National demographics user group 09 May 2011 Leeds Church Institute

1. National demographics user group 09 May 2011 Leeds Church Institute

2. Welcome Julie Tindale National Clinical Lead for Midwifery and Nursing

3. Introduction Julie Tindale • National Clinical Lead for Midwifery and Nursing, Dept for Health Informatics Directorate- Clinical Division • Chair of the NHS Number Programme Board Meet the team • Martin Dennys Programme Director • Stephen Smith Head of Demographics • Emma Murphy NHS Number Manager • Emily Lahey and Zoe Webb Principal Communications Managers • Liz Kalaher Communications Executive

4. Agenda Ice Breaker Expectations of the day Presentations from Martin and Stephen Group work - Demographic issues 12:35 Lunch Group work – Purpose of the user group and user group communications 14:30 Coffee break Website refresh Wrap-up 15:30 Finish

5. Speed meeting Emma Murphy NHS Number Programme Manager

6. Speed meeting Split into 2 groups – Emma and Liz will lead In your group split into 2 lines facing each other Line A stays still – Line B will move clockwise Once it starts…. You have 40 seconds to meet the person in front of you Talk about anything you like work, hobbies, clothes! When time is up line B move clockwise

7. Expectations Emma Murphy NHS Number Programme Manager

8. Why a demographics user group? Martin Dennys Programme Director, N3 and Spine

9. It’s all about patients . . .

10. Administrators and clinicians

11. Who? PCT and SHA National bodies (information centre, Care Quality Commission, Blood and Transplant, Research) Trusts, GPs and commissioners Social and mental care Third party sector, opticians, dentists and independent sector Other government bodies Anyone who can represent a key user community that use or rely on good demographic information

12. What? Business Process Business Functionality Legislative Requirements Efficiency and effectiveness from the front line Pragmatism Best Practice Lessons Learnt Value for Money (the public purse £) Tough Choices Network of Demographic experts

13. Questions

14. Demographics programme Stephen Smith Head of Demographics, NHS Number

15. Topics Demographics services Management and accountability Demographics programme scope Types of work Questions/discussion

16. National demographics services

17. Accountability NCRS Programme Board Spine Programme Board Related bodies CIO/DCIO Forums Business Delivery Forum Operations Directorate Demographics Programme Board PDS NBO Service Management Board NHAIS Strategic Planning Group DemographicsUser Group NHS Number Programme NHS Number Programme Board Project teams and staff User Support Delivering Services Delivery Support

18. Demographics programme - scope • Supporting Delivery: • Compliance • Assurance • Deployment support • Delivering Services: • Implementation • Enhancements • NHS Number • Communications • Guidance • Advice/support • Supporting Users: • Data quality • Issue resolution • Communications • Guidance Demographics & SDS ‘Policy’ ‘NewCo’ ‘OldCo’ 23 people – Leeds & Exeter Comms support SSD, IC, NBO

19. Delivering services Central Health Register Inquiry Service (CHRIS) integration Birth Notifications (NHS Numbers 4 Babies migration) CHRIS closure (Personal Demographics Service (PDS) – National Health Application and Infrastructure Services (NHAIS) interfaces – NHAIS4) PDS/Demographics Spine Application (DSA) enhancements

20. Supporting delivery • Personal Demographics Service (PDS) Compliance • GP Systems of Choice (GPSoC) programmes • Design and usability reviews • Deployment Support • Health and Social Care Integration • PACS • Ministry of Defence (MoD) • Interoperability Toolkit (ITK), Spine mini-services, portals • Prison Health

21. Supporting users • Communications and engagement • Published guidance (website and other) • Attendance at events/meetings • Demographics mailbox • Demographics Batch Service (inc. mailbox) • Data quality queries and issues • Duplicate PDS records project • Secondary Uses Service/Enhanced Reporting Service • Media/parliamentary/ministerial queries • Service incidents

22. Demographics issues Emma Murphy NHS Number Programme Manager

23. Issues background • It is important that we understand the issues impacting use of demographics. • Issues may fall into one of the following categories: • System • Organisational • Policy • Process • There may be others…..

24. Identification of issues • Each table identify all the issues that affect your work with demographics (15 mins) • Appoint a scribe • List as many issues as possible • Try not to repeat issues • Appoint a spokesperson to feedback to the group • Feedback to the group (10 mins)

25. Group prioritisation • From your list of issues, each individual, mark an asterisk next to your top 10 issues (15 mins) • Each person select individually – its your view! • Feedback your top 10 issues (10 mins) • Results will be reviewed at the next user group

26. Lunch

27. Purpose of the demographics user group Emma Murphy NHS Number Programme Manager

28. Purpose background It is important that the user group meets the needs of it’s representatives and the wider demographics user community A draft Terms of Reference (ToR) was issued with the agenda – has everyone had a look? Its important that your views shape the role and responsibilities of this group

29. Purpose discussion • Each table discuss and document the purpose and responsibilities of the demographics user group (15 mins) • Appoint a scribe • Appoint a spokesperson to feedback to the group • Feedback to the group (15 mins) • The TOR will be revised based on this discussion before being issued for feedback and approval

30. Communications and stakeholder engagement Zoe Webb Principal Communications Manager

31. Communications and stakeholder engagement Communication can make or break our programmes’ effectiveness Stakeholder engagement and open communication is crucial to success The user group is all about engaging with our key stakeholders Key stakeholder - any stakeholder with significant influence on or significantly impacted by the work undertaken by us Communication with stakeholders should be incorporated into our daily routine

32. Communications and stakeholder engagement BUTbefore we select the methods and timings of our communications, we need to understand : • Your needs and wishes • How you will share this information with colleagues • How you will bring information back to us

33. Communication a two-way process At the moment, do you feel you can talk to us when you need to?

34. Exercise • How can we communicate with you, how can you share or pass this information on and how will you bring issues back (10 mins) • Each table has to answer two questions • Record your responses • Nominate someone to feedback two key points • Feedback to the group (10 mins)

35. Questions to consider Who will you share this information with and through which channels? How would you prefer to send and receive information between us in the future? What information do you need from us to do your job?

36. What next? This feedback will be used develop a new approach that is fit for purpose. Review and improve how we communicate programme news Review and improve the contact channels Make the most of your network channels

37. Website refresh project Liz Kalaher Communications Executive

38. Task • To provide one central website to users of Demographics Services • That enables them to use the national services efficiently and effectively • That easily and quickly links users to current information • Guidance • Contact Details

39. Website audit and survey • Current content not fit for purpose • Top 3 pages: • NHS Number implementation toolkit • Implementing the PDS • Demographic batch service • People visit the site several times a week • Search tool over the navigation menus • How useful is the information? 5.5/10 • Information difficult to find • When found, 60% say all the information they need is there • Organise by topic rather than role

40. Your view • Each table has two questions, discuss your experience of using the websites (15 mins) • Record your comments • Nominate someone to feedback to key points to the group • Feedback to the group (5 mins) • Complete the survey here: www.survey.connectingforhealth.nhs.uk/demographicsimprove

41. Questions What do you like about the website? What don’t you like about the website? What could we improve? What other websites do you like? Give examples of what and why.

42. What’s next Feedback and survey will inform new website structure Test new website with user group Re-work the current site to fit the new structure and re-launch. Evaluate new site to identify any gaps/additional fixes

43. Wrap up Stephen Smith Programme Head Demographics, NHS Number & SDS

44. Wrap up • Next Steps • Update and issue the TOR • Write-up today’s discussion and issue (website link to follow) • Questions • Next user group – 3 times a year • Did we meet your expectations? • User group feedback (survey link) http://www.survey.connectingforhealth.nhs.uk/s3/natdemusergroup