Health and Social Care Integration Programme

1. Health and Social Care Integration Programme Data Quality Workshop 27th May 2009

2. Purpose of the Session The purpose of the session is to explain to the CAF demonstrators: Why demographic data quality is important Confirm the data quality standards required Provide information on how to make data quality improvements prior to implementing links to the PDS

3. Agenda • Why Do We Need Good Data Quality • Data Quality Targets • Data Interface (Scope) • Considerations & Understanding • NHS CFH Minimum Cohort • Active Client Definition (Adult Services) • Data Cleansing in Social Care • Data Cleansing Tools • Possible Reasons for Untraced Records

4. Agenda • Lessons Learned from the Early Adopters • Risks and Issues • Best Practice • Data Quality Plan • Data Quality Assessment Criteria • NHS CFH Guidance and Support • Any Questions

5. Why Do We Need Good Quality Data • All stakeholders involved in the care for a client will share the same record and therefore it is critical that the information stored is accurate • Other organisations will make decisions based on the information that has been recorded and transferred into the Spine • To identify every client uniquely and unambiguously, via use of the NHS Number • To ensure client safety and effective care • A Duty of Care as obligated under the Data Protection Act • A Duty of Care as obligated in the Government White Paper: Our Health, Our Care, Our Say

6. Data Quality Targets • 95% NHS Number Coverage required for “Active Client” records • 100% NHS Number Coverage required for “Non Active Client” records • De duplication of all client records

7. Data Interface (Scope) • What records? • What data?

8. Considerations & Understanding • Local responsibility • Your data, your clients • Costs vs perceived value of the data • Costs (£s/manpower) for cleansing • Impact of not interfacing, partial interface • What about data that is not interfaced? • Archive

9. NHS CFH Minimum Cohort • NHS CFH considers there to be a MINIMUM cohort of “adult service” clients that should be interfaced by any Social Care Organisation • Any adult service client with a recently traced and verified NHS Number (within 6 months of the interface) • All “Active” adult service clients • Any client with a death status of provisional, i.e. awaiting confirmation from the Registrar of Births, Deaths and Marriages via NHS Central Register. Where it is not possible to make this distinction, organisations must include clients where death has occurred within the previous 18 months

10. Active Client Definition (adult services) • Referred, awaiting assessment • Being assessed • Care package currently being delivered • Review scheduled, without current care package • N.B. The “Active Client” definition for other services within Social Care is still to be agreed, particularly children’s services

11. Data Cleansing in Social Care • Data cleansing should commence well in advance • - The sooner the better • - Maximise the number of clients who fall into the active client category • Improve links and networks with local NHS • - Do all referrals include the clients NHS Number

12. Data Cleansing in Social Care • Baseline your system & prioritise action • - Identify “Active” clients • - Identify missing NHS Numbers • - Identify missing key data items • - Identify all duplicates

13. Data Cleansing Tools • Demographics Batch Service (DBS) • Clinical Spine Application (CSA) on-line tracing • Migration Analysis Cleansing Service (MACS)

14. Demographics Batch Service (DBS) • N3 connection required • Smartcard required • Users must have B0062 – local system administration RBAC activity assigned to their role • Uses File Transfer Protocol (ftp) • Maximum file size limit of 1GB • Service limited to 1.4 million records per 24 hour period

15. Clinical Spine Application (CSA) • N3 connection required • Smartcard required • Users must have B0264 – perform patient trace RBAC activity assigned to their role • Authentication software required on PC • (NB: Citrix and Vista versions are available if needed) • On line tracing • Traces one client at a time

16. Migration Analysis Cleansing Service (MACS) • Additional cleansing and analysis service from NHS Central Register • NHS Numbers traced for records which have previously been difficult to match in DBS batch tracing • Analytical Reports provided on unmatched records • Manual tracing evaluation supplied

17. Possible Reasons for Untraced Records • Mis-spelled name (1st or 2nd) • Incorrect date of birth • Incorrect/default postcodes • Incorrect NHS Number

18. Lessons Learned from the Early Adopters • The earlier you start cleansing the better • Maximum use of the data cleansing tools is key • Combine batch and on line tracing • De duplication of records has been found to be the most challenging • Importance of front desk checks to minimise the creation of duplicates • Written polices and procedures

19. Risks and Issues • Information Governance • Information reporting and analysis tools (MIS) • Delays in setting up N3 • Delays in setting up batch tracing • Lack of dedicated resource • Staff turnover

20. Best Practice • Establish your baseline • Write a data quality improvement plan • Use all the tools as necessary • Trace and re trace records regularly • Use trace reports to assist in the identification and resolution of duplicate records • Ensure thorough checks are made before new registrations • Improve links with local NHS

21. Data Quality Improvement Plan • All data quality improvement plans, as a minimum, should include the following sections • - Introduction • - Background • - Scope • - Processes and Procedures • - Statistics of Current Position (baseline) • - Timescales • - Roles and Responsibilities

22. Data Quality Assessment Criteria • Regular update report • Interface readiness assessment

23. NHS CFH Guidance and Support • Dedicated NHS CFH resource • Site visits with Data Quality Teams • Assistance and advice on data quality queries • Documented risks and issues identified during the early adopters project

24. NHS CFH Guidance and Support • Data Quality Guidance: • www.connectingforhealth.nhs.uk/systemsandservices/data/dataquality/resources • Demographics Batch Service (N3 required) • nww.connectingforhealth.nhs.uk/demographics/dbs • Clinical Spine Application (N3 required) • nww.connectingforhealth.nhs.uk/demographics/scr • Migration Analysis Cleansing Service • www.connectingforhealth.nhs.uk/systemsandservices/data/dataquality/macs

25. Any Questions