Integrated Mental Health Electronic Record

							                                 Integrated Mental Health Electronic Record
                                             A Partnership between Health and Social Care



Title         Pilot Care Process              Date           23rd May 2003
              Modelling & Redesign
              Project


Attendees     Brian Hamilton                  Pages          4
              Linda Blenkinsopp
              Gary White
              Dr John Nicholas
              Alistair Robertson
              David Kerr
              Andrew Cuthbertson
              Jenny Dale
              Mike Walker




Minutes of Meeting



Welcome

Brian Hamilton welcomed the group to the meeting and confirmed the agenda
for the morning. Feedback was required on the process mappings that have
been produced by Kerina for Adult Integrated Services.

 Stage 1 of the project was to be complete and signed off by the Project Board
on June 2nd.

Stage 2 of the project is due to be signed off in July 2003.

Feedback on models

Not all models were to be looked at due to the length of the meeting on
Monday 19th May. However Gary was very keen to take on board all
comments made and to look at process that haven’t been checked.

Dr John Nicholas had looked at several Processes and had specific
comments and other general comments.



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Kerina Waugh completed all the process maps shown and Gary White will
feedback to her with any comments or queries from the meeting.

Mike Walker handed out a list of all the maps to each attendee of the meeting.
The maps discussed in the meeting could then be marked off so the maps not
discussed could be identified.

Gary White highlighted the Business Dynamics Model.

As not all of the process maps were to be looked at, the attendees gave back
comments on diagrams they had looked at. A summary of the comments
made as follows:


         Receive Referral – CMHT (2.1)
          There was no indication on the process map how a referral is
          allocated to a team.
          The diagrams didn’t make it clear who would ‘say’ to refer to
          particular avenue. A decision must be made at some point to decide
          which team it goes to.

         Receive Referral – Deliberate Self Harm (5.1)
          Send Letter to GP is only time process is explicitly mentioned. Does
          it only happen once? Or is it behind other processes?

          Gary commented that the maps reflect what Kerina and Gary have
          been told by staff.

Function Dynamics Model

         Plan Patient Care – CMHT (2.3)
          Joint Assessment tool. Is this process done at plan patient care
          stage or assessment stage?

         Deliver Patient Care – CMHT (2.4)
          Gary gave an overview of the Deliver Patient Care diagram. Gary
          and Kerina need to meet to rationalise the diagram. A ‘High risk
          Process’ may need to be inserted here.

         Deliver Patient Care – Intensive Home Treatment (7.2)
          There may be a process ‘Write to Referrer’ that needs to be added
          here. Gary will check with Kerina.

         Discharge Patient - CMHT (2.5)
          A process called Send & Record copies of documents may need to
          be added.

          The Manual and Electronic route shows the same process, is this
          correct?


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The scope of the project was not to highlight ‘who’s role does what’ due to
timescales. The scope was to map the patient’s journey through the service.
The Corporate Modeller software can drill down to a very low level but that
was not the requirement for this part of the project at this stage.
It was noted that the tool can map this, but would take time and resources.

All the process maps to be signed off on the 2nd June 2003.

Issues

Dr John Nicholas asked if the entities used were from an IT system in place?
Gary said that the entities and attributes were taken from paper records or
table in the databases currently being used. Dr John Nicholas asked if the
descriptions of entities/attributes should be aligned to the health dictionary.
Gary said this was a good suggestion and will log the comment for future
consideration.

The group commented on how interested they would be to see the
consistencies in the processes between CAMHS and Adult. Gary commented
that this work will be carried out and fed into the group.

Alistair Robertson commented on the work achieved so far and that the
attention of the staff had been engaged and this needed to be carried forward
so that the momentum can continue.

Linda Blenkinsopp pointed out that a patient might have 2 episodes of care
running concurrently. Gary White will check if this is noted anywhere.

All comments from the project assurance members on any of the process
maps must be sent back to Kerina Waugh or Gary White before 28th May
2003. The Project Board meet on the 2nd June 2003 when the process maps
for Stage 1 will be signed off.

This meeting is to be chaired by Jayne Cowell. Brian Hamilton sends his
apologies.

Gary White and Kerina Waugh were commended on the work they had
completed.

Everyone agreed the project has been handled very well.

It was noted that the meeting on Monday 19th May was very thorough as all
processes were reviewed.

It was commented on by the group that this meeting had a lack of input from
the service, which was disappointing.

The time to evaluate the maps was inadequate. Gary said as part of the
lessons learned on the project this will be logged as one of the lessons.


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Brain thanked everyone for attending and noted that the next Project
Assurance meeting was to be held on July 11th.

Next Steps

A Project Board meeting has been arranged for June 2nd to sign off Stage 1 of
the Project.

A meeting has also been arranged for July 11th where Stage 2 process
mapping will have been completed.




Date and Time of Next Meeting



July 11th 2003
Venue: To be Arranged




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