DATA ACCREDITATION TRAINING

1. DATA ACCREDITATIONTRAINING The safe route to accreditation

2. Objectives Baseline Assessment TNA Practice Plan IT Facilities Agenda • Data Quality • Paperlight • E Audit • Assessment process • Datafit for Sharing

3. Your objectives? Why are we all here?

4. Where are we now? Where are we going? NHS Mail QMAS PRIMIS QOF IOS Links Pathology Links Reg Links

5. An understanding of and the requirement for the IM&T DES Components of the DES Associated Issues http://www.primis.nhs.uk/data-accreditation/ Principal Objective

6. What/Why There to use if you wish http://www.primis.nhs.uk/data-accreditation/ On-Line Questionnaire

7. Practice Plan TNA Baseline Assessment

8. They Whys and Wherefores - link to Action Plan and TNA Templates available at:- http://www.primis.nhs.uk/data-accreditation/ Baseline Assessment

9. Why conduct a TNA? • To establish where the learner is, where they need to be, and what training and support is required to get them from A to B • Link to Training Plan and PDP to both inform and support the process • Competencies • Because the DES says so!

10. Identify potential barriers Explain the need for the TNA Be linked to a Training Plan which should be a “living document” Review at appraisal It should take account of the ‘three Rs’: Relevant Realistic Reassuring Keys to a successful TNA

11. What/How? Questionnaire/Interview/Tests Blended learning (multiple methods) Who? Everyone involved in using the practice clinical system! http://www.primis.nhs.uk/data-accreditation/ TNA Methodology

12. Electronic resource Developed for use by practices Grouped by staff category Colour coded by section Individual training plans Summary and analysis sheets Intended to reinforce “blended approach” PRIMIS+ eTNA

13. Analysis Results from the TNA undertaken Feedback Formulating an individual linked training plan for each member of the team The Final Stages

14. Submit Plan Arrange Training Maintain Log Things to Consider: Protected time for training All clinical system users All items flagged on the Training Plan http://www.primis.nhs.uk/data-accreditation/ Practice Plan and Action Planning

15. We now have a plan but lets take stock

16. ….is designed to facilitate information management and technology (IM&T) adoption to support the delivery of the National Programme for IT (NPfIT). ….providing new IT facilities for the NHS to improve patient care in all parts of the health service… IT Facilities from the IM&T DES

18. We have the technology – or will have We understand the benefits What underpins the benefits realisation of these new IM&T facilities Data Quality! Sharing Data and information

19. Data Quality

20. For you as a patient? For the practice? For the wider NHS? Data Quality- Why is it so important?

21. CARAT Complete Accurate Relevant Accessible Timely

22. Fairly and lawfully processed Processed for limited purposes Adequate, relevant and not excessive Accurate and up to date Not kept longer than necessary Processed in accordance with individual’s rights Secure Not transferred to countries without adequate protection DPA – the eight principles

23. “A systematic and planned approach to the management of records…..from the moment the need for a record to be created is identified, through its creation and maintenance to its ultimate disposal ensures that the organisation has ready access to reliable information” The National Archives Records management

24. Where does data and information come from?

25. Patient demographics Complete summary Diagnoses/problems – significant or important Prescribed drugs indicative of, and appropriate to diagnoses code Allergies and adverse reactions Diagnoses made by secondary care and other health care professionals Appropriate rate of operative procedure Procedure relevant to diagnoses What’s in a medical record (1)

26. What’s in a medical record (2) • All consultations • - GP • - Locum • - Telephone • - Visits • Referrals • - Secondary Care • - Other agencies not part of extended team

27. Set out clear guidance and advice to practice staff Provide advance information to patients Patients regularly checking and confirming details Use the NHS number in all correspondence Use the information governance toolkit GP reconciliation Annually, three months prior to a data migration Patient demographics

28. Summarising existing patient paper records onto computer system Summarising new patient records onto computer system Maintain Data entry protocols Maintain computerized Disease registers Validate the data Complete summary

29. Definition of a paperlight practice A practice that uses its computer system as the main place it records its patient records. Not dually recording on paper Using the EPR contemporaneously in consultations Understands and adheres to the standards outlined in the Good Practice Guidelines Obtains accreditation to be paperless and submit its summaries to the NHS CRS Paperlight guidance available from PRIMIS+ via Facilitator NHS Connecting for Health

30. …using the computer contemporaneously in consultation for all clinicians… Locums Telephone consultations Visits Templates/protocols/sophies Central data entry protocol All consultations

31. Caldicott Review 1997 Identify sources of data coming into the practice Track the data through the practice until it is recorded on the system Validate the data flow Practice management competency framework Data flow mapping

32. Data flows Protocol covers action/appt of referral Check who codes referral GP or admin Validate process Referrals

33. Searches System tools Notes searches Tools for validating clinical data • MIQUEST/ CHART • 3rd party software • Quality assured processes

34. Nominate a lead Undertake a baseline assessment Review and update procedures Training Processes to support these principles Source: DOH/ GPC Good Practice Guidelines for Patient Electronic Records, V3.1, June 2005

35. Is the hill getting smaller? Special tools would be helpful for the final climb

36. Rationale Clinical Commentaries Query Specifications/Diagrams Query Sets Instructions E-Audit

37. What’s it all about? Pre and Post Assessment The Assessment Process

38. Which way next? Process/Documentation Checklist

39. Data fit for sharing

40. http://www.primis.nhs.uk/data-accreditation/ Things to consider: Ongoing Training Maintenance Revalidation Or is it ?