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About TestSafe

TestSafe is a secure electronic database that provides users in the hospital and community setting with access to selected medical information including:

  • lab results from community and hospital laboratories
  • radiology reports from hospital based imaging services, and private radiologists reports copied to the repository
  • community pharmacy dispensing records for prescribed medications
  • reports from other hospital based testing services such as cardiology
  • electronic discharge summaries from hospitals
  • a variety of clinical documentation including clinic letters
  • e-referrals
  • a single view of all Health New Zealand facility appointments

The sharing of patient test and pharmacy information has a number of benefits:

  • Up to date information is available to healthcare providers to assist with timely decision-making.
  • Patients may not have to provide extra test samples or wait for results before decisions on their care are made
  • It reduces the number of tests ordered that results in savings.
  • There's increased safety around dispensing a prescription or recommending a 'pharmacy only' medicine as up to date pharmacy information is available.
  • It has reduced the need for pharmacists to spend time on the phone responding to hospital queries as community dispensing records will be visible.

Principles of Access to TestSafe [PDF, 102 KB]

 

Getting access to TestSafe

Access forms

Access forms

Download, sign and return the appropriate access deed form for your role:

Please also complete one of the following forms and return with your access deed:

Scan completed forms and email to testsafe@healthalliance.co.nz

Provider specific information

See information specific to your field below.

GPs

GPs

Access 

See the get access section.

There is a requirement to include a message concerning TestSafe on lab forms, instructions for this is provided below:

PMS setup

You can prevent TestSafe sharing on the patient’s behalf using the laboratory order form. If you are unsure how to do this, please contact your community laboratory provider.

It is important that patients are aware of the choices concerning TestSafe. When TestSafe was launched in 2006 a message was added to the end of laboratory order forms printed from your PMS. The details for this have changed and the message should now read:

"Test results and other selected information is available to health professionals involved in your care through a secure online database known as TestSafe. You can choose to restrict sharing your test results by calling 0508 CARE CONNECT (0508 227 266) however this may result in some tests being re-taken."

Where possible, the following message should also be added so that patients don’t call TestSafe when they wish to make an enquiry with the laboratory:

"Lab tests ordered by general practices and are performed by LabTests Auckland, contact 0508 LABTESTS (0508 522 837)"

You can put these messages on your lab forms using administration features available in your PMS. The following links provide some instructions on this:

Support

If you experience difficulty and require some assistance, please use your usual channels for PMS support. Alternatively, email your query to testsafe@healthalliance.co.nz. Please provide contact details, note your PMS, and detail the issue you are experiencing.

Pharamacists

Pharamacists

Access 

See the getting access section.

Benefits

TestSafe pharmacy provides you with access to selected laboratory results for patients in your care. This will be particularly helpful when you:

  • need to establish what medicines a patient is taking
  • need more information before dispensing a prescription or recommending a 'pharmacy only' medicine
  • are performing a medicines use review
  • need lab test results, like INRs or renal function, when dispensing a prescription
  • involved in integrated care initiatives such as gout management, rheumatic fever prevention etc.

TestSafe can also be used by Health New Zealand hospital pharmacists to view community dispensing records, reducing the need for you to spend time on the phone responding to hospital queries. TestSafe is linked into the “eMedication Reconciliation” project that the DHBs wrote to you about in March 2010 and in the future will be the way you can access information on hospital prescribing.

How it works

An update is installed on your Toniq or LOTS system to send dispensing data to TestSafe. There is no cost involved and no need for you to do anything extra day to day.

For detailed information, work your way through the menu item at the top of this page.

Common concerns

Common concerns are covered in the ‘Frequently Asked Questions’ on this website. Please do not hesitate to contact the TestSafe service if you have any further queries or concerns.

Access to clinical information

Access to TestSafe for pharmacists from community pharmacies is aligned with other healthcare providers and comprises the following:

  • lab results from community and hospital laboratories
  • radiology reports from hospital based imaging services, and private radiologists reports copied to the repository
  • community pharmacy dispensing records for prescribed medications
  • reports from other hospital based testing services such as cardiology. 
  • electronic discharge summaries from the Health New Zealand hopsitals
  • a variety of clinical documentation including clinic letters
  • eReferrals
  • a single view of all hospital appointments.

