Populating the Tracking Database - Guidance for SCR Project Managers

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1 Document filename: Populating the Tracking Database - Guidance for SCR Project Managers Directorate / Programme SCR Project SCR Planning and Reporting Tool Document Reference <insert> Project Manager Emma Allsopp Status Issued Owner Richard McStay Version 1.0 Author Andrew Oliver Version issue date 07/05/2013 Populating the Tracking Database - Guidance for SCR Project Managers

2 Document Management Revision History Version Date Summary of Changes First draft for comment Revised after comments Further comment changes issued for sign off Issued Reviewers This document must be reviewed by the following people: Reviewer name Title / Responsibility Date Version Emma Allsopp SCR Project Manager Richard McStay Ross Thornton SCR National Implementation Manager Implementation Support Manager Approved by This document must be approved by the following people: Name Signature Title Date Version Richard McStay SCR National Implementation Manager Page 2 of 11

3 Glossary of Terms Term / Abbreviation SCR TTT HSCIC CCG LAT PCT CSU SHA TDb What it stands for Summary Care Record Train the Trainer Health and Social Care Information Centre Clinical Commissioning Group Local Area Team Primary Care Trust Commissioning Support Unit Strategic Health Authority Tracking Database Document Control: The controlled copy of this document is maintained in the HSCIC corporate network. Any copies of this document held outside of that area, in whatever format (e.g. paper, attachment), are considered to have passed out of control and should be checked for currency and validity. Page 3 of 11

4 Contents 1 About this Document Purpose Audience Content 5 2 Logging in to the Tracking Database 6 3 Updates at a GP practice level Entering Milestones for a single GP Practice Entering Milestones for Multiple GP Practices Entering GP Practice Statistics Locating GP Practice system details 10 4 Reporting 10 Page 4 of 11

5 1 About this Document 1.1 Purpose The Tracking Database (TDb) captures status information of progress against milestones. The TDb is able to aggregate information at various levels to produce performance management reports. These show statuses at local and national levels. It allows projects to be planned and tracked in such a way that users can see where they are, what they are doing and how they compare to others. The TDb is being used to monitor and report on the progress of the Summary Care Record Programme. The TDb supports all SCR programme and project staff involved with the implementation of the Summary Care Record. Key user organisations include: HSCIC, Clinical Commissioning Groups (CCGs), Commissioning Support Units (CSUs), and System Suppliers. Maintaining and updating SCR project information optimises the benefit of the TDb as a tracking, planning, reporting, and performance management tool, for users involved in implementing the Summary Care Record. This document provides a high level quick start guide for users accessing, entering, updating and maintaining information on SCR projects. Comprehensive TDb Training is available, via your local administrator (see below to find out how to locate your administrator). 1.2 Audience This document has been written for SCR project managers involved with the implementation of the SCR programme in their local area. 1.3 Content The following instructions identify the key components that are required to be updated on a weekly basis to ensure accurate reporting both locally and nationally 1. 1 Reports are not real-time and are collated on a weekly basis by the national teams. All data entered before COP on a Wednesday will pull through to the reports. Page 5 of 11

6 2 Logging in to the Tracking Database You can log in at the following link - click here ( Log in to the Tracking Database using your unique username and password: (if you are experiencing problems with your login details please contact the Helpdesk or your organisations system administrator) Your local administrator can be found by entering your CCG or CSU code at the following link - click here. ( If an Administrator has not been assigned, please contact the Exeter Helpdesk: People wishing to become Administrators will need to notify the Helpdesk that they require access. In order to register an interest in becoming an Administrator for a CCG or a CSU on the Tracking Database please raise a "Service Request" with the Helpdesk - tel: ) Select: Tree Interface (top left hand menu) Select: Hierarchy (top left) Select: NHS England Select: Summary Care Records from the Project drop down box Note when selecting from the hierarchy use the expand/collapse option Page 6 of 11

7 Select: Executive Non Departmental Public Body in the navigation pane Select: NHS England (X24) Select: commissioning region (You will only see your own region listed below unless you have specific access rights) Click: Your CCG in the navigation pane and the header bar will then appear with your CCGs name at the top of the screen. Page 7 of 11

8 3 Updates at a GP practice level 3.1 Entering Milestones for a single GP practice All your information is entered at a GP practice level. To access practice specific information: Expand: CCG Expand: GP practice Select the individual practice Ensure the project (top left) is still showing as Summary Care Record Once the practice is selected, from the Project Screens drop down menu select Milestone Information Ideally as many fields should be completed as possible however key fields to complete include: Data Accreditation Achieved Component 2 This data may have already been entered as part of the PCTs data quality reporting. If so the data will be carried through to this field) Concept training user training (GP practice) complete PIP commences Provisional Business go-live Populate this field with provisional planned dates to provide a forward view of more than three months. The milestone will not be used by suppliers for bookings and will not be base-lined. Technical readiness achieved Note: This is essential for SystmOne practices as CSC/TPP use this field for booking slots, for EMIS deployments this field should reflect the day the practice moves in to Management Mode, for INPS and isoft deployments this date will match with the BGL field Business go-live Page 8 of 11

9 Both planned and met dates must be entered here 3.2 Entering milestones for multiple GP practices If you wish to enter milestones for a number of practices on the same page, this can be done by: Selecting the CCG in the navigation pane. Select group milestone information from the project screen drop down menu. Select GP practice from the org type and selecting the relevant milestones you wish to edit and click submit. Note The above screenshot does not display the editable boxes you would see with your access rights. You will need to have write ability to change any information and you must click update to save any changes made. 3.3 Entering GP practice statistics Ensure the CCG is selected from the navigation pane From the Project Screens drop down menu select GP practice SCR statistics Ideally as many fields should be completed as possible however key fields to complete include: Page 9 of 11

10 Patients contacted - This information should be available as part of the PIP process Opt-outs (93C3), at present this information can only be obtained by contacting the GP practice. It is essential that this is collated though as this information feeds the national optout rate statistic that shows on the national dashboard Records created, this information can be obtained from the BT reports and/or as part of the reconciliation work post-upload. The GP practice patient population and the Patient population under 16s fields are auto-populated from the Exeter system on a monthly basis and therefore it is not possible to amend this data locally. Note: If a single practice is selected in the navigation pane when selecting GP Practice SCR Statistics from the Project Screens drop down menu the screen will only show fields for that practice 3.4 Locating GP practice system details Ensure the GP practice is selected from the tree structure. From the Infrastructure drop down menu on the top toolbar, select system details 4 Reporting In addition to the national reports that are collated by HSCIC it is possible for the Commissioning Regions (CR), Area Teams (AT), CSUs and CCGs to pull off reports specific to their organisation. All of the standard reports are listed under the project reports drop down menu however it is also possible to build your own report using the GP practice SCR details report -. GP practice SCR details this report will allow you to select the fields required for your bespoke report from a selection of all the fields available. It is possible to pull off this report per individual practice, at CCG, AT, CR and at a National level. Legacy PCT is also available to download. Select a level you want to run the report from (report will include all GPs within that area) Select GP practice SCR details from the project report drop down menu. Page 10 of 11

11 Select the information you wish to download and click submit A screen will appear listing the selected fields, if correct click here to download the file. Page 11 of 11

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