Present: 1. Apologies and Introductions. 2. Minutes of previous meeting of 26th June 2013

Transcription

1 Present: Sue Millard (ODS - HSCIC) Alan Keen (ODS - HSCIC) Mike Presence (ODS - HSCIC) Hayley Sims (ODS - HSCIC) Danny Ruttle (ODS - HSCIC) Mat Jordan (HSCIC) Angela Faulding (NHS DM&D) Nicky Turner (NWIS) Steve Scott (Deputising for Tony Bempah) (NHS Choices) Helen Kendall (NHS RxS) Stephen Fenner (SUS - HSCIC) Paul Bradshaw (Data Stewards - HSCIC) Trina Evans Cheung (Deputising for Sandeep Manku) (Data Stewards - HSCIC) Paul Gorton (DH) Simon Amos (BT) Gerry Firkins (ISB - HSCIC) 1. Apologies and Introductions Sue advised the group that she was chairing the meeting in Mark s absence. Apologies were received from those who were not able to attend. Sue advised that the HSCIC Vantage reception team have asked that we supply a list of attendees for future meetings. Members are asked to respond to the meeting invite to say if they are attending, this will mean that a list will be given to the reception desk and that the approximate number of attendees will be known. This does not mean that users can only attend if they have accepted but is required predominantly to assist the reception team (especially in the event of a building evacuation). 2. Minutes of previous meeting of 26th June 2013 The minutes have been distributed to all users and are accepted as an accurate record. Nicky Turner was recorded as not present but she was present. Nicky also mentioned that she has not been receiving s sent to the ODS user group DL. Action Check DL list and confirm that Nicky is receiving the s. 3. Matters Arising (Actions carried forward from previous meetings) 3.1 Transition Team Update Pete Sherratt Pete Sherratt has now left HSCIC to join NHS England. Sue and Mat advised that transition is ongoing and maybe for some time, Mat will now update on this in future User Group Meetings. 3.2 Removal of duplicates from Consultant File Mike Presence Mike talked about the removal of duplicate consultant codes and that this is ongoing. Mike advised that they are now exploring including consultants that work for different organisation types. Nick Armitage is checking the organisation types that can be taken from the ESR download. Nicky Turner mentioned that PCTs are still showing in the consultant file and Sue explained that there may be a link to reconfiguration and the work to close PCTs. Sue has tried to find leavers for organisations to find out who has moved where as there is a lot of uncertainty surrounding this, there may be a benefit of tying ESR in to the reconfiguration work in this respect. The amount of PCTs linked consultants has been reduced by half, from approximately 400 to 200. Alan advised that the last consultant data is actually from July. Chair: Sue Millard Page 1 of 9 Minutes: Phil Killoran

2 3.6 MoD Mark Dye The last action for this was closed as Sarah has re-sent information to Gerry. 4. Information Standards Notices update (Mike Presence) Mike gave an Information Standards Update to the group covering some of the upcoming Information Standards Notices (ISNs). A hand out was provided detailing the ISNs; he advised that there were three new ISNs for February s release, and the two ISNs outlined in the last User Group meeting had been approved, so these changes will come through in November. Each ISN was summarised and discussed with some actions raised as follows: NHS Postcode Directory (NHS PD) a series of changes to the structure of the NHS PD. In addition to the changes outlined in the previous User Group meeting, Mike confirmed that this will remove the GENIND field which is the part that ODS have to pay Royal Mail a license fee for. This is also the part that restricts the data to the NHS, so Mike advised that this will hopefully mean that the full Gridall file will be made available on the public webpage, although this needs to be explored over the coming months. This standard will be implemented in February s release. Scottish GP data - the introduction of four new file specifications for the publication of Scottish Organisations, GPs and Practice data in order to align the current files to the standard file format for the equivalent English entities. Additionally there will be an introduction of a change to the parent field against which Scottish GP Practices are linked; this is in order to show the Health Board as the parent organisation. Nicky asked whether closed dates for Scottish GPs could be added to the file, action needed to check with NHS Scotland to see if close dates can be added. This standard will also be implemented in February s release. LA codes As covered in a previous User Group meeting; the introduction of the new 3 character code format in order to support local authorities for when they take over the commissioning for public health services. To be included in the November release. Private Dental Practices - As covered in a previous User Group meeting; the introduction of the private dental practices subtype identifier. To be included in the November release. Special Health Authorities As covered in a previous User Group meeting; site code structure change, to increase the available permutations for Special Health Authority codes. To be available from the November release. Further to the ISN s the topic of how the data is sent out was brought up. Nicky advised that she is still receiving discs for the data; Danny asked Simon Amos if he was still receiving the discs. Alan advised this is probably because nobody has updated the old process. An action was identified to remove the part of the process that refers to sending the data out by disc. Sue also advised the group she is going to discuss with the Information Standards Board team the possibility of having an alerts service which users could sign up for (the idea being that the user would be able to define which category /type of ISN they are interested in. ODS do highlight the ODS specific ISN in their newsletter but not everyone receives / reads it. Angela Faulding mentioned that the service already existed for ISNs but there is no filter which would be useful. An action was identified for Sue to speak to Neil McCrirrick about getting an alert for ISNs or for a forecast of changes in ISNs. Action Check with NHS Scotland to find out of close dates can be added against Scottish GP data. Action Remove part of the process that refers to sending the data out by disc. Action Sue to speak to Neil McCrirrick about getting an alert for ISNs or for a forecast of changes in ISNs. Chair: Sue Millard Page 2 of 9 Minutes: Phil Killoran

