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Meeting of Primary Care Support Agency
Management Board
Held on Wednesday 28 March 2007 at 10.30am
in Meeting Room C, King Square House
Bristol PCT Chair
Minutes
Present: Jessica Wilson (JW), in the Chair, Bristol PCT
Tony Adams (TA), North Somerset PCT
Julia Griffith (JG), Bath & North East Somerset PCT
Julie Cooper (JC), General Manager, Avon Primary Care Support Agency
In attendance: Helen Bond, APCSA (Notetaker)
Apologies
Ann Van Vliet, North Somerset PCT
Lynda Dando,South Gloucestershire PCT
Ian Skinner, Finance, Bristol South & West PCT
Trevor Foster, Avon IM&T Consortium
Minutes of Previous Meeting (24.01.07)
All members agreed that they were an accurate record.
3 Matters Arising
Agenda Item 4.1 (24.01.07) - Updating of Service Level Agreement
following PCT reconfiguration and for 07/08
See agenda Item 4.1
Agenda item 5.2 – Primary Care Training & Development
See agenda item 5.2
Agenda Item 6 – Update on PCSA staff/workload issues
See agenda item 6
Agenda Item 10 – Pharmaceutical
See agenda item 10
Agenda Item 11.1 Review of the procedures for the audit of ophthalmic
claims
See agenda Item 11.1
If you need this document in a different format
please telephone Helen Bond on 0117 900 2559
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Minutes Page 1 of 6
Minutes of Meeting – 28 March 2007
Agenda Item 15 – AoB - Collaborative Payments
JC confirmed that this issue was discussed at the PCT Finance Group and all
agreed to review current payment rates just prior to September 2007. The
issue was again raised at the Bristol PCT standing committee with the LMC
(Local Medical Committee) where it was agreed that rates should be
negotiated with the LMC and be agreed for 1 September 2007. The BMA also
issued guidance in January 2007 and this will also be considered. The PCT
Finance Group intend to agree a proposal at their meeting in late June.
4 SLA
4.1 Agreement of wording of SLA for 07/08 (version 1.2)
JC confirmed that amendments had been made and that the notice period
was found in the SLA, section 9.
JC reported that it has been agreed that the Primary Care Training and
Development Programme and associated budgets will be transferred to Bristol
PCT Provider Unit to host from 1 April 2007. JC said that the SLA documents
have been updated to reflect this and drew the members attention specifically
to paragraph 3.1 of the Risk Sharing Agreement that stated any risks arising
from this area of work will still be shared across all organisations. Recharges
for this service will continue to be based on those agreed for the PCSA SLA.
4.2 Annex 4 – Budget for 07/08
JC reported that the Finance Team in Bristol PCT had advised her that a 2.5
% CRES savings should be achieved for 07/08. This equates to a saving of
£36,000. For 06/07 the KSH recharge was considerably less than predicted
and this is where the majority of the CRES saving are expected.
5 Finance
5.1 Finance Report (Bristol PCT)
JC advised the group that an under spend for 06/07 was predicted. This has
mainly been due delays in recruitment due to PCT reorganisation and KSH
charges being less than predicted. Conferences and Seminars are currently
showing a break even but there may also be an under spend when the final
budget report is presented at the next Board meeting.
5.2 Primary Care Training & Development
JC confirmed that a letter has been sent to Avon Local Medical Committee
(LMC) to confirm that the budget is GP funding. The letter also explained that
PCTs have been supporting the programme by funding management costs
and that this would not continue after 1 April 2007. JC read out an e-mail
response from the LMC that had been sent to Trevor Besiwck. The LMC
supported the continuation of the Primary Care Training and Development
Programme. To allay any remaining fears from GP practices about the
security of the funds they proposed that any changes to the funding were
annually reported to the LMC. The PCSA Board supported this and agreed
that an annual report detailing budget and spend should be provided to the
LMC by the Primary Care Training and Development Manager. This should
Minutes Page 2 of 6
Minutes of Meeting – 28 March 2007
also include a report on the Nurse Training budget. JC to advise managers
responsible for these budgets.
Action JC
The LMC also supported PCTs devolving the smaller indicative budgets back
to their GP practices if they have not already done so.
JC agreed to circulate a draft letter (prepared by her and Sue Graham,
Primary Care Training and Development Manager) that PCTs could send to
GP practices. She highlighted that PCTs would need to insert their proposals
regarding the indicative budgets. JC also agreed to circulate the letter to the
LMC and Susan Field (Budget holder for Nurse Training Budget) to seek their
approval before it is sent.
Action JC
JC reported that discussions have taken place with the PCT Provider function
and it has been agreed that the Primary Care Training and Development
Manager and host of the Programme will transfer to the PCT Provider Unit
with effect from 1 April 2007.
6 Update on PCSA staff resource issues/workload issues
JC advised the group that fixed term contract for the Assistant Contracts
Manager has not been extended but that the person in post has transferred to
the PCT bank of admin staff and will continue to work for PCSA on reduced
hours as long as budgets permit this. JC reported that the funding for this
would be covered by existing vacancies. Since the last meeting the recently
appointed Assistant Contracts Manager has also resigned after just 2 months
in post.
JC reported the following vacancies
Assistant Contracts Manager, Band 4 (1 post)
Contractor Payments Officer, Band 2
Contracts Officer, Job-share, Band 2
Patient Data Officer, Band 2
7 Risk Register
JC said that risks around PCT Reconfiguration have been removed but the
risk regarding services provided by KSH landlords has been increased. JC
reported at the last Board meeting that there seems to be a gradual transfer of
KSH central services to individual teams leading to increased workload. JC
agreed to feed these concerns to Keith Farley, Bristol PCT.
