These FAQs help explain why figures in Ardens Manager may differ from other reports, how to check what’s included or excluded, and what to do if something doesn’t look right. They’re designed to support both practices and commissioners during the transition.

1. Why do Ardens Manager reports differ from reports built in EMIS Web and SystmOne? 

2. How does Ardens Manager count “event done here”?

3. What happens if our consultation types are mapped incorrectly?

4. How can we identify and correct exclusions?

5. Where do the Ardens code lists come from?

6. Can Ardens help us understand why a patient does or doesn’t appear?

7. Can we export patient-level data to EMIS or SystmOne?

8. How do we ensure future activity is captured?


1. Why do Ardens Manager reports differ from reports built in EMIS Web and SystmOne? 

Ardens Manager uses centrally maintained logic and applies it consistently across all sites. Differences may be due to:

  • More accurate date filters

  • Improved handling of duplicate or historic entries

  • Use of standardised SNOMED codelists

  • Attribution based on clinician ODS codes

You can view the exact rules behind each dashboard in the Rules tab. See this support article for further information on how to access rules and codes on Ardens Manager. 


2. How does Ardens Manager count “event done here”?

Ardens Manager uses both consultation-type logic and organisation-level identifiers to confirm if activity was completed by your practice (i.e. "done here").
Logic includes:
  • In EMIS: Activity is flagged as "done here" if recorded by a user whose ODS code matches the practice.
  • In SystmOne: It is based on whether the activity was recorded within the same organisational unit.
  • Only pre-approved consultation types (e.g. Face-to-Face, Home Visit) are included in payment reports.
  • Excluded types (e.g. "Admin Note", "Enterprise Consultation") are omitted from reporting but visible in Data Quality (DQ) reports.
Data Quality reports highlight any:
  • Activity excluded due to consultation type
  • Activity recorded at a different organisation
This allows practices to review and alter consultation types accordingly.

Why this matters: This approach improves data integrity, prevents erroneous claims, and ensures transparency for audit and payment validation. Support articles and guidance are available to help practices map or reconfigure local consultation types where needed.


3. What happens if our consultation types are used incorrectly?

Incorrect consultation types may lead to exclusions from Ardens Manager reports. These can be identified using Data Quality (DQ) reports. Practices can then 'map' or reconfigure consultation types within their clinical system. Ardens support is available to help with this process if required. 


4. How can we identify and correct exclusions?

To understand why a patient is excluded:

  • Use the Patient List View to check inclusion/exclusion status

  • Refer to the Rules tab for logic detail

  • Use Ardens Clinical data quality reports to address issues in EMIS/SystmOne

Please email support@ardens.org.uk for further support with investigating exclusions. 


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5. Where do the Ardens code lists come from?

The SNOMED code lists used in Ardens Manager come from a combination of sources to ensure they are accurate, up-to-date, and aligned with local and national requirements. Specifically, Ardens code lists are:

  • Based on national definitions where applicable (e.g. QOF, IIF, NHS England service specifications)

  • Considered in line with local contract wording for LCS indicators, using input from ICBs and clinical leads

  • Curated and maintained by the Ardens clinical team, who:

    • Review SNOMED hierarchies for completeness

    • Exclude ambiguous, deprecated, or over-inclusive codes

    • Refine code sets using real-world data and clinical scenarios

All code lists are visible within the Rules tab of each Ardens Manager dashboard. See this support article for further information on how to access rules and codes on Ardens Manager.


6. Can Ardens help us understand why a patient does or doesn’t appear?

Yes. Please:

  1. Use the Patient List View and Rules tab to explore locally.

  2. If still unclear, email support@ardens.org.uk with:

    • EMIS Web/SystmOne Patient ID

    • Dashboard name

    • Indicator name


7. Can we export patient-level data to EMIS or SystmOne?

Yes, you can export patient-level data from Ardens Manager when on the patient tab. Exports can be formatted for the purpose of importing back into EMIS Web and SystmOne. 


8. How do we ensure future activity is captured?

Best practice:

  • Use Ardens templates to apply the correct SNOMED codes

  • Ensure staff are using correct consultation types (our support team can help with this if needed)

  • Use Ardens Clinical data quality reports to clean source data


Need a refresher? Contact training@ardens.org.uk.