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					NHS Number Project




                     1
Overview
•   Background
•   NPSA Safer Practice Notice
•   Principles of the NHS Standards
•   Departmental Scope Matrix
•   In Scope / Out of Scope
•   Key Stakeholders
•   Timelines
•   Organisation & Governance
•   High-level Deliverables
•   Work Stream Deliverables
•   Audit
•   Contact Details
•   Questions                         2
 Background
 Objective
 •     Achieve complete adoption of the NHS Number as documented in the
       Safer Practice Notice [1] and NHS Standards for General Practice [2] &
       Secondary Care [3] .

 Purpose
 The NHS Number is the only National Unique Patient Identifier in operation
 in the NHS at this time and its use is fundamental to improving patient safety
 across all care settings by:

 •     Reducing clinical risk caused through misallocation of patient information.
 •     Resolving some of the barriers to safely sharing information across
       healthcare settings.
 •     Assisting with long term follow-up processes and audit.




[1] NPSA Safer Practice Notice: September 2008 No NPSA/2008/SPN001
[2] ISB: Information Standards Board: NHS Number Standard for General Practice (England): DCS Notice 31/2008: Issued Dec 2008   3
[3] ISB: Information Standards Board: NHS Number Standard for Secondary Care (England): DCS Notice 32/2008: Issued Dec 2008
NPSA Safer Practice Notice
The NPSA Safer Practice Notice states that all NHS organisations that
provide primary, secondary and all other types of care, should take the
following action by 18th September 2009.

•   Use the NHS Number as the national patient identifier; OR the NHS
    Number as the national patient identifier in conjunction with a local
    hospital numbering system.
•   Use the NHS Number (and its bar coded equivalent if possible) in/on all
    correspondence, notes, patient wristbands and patient care systems to
    support accuracy in identifying patients and linking records.
•   Put processes in place to ensure that patients can know their own NHS
    Number and are encouraged to make a note of it.
•   Primary Care organisations that have stopped issuing medical record
    cards should reinstate this practice and use it as a means of informing
    patients about their NHS Number.




                                                                          4
Principles of NHS
Standards
1.   The NHS Number will be included as patient
     identifier on all systems and documents which
     include Patient Identifiable Data (PID).
2.   The NHS Number will be the ‘first choice’ for
     searching electronic patient records.
3.   All practical attempts should be made to determine
     the NHS Number before or at the start of an
     episode of care, but if this is not possible then
     tracing should be performed as early as possible in
     the episode.
4.   The NHS Number will be supplied as a patient
     identifier for any PID that passes across
     organisational boundaries.
                                                           5
Departmental Scope Matrix
                                                                       In Scope
 General Practice       Secondary Care / Provider        Commissioning        Public Health & Health             CD&G            Commercial Services
                               Services                                               Policy

 General Practices          Children’s Services         Children’s Services         Public Health &
                                                                                                            Healthcare Quality       Procurement
                                                                                     Health Policy
                             Community Services             Community
                              (ex out of hours)              Services
                                                                                                            Corporate Services
                              Specialist Services
                             (ex Dental, Voluntary
                                                          Continuing Care
                               Orgs & Hospices)
                                                                                                            Communications,
                                                           Primary Care                                       PALS & PPI
                                 Learning
                                Disabilities                  Learning                                            IM&T
                                                             Disabilities
                              Acute / CHUFT
                                                          Acute / CHUFT


                                                                            TBC
                                                                                                  Finance

                                                                    Out of Scope
  General Practice            Secondary Care / Provider Services              Commissioning                                             CD&G

                                                        Ambulance                 Mental Health
     Social Care              Out of Hours                                                                                             HR / OD
                                                         Services


    Out of Hours            Dental Services            Prison Health


  Services provided            Community
                                                     Ministry of Defence
 outside the Practice          Pharmacy

                            Voluntary Orgs &
                                                       Mental Health
                                Hospices
                                                                                                                                                       6
In Scope
• Holding business benefit workshop
• Undertaking an audit
• Reviewing the current situation and refining scope / priorities
• Formulating an NHS Number strategy
• Developing & implementing action plans
• Rolling out appropriate tracing tools and associated access
• Refining IM&T Change Control Policy & Procurement Policy
• Creating new NHS Number Guidance / Best Practice document
  and associated easy read version
• Communicating with staff, patients and the general public
• Providing training for all relevant staff
• Interfacing with CHUFT NHS Number Project Team


                                                                    7
Out of Scope
• Replacing Exeter & Open Exeter system
• Changing