Action JC
JC reported that testing of the ability to make a BACS payment when IT
networks in King Square House are unavailable was tested successfully at the
weekend. This risk will now show completed action and will no longer be
reported.
Minutes Page 3 of 6
Minutes of Meeting – 28 March 2007
8 Performance Reports
There are no performance reports available yet for this quarter. JC asked
Bristol PCT if the statistics from Bristol North and Bristol South and West
should be combined from 1 April 2007. JW confirmed they should be.
Action JC
9 Dental
Nothing to report
10 Pharmaceutical
JC confirmed that Agendas and Minutes for PCSA Monthly Pharmacy
Application meetings are now being sent to LD.
JC advised the group that PCSA was now processing payments for a new
service provided by Pharmacies in the Bristol area. PCSA is monitoring
resource to complete this.
JC also reported that the requirements for monitoring of Home Oxygen
Service Payments is still being discussed however there were plans to
develop national software using Open Exeter.
JC informed the group that PCSA will be responding to the consultation
document to allow PCTs to charge fees for pharmaceutical applications.
11 Ophthalmics
11.1 Review of the procedures for the Audit of Ophthalmic Claims
JC confirmed that the final version of the above procedures had been
circulated. JC was yet to have any feedback from the audit committee on the
value of this audit. Sue Edmonds, Local Counter Fraud Specialist has
informed JC that the pilot that looked at outliers is progressing.
11.2 Report on the Audit of Ophthalmic Claims
JC drew members attention to the recoveries due to the non payment of fees.
12 Screening update
JC reported that the agreement with Synertec is now signed off and software
and hardware has been installed. Sample files and letter templates have
been sent to Synertec and go live is expected shortly. It was noted that PCSA
have been disappointed with the length of time this has taken following the
agreement being signed.
The NHS Purchasing Consortium has also issued the OJEC tender, with 57
expressions of interest to date. JC is waiting for the Purchasing Consortium to
contact her regarding the next stage.
JC reported that e-PNLs (Electronic Prior Notification Lists) were now being
piloted with three GP practices and this is progressing well. She added that
this facility is via ‘Open Exeter’ and would hopefully lead to GP practices using
Open Exeter for other information as well.
Minutes Page 4 of 6
Minutes of Meeting – 28 March 2007
13 PCT News
JC said that Bristol PCT has circulated a new Primary Care structure and
requested that other PCTs let PCSA have their structure charts when
finalised.
JG reported that Wiltshire, Swindon and BaNES PCT will be using some
‘Shared Services’ but this is limited to procurement at present.
14 National Programme for IT
JC reported that the Patient Data Team will move to Phase 2 of the Personal
Demographics Project on 9 May 2007. This will mean that the team will be
using their smart cards to access the Personal Demographics Service (PDS)
to trace patients and allocate NHS numbers to those that they are unable to
trace. JC referred to an e-mail that had been circulated to Agencies from NHS
Connecting for Health. This projected a requirement for an extra 88 WTE staff
across the 82 Agencies. JC said that she had calculated that based on the
number of patients nationally compared to the number of patients on the Avon
database this would equate to an additional 1.7 WTE staff at Band 2 level.
However, since then she has received further information on the calculation of
the statistics from NHS Connecting for Health. The calculation was based on
the number of new registrations received and as Avon has a high turnover of
patients the estimated WTE required could be as much as 5. JC felt that this
was probably excessive and that Patient Data will monitor the situation. JC
explained that this had not been built into PCSA budgets for 07/08.
Members asked why, if the tracing of patients is being carried out at a different
level (ie PCSA instead of NHSCR), resource was not being disseminated?. JC
agreed to look into this further.
Action JC
15 South West SHA CIO Data Quality Statistics - January 2007
JC expressed her frustration with these statistics. Previous board papers
presented on 24 May 2006 and 22 November 2006 has explained these
frustrations and action that has been taken. JC gave a summary of this.
JC also said that statistics circulated in January gave Avon an overall ranking
of 69. JC explained that she had circulated a response to these statistics to
PCT Chief Executives demonstrating how having just 3 patients with an old
NHS number gave a ranking of 69 instead of 51 out of 82. More recently
statistics circulated this month gave a ranking of 59.
JC said that she was not alone in dissatisfaction with these statistics. She
reported that her colleagues in the South West were seeking an urgent
meeting with Richard Caves, Chief Information Officer for the South West
Strategic Health Authority.
Minutes Page 5 of 6
Minutes of Meeting – 28 March 2007
JC then went on to explain that these statistics will, in any case, be revised in
future months. This is because the move to Phase 2 of the NHAIS migration
will result in the focus moving from temporary numbers to those NHS numbers
that have been allocated where there is already a duplicate record. These
statistics will be included in an overall ‘Primary Care Registration Audit
Statistics’.
16 Consultation on the findings of the Global Sum Review
JC said that this has been discussed at the pan-Avon PCT Finance Group
meeting on 23 March 2007. The Finance Group had decided that individual
PCTs should respond if they wished. JC said that PCSA would be
responding.
17 Any other Business
JC asked if the date of the next meeting was agreeable to all. All confirmed it
was.
18 Date, time and Venue of next meeting:
Wednesday 30 May 07 – 10.30am
Room C, King Square House, Bath & North East Somerset PCT to Chair
Minutes Page 6 of 6