3 5. New Appointment Technical Specialist (Alan Keen) Alan advised the group that there is a new technical specialist starting on the ODS Team, Marco Christoforou, Marco will be developing our internal tooling and assisting with Spine 2 integration. 6. MS Access Versioning (Mike Presence) Mike talked about the Access Databases that are produced by ODS, these are a legacy product, currently we publish a 2000 and a 2003 version of these. Due to inherent problems within Microsoft Access, such as different versions that cannot be used to open later releases etc. Mike advised that we are looking to replace the 2003 version with a UPRN and Address Base (Mike Presence) Mike gave an update on Unique Property Reference Number (UPRN) which was mentioned in the last User Group meeting. This is an Ordnance Survey product maintained by a company called Geoplace LLP. UPRN is a unique reference number for each building so gives a greater granularity for address data than postcodes. As an example this could give a unique reference for all the buildings within a hospital. Nicky stated that they would have some use for this data. Mike advised that, although early talks had been promising we have hit upon a stumbling block in that GeoPlace and Ordnance Survey consider the UPRN to be corporately sensitive and had advised that they will not allow ODS to publish it within open data products. ODS opinion is that this renders the project pointless and so work has paused, however it is hoped that this will not be permanent; this aspect is being pursued as an issue through the Public Sector Mapping Agreement user group. 8. Future Work (Sue Millard) Does ODS deliver what you need? Sue talked about future work for ODS and said she had been asked by Catherine Coe who is the Consultant Specialist in ODS to ask some questions of the user group. The questions are attached in questions for user group oct13.docx. User group members are asked to complete this document and return to catherine.coe@hscic.gov.uk by Catherine is looking into whether the ODS coding remit is still appropriate and whether it should be expanded. Our coding is very much based around use of National IT infrastructure and financial transactions. It has been highlighted to us that there are occasions when a national code is needed but not for these reasons. One example is that deaneries are creating codes for junior doctors. Sue advised that ODS are thinking of developing a proposal to establish when codes should be allocated. ODS are aware of some examples however Sue asked User Group members for any others they may be aware of and if any of these had caused problems to elaborate the business impact where possible. User group members were also asked to consider any instances where they had been refused a code or where the ODS data being incomplete/ out of date had caused an issue. We would like to know what the users of the data want us to deliver, Sue asked for any ideas of how to pose this question to the daily users of the data - Gerry Firkins has provided contact details for the PAS system user groups so this will be a good place to start. Chair: Sue Millard Page 3 of 9 Minutes: Phil Killoran

