Newborn Blood Spot Failsafe Solution (NBSFS) Operational Level Agreements. Part B: Child Health Record Department (CHRD) Users

Transcription

1 Newbrn Bld Spt Newbrn Bld Spt Failsafe Slutin (NBSFS) Operatinal Level Agreements Part B: Child Health Recrd Department (CHRD) Users Versin 1.2 / May 2015 Uncntrlled when printed. T ensure yu have the latest versin f this dcument, please view it nline.

2 Cntents Intrductin... 3 Terminlgy... 3 PART B Child Health Recrd Department users... 4 OLA B1: Daily checking f the NBSFS... 4 OLA B2: Updating the NBSFS status f deceased infants... 4 OLA B3: Updating the NBSFS recrd f infants living at a different address t the mther (fr example in fster care)... 5 OLA B4: Managing status and demgraphic changes n NBSFS... 5 OLA B5: Maintaining cntinuity f service (regular user away)... 6 OLA B6: Maintaining cntinuity f service; new users... 6 OLA B7: Reprting prblems relating t the NBSFS system... 7 OLA B8: Reprting ther prblems relating t NBSFS, and escalatin prcess (fr system prblems see OLA B7)... 8 PART D f NBSFS system prvider (Nrthgate-IS)... 9 Part E f the NHS Newbrn Bld Spt Screening Prgramme References... 10

3 Intrductin The use f the natinal Newbrn Bld Spt Failsafe Slutin (NBSFS) is mandated in Service Specificatin N.19 sectins 2.3, 3.1, 3.8 & 5.2 (NHS England, 2013) 1 The regular and crrect use f NBSFS prmtes the achievements f the natinally agreed Standards fr Newbrn Bld Spt Screening (NHS England 2013) 2, in particular: Standard 1 Cmpleteness f cverage Standard 2 Timely identificatin f babies with a null r incmplete result recrded n the child health infrmatin system` Standard 3 Baby s NHS number (r UK equivalent) is included n the bld spt card Standard 4 Timely sample cllectin Standard 5 Timely receipt f a sample int the newbrn screening labratry Standard 6 Quality f the bld spt sample Standard 7 Timely taking f a repeat bld spt sample Standard 9 Timely prcessing f all PKU, CHT and MCADD screen psitive samples Standard 11 Timely receipt int clinical care The NBSFS OLAs utline standards fr gd practice fr all users f the NBSFS and are designed t prmte the achievement f these bjectives. The NBSFS OLAs are published in separate dcuments fr three different grups f user, but users shuld have access t all three dcuments: Part A: Maternity users Part B: Child health recrd department users Part C: Newbrn bld spt screening labratry users Terminlgy Daily dentes Mnday t Friday, excluding bank hlidays. Maternity user applies t all users wh have accepted respnsibility fr accessing the maternity NBSFS including thse wrking in maternity hspitals, cmmunity midwifery units, nenatal units, special care baby units and paediatric departments. Labratry user applies t all users wh have accepted respnsibility fr accessing the labratry NBSFS including clinical scientists and administratrs. Child Health Recrd Department user applies t all users wh have accepted respnsibility fr accessing the CHRD NBSFS.

4 PART B Child Health Recrd Department users OLA B1: Daily checking f the NBSFS The NBSFS tracking screen shuld be checked daily t detect in a timely way infants wh may have missed screening f users: It is recmmended that the tracking screen is checked daily by CHRD users Apprpriate actin shuld be taken, daily, n infants appearing n the tracking screen, fr example, reading r adding ntes, crss checking ther data surces, making enquiries, cmmunicating with members f the midwifery team, HV team r NBS screening labs OLA B2: Updating the NBSFS status f deceased infants The NBSFS status must be updated when an infant dies t avid inapprpriate cntact with the family regarding the NBS screening prcess f users: All CHRDs shuld ensure that the department s end-f-life checklist/prtcl includes cntacting the relevant NBSFS administratr when an infant dies CHRD users must lcate the infant s recrd n the NBSFS system using the search functin. The status must then be updated t deceased, and ntes added t indicate the surce f the infrmatin In additin t changing the infrmatin n the NBSFS system, all users shuld ensure that the updated infrmatin has been effectively cmmunicated with all ther relevant persnnel, in particular the maternity service (r HV team), as apprpriate, eg by telephne r NBSFS recrds shuld be updated fr deceased infants until screening is cmplete, t avid the pssibility f a request fr a screening test r repeat request appearing n the tracking page

