To access patient-level data in Ardens Manager, you must ensure that you have met the specific requirements. This support article will walk you through the steps required by both users and system administrators to successfully enable access.  If you do not know who your System Administrators are please contact us. 

Please note, patient access is currently only available at practice level.


For information on data sharing and processing, including our Frequently Asked Questions (FAQs), please follow the link to our guidance. 


1. User requirements

  • Log in with NHS Care Identity Service (CIS):
    • Access Ardens Manager by clicking the 'Log in with my NHS Care Identity Service' button.
    • If you are not currently logged in using this method, please log out and log back in using the NHS CIS option.
  • Ensure the Correct RBAC Codes in Your Profile: Your CIS profile for the practice must include one of the following RBAC (Role-Based Access Control) codes to enable patient-level data viewing:
    • B0360    -    View Details Health Records
    • B0820    -    View Patient Demographics
    • B0320    -    View Patient Demographics (Primary Care)
    • B0825    -    Amend Patient Demographics
    • B0330    -    Amend Patient Demographics (Primary Care)
    • B8029    -    Manage Detailed Health Records
    • B8017    -    Manage Patient Administration
    • B0835    -    Manage Patient Demographics
    • B0380    -    Manage patient medical records
    • B0560    -    Perform Patient Administration
    • B0830    -    Perform Patient Demographics
    • B8012    -    View Patient Administration


If these codes are missing or incorrect, you may need to reach out to your local IT team or RA (Registration Authority) agent for assistance in updating your access profile.


You can verify whether you have the appropriate RBAC codes by reviewing your position in the Care Identity Management dashboard. For more information on how to find and view positions within your organisation, follow this NHS Digital guide.


2. System Administrator Actions

The system administrator at your practice must complete the following tasks to enable patient-level data access:  


2.1 Assign the 'Enable Patient Access' Permission: The system administrator needs to add the 'Enable patient access' permission to the appropriate staff members. This permission is essential for staff to access patient data within Ardens Manager.


2.1.1 Navigate to Account Settings

  1. Log into Ardens Manager.

  2. In the top right corner, click the three dots (menu icon) to access Account Settings.


2.1.2 Access Organisation Settings

You will first see your personal user settings. To access your organisation's settings, click on your practice name in the left-hand panel.

Note: If the left-hand panel is not visible, click the person icon to reveal it.

2.1.3 Go to the 'Users' Tab

Once you're in your practice settings, navigate to the 'Users' tab.

2.1.4 Enable Patient Access for a User

  1. Find the user profile you wish to update.
  2. Click the three dots on the right-hand side of the user’s profile.
  3. From the dropdown menu, select 'Enable patient access'.

2.2 Sign the Latest Ardens Manager Terms of Supply and Use: The system administrator must sign the most recent version of the Ardens Manager Terms of Supply and Use agreement. This can be found within the task list on the right hand side. 


Note: The agreement must be signed by someone with legal authority to act on behalf of the data controller.


Once signed, you can view and download the signed agreement within the account settings for your practice.

3. Viewing Patient-Level Data

Now these requirements are met, please follow this guidance on viewing patient-level data.