4 Steve Scott advised that NHS Choices may have an issue with some of the coding against the data, he would follow this up. Nicky advised that she would follow this up with her own User Group Mat Jordan advised that Catherine Coe could follow this up with a member of the old Information Centre that was involved with coding services. The massive changes in the NHS and some recent projects such as the national 111 roll out have required ODS to change some structures and, on occasion, issue codes they would not have prior to ODS are keen to set advice on coding and a set structure for what we will code and why. Health and Justice Work Sue mentioned that there is a lot more work coming in from Criminal Health and for the Health Justice Information Services (HJIS) which is covered in the attached document Future work justice user group oct13.docx. Nicky stated that she would be interested in this data. Helen Kendall stated that she would be interested because it would affect the NHS Prescription Service (NHS RxS). Mike advised that the HJIS programme should engage with NHS RxS directly. Private GP Practices The group discussed the business processes for future coding of private GP practices, Helen Kendall mentioned that they now have quite a few ISHP parented GP Surgeries in their NHS RxS data. This brought the matter of how private practices can refer into hospitals. Paul talked about a specific example where a private practice has written a letter of referral. Mike talked about a possible change needed for the GP Practice file as he has been approached by the screening programme as they want to increase the scope for preventative health and start inviting patients from private practices. Action ODS to analyse the Exeter helpdesk logs for calls requesting additional data from ODS 9. Transition Update (Sue Millard & Mat Jordan) Mat talked about the scope of the transition and configuring SDS. This involves sorting out a lot of the organisational parental relationships for the spine, there is a lot of change needed but this is relatively low impact. Mat advised that the RA parent hierarchy causes more problems as the RA Admin links are still in place to PCTs these are now being moved to new organisations. This work is set to be completed in January However, some systems are unable to migrate to the new ODS codes including SystmOne and IPM. Mat is leading a piece of work on this but it may be that the only way to deal with this will be to wait until the contracts for these LSP contracts expire in Sue talked about how the old world for RA Hierarchy mirrored the organisation structure of the NHS, GP Practice to PCT to SHA etc. The new world is not as easy, the RA structure does not necessarily follow the new world NHS organisation hierarchy. Access Control are looking to give advice on this and any problems that may arise. A result of this is potentially a lot more work for the ODS team, especially if the RA contracts change frequently. 10. Organisation Data Interface Redevelopment (Mike Presence & Danny Ruttle) Danny talked about the need for a change to a modern system for organisations taking ODS data and why we are proposing a set of changes. The coding framework is not sustainable in its current form and the current file specification is outdated. The proposed file format in the future will be XML and the release mechanism will be changed. Danny talked about the need to introduce the coding frame ANANA as previously outlined. ANANA will not have any intelligence built into the code itself, the intelligence will be in the roles and relationships below the code. Danny showed a diagram outlining the release mechanism for the new code framework and discussed how this may be achieved over a number of years. A question was raised by Stephen Fenner to ask what would happen with existing organisations being allocated a code. Mike answered that this will be discussed during consultation. Stephen asked whether Chair: Sue Millard Page 4 of 9 Minutes: Phil Killoran

5 the assumptions for the codes intelligence could just be abandoned, i.e. systems should not attempt to interpret organisation identifiers based on their content from a certain date. This may cause problems with existing organisations or historic data but that it is still an option that could be entertained. Gerry asked whether the existing systems can support 2 sets of codes running simultaneously, his belief is that a change should be made in one day of transition from old to new codes to counteract this problem. Angela questioned whether the ANANA codes would work in existing systems although outlined that CDS has been changed so that the maximum length is 12 characters. 11. Technical Services Update (Alan Keen) Alan advised that OSCAR Phase 4 has now been delivered. Phase 5 has just started and will include testing throughout the development period to shorten the time taken to go to through User Acceptance Testing (UAT). Phase 5 is to be delivered in February A feature of OSCAR, the Quick Address Lookup is now being used in Southport by the Demographics National Back Office. They have access to a restricted version of OSCAR which they are using to validate patient address data. QMAS, the system for calculating the Quality Outcomes Framework (QOF) payments for GPs was replaced by the Calculating Quality Reporting Service (CQRS) for 2013/14. ODS currently has some legacy assurance responsibilities for certification of the supplier systems to support this, a handover of these responsibilities has been initiated to aid with the supplier transition to working with the General Practice Extraction Service (GPES) The Spine 2 replacement currently being produced to replace the User Identity Management tools (UIM) will also include replacement for the tool used by ODS to migrate staff, Organisation Migration Service (OMS). 12. GP Practice Relationships (Mike Presence) Mike talked about an update to the GP Practices relationships. Currently, although we receive the data from the NHS RxS with a mix of different types of providing organisations, our technical team roll this forward to the geographical Clinical Commissioning Group (CCG) value (i.e. the commissioner) for publication. Mike advised that we hope to publish both the Geographical CCG value and commissioning organisation in the same file in fields 15 and 24. The question was posed to the group of which way round to place the values for minimal impact. It was generally agreed that impact would be lessened if the geographical CCG/commissioner code remains in its current position (field 15) and the new values for provider organisations are inserted into field Any Other Business (AOB) Sue asked if there was AOB that the group would like to bring up, Helen stated that she would like to know what will happen to the make-up of CCG s at the end of the financial year (as there is an allowed window of churn every 12 months). Alan advised that CCG s were in a bigger piece of work that needed to be addressed, Sue asked that an action be raised to find out. Mat will follow this up with NHS England. Gerry stated that this gives the potential for a gap on the commissioning of services being authorised. An action is needed to feedback to Helen about findings from this investigation. Mike asked the group if anybody still used PCT cluster and SHA cluster codes, also does anybody use the community establishment file. Chair: Sue Millard Page 5 of 9 Minutes: Phil Killoran

