7. Section 7 - Payments
  8. Section 8 - Medical Indemnity Insurance Details
  9. Section 9 - Contact Details
  10. Section 10 - Review and Submit

 

Select Insurers

This relates to your registration with the following insurance companies:

• Aetna Global Benefits
• Aviva
• AXA PPP healthcare
• Healix Health Services Ltd
• VitalityHealth

If you already have recognition with some or all of these, tick the necessary boxes underneath “Already Recognised” and click “Yes” or “No” to indicate whether you adhere to that insurer’s fee schedule. Hyperlinks to the insurers’ Terms and Conditions (apart from Healix) and their Fee Schedules are available.

If you are not currently registered with some or all of these, you can apply for recognition via your registration. Tick the relevant box underneath “Apply for Recognition” and click “Yes” or “No” to indicate whether you adhere to that insurer’s fee schedule. Please note that in order to request recognition from AXA PPP healthcare and VitalityHealth it is mandatory to adhere to their fee schedule.

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Section 2 - About You

 Professional Details

FORM LABEL

DESCRIPTION

Select Profession^ 

The overarching medical occupation of the practitioner e.g. surgeon, physician, physiotherapist. They can have more than one profession.

Select regulatory body* 

There are ten statutory regulatory bodies in the UK regulating 32 healthcare professions. They are not membership organisations and their primary activity is to protect the public. Individuals practising a regulated profession must have evidence of current registration with the appropriate regulatory body. There are additionally many professional bodies that offer voluntary membership and practitioners can be members of multiple bodies. For those individuals whose profession is not regulated a current membership of one professional body is mandatory.

Reference

The practitioner's registration number with the listed regulatory/professional body.

Registration Date       

The date the practitioner registered with the regulatory/professional body.

 

Click Add Profession to save.

^If you have more than one profession please add your main one first, as this will be indicated as your primary profession.

*For practitioners who are regulated by the GMC the registration number and the date registered will automatically pre-populate from the GMC database, together with the first name, middle name(s), last name and gender.

 

Personal Details

FORM LABEL

DESCRIPTION

Select Title

The standard form of address used to proceed the practitioner's name.

First Name*

The practitioner's legal first/given name (as recognised by a government or other legal entity).

Middle name*

The practitioner's legal middle name(s) (as recognised by a government or other legal entity).

Last Name*

The practitioner's legal surname/family name (as recognised by a government or other legal entity).

Preferred Name

The practitioner's preferred name commonly used every day (e.g. an anglicised name, a nickname or a shorter version of the given name etc).

Select Gender

The practitioner's legal gender.

Date of Birth

The practitioner's date of birth.

Upload Profile Photo

Upload of a photograph of the practitioner.

Practice Name

The name of the practitioner's practice. This could be their personal name, their company name or their clinic name.

Practice Website

The practitioner's personal website or the website of the place where they practise. If the practitioner practises from more than one site, they should use the one that is most relevant to them.

 

* For practitioners who are regulated by the GMC these fields will automatically pre-populate.

 

Biography

FORM LABEL

DESCRIPTION

Biography

An optional space for the practitioner to briefly detail their medical experience and expertise in their chosen field. This may be used in public-facing websites and could help drive referrals.

 

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Section 3 - NHS Practice

This whole section is mandatory for the following professions:

• Anaesthetist
• Audiologist
• Healthcare Science Practitioner
• Neuropsychologist
• Ophthalmic Science Practitioner
• Orthotist
• Pathologist
• Physician
• Practitioner Podiatric Surgeon
• Psychiatrist
• Radiologist
• Surgeon

A written reference is required confirming details of your NHS employment. If you do not have anything suitable you can download a Healthcode generic template.

You need to give the details of the person who has completed your reference and insurers may contact them should they require more information to complete their recognition process. 

FORM LABEL

DESCRIPTION

NHS post declaration

Confirmation as to whether or not the practitioner holds or has ever held an NHS post.

Consultant Post

If yes, the job title of the post held.

Start Date

The date on which the practitioner started practising at the NHS facility.

End Date

The date on which the practitioner ceased practising at the NHS facility.

Select Hospital/ Practice Name

The NHS facility where the practitioner is/or was employed. If not shown click other and input the details manually.