Pharmacists have have a responsibility to check lab results in certain circumstances when dispensing, see resource below for more information:

If you are a community laboratory test orderer, specimen taker or community pharmacist, there is a responsibility to communicate to your patients the way information is shared. We have put together a package of materials to assist with this to minimise the time this may involve. For all the details on this requirement, along with sample materials and an order form, see the consumer communications section.

 

Radiologists

Radiologists

Radiologists can send results to TestSafe.

Research

Research

To find out how to access testsafe data for audit, evaluation and research, click on the following links:

Submit your request to:

Costs of data extracts

The cost model we use is based upon two primary drivers:

  • standard hA recovery rate for the chargeable BI Developer project role – currently $80/hr
  • the nature and specific requirements of the data request. Our experience over the last couple of years shows 5 days effort covers the majority of these requests.

Therefore $3200 is an indicative estimate for most requests unless other specific requirements exist. This covers the following tasks:

  1. Design of TestSafe data extract(s) assisting the customer in identifying patient and test/observation data sets within the TestSafe repository.
  2. Development of data extract using TestSafe test database environments and sample data supplied to customer to validate the content and form of the extract.
  3. Execution of the data extracts from the live TestSafe database environment – extracts can take many hours depending on the data volume.
  4. Secure (e.g. encrypted) transfer of data extract file(s)s to a customer defined location or individual.
  5. Follow-up with customer to confirm data extract requirements have been satisfied.

Consumer communications

If you are a community laboratory test orderer, specimen taker or community pharmacist, there is a responsibility to communicate to your patients the way information is shared.

In consultation with primary care groups and the privacy commissioner's office, TestSafe designed an approach for healthcare consumer communications that will work in with your busy schedule and provide you with various benefits. The package includes:

  • message at the end of printed laboratory order forms (see provider specific information for GPs)
  • message at the end of printed prescription receipts (see provider specific information for pharmacists)
  • statements in standard patient brochures (e.g. "You and your information" brochures handed out by some healthcare providers)
  • media promotions undertaken by TestSafe from time to time
  • posters for you to display patient information sheets for you to hand out to patients that have queries
  • a public 0800 number for patients to call.

The information you will need to provide to your patients when ordering tests will vary depending on the individual patient, the type of test involved and the patient's current knowledge of TestSafe. Clearly displaying posters in your surgery and providing the written information about TestSafe will help you meet legal and professional obligations.

In some cases only a brief additional discussion may be required with patients when ordering the tests to answer any questions they may have and to determine whether they wish to prevent TestSafe sharing. This means you will not need to spend valuable consulting time dealing with issues relating to the TestSafe changes.

Patient resources

To order printed copies of the posters and information pads, please email:

Make sure to include the quantities you require and postal details. Note that a maximum of 8 information pads may be ordered at one time.

User review

As part of our commitment to ensure that patient privacy is being maintained, we may require your feedback on the context in which you have used TestSafe to view patient records. The TestSafe 'access deed' you originally signed to get set up with TestSafe provides for this, a copy of the access deed can be found in the under getting access. This is a standard check made for each TestSafe user, over time, using a randomly selected sample of patients from exception records. Exceptions are created when:

  • General practice: the patient was not registered to your practice at the time you viewed their records.
  • Community pharmacy: there is no dispensing from the pharmacy you were in at the time you viewed the patient's record.
  • Other providers: All accesses of patient's records are subject to sampling for review.

You may also be contacted to assist in a response to a request for more information from a patient who has received a report on who has viewed their records.

General practice reponse

We understand that practices are busy environments and have the following suggestions as to what you may be able to easily produce to send back to us for our records.

Frequently asked questions

What information is in TestSafe?

What information is in TestSafe?

TestSafe gives registered healthcare professionals access to:

  • Test results and reports ordered by clinicians in hospital facilities.
  • Community laboratory test results. Note, tests done privately, e.g. for insurance are not included in TestSafe.
  • Records on prescribed medications dispensed by community pharmacies.
  • Community radiologists reports copied to hospital clinicians or funded by Health New Zealand.
  • A range of clinical documents written by clinicians in hospital facilities including clinic letters, discharge letters and community notes.
  • Referral letters sent by GP's to the hospital and the hospital clinical triage response.

Where is TestSafe?