6 Mike advised that we may be able to include BFPO addresses in the Postcode Data. Gerry said that an ISN for this would need to be released. Angela questioned if these could be identified because the MoD wouldn t allow it. Also there is a QA report that is still being produced showing GP anomalies for smartcards etc. Mike asked who this should be sent to, Mat agreed to take the report and find out who it would need to be sent to. Sue asked the group if there were any possible changes they would like with the User Group Meetings themselves. She asked that any suggestions be sent by to Sue or to Mark Dye. Action Feedback to Helen about possible changes to CCGs in April 2014 Date and venue of next meeting 27 th February 2014 Leeds * * * * * * * * * * * * * Chair: Sue Millard Page 6 of 9 Minutes: Phil Killoran

7 Summary List of Actions Ongoing from previous meetings 3.1 Transition Team Update Pete Sherratt Following the meeting in March, Pete was to continue investigating Local Authority Commissioning. Mat Jordan advised the group that Pete has now left the HSCIC and now works for NHS England. Mat has picked up Pete s action and advised that it is currently unclear as to exactly how Local Authorities will work in a commissioning environment This is still work in progress as there are still many areas which require answers and preliminary work is being done to assist the LAs if required. Action ongoing 3.2 Removal of duplicates from Consultant File Mike Presence During the previous meeting, Mike advised that ODS has removed a number of duplicates from the consultant file where a consultant is employed more than once at the same location under separate contracts, against different medical specialities. Mike was to discuss with Nick Armitage which organisation types needed to be included in the file. Mike advised that this action is ongoing due to resource constraints in investigating it so far. Action ongoing * * * * * * * * * Summary List of Actions New 4. Information Standards Notices update (Mike Presence) Mike gave an Information Standards Update to the group covering some of the upcoming ISNs A hand out was provided detailing the ISNs, he advised that there were three new ISNs for February s release, and the two ISNs outlined in the last User Group meeting had been approved, so these changes will come through in November. Each ISN was summarised and discussed with some actions raised as follows: NHS Postcode Directory a series of changes to the structure of the NHS PD. In addition to the changes outlined in the previous UG Mike confirmed that this will remove the GENIND field which is the part that ODS have to pay Royal Mail license fee for. This is also the part that restricts the data to NHS as well so Mike advised that this will hopefully mean that the full Gridall file will be made available on the public webpage, although this needs to be explored over the coming months. This standard will be implemented in February s release. Scottish GP data - the introduction of four new file specifications for the publication of Scottish Organisations, GPs and Practice data in order to align the current files to the standard file format for the equivalent English entities. Additionally there will be an introduction of a change to the parent field against which Scottish GP Practices are linked. This is in order to show the Health Board as the parent organisation. Nicky asked whether closed dates for Scottish GPs could be added to the file, action needed to check with NHS Scotland to see if close dates can be added. This standard will also be implemented in February s release. LA codes As covered in previous UG; the introduction of the new 3 character code format in order to support local authorities when they take over the commissioning for public health services. To be included in the November release. Private Dental Practices - As covered in previous UG; the introduction of the private dental practices subtype identifier. To be included in the November release. Special Health Authorities As covered in previous UG; site code structure change, to increase the available permutations for Special HA codes. To be available from the November release. Chair: Sue Millard Page 7 of 9 Minutes: Phil Killoran