Select Contact Title

The standard form of address used to proceed the name of the person the practitioner has listed as providing a reference in regard to NHS employment.

Contact First Name

The first name of the person the practitioner has listed as providing a reference in regard to NHS employment.

Contact Last Name

The surname/family name of the person the practitioner has listed as providing a reference in regard to NHS employment.

Contact Other Names

Any other name(s) by which the person the practitioner has listed as providing a reference in regard to NHS employment is known.

Contact Job Title

The official job title of the person the practitioner has listed as providing a reference in regard to NHS employment.

Contact Email Address

The email of the person the practitioner has listed as providing a reference in regard to NHS employment.

Upload Reference

Upload of the NHS reference, either from the NHS facility or the Healthcode generic template, that must be signed by the designated contact.

 

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Section 4 - Private Practice

Multiple sites can be added at this stage, but at least one is mandatory. The following information is required for each site.

FORM LABEL

DESCRIPTION

Select Hospital/ Practice Name*

Recognised treatment site where patients are seen and/or treated, which is listed on the Healthcode system as a private facility.

Address Prefix

Additional correspondence address information specific to the location of the private practice site e.g. business name, location within the building (floor and/or room number) etc.

Phone

The contact telephone number (landline or mobile) associated with the practitioner’s private practice site correspondence address.

Email

The email associated with the practitioner’s private practice site correspondence address.

Fax

The fax number associated with the practitioner’s private practice site correspondence address.

PP Start Date

The date the practitioner started seeing patients at a specific private practice site.

Patients Treated

Age group breakdown for the patients treated by the practitioner at a specified site based on the CQC's service users bands:
Children aged 0-3 Years
Children aged 4-12 Years
Children aged 13-18 Years
Adults (aged 19-64)
Geriatric (adults aged 65 and over)

Type of Care provided

Daypatient: Patients who are admitted to a hospital or daycase unit because they need a period of medically supervised recovery but do not occupy a bed overnight.
Inpatient:
Patients who are admitted to a hospital because they need a period of medically supervised recovery and who occupy a bed overnight or longer.
Outpatient (Consulting only): Patients who attend a hospital, consulting room or outpatient clinic for medical advice.
Outpatient Treatment (Ambulatory): Patients who attend a facility for medical diagnostics, observations and treatments but do not require medically supervised recovery in a hospital bed.

PP Practice Hours

The sessions (morning, afternoon or evening) and frequencies (weekly, fortnightly or monthly) that the practitioner is available per day (Sunday to Saturday) to see/treat patients at a specified private practice site.

 

Click Add to save the details and then repeat for any other sites you have.

*If the treatment site does not appear on the drop-down list, click on “Other” at the bottom of the list. The name of the treatment site and town where it is located is mandatory, together with an indication of whether it is a private consulting room, rather than in a hospital or clinic.

 

Specialties and Treatments

Your profession will be listed. Click “Add Specialties” and add at least one specialty and sub-specialty from the available lists. Multiple specialties and sub-specialties (if available) can be added at this stage, but at least one of each is mandatory.

FORM LABEL

DESCRIPTION

Specialty

The branch of medical practice that is broadly focused on a defined group of patients, diseases or skills.

Sub-Specialty*

A narrower field within the specialty, that gives greater detail of what work the practitioner undertakes.

Procedures/ Treatments

The list of procedures/treatments undertaken by the practitioner for each specialty or sub-specialty by CCSD code and description.

 

*If prompted by the system.

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Section 5 - Fitness to Practise

 The first section is mandatory for anyone registered with the GMC.

FORM LABEL

DESCRIPTION

Practising privileges withdrawn (Historic)

Confirmation as to whether or not the practitioner has ever had practising privileges withdrawn.

Upload details

If affirmative, details about the withdrawal of practising privileges must be uploaded.

Prior or current investigations and proceedings by the police and any professional body, both UK and non-UK

Confirmation as to whether or not the practitioner has ever been subject to investigations or proceedings by the police or a professional body, anywhere in the world.

Upload details

If affirmative, details about the investigations or proceedings must be uploaded.

Confirm licence to practise

Confirmation as to whether or not the practitioner currently holds a licence to practise their profession in the UK. Membership of a regulatory body does not automatically confer this status.