5 OLA B3: Updating the NBSFS recrd f infants living at a different address t the mther (fr example in fster care) *Nte: This is an interim prcess; further changes may be made t the system t clarify alternative addresses. f users: The NBSFS status must be updated when an infant is at a different address t the mther t avid delays in lcating the infant and t avid inapprpriate cntact with the birth family regarding the NBS screening test CHRD users aware f circumstances where an infant is at a different address t the mther shuld add a nte t the system and cmmunicate with the maternity user, requesting they update the NBSFS system In additin t changing the infrmatin n the NBSFS system, all users shuld ensure that the updated infrmatin has been effectively cmmunicated with all ther relevant persnnel as apprpriate, eg by telephne r OLA B4: Managing status and demgraphic changes n NBSFS The NBSFS must be updated using a cnsistent apprach when status and demgraphic changes are identified t ensure recrds are current and accurate f users: CHRD users aware f a change in status r demgraphics shuld add a nte t the system and cmmunicate with the maternity user, requesting they update the NBSFS system In additin t changing the infrmatin n the NBSFS system, all users shuld ensure that the updated infrmatin has been effectively cmmunicated with all ther relevant persnnel as apprpriate, eg by telephne r

6 OLA B5: Maintaining cntinuity f service (regular user away) When the regular user is away, n planned r unplanned leave, a substitute is appinted t take n NBSFS respnsibilities f users: Ensure that handver is given t a substitute when the regular user is away When leave is planned, handver shuld be rganised in advance The regular user s manager shuld be aware f the user s NBSFS respnsibilities and shuld appint a substitute shuld the user take unplanned leave The substitute must be a registered user wh accesses the system using their wn ID. All user ID activity is audited. The substitute must be cmpetent and trained t use the system OLA B6: Maintaining cntinuity f service; new users When the regular user leaves r changes rle, a successr is appinted t take n NBSFS respnsibilities f users: Ensure that the relevant manager is aware that a successr needs t be appinted Infrm system prvider (Nrthgate-ISS) helpdesk s that access is terminated The successr must be a registered user wh accesses the system using their wn ID The successr must be cmpetent and trained t use the system If the user leaving is the Site Lead, update the Nrthgate-ISS helpdesk with infrmatin abut the new Site Lead.

7 OLA B7: Reprting prblems relating t the NBSFS system All prblems with the NBSFS must be reprted prmptly t the NBSFS Service Desk ( Nrthgate helpdesk ) t identify and reslve prblems with the NBSFS as quickly as pssible Examples f system prblems include: CHRD users - An unexpected number f infants appearing n the NBSFS tracking page, screened infants appearing n NBSFS page, sudden appearance f lder infants n the tracking page, infants errneusly appearing n the tracking page (having n relatin t the user s area f respnsibility) f users: Reprt prblems with NBSFS immediately they are identified t the NBSFS Service Desk as advised in the leaflet Hw t lg a call t the Newbrn Bld Spt Failsafe Slutin Service Desk (NBSFS.helpdesk@nhs.net ) Nte: It is imprtant t reprt prblems as advised, even if lcal slutins can be arranged, t ensure that all prblems are recrded and mnitred Cnfidential infrmatin must nt be given ver nn secure s (nly nhs.net can be used t send cnfidential and patient identifiable infrmatin such as name and NHS number) If the prblem is nt rectified apprpriately, escalate the matter using the escalatin prcess (OLA 8) Screening incidents and serius incidents related t NBSFS shuld als be reprted using the existing incident prcedures Reginal QA team shuld be made aware f screening incidents and serius incidents using existing incident prcedures

8 OLA B8: Reprting ther prblems relating t NBSFS, and escalatin prcess (fr system prblems see OLA B7) Prblems related t the NBSFS must be fllwed up prmptly t identify and reslve them as quickly as pssible Fr NBSFS system prblems see OLA 16. Examples f ther prblems include: maternity users nt transferring r accepting transfers prmptly, labs nt uplading results in a timely way, CHRDs nt cmmunicating effectively, unsatisfactry respnse t Helpdesk enquiries f users: MW administratrs shuld first cntact their NBS Screening Crdinatr fr advice Labratry administratrs shuld first cntact their Labratry Directr fr advice Minr prblems and islated events shuld be raised directly with the individual(s) cncerned Serius, persistent r unreslved prblems shuld be managed as fllws: Prblems arising frm midwifery users Cntact: Screening crdinatr f the relevant maternity unit If unreslved escalate t: MW Clinical Manager (eg Matrn r Head f Midwifery) Prblems arising frm CHRD users Cntact: CHRD Manager in the relevant CHRD Prblems arising frm labratry users Cntact: Directr f Newbrn Screening in the relevant NBS lab Prblems arising frm system prvider (Nrthgate-IS) Cntact: Newbrn Bld Spt Failsafe Slutin Service Desk NBSFS.helpdesk@nhs.net If unreslved escalate t: If unreslved escalate t: If unreslved escalate t: Reginal Quality Assurance Team If unreslved escalate t: If unreslved escalate t: NHS Newbrn Bld Spt Screening Prgramme Team at PHE.screeninghelpdesk.nhs.net

9 PART D f NBSFS system prvider (Nrthgate-IS) A detailed descriptin f the Nrthgate IS service respnsibilities is defined in the Newbrn Bldspt Failsafe Slutin Cntract, Schedule 4, Service Level Agreement (add reference r lcatin) f system prvider (Nrthgate-IS): Infrm users in a timely way if there are system availability r perfrmance prblems which may affect users in line with the agreed Nrthgate and the Prgramme s SLA respnse and fix times. Fr example, a delay in the day s uplad f data, r a significant prblem which may lead t large numbers f screened infants appearing n the tracking page. Where Labs have nt upladed data r have experienced a large number f errrs in the uplad, and where the Lab ntify Nrthgate f the issue Nrthgate will advise users f the issue by placing advisry infrmatin n the NBSFS Lgin Page. T prcess unmatched sample cards and match t apprpriate birth recrds in a timely manner. Prvide the prgramme centre with infrmatin abut when the daily labratry uplad in their area takes place s that users can select ptimal time fr using system. Prvide data which may be accessed by Reginal Quality Assurance Teams and Prgramme Team fr the purpses f mnitring quality. Ensure training materials are available and up t date. T generate and terminate user accunts in a timely way Cascade infrmatin abut significant system prblems affecting users, as agreed with the prgramme team. Respnd t enquiries/prblems/serius incidents as agreed in the Service Level Agreement. T respnd t cmplaints as specified in the Service Level Agreement.

10 Part E f the NHS Newbrn Bld Spt Screening Prgramme The NBSFS is delivered frm the NHS Newbrn Bld Spt Screening Prgramme f NHS Newbrn Bld Spt Screening Prgramme The remit and terms f reference f the NHS Newbrn Bld Spt Screening Prgramme can be fund at: Reprt t the IT Sftware Delivery Bard (r equivalent) Wrk with the system prvider (Nrthgate Public Services) t prvide a high quality NBSFS service Mnitr the quality f the service prvided by the system prvider Mnitr the supprt prvided by the system prvider including the Service Desk Hld the system prvider t accunt in line with cntractual agreements Maintain a risk register Appint a Clinical Safety Officer t versee clinical safety Develp the service in cnjunctin with NBSFS User Grup Respnd t escalated issues Escalate issues t Natinal Lead Ensure training and infrmatin resurces are available fr users f system Prvide infrmatin and updates t users and ther stakehlders Mnitr the use f the system and prduce reprts accrding t agreed criteria Make available reprts fr Quality Assurance persnnel and ther stakehlders References 1. NHS England (2013) Public health functins t be exercised by NHS England Service specificatin N.19 NHS Newbrn Bld Spt Screening Prgramme t-2015 accessed 10/9/14 2. Standards fr Newbrn Bld Spt Screening (NHS England 2013) accessed 4/3/15 PHE Publicatins gateway number: