ORGANISATION DATA SERVICE ACCESS DATABASE Version 6.0 June 2014
1. Introduction The Organisation Data Service Access Database was created from the current download files distributed by ODS. It is available on TRUD and by download from the ODS pages of the HSCIC website in both Access 2000 and Access 2007 format. This document provides an overview of the database structure and its predefined reports and enquiries. 2. Scope of the database The database contains data on the following organisation types within England and Wales: National Groupings Higher Health A uthorities Special Health Authorities NHS Trusts / NHS Trust Sites Hospices Non NHS Organisations Primary Care Organisations / Primary Care Organisation Sites / Care Trusts / Care Trust Sites General Medical Practices General Medical Practitioners General Dental Practices General Dental Practitioners Each of these types is represented by a separate table in the database. The database also contains information about all Safe Havens in England and Wales. 3. Searching the database Searches can be initiated from the initial screen. If the code of an organisation, practice or practitioner is known, you can initiate a search to retrieve the associated data. You can also undertake a search using the name (or part of the name) of the organisation. Searching by Code On clicking the Search by Code button on the initial screen you are invited to enter the full organisation code of the organisation for which data is required. The search is initiated using the Search button.
When an organisation matching the code is located, a summary display of the organisation type, name, first line of address and postcode is displayed. Organisations that are closed or pending closure will have their closure date shown in red. If you require further details, click on the Details button to produce a printable page containing full information for the organisation. Searching by Name or Address On clicking the Search by Name or Address button on the initial screen you are presented with a set of buttons, one for each of the organisation types listed above. Clicking on the appropriate button leads to an invitation to enter a search string containing the name, part of the name, or part of the address of the organisation required. Wildcards can be used as part of the search string to avoid typing long names, or where the user is uncertain of the exact spelling of a name. Guidance on using wildcard characters is provided on the screen when the search string is requested. Further information can be found via the help facilities in Microsoft Access. All organisations whose name, or any address line (including postcode), match the search string will be returned in a summary table. Organisations with codes that are closed or pending closure are shown in red. By double-clicking on an entry in the table, a printable page containing full details of the organisation will be produced. Clicking the "Details" button will have the same effect. 4. Predefined Reports A number of predefined reports are provided. These can be initiated from the initial screen. The reports do not provide a comprehensive set of facilities. We anticipate that users of the system will develop reports and enquiries to meet their own needs. All reports are annotated with the date the report was run and the ODS data release from which the report was produced. Current GP Practices within a PCG/PCT/CT/CCG. On clicking this button on the initial screen you are invited to select a Primary care Organisation by code. On clicking Go a printable list of all the GP practices for the selected Organisation will be displayed. High Level Health Authority and PCG/PCT/CT/CCG of Residence for a Postcode On clicking this button on the initial screen you are invited to enter a postcode within England and Wales. The postcode should be entered
with a single space between its two parts. On clicking Go the names of the Health Authority and Local Authority, and the name, address and contact details for the CCG serving this postcode will be returned in printable format. This provides the relevant SHA, Local Authority and CCG for patients who are not registered with a GP. Registered patients will be served by the CCG to which their General Medical Practice belongs. Current Sites for an NHS Trust On clicking this button on the initial screen you are invited to enter a code for an NHS Trust. If the code is valid and if sites are present for the Trust, a list of sites will be displayed. Otherwise a blank report will be produced. Current Sites for a PCG/PCT/CT/CCG On clicking this button on the initial screen you are invited to enter a code for a Primary Care Organisation. If the code is valid and if sites are present for the Trust, a list of sites will be displayed. Otherwise a blank report will be produced. 5. Downloading Database Tables The database is constructed from a set of tables corresponding to the organisation types listed in paragraph 2 above. Each table retains the standard record format for ODS data as described on the ODS pages on the HSCIC website. A facility is provided to download the data from selected tables as comma separated variable (csv) files, for subsequent upload to a separate database or spreadsheet. This provides an alternative download mechanism to use of the csv files provided on the TRUD and on the ODS webpages. To download selected tables, click the Export Database Table button on the initial screen. You will be presented with a screen containing the following entries: a) Please select the Table to be exported - Select the Table from the drop-down list You can override this if required by typing a different name c) Please enter the directory to export to - enter the full address of the directory (e.g. in the form C:\APPS\DATA)
d) Amended Records only? - click here if you require an extract of only the amended records in the table. (i.e. those records which have changed in the last quarter) e) Include Field Names? - click here if you require the first record on the csv file to be a heading containing the names of the fields. Click on Go to initiate the download to the specified location. 6. Modifying the Contents of the Database By copying the contents of the database file to hard disk you can make changes to: The data held within the database The structure of records held in the database The reports and enquiries used to access the database The impact of changes to the data or its structure needs careful consideration, as future releases of the database may be incompatible with the changes that have been made. When new reports and enquiries are required (but no changes to the database contents or structure) it is recommended that the Link Tables facility in Microsoft Access be used to link a new database on hard disk to the database. This will ensure that the data and structure of the original database is preserved, whilst allowing for the creation of new reports and enquiries. To access the underlying structure of the database, depress the F11 function key when the initial screen is displayed. 7. Comments and Suggestions The Organisation Data Service welcomes any comments and suggestions you may have about the database. Please contact ODS at: E-mail: Exeter.helpdesk@hscic.gov.uk Address: Organisation Data Service HSCIC Hexagon House Pynes Hill Rydon Lane Exeter EX2 5SE