Point of Care (PoC) Sign Up to the Start4Life Information Service for Parents (ISP):Requirements Specification

Transcription

1 Document filename: Document Reference Information Services for Parents Programme Manager Kofi Yeboah Status Approved Owner Author Freya Lock, Pubilc Health England Ugo Ulebor Version 1.1 Version issue date 20/07/2015 Contributors Amtar Ali (PHE) Andrew Garcarz Point of Care (PoC) Sign Up to the Start4Life Information Service for Parents (ISP):Requirements Specification Copyright 2015 Health and Social Care Information Centre

2 Document Management Revision History Version Date Summary of Changes /04/15 Initial Draft /07/15 Amended following review comments /07/15 Minor amendments /07/15 Additional paragraph added to section /07/15 Amends to reflect the Data Deport data collection platform /07/15 Amendments to section 3.1 and /07/15 Approved by S4L ISP Team /07/15 Minor amendments Reviewers This document must be reviewed by the following people: Reviewer name Title / Responsibility Date Version Freya Lock Kofi Yeboah Amtar Ali David Riley Information Service for Parents Programme Lead- /Senior Responsible Owner-PHE Programme Manager, Cross Government Programmes- HSCIC Point of Care Sign Up Delivery and Programme Manager Information Service for Parents - PHE Development Support Head, Development Support Services Architecture, Standards and Innovation - HSCIC 20/07/ /07/ /07/ /07/ Approved by This document must be approved by the following people: Name Signature Title Date Version Freya Lock FREYA LOCK Information Service for Parents Programme Lead- /Senior Responsible Owner- PHE 20/07/ 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. 2

3 Contents 1 Overview Background and Context Purpose Summary Supporting Documents Scope Approvals 9 2 ISP Dataset Requirements NHS Maternity Services High Level Process Information Team Extracting and Submitting the Information: Information Team Extracting and Submission: Process Steps Maternity System Suppliers HSCIC Data Collection Platform Dataset Summary Dataset Descriptions 19 3 Data Quality 20 4 Funding 21 5 Test Strategy Timescales Error! Bookmark not defined.22 6 Implementation Strategy 22 7 Burden Assessment 22 8 Information Governance Initial Assessment 22 9 Patient Safety Initial Assessment Risk & Issue Log 26 Appendix A 2627 Appendix B Error! Bookmark not defined.27 Appendix C 2627 Formatted: Not Highlight 3

4 1 Overview 1.1. Background and Context Strategic Context Giving All Children A Healthy Start in Life 1 policy includes actions to help encourage healthy living from an early age by giving parents and parents to be a wide range of trusted information and advice on how to encourage a healthy diet and physical activity in young children through regular s, text messages and short videos from the NHS Information Service for Parents (ISP). In January 2014, this universal service was merged into the Start4Life marketing brand, which focuses on behaviour change messaging targeted at more disadvantaged groups; creating the Start4Life Information Service for Parents (S4L ISP), a universal information service which focuses on some key behaviours in the first few years of life and targets disadvantaged groups. The S4L ISP contributes to PHE s priority to give every child the best possible start in life, by providing information, advice and support to expectant and new parents of young children on health, wellbeing and developmental milestones. It provides relevant high quality, evidence based information in a timely manner, using the trusted NHS brand, and it also makes use of behaviour change tools to support expectant and new parents to improve their and their family s health and wellbeing. Point of Care sign-up (PoC) is a constituent part of the S4L ISP work programme to improve and extend the service. The aim of PoC is to provide every parent-to-be in England with the opportunity to sign up to the S4L ISP at a contact point with the NHS as opposed to signing themselves up to the service voluntarily via the NHS Choices website as is the current enrolment model. The primary aim is to move from voluntary sign up to a more proactive method of sign up in order to provide more parents across a wider audience with evidence-based information and advice which can help them to give their children the best start in life. Therefore, the PoC project is concerned with major developments in the deployment and use of IT across maternity services in England. It aims to develop capabilities of modern information technologies to provide NHS Trusts across England with the technology and support to be able to offer parent-to-be the opportunity to sign up for the S4L ISP within their antenatal booking in appointment Operational Context The S4L ISP programme is central to the achievement of the lifelong national public health ambition of halving childhood obesity.tips and health advice from ISP encourage healthy living from an early age by giving parents and parents to be a wide range of trusted information. Maternity unit staff will capture explicit consent and sufficient data from parents-to-be at their first maternity appointment or at any maternity appointment between 8 and 12 weeks of pregnancy to sign them up to ISP. The dataset collected at the point of care will be recorded 1 Giving All Children A Healthy Start in Life Updated February