 

 Qualifications

FORM LABEL

DESCRIPTION

Select Qualification*

The medical degree or other primary qualification(s) achieved by the practitioner.

Select Year of Qualification

The year the practitioner achieved each medical degree/primary qualification.

Place of Qualification

The university or medical training facility where the practitioner gained each medical degree/primary qualification.

Select Country of Qualification

The country where the university or medical training facility is located.

 

*If the degree isn’t listed, click on “Other” at the bottom of the list to add details.

Click Add to save the details. More than one degree/primary qualification can be added. 

 

Appraisals

FORM LABEL

DESCRIPTION

Date of Last Appraisal

The date the practitioner's last appraisal was signed off by their Responsible Officer.

Date of Next Appraisal

The date given by the practitioner's Responsible Officer for the next appraisal.

 

Certifications 

FORM LABEL

DESCRIPTION

Certification Title

The name of any additional medical/clinical training undertaken that is not a degree.

Certification Body

The professional body that issued the certificate confirming attainment of the medical/clinical training.

Upload certificate

Upload of the certificate.

 

More than one certification can be added.

 

Disclosure and Barring Service

FORM LABEL

DESCRIPTION

Upload Disclosure Barring Service

Upload of the certificate.

DBS Date of Issue

The date the enhanced Disclosing and Barring Service certificate was issued. Formerly known as Criminal Records Bureau (CRB).

DBS Number

The 12-digit enhanced Disclosing and Barring Service certificate number.

 

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Section 6 - Medical Secretary Details

Although this whole section is optional, if you do wish to add details of your medical secretary(-ies) then the first and last names are required as a minimum.

FORM LABEL

DESCRIPTION

Med Sec Title

The standard form of address used to proceed the medical secretary's name.

Med Sec First Name

The medical secretary's legal first/given name.

Med Sec Last Name

The medical secretary's last/family name.

Med Sec Preferred Name

The medical secretary's preferred name commonly used every day (e.g. an anglicised name, a nickname or a shorter version of the given name etc).

Address Prefix

Additional address information specific to the location of the medical secretary e.g. business name, location within the building (floor and/or room number) etc.

Address (Lines 1-4)

Lines 1-4 of the medical secretary's address, including building name, street number, street name, city and county as required.

Postcode

The postcode of the medical secretary's address.

Select Primary Telecom

The preferred method of contact from a choice of email, telephone, mobile and fax.

Email

The email associated with the medical secretary.

Phone

The contact telephone number (landline or mobile) associated with the medical secretary.

Mobile

The mobile contact telephone number associated with the medical secretary.

Fax

The fax number associated with the medical secretary.

Working hours

The start and finish times, allocated by days of the week (Sunday to Saturday), that the medical secretary is working for the practitioner at that address and/or any associated treatment site.

Hospitals/Practices Managed

The site(s) where the practitioner sees patients and which is/are managed by the named medical secretary.

 

Click Add to save the details and then repeat for any other secretaries you have.

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Section 7 - Payments

This information gives the bank details to be used by the insurers for payments of fees directly into your account. With your consent the insurer can also pass these details to patients who have part or whole liability of the fees.

FORM LABEL

DESCRIPTION

Bank Name

The name of the UK bank where the practitioner has a bank account linked to their private practice.

Account Name

The name of the account linked to the practitioner's private practice.

Sort Code

The 6-digit bank code identifying the bank and branch.

Account Number

The 8-digit unique number associated with the account.

Permission to insurers

Permission from the practitioner to allow their bank details to appear on insurer communications to patients regarding fees that are partly or wholly patient liability.

 

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Section 8 - Medical Indemnity Insurance Details

FORM LABEL

DESCRIPTION

Select Medical Indemnity Insurance (MII) Name^

The name of the medical defence organisation or insurance company that is currently covering the practitioner for medical indemnity.

MII Renewal Date*

The policy end date for medical indemnity insurance cover. The date must be in the future.

MII Certificate Number

The policy number for the medical indemnity insurance cover.

Upload MII Certificate

Upload of the policy certificate of insurance.

