Where documents from the prior GP system are too large to import TPP will provide a list to be actioned.

These will have a placeholder in the local GP record, right-clickign the document to open will state "Cannot View This Communcation".

It is recommended that the data supplied by TPP is exported and formatted to monitor progress in reviewing these documents. This can be a significant task and may require a variety of digital skills to manage; however, in the the first instance for letters or other basic documents, it's recommended that the documents are exported from the prior GP system and attempts are made to process through SystmOne 'Acquired Documents'. This screen converts the incoming document to an archive format which may reduce the filesize suitably.

Example: A Word document with images (header/otherwise) that have not been suitably compressed can create extremely large files; processing through Acquired Documents will discard the uncompressed image and reduce quality to typical image resolution.

Documents that do not require re-import

Some (not all!) documents will already be in the wider SystmOne record and will not require re-import.

While reviewing the 'Attachments too large to import' list, check the live SystmOne record ensuring you are on the Everything tab of Tabbed Journal.

Check the following are all true:

1. There are two record events with the same Event Date for the document (one with the date entered date correlating with to migration to SystmOne and another event where the event date and entered date are similar or the same)
2. The record events contain the same information.
3. The migrated event has 'Cannot View This Communication' document
4. The other event allows you to open the document
5. The document in SystmOne is exactly the same as the document in the prior GP system

If all are true; mark the migrated event (containing 'Cannot View this Communication' document) in error indicating it is a duplicate.

Why this happens?

• The patient received care at a SystmOne GP surgery and left for a non-SystmOne GP surgery
• The document was exported via GP2GP and converted to a different file format to be compatible with the new GP surgery system (such as EMIS Web) and it became larger that allowable - the other GP system ignored this.
• That surgery (or a subsequent surgery that received the record via GP2GP) migrated to SystmOne
• The document was too large to re-import back, but as it already exists the imported entry can be deleted as there will be no data loss.