Where is TestSafe?

TestSafe is a secure on-line database which is hosted within the northern region ICT environment. It is operated by Health New Zealand in the northern region  (Auckland, Counties Manukau , Waitemata, Northland).

Who runs TestSafe?

Who runs TestSafe?

Day to day, TestSafe is run by Health New Zealand in the northern region. To manage changes to TestSafe, including requests for information, a governance group, including senior clinicians and primary care representation is in place. The governance group ensures TestSafe is used for its intended purpose.

Who can see information in TestSafe?

Who can see information in TestSafe?

Registered healthcare professionals in primary care are granted access to TestSafe subject to an application process. General practice, pharmacists and community laboratories, as contributors to the repository are granted access subject to completion of an access deed. The professional registration of all applicants is checked prior to a login being allocated. Community pharmacists may only see a specific set of laboratory results to support dispensing clinical procedure.

Other primary care providers such as specialists and private hospitals may also apply for access. Hospital based staff, authorised to access patient's clinical information, have are provided access subject to standard hospital policy and checks.

How do I get access to TestSafe?

How do I get access to TestSafe?

TestSafe is only available by the secure New Zealand health network. If you use special authorities or NHI Online you already have access to the health network. For more information, or to get access, click on the following link: Health Network (external link).

To get a TestSafe login you must sign and return an agreement with the hospitals to maintain patient privacy, known as an access deed. Once the TestSafe service desk has received and processed your signed access deed, you will be sent a package with your login details.

How is patient privacy protected?

How is patient privacy protected?

As it contains sensitive health data, TestSafe is subject to comprehensive privacy arrangements.

Access is only possible through the security health network and not the internet.

Only registered healthcare professionals are given access to the system. They are governed by their professional registration body (subject to the Health Practitioners Competence Assurance Act 2003) including a code of practice concerning patient privacy and confidentiality.

Patient's have the option to prevent sharing their information in TestSafe, for more information refer to "How does prevent sharing information work?" included the frequently asked questions below.

For general practice and pharmacy users, the system performs a check when a patient’s record is accessed to see if there is known relationship with user’s organisation, i.e., if the patient is registered to the practice or has dispensings from the pharmacy. If no relationship between the patient and the user’s organisation is found, an exception record is created.

User’s must provide reasons for exceptions and TestSafe administrators perform other ‘audit’ checks on these. For example, each month some of the exceptions are selected and the patient concerned contacted so they can confirm the situation.

Each month, a number of users are selected and their access is reviewed. For more information on this process, refer to user review below.

Hospital based staff are provided with access to TestSafe subject to strict controls in their employment contract, along with training in their obligations to patients. Staff are permitted to view a patient’s community based results only if they are currently under the care of the hospital. Access to results is audited by TestSafe and procedures are in place to identify any inappropriate activity. Any breaches of code of practice are treated seriously and may result in dismissal or a formal censure process by the relevant professional registration body.

How does patient prevent information sharing work?

How does patient prevent information sharing work?

Patient's may request that their community based information is not shared in TestSafe. If so, the information is not visible to community based TestSafe users or staff in hospital based facilities. Patients should be encouraged to take responsibility for their choices and to use the 0800 268 626 number if they wish.

Prevent sharing through the call centre

Patients may call 0800 268 626 at any time and prevent sharing:

  • community laboratory results
  • community pharmacy dispensing records
  • or both
  • by date range (e.g. relating to a healthcare episode).

Prevent sharing through a healthcare provider

As a test orderer you can indicate this on the patient’s behalf using the ‘Prevent TestSafe Sharing’ option on the lab order form. Most tests are ordered using a form printed from a Patient Management System (PMS). Instructions to set up your PMS lab order template are provided under "GPs", "PMS Set Up" above.

Note: All the items ordered on a form are subject to the prevent sharing instruction, so if you want to affect only some results, multiple test order forms must be used.

Pharmacists may also prevent sharing dispensing records on request from the patient. Detailed instructions on how to do this in the dispensary system are provided under provider specific information and patient choice. (external link)

Getting help

Phone: 0800 268 626, Monday to Friday 8am to 5pm.
Email: testsafe@healthalliance.co.nz. You can expect a response within 1 to 2 working days.

Troubleshooting guides

Troubleshooting guides

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