 

^Please ensure that you enter the name of the actual insurance provider and NOT the broker. Policy documents can be very confusing as they will often state the policy administrator (normally the broker) and the security holder(s), with the insurer potentially being listed at the bottom of the page. If necessary, please contact your broker if you are not sure who the insurer is.

*You will need to add the MII start date into your profile once this has been set up.

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Section 9 - Contact Details

Correspondence Details

A radio button must be selected to indicate which address you would like to use for your general correspondence from Healthcode, insurers and hospitals. You have two choices:

• a hospital/practice address where you undertake some, or all, of your private practice
• another address.

If a hospital/practice address is chosen:

FORM LABEL

DESCRIPTION

Select Hospital/Practice Name

The name of the treatment site that the practitioner wishes to use for all general correspondence from insurers, hospitals etc.

Address Prefix

Additional address information specific to the location of the practitioner within the hospital/practice e.g. business name, location within the building (floor and/or room number) etc.

 

If you wish to enter contact details, other than your practice address, for your correspondence:

FORM LABEL

DESCRIPTION

Address Prefix

Additional address information specific to the location of the practitioner e.g. business name, location within the building (floor and/or room number) etc.

Address (Lines 1-4)    

Lines 1-4 of the practitioner’s correspondence address, including building name, street number, street name, city and county as required.

Postcode

The postcode of the practitioner's correspondence address.

 

For either address chosen the following will be required:

FORM LABEL

DESCRIPTION

Email

The email associated with the practitioner's correspondence address.

Confirm Email

Confirming the email previously entered.

Phone

The contact telephone number (landline or mobile) associated with the practitioner's correspondence address.

Mobile

The mobile contact telephone number associated with the practitioner's correspondence address.

Fax

The fax number associated with the practitioner's correspondence address.

 

Tick boxes are required for your marketing and promotional information preferences.

 

Billing Details

A radio button must be selected to indicate which address you would like to use for billing purposes. This should be where you send your invoices from and where you would like to receive insurer remittance advices. Please note that this address may be passed on by the insurance companies to patients with shortfalls to settle.

You have three choices:

• your correspondence address
• a hospital/practice address where you undertake some, or all, of your private practice
• another address.

If a hospital/practice address is chosen:

FORM LABEL

DESCRIPTION

Select Hospital/Practice Name        

The name of the treatment site that the practitioner wishes to use for billing purposes.

Address Prefix

Additional address information specific to the location of the practitioner within the hospital/practice e.g. business name, location within the building (floor and/or room number) etc.

 

If you wish to enter contact details, other than your practice address, for billing purposes:

FORM LABEL

DESCRIPTION

Billing Address Prefix

Additional address information specific to the location of the practitioner e.g. business name, location within the building (floor and/or room number) etc.

Billing Address (Lines 1-4)      

Lines 1-4 of the practitioner's billing address, including building name, street number, street name, city and county.

Billing Postcode

The postcode of the practitioner's billing address.

 

For whichever address is chosen the following will be required:

FORM LABEL

DESCRIPTION

Billing Email

The email associated with the practitioner's billing address.

Billing Phone

The contact telephone number (landline or mobile) associated with the practitioner's billing address.

Mobile

The mobile contact telephone number associated with the practitioner's billing address.

Fax

The fax number associated with the practitioner's billing address.

 

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Section 10 - Review and Submit

Firstly, there is a recap of the information you submitted regarding your recognition status with the insurance companies. Again, you have hyperlinks to view their Terms & Conditions and Fee Schedules.

You then view information regarding the republication licence for the List of Registered Medical Practitioners that Healthcode holds with the General Medical Council (GMC), which will only apply to those with a GMC registration.

You can review and print the application. By clicking “Previous” on every page, you can go back to make amendments.

Please read the declaration and tick the box to confirm that you agree to Healthcode’s Terms and Conditions and Privacy Note (hyperlinks will take you to these documents).

Finally, you will need to input a memorable phrase between 8 and 50 characters in length. This will be used to verify your request for a profile when you click on the link in the email that will be sent to you shortly after you submit the application. Please note that the verification link will expire after 24 hours.  

If everything has been completed correctly your profile should be up in two working days and you will receive a welcome message. If there are any errors or omissions, you will be sent an email telling you the issues and asking you to send the correct information through. You will receive a welcome message once this has been updated and the profile completed.

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