Clinical Workstation 2025

Last reviewed: August 2025

Clinical Workstation (CWS)

CWS HELPDESK EMAIL: gppatientupdates@waikatodhb.health.nz 

Community pharmacists can access the following clinical records on CWS for their patients with consent: 

• Patients hospital records - discharge summaries, notes, lab results, clinic letters, allergies
• GP records - prescribing lists, lab results and some notes
• Dispensing history- via Midland Portal and Prescribing tabs

1. How to Set-up: 

To register for access to CWS, both documents below must be completed and returned:

1. Complete “User Registration Form”
2. Each Pharmacy to submit x1 completed “CWS TWO Waikato 3rd Party Access Agreement”
3. Submit both forms to gppatientupdates@waikatodhb.health.nz 

All pharmacists included on the registration form will be emailed the following:

• “How to download the digital certificate”- to be installed on each computer you intend to use (Mandatory)
• Personal log in details and a temporary password
• An introduction pack from WDHB detailing rules for accessing CWS

2. Access Criteria

Access to CWS is audited so Community Pharmacists must adhere to the below rules:

• Patient files can only be accessed for “patients currently in your care”
• Signed consent should ideally be obtained BEFORE access if the patient is present physically in the pharmacy- on the approved consent form (see below)
• Login and passwords are only for registered pharmacists and must never be shared

3. Signed Patient Consent

• Signed patient consent should be obtained where possible before accessing CWS
• If a patient presents physically to the pharmacy please use the approved Patient Consent form provided.
• The signed consent is valid for 2 years from date of signing (eg it needs to be resigned every 2 years)
• Consent Given: Use this option if you have signed consent
• Consent not practical at this time: use this option if you do not have signed consent but special circumstances have been satisfied as below

Special circumstances where access is permitted PRIOR to getting signed consent:

• When a prescription for a regular/known patient is faxed to the pharmacy pre-discharge or from a practice
• If whanau or a support person/caregiver presents at the pharmacy rather than the patient
• When patients are infectious and isolating at home
• Attempt to obtain verbal consent in these circumstances

NOTE:  Patient records can only be accessed on CWS for patients in your care. Written consent should be obtained when possible and scanned into the patient file for future use.

IMPORTANT:  All access to CWS is audited to ensure it is being utilised appropriately. When CWS has been accessed, the reason why, the date and pharmacist initials must be noted in your PMS (eg Toniq/RX One).  Scan a copy of the patient consent form into your system. The consent form and/or notes on PMS must be kept for 10 years and be produced if required during an audit. 

4. Helpdesk: 

All questions, passwords resets, or new accounts should be emailed to: gppatientupdates@waikatodhb.health.nz  Or contact: 

Tanya Lankow
Systems Administrator | Primary & Integrated Care
Waikato Hospital, Private Bag 3200, Hamilton
Ph : 021 795 670     Email: Tanya.Lankow@waikatodhb.health.nz 

5. Supporting Documents 

1. Set-Up Clinical Workstation
2. CWS TWO Waikato 3^rd Party Access Agreement (One for each pharmacy to be completed by the business owner) 
3. CWS User Registration Form
4. CWS Patient Consent Form
5. How to access patient history via CWS