DATA ACCREDITATION TRAINING

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DATA ACCREDITATIONTRAINING

• The safe route to accreditation

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Agenda

• Objectives
• Baseline Assessment
• TNA
• Practice Plan
• IT Facilities

• Data Quality
• Paperlight
• E Audit
• Assessment process
• Data fit for Sharing

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Why are we all here?

• Your objectives?

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Where are we now? Where are we going?
NHS Mail
QMAS
PRIMIS
QOF
IOS Links
Pathology Links
Reg Links
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Principal Objective

• An understanding of and the requirement for the
  IMT DES
• Components of the DES
• Associated Issues
• http//www.primis.nhs.uk/data-accreditation/

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On-Line Questionnaire

• What/Why
• There to use if you wish
• http//www.primis.nhs.uk/data-accreditation/

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Practice Plan
TNA
Baseline Assessment
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Baseline Assessment

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

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Training Needs Assessment(TNA)
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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!

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Keys to a successful TNA

• 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

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TNA Methodology

• 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/

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PRIMIS eTNA

• 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

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The Final Stages

• Analysis
• Results from the TNA undertaken
• Feedback
• Formulating an individual linked training plan
  for each member of the team

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Practice Plan and Action Planning

• 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/

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We now have a plan but lets take stock
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IT Facilities from the IMT DES

• .is designed to facilitate information
  management and technology (IMT) 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

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Sharing Data and information

• We have the technology or will have
• We understand the benefits
• What underpins the benefits realisation of these
  new IMT facilities
• Data Quality!

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Data Quality
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Data Quality- Why is it so important?

• For you as a patient?
• For the practice?
• For the wider NHS?

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CARAT
Complete Accurate Relevant Accessible Timely
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DPA the eight principles

• 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 individuals rights
• Secure
• Not transferred to countries without adequate
  protection

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Records management

• 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

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Where does data and information come from?
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Whats in a medical record (1)

• 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

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Whats in a medical record (2)
All consultations - GP - Locum - Telephone
- Visits Referrals - Secondary
Care - Other agencies not part of extended team
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Patient demographics

• 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

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Complete summary

• 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

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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
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All consultations

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

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Data flow mapping

• 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

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Referrals

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

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Tools for validating clinical data

• Searches
• System tools
• Notes searches

• MIQUEST/ CHART
• 3rd party software
• Quality assured processes

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Processes to support these principles

• Nominate a lead
• Undertake a baseline assessment
• Review and update procedures
• Training

Source DOH/ GPC Good Practice Guidelines for
Patient Electronic Records, V3.1, June 2005
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Is the hill getting smaller? Special tools would
be helpful for the final climb
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E-Audit

• Rationale
• Clinical Commentaries
• Query Specifications/Diagrams
• Query Sets
• Instructions

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The Assessment Process

• Whats it all about?
• Pre and Post Assessment

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Process/Documentation Checklist

• Which way next?

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• Data fit for sharing

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Or is it ?

• http//www.primis.nhs.uk/data-accreditation/
• Things to consider
• Ongoing Training
• Maintenance
• Revalidation