5 in the maternity IT systems and subsequently transferred to the PHE system so that PHE can send parents-to-be regular information on pregnancy, child development, child health and parent health information on text messages, s with links to short videos via s and text messages. Personal information is volunteered by patients, with the understanding of the limitation of its use by PHE and the ability to opt out (unsubscribe) at any time either by using the unsubscribe link on the site or by send SMS message option. This standard will provide the following: Guidance for Trusts to capture informed consent from parents-to-be and collect information for registration to S4L ISP Appropriate guidance for trusts for the extraction and transfer of the dataset from the maternity system to PHE Specification for maternity system suppliers for the technical changes required in the maternity system to deliver Point of Care Sign up Publication of the details of the S4L ISP dataset Clear definition of the implementation of PoC in maternity settings The aim of the S4L ISP is primarily to ensure that parent and parents-to-be are well-informed throughout the stages of their pregnancy and throughout their child's first years and is not intended to work as an intervention in itself. However, the introduction of Start4Life behaviour change tools will influence and measure changes in the S4L behaviours e.g. breastfeeding intiation and continuation and obesity in children. Delivery of this project will further enhance the benefits of S4L ISP which is currently being monitored and realised by a different workstream in the Start4Life Programme. These benefits are all assumed to be qualitative in nature, and as a minimum are expected to match the current outcomes reporting for ISP, with; 55% of mothers and 66% of partners claiming to have positively changed at least one behaviour as a result of the ISP advertising, and; pregnant women more likely to have spoken to their Midwife or GP about healthy lifestyle and nutrition (43%) and managing their weight (39%), and; over half (55%) agreeing that the ISP campaign made them want to make positive changes to have a healthy pregnancy, and; 7 in 10 (68%) agreeing that the ISP campaign made them realise how important being healthy in pregnancy was to the development of their baby 5

6 1.2. Purpose The purpose of this document is to support the collection and submission of the Point of Care (PoC) dataset, through provision of strategic approaches, plans, process and requirements in the development and implementation of this standard Summary Standard Standard Number Standard Title Description Information Service for Parents Dataset The ISP Dataset requires organisations to collect and return the contact information of parents-to-be and the baby s due date to enable the registration of the parent to S4L ISP It is well evidenced and understood that what happens during a person s early years, starting in the womb, has lifelong effects on many aspects of health and wellbeing, from obesity, heart disease & mental wellbeing, to educational achievement and economic status. Research shows that becoming a parent presents an opportunity to provide information to support behaviour change and that when looking for information and advice people want validated sources of authority, such as the National Health Service (NHS). That is why the public health white paper Healthy Lives, Healthy People2 emphasises the importance of giving all children a healthy start to life. It sets out plans for the Healthy Child Programme, Health Visitors and the Family Nurse Partnership and shows how these contribute to the wider public health priority of encouraging good health and wellbeing throughout life. This standard introduces requirements for the Point of Care Sign Up to the S4L ISP about the information ( See section 3) that must be captured and returned to Public Health England. Recording ISP Information at Point of Care The contact details captured is needed to help register the parents and parent-tobe to the S4L ISP to enable them receive relevant health and well being information from Public Health England. Midwives will offer and briefly explain S4L ISP and the benefits to expectant mothers during their first antenatal appointment in order to get explicit consent of the patient for registration to S4L ISP. Consent will be registered in the maternity system, patient will also be required to provide address and/or mobile phone number if not already in the patient s maternity record or to confirm if already in th system. The completed data items required to complete registration ( See section 3) to S4L ISP will be pulled from the maternity record of the patient Submitting ISP Information by the NHS Trust The ISP dataset collection will specifically require the stated organisations to extract and return a file of the data collected on minimum of a weekly basis to 2 Healthy Lives, Healthy People: our strategy for public health in England November

7 HSCIC using Strategic Data Collection Service (SDCS). SDCS will provide a secure location for ISP data transfer to take place via HTTPS. Applies to Release Recording ISP information all NHS Maternity providers Returning ISP information all NHS Maternity providers Release Number Release Title Description The collection and submission of information of parents and parents -to-be for registration to Start4Life Information Service for Parents when this is identified from maternity system. Voluntary Implementation Date Mandatory Implementation Date 31 st March 2016 During the initial idea to need stage which was presented to the SCCI governance board on the 28 th January The board identified 9 conditions that needed to be met or addressed in order to progress any subsequent development of the information standard. A summary of the these conditions and their current status can be seen in the Appedix D of this document (it is the authors view that these conditions have now been met) Supporting Documents Ref Reference Title Data Dictionary Model Position Statement Giving All Children A Healthy Start in Life Healthy Lives, Healthy People: our strategy for public health in England From Evidence into Action: Opportunities to Protect and Improve the Nation s Health Burden Advice and Assessment Service Submission 6 Privacy Impact Assessment Document 7 Implementation Strategy NHS Data Model and Dictionary lthy-lives-healthy-people-our-strategy-for-publichealth-in-england uploads/attachment_data/file/366852/phe_prior ities.pdf Ref: R

8 8 Test Strategy Information Service for Parents Test Strategy 9 ISP Project Brief 10 Technical Specification 1.5. Scope This information standard mandates the collection of contact details of parents-to-be at the point of care in the maternity required to sign them up to Start4Life ISP. It defines the data items to be recorded and extracted from existing maternity systems in NHS hospitals. The main focus of the Point of Care Sign Up Project is to significantly increase the level of uptake of ISP and to achieve the best possible outcomes for the child and parents by using the first ante-natal appointment as a point of entry into the service. This was based on the assumption that the majority of Maternity Services utilise IT systems to capture patient information and this could provide a conduit for automating the sign-up of parents to be. However, it is has been identified that a small proportion of Maternity services do not have IT system capability. In order not to exclude these particular services, the project will support these Trusts on a manual process for the collection of the required information using a simple excel file. Submission of the file will be done in a similar way as other hospitals using the Strategic Data Collection Service. In addition to using the collected data for the provision of useful health advice to parents via and text messages, the data will be used for the provision of information about local services and information on local groups and monitoring of take up by socio-demographic area. This will inform any further work to reach out to certain groups in areas of deprivation through other means as a way of addressing inequalities by Public Health England. The scope includes activity undertaken by NHS England commissioned services that provide maternity services. In summary this relates to the following: Midwives, Managers and Clinical leads of organisations providing Maternity Services which are within scope of the data set Information management departments within data provider organisations IT system suppliers operating within Maternity Services All NHS funded maternity services providers are required to return the ISP dataset and to conform to this standard Exclusions This standard excludes maternity care where this takes place in social care or in the community in the GP Practice. The Point of Care Sign up model is focussed on maternity care in the hospital where antennal information is recorded in the maternity system. This standard also excludes Maternity and Children Dataset (MCDS) in the sense that ISP does not need the use of NHS number as part of the dataset required to function. ISP is solely a health promotion campaign rather than clinical and as such only the personal details of the Mother is collected apart from Baby s due date and date of of birth of other children in the family under 5years old. The date of birth of other Children under 5years are collected because the information from ISP is focused on giving the Child the best start in life. 8

9 1.6. Approvals Approval required Sponsor SRO Requirements and ISP Development Support Lead Information Governance Burden Assessment Population Health and Social Care Clinical Safety Data Dictionary Model Data Quality NHS England Satisfied by Freya Lock Information Service for Parents Programme Lead Health and Wellbeing Directorate, PHE David Riley Development Support Head Development Support Services Architecture, Standards and Innovation, HSCIC Stephen Goodall: Burden Advice and Assessment Manager, HSCIC 9

10 2 ISP Dataset Requirements 2.1 NHS Maternity Services Requirements Recording PoC Information : All Midwives 1 All midwives MUST introduce S4L ISP using information contained in the script for Midwives 2 Consent MUST be sought from the Mother for registration to S4L ISP and this MUST be recorded in the maternity system or on paper where there is no IT capability 3 Midwives MUST obtain the First Name of Mother, address and/or Mobile Phone Number, Mother s Full Postcode, and Estimated Baby s Due Date and these MUST be recorded in the maternity system if not already in the system, together with their consent 6 Where the Partner is present during consultation, ISP will be offered and Consent sought fro registration to S4L ISP 7 The following items will be collected from the Partner where consent is given : Partner s First Name, Address and Mobile Phone Number, together with their consent. These will also be recorded in the system. 8 In hospitals where maternity records exist on paper only, S4L ISP dataset MUST be collected manually using the excel spreadsheet provided by HSCIC. The spreadsheet contains the headings required to capture the information for registration to S4L ISP and covers steps 1 to 7 above. 9 Extracting and Submission of PoC Information: IT/Admin 1 From the 1st April 2016, all NHS Maternity Services, MUST be able to record and submit the S4L ISP information as defined in the ISP dataset 2 All NHS maternity services with maternity system MUST submit the collected dataset to HSCIC on a weekly basis using the using Strategic Data Collection Service (SDCS) Conformance Criteria # Standards 1 2 All (M)andatory components ( Section 4) of the ISP dataset MUST be collected as specified. All NHS maternity services with maternity system MUST submit the collected dataset to HSCIC on a weekly basis using the using Strategic Data Collection Service (SDCS) 10

11 2.2 High Level Process Midwives recording of ISP Information Start Midwife discusses the purpose of the service and benefits Consent Given? Yes Trust IT System Available? No Input into ISP Spreadsheet (Manual) Input data in maternity System End End 11

12 2.2.2 Process Steps for Recording of the PoC Information The following steps support the process for how the PoC information is to be recorded in the maternity system or manually on an excel spreadsheet Recording in the Maternity System Step Description 1 Midwives must always explain and offer S4L ISP to patients using the the information in the script 2 Consent Box is completed once consent is obtained from patient 3 Midwives must obtain the mandatory data items which are address and/or Mobile Phone Number. These must be recorded in the patient s maternity record. Manual Recording in an Excel Spreasheet Step Description 1 All relevant ISP information from the patients paper / electronic record MUST be recorded on the ISP Excel Spreadsheet 2 On the minimum of the weekly basis the ISP spreadsheet MUST be saved exported as a CSV file in readiness for submission to HSCIC 12

13 2.3 Information Team Extracting and Submitting the Information: 13

14 2.4 Information Team Extracting and Submission: Process Steps Extracting and Submitting data recorded in the Maternity System Step Description Where this does not occur automatically, extract files MUST be run on the mimimum of a weekly basis to a secure file. location on the Trust network. 1 2 Users MUST Login to the Data Depo portal 3 Users MUST locate file using the Data Depo portal 4 Users MUST upload files and submit files on the minimum of a weekly basis Extracting and Submitting data recorded Manually Step Description 1 All relevant ISP information from the patients paper / electronic record MUST be recorded on the ISP Excel Spreadsheet 2 On the minimum of the weekly basis the ISP spreadsheet MUST be saved exported as a CSV file in readiness for submission to HSCIC 14

15 2.5 Maternity System Suppliers # Requirement System Suppliers MUST ensure ALL ISP data items can be recorded within the IT system System Suppliers MUST ensure that consent is recorded for Mother and Partners where applicable System Suppliers MUST ensure regular data extracts are made available to the Trust both on a daily and ad-hoc basis System Suppliers MUST ensure that local reports are made available to users this information SHOULD be able to be intrerrogated within specific data parameters Conformance Criteria This section describes the tests that can be measured to indicate that the information standard is being used correctly by a Maternity system supplier # Criteria 1 2 Data extract files MUST include all specified data fields (see ISP Technical Specification) Data extract file MUST be in the format specified within the ISP Technical spectifation (XML or CSV) 2.6 HSCIC Data Collection Platform # Requirement 1 Data Depot Must provide users with secure login credentials 2 Data Depot Must provide users with a facility to upload and submit files 3 Data Depot Must have the ability to handle both XML and CSV file format Conformance Criteria This section describes the tests that can be measured to indicate that the information standard is being used correctly by HSCIC # Criteria 1 Users Must be provided with secure login credentials 2 Users Must be provided with a facility to upload and submit files 3 Users Must be able to upload and submit both XML and CSV file formats 15

16 2.6.2 The Solution The solution will provide the following functional capabilities: Facilitating data submissions from NHS Trusts: Authentication of NHS Trust users User Management Collection management Handling file submissions by NHS Trusts Validating file submissions Sending data to PHE: Aggregating received data Creating output file Making available for consumption by PHE (DST) via SFTP Responding to acknowledgement from PHE (DST) and applying appropriate workflow Possible reissuing data Deleting data from HSCIC estate Service Management: Auditing actions Facilitating monitoring and alerting The solution will leverage existing systems built by IT Development: Data Depot A data collection tool designed to be flexible/extensible to facilitate the on boarding of data collections DDS Data Delivery System A system-to-system interoperability tool to flow data between systems in an automated manner applying workflows as required by specific requirements SEFT Secure Electronic File Transfer (Tibco Managed File Transfer) An off the shelf system supporting the secure exchange of file data between HSCIC and external parties Delivery Data Deport is an existing IT platform which provides data collection services for many other datasets that reside on HSCIC Information Asset Register (IAR) therefore no IT development will be required (see user guide in Appendix E). As this is legacy platform HSCIC s future road map will consider the migration of all data collections that currently reside on Data Deport to the Strategic Data Collection Service (SDCS) in financial year 16/17. The planned migration exercise has originally planed to take place in financial year 15/16 but has been delayed due to current prioritsation and resourcing pressures. 16

17 3. PoC Sign Up ISP Dataset 3.1 Dataset Summary The table below provides a summary of the PoC Dataset information that is required to be collected within the OAS Data Collection Platform. For a more detailed description this section should be read in conjunction with the technical specification in Appendix A of this document. M/R/O DATA ITEM NAME M ORGANISATION CODE ( ODS CODE ) M M M M/R M M O/M O/M O/R M M EXTRACT DATE FIRST NAME OF MOTHER MOTHER S ADDRESS MOTHER S MOBILE PHONE NUMBER MOTHER S FULL POSTCODE MOTHER S CONSENT PARTNER S FIRST NAME PARTNER S ADDRESS HEADER PATIENT DEMOGRAPHICS PARTNER S DETAILS PARTNER S MOBILE PHONE NUMBER PARTNER S CONSENT BABY S DUE DATE R/O DATE OF BIRTH OF CHILD 1 R/O DATE OF BIRTH OF CHILD 2 R/O DATE OF BIRTH OF CHILD 3 R/O DATE OF BIRTH OF CHILD 4 R/O DATE OF BIRTH OF CHILD 5 BABY S DETAILS DETAILS OF OTHER CHILDREN UNDER 5YEARS (M)andatory: These data items MUST be reported. Failure to submit these items will result in the rejection of the submission. (R)equired: These data items SHOULD be reported where they apply. Failure to submit these items will not result in the rejection of the submission but may affect the national analysis. 17

18 (O)ptional: These data items MAY be submitted on an optional basis at the submitters discretion. 18

19 3.2 Dataset Descriptions M/R/O DATA ITEM NAME DATA ITEM VALUES HEADER R ORGANISATION CODE (ODS Code)TRUST) DATA ITEM DESCRIPTION This MUST be included. Unique identifier of the Trusts in which the maternity service resides. R EXTRACT DATE PATIENT DEMOGRAPHICS M FIRST NAME OF MOTHER This MUST be included and used in part to verify the correct patient M MOTHER S ADDRESS Alphanumeric This MUST be included where available M/R MOTHER S MOBILE PHONE NUMBER This SHOULD be included where available. Mobile phone number is required in the absence of an address M MOTHER S FULL POSTCODE This MUST be included and used in part to verify the correct patient M MOTHER S CONSENT CONSENT FLAG Should always = Yes PARTNER S DETAILS O/M PARTNER S FIRST NAME O/M PARTNERS EMAL ADDRESS Alphanumeric O/R PARTNER S MOBILE PHONE NUMBER O/M PARTNER S CONSENT CONSENT FLAG Should always = Yes BABY S DETAILS M BABY S DUE DATE This MUST be included to ensure relevant S4L ISP information is sent to Parent(s) DETAILS OF OTHER CHILDREN UNDER 5YEARS O DATE OF BIRTH OF CHILD 1 DD-MM-YYYY This SHOULD be included where available O DATE OF BIRTH OF CHILD 2 DD-MM-YYYY This SHOULD be included where available O DATE OF BIRTH OF CHILD 3 DD-MM-YYYY This SHOULD be included where available O DATE OF BIRTH OF CHILD 4 DD-MM-YYYY This SHOULD be included where available O DATE OF BIRTH OF CHILD 5 DD-MM-YYYY This SHOULD be included where available

20 3 Data Quality All system suppliers will be issues with the technical specification that will include field level data validation in order to ensure quality of local trust data capture. On-going audits will review and identify which Trusts have been submitting information and help determine how successful the implementation plan has been in practice. It will collect sufficient information to determine whether additional implementation activity is required beyond the end of the SCCI approved window. In addition, the following will be monitored to ensure the successful implementation of the standard. Criteria 1 All components of the PoC dataset is collected as specified. 2 The PoC dataset should be input into the Data Deport as made available to each applicable organisation for the specified reporting periods. 3 Centrally issued guidance and FAQs will be used to steer decisions. 4 5 Providers will apply necessary data validation processes to assure the quality and completeness of the data prior to submission to HSCIC. Quality assurance will be undertaken by Information Teams to ensure that a patient is not counted twice within a submission, and therefore avoid duplicate recording of information. 20

21 4 Funding All of the following costs for the Point of Care Sign for S4L ISP will be directly funded by Public Health England, as per the MoU, specifically including the following; Project Management Costs: Project Management (HSCIC Cross Government Programme) This consists of a project team in HSCIC that will work on the development and implementation of the Standard during the 2015/16 financial year. Funding for the project management team amounts to 611,696 Collection, Analysis & Publication of S4L ISP dataset post April 2016 following implementation. PHE have not as yet confirmed their intentions for the management of the dataset post implementation. Any further work to manage the dataset post implementation would be subject to a further PHE commission Support and maintenance costs for the data collection a estimated to be 20,000 per anum. Supplier Development Costs - Majority of the maternity systems across the NHS will have to make some changes in order to implement the Standard. Initial analysis from the maternity system suppliers indicates that the changes required for these systems to comply with the Standard are minimal. Most of the information reqired for registration to ISP are already recorded in the maternity systems with the exception of the following fields -consent, address and in some cases the mobile phone number. The programme will fund the costs to suppliers for making the technical changes during the demonstration phase only in order to implement this standard. This will be done through the existing contractual arrangement between the Trusts and system suppliers Local NHS Costs- Costs for the implementation of this Standard will only be funded by PHE during the demonstration phase for only the demonstrator sites. Post implementation in April 2016, NHS Trusts will not be required to cover the costs for the software upgrades once the ISN has been published and the data collection requirement forms part of the suppliers development road maps. 21

22 5 Test Strategy As this Information Standard is for a new collection, Testing will be requireda Test Strategy has been developed. HSCIC will work with key partners (including NHS Trusts and System Suppliers) to develop the draft test strategyrobust test plans and specificationin support of this data collection. This be informed by engagement activity with NHS stakeholders and Clinical Systems Suppliers. A technical specification has also been developed and shared with IT System Suppliers (a copy of which can be found in Appendix A of this document). Key aspects of the proposed approach will be tested in controlled environments which simulate real life transactions in acute and community care settings. This will include trialling potential IT data extract solutions, data collection methodologies and processes for delivery of information. 6 Implementation Strategy A comprehensive implemention strategy has been developed in support of ISP PoC (see Appendix B). This document describes the stakeholder landscape, the communication and engagement plan and defines a clear roadmap of activities to lead the successful implementation of this initiative. 7 Burden Assessment A full Burden Assessment has been completed and is currently being reviewed by the BAAS Team. A final BASS report will be included in this document when this process has been completed. 8 Information Governance Initial Assessment The Programme operates under the direction of the Secretary of State, providing the legal basis for personal information to be gathered and used for the purpose. 8.1 Informed Explicit Consent Patients are made aware of and consent to information about them being used by PHE for the purposes of registration to S4L ISP. The first or SMS that they receive upon registering will include information about how their data will be used and making it clear that they can unsubscribe at any time either by using the unsubscribe link placed on every or by sending an SMS to unsubscribe. However, PHE employs the use of a third Party organisation as Data Processors of the data collected for registrations to the. Initial Assessment by the Information Governance team suggests that there are Information governance issues involved in this Standard specifically in the sharing of sensitive personal data to PHE for secondary use purposes via a third Party organisation. To address the risk associated with the sharing of person identifiable data with a third party organisation, a Privacy Impact Assessment was undertaken.

23 8.2 Fair Processing Procedure In line with the first data protection principle to process personal data fairly and lawfully PoC information will be collected in accordance to HSCIC s and PHE s data protection and information governance procedures. PoC is based on informed explicit consent model (as per section 11.1 above) and parents will receive a full set of Terms and Condition as part of their introductory to the ISP Service. Parents will also be invited to Opt Out of the service as any stage along the process. There are two main options that parents have of doing this, which include: 1. By selecting the Opt Out button on the initial Welcome (following initial registration) 2. By selecting the Opt Out button on subsequent s 3. Texting STOP in response to any text messages (resulting in the cancellation of the both the mobile phone and communication) 8.3 Privacy Impact Assessment Privacy Impact Assessment was undertaken, to help identify the privacy risks of what is being proposed, to support taking action to mitigate those risks prior to any collection, sharing, retention or analysis of PoC information being collected. 9 Patient Safety Initial Assessment A patient safety assessment has yet to be made. This will be included in the list of activities to be undertaken at the next stage in the process. 10 Timescales The Demonstrator testing phase is proposed to commence in September A full supplier/nhs test phase will then follow in the 4th quarter of Subject to successful evaluation and appraisal, implementation of new data collection process will be operation by end of 1st quarter A fully summary of activities is detailed below: 23

24 S4L ISP / PoC IMPLEMENTATION PLAN PHASES: Consultation with: Identification: May 2015 July 2015 August 2015 January 2015 February 2015 March 2015 HSCIC Technical Development Team Marternity IT Systems Suppliers NHS Trusts IT Leads Service Provider PHE/ GIG TAG? Technical Specifications initial Preparation: Technical Approval TAG Technical Specifications SCCI Process seeking approval System Design System Testing - testing the conditions and operational details. Quality assessments Implementation:

25 System live Evaluation: System Testing Feedback from designer, provider, users and system suppliers Review / actioning of evaluation and a 25

26 11 Risk & Issue Log The risk and issues log is maintained as a separate document. Appendix A Risk and Issues Log Appendix B Technical Specification Appendix C Privacy Impact Assessment Appendix D SCCI Conditions update Appendix E Data Deport User Guide