8 Further to the ISN s the topic of how the data is sent out was brought up. Nicky advised that she is still receiving discs for the data; Danny asked Simon Amos if he was still receiving the discs. Alan advised this is probably because nobody has updated the old process. An action was identified to remove the part of the process that refers to sending the data out by disc. Sue also advised the group she is going to discuss with the ISB team the possibility of an alerts service which users could sign up to (the idea being that the user would be able to define which category /type of ISN they are interested in. ODS do highlight the ODS specific ISNs in their newsletter but not everyone receives / reads it. Angela mentioned that the service already existed for ISNs but there is no filter which would be useful. An action was identified for Sue to speak to Neil McCrirrick about getting an alert for ISNs or for a forecast of changes in ISNs. Action Check with NHS Scotland to find out of close dates can be added against Scottish GP data. Action Remove part of the process that refers to sending the data out by disc. Action Sue to speak to Neil McCrirrick about getting an alert for ISNs or for a forecast of changes in ISNs. 8. Future Work (Sue Millard) Does ODS deliver what you need? Sue talked about future work for ODS and said she had been asked by Catherine Coe who is the Consultant Specialist in ODS to ask some questions of the user group. The questions are attached in xxxxxx.doc User group members are asked to complete this document and return to xxxxxx by Catherine is looking into whether the ODS coding remit is still appropriate and whether it should be expanded. Our coding is very much based around use of National IT infrastructure and financial transactions. It has been highlighted to us that there are occasions when a national code is needed but not for these reasons. One example is that deaneries are creating codes for junior doctors. Sue advised that ODS are thinking of developing a proposal to establish when codes should be allocated. ODS are aware of some examples however Sue asked User Group members for any others they may be aware of and if any of these had caused problems to elaborate the business impact where possible. User group members were also asked to consider any instances where they had been refused a code or where the ODS data being incomplete/ out of date had caused an issue. We would like to know what the users of the data want us to deliver, Sue asked for any ideas of how to pose this question to the daily users of the data - Gerry Firkins has provided contact details for the PAS system user groups so this will be a good place to start. Steve advised that Choices may have an issue with some of the coding against the data, he would follow this up. Nicky advised that she would follow this up with her own User Group Mat advised that Catherine could follow this up with a member of the old Information Centre that was involved with coding services. The massive changes in the NHS and some recent projects such as the national 111 roll out have required ODS to change some structures and, on occasion, issue codes they would not have prior to ODS are keen to set advice on coding and a set structure for what we will code and why. Health and Justice Work Sue mentioned that there is a lot more work coming in from Criminal Health and for the Health Justice Information Services (HJIS) which is covered in the attached document xxxx. Nicky stated that she would be interested in this data. Helen stated that she would be interested because it would affect the NHS RxS. Mike advised that the HJIS programme should engage with NHS RxS directly. Private GP Practices Chair: Sue Millard Page 8 of 9 Minutes: Phil Killoran

9 The group discussed the business processes for future coding of private GP practices, Helen mentioned that they now have quite a few ISHP parented GP Surgeries in their NHS Rx data. This brought the matter of how private practices can refer into hospitals, Paul talked about a specific example where a private practice have written a letter of referral. Mike talked about a possible change needed for the GP Practice file as he has been approached by the screening programme as they want to increase the scope for preventative health and start inviting patients from private practices. Action ODS to analyse the Exeter helpdesk logs for calls requesting additional data from ODS Action Include Sue Millard s address in the minutes (sue.millard@hscic.gov.uk) 13. Any Other Business Sue asked if there was AOB that the group would like to bring up, Helen stated that she would like to know what to know what will happen to the make-up of CCGs at the end of the financial year (as there is an allowed window of churn every 12 months. Alan advised that CCGs were in a bigger piece of work that needed to be addressed, Sue asked that an action be raised to find out. Mat will follow this up with NHS England. Gerry stated that this gives the potential for a gap on the commissioning of services being authorised. An action is needed to feedback to Helen about findings from this investigation. Action Feedback to Helen about possible changes to CCGs in April 2014 Chair: Sue Millard Page 9 of 9 Minutes: Phil Killoran