What Is Service Restriction by GP Practice?
Service Restriction allows you to control which Rio Teams (Hubs) can receive referrals from specific GP practices. This is useful when certain GP practices should only refer to particular teams, helping ensure referrals go to the right services based on geography, service agreements, or capacity.
What This Feature Does
When a GP practice makes a referral through Rio, they'll only see the teams you've allowed them to access. Teams you've restricted won't appear as options, ensuring referrals are directed appropriately.
Who Can Use This Feature
You need the HCE Manager Integration Access role to configure service restrictions.
Prerequisites
Requirement | Description |
User Role | HCE Manager Integration Access role |
Rio Integration | GP practice must have Rio integration enabled |
Rio Licensees | At least one Rio-type licensee configured |
Common Use Cases
Geographic restrictions: GP practices only refer to local teams in their area
Service agreements: Specific practices have contracts with particular teams
Capacity management: Temporarily exclude teams at capacity from high-volume practices
⚠️Important: This feature is for GP Referral Management product only. It does not apply to Social Prescribing.
How to Access Service Restrictions
Step 1: Navigate to HCE Manager
Log in to Access Elemental.
Go to Administration in the left menu.
Click HCE Manager to expand the submenu.
Click HCE Admin to open Manage Establishments .
Step 2: Find the GP Practice
Use the Active/Inactive tabs to filter establishments.
Use the Search field to find a specific practice by name.
Click the Edit button next to the GP practice you want to configure.
Step 3: Access Rio Referral Setting Tab
On the Manage Establishment page, you'll see several tabs:
Edit Establishment Details - General information
Rio Referral Setting - Service restrictions (this is what you need)
Quota Settings - Referral quotas (if enabled)
Click the Rio Referral Setting tab.
Don't See the Rio Referral Setting Tab?
Check that:
You have HCE Manager Integration Access role.
The GP practice has Rio integration enabled.
Contact your system administrator if the tab is still not visible.
How to Configure Service Restrictions
Step 1: Select Rio Licensees (Admin Only)
This step is only available to system administrators.
Under Rio Referral Configuration, use the Selected Licensees dropdown
Select which Rio-type licensees should be available for this GP practice
Only licensees configured as Rio type will appear in the list
The licensees you select here determine which teams (Hubs) will be available as options. You can then restrict specific teams in the next step.
Step 2: Configure Available Teams
Once you've selected licensees, the Available Hubs (Rio TEAMS) section appears.
You'll see a table listing all teams belonging to the selected licensees.
Each team has two columns:
Title: Team name
Available for Referral: Checkbox to control access
Understanding the Checkboxes
Checkbox State | What It Means |
✓ Checked | Team IS available - GP practice can refer to this team |
☐ Unchecked | Team IS RESTRICTED - GP practice cannot refer to this team |
To Restrict a Team
Find the team you want to restrict in the table.
Click the checkbox next to that team to uncheck it.
The team will no longer appear as an option when this GP practice makes referrals.
Changes save automatically when you click the checkbox.
Additional Settings & Saving
Step 3: Configure Additional Preferences (Optional)
Below the team selection, you'll find a Preferences section with additional GP referral options.
Override Licensee Settings (Admin Only)
If you need custom settings for this specific GP practice that differ from the default licensee-level settings, check the "Override Licensee Settings?" box. When enabled, you can configure custom preference values that apply only to this establishment. Any future changes to licensee-level settings will be ignored while override is active.
Step 4: Save your Changes
After configuring all restrictions and preferences, click Save Changes at the bottom.
You'll return to the Manage Establishments list.
Changes take effect immediately for new referrals.
How It Works in Practice
When a referral is made from Rio:
System identifies which GP practice is making the referral.
Checks which licensees are configured for that practice.
Retrieves all teams from those licensees.
Filters out any teams you've restricted (unchecked boxes)
Only the remaining teams appear as available options.
📌Note: Changes only affect new referrals. Existing referrals are not affected by service restrictions.
Quick Troubleshooting
Problem: Rio Referral Setting tab not visible
Check:
You have HCE Manager Integration Access role assigned.
GP practice has Rio integration enabled.
Contact system administrator to verify settings.
Problem: No licensees appear in dropdown
Check:
At least one licensee is configured as Rio type.
Your user profile has access to relevant licensees.
Contact system administrator if issue persists.
Problem: Changes not taking effect
Check:
You clicked Save Changes after making modifications.
Test with a new referral (existing referrals not affected)
Verify the correct GP practice was configured.
Example Scenarios
Scenario 1: Geographic Restriction
Situation: North Side Medical Centre should only refer to teams in the northern region.
Solution:
Open North Side Medical Centre in HCE Admin.
Go to Rio Referral Setting tab.
In the teams list, uncheck all teams from southern and eastern regions.
Keep northern region teams checked.
Save Changes.
Scenario 2: Capacity Management
Situation: Central Community Team is at capacity and cannot accept new referrals this month.
Solution:
For each GP practice in the area, go to Rio Referral Setting.
Uncheck Central Community Team.
Save Changes for each practice.
When capacity returns, re-check the team for all practices.
Quick Reference
Key Points to Remember
Checked box = Available: GP practice can refer to this team.
Unchecked box = Restricted: GP practice cannot see this team as an option.
Changes save automatically when you click checkboxes.
Must click Save Changes at bottom to finalize all configuration.
Only affects new referrals from Rio integration.
GP Referral Management product only (not Social Prescribing)
Step-by-Step Summary
Administration, then HCE Manager, click on HCE Admin.
Find and edit the GP practice.
Click Rio Referral Setting tab.
Select licensees (admin only)
Uncheck teams to restrict them.
Configure preferences if needed.
Click Save Changes.
Related Features
Quota Settings: Configure referral quotas for GP practices.
Rio Connections: Manage Rio integration at system level.
HCE Manager Dashboard: View health metrics for GP practices.
Need Help?
For technical support or questions about Service Restriction by GP Practice, contact your system administrator or raise a ticket via the Customer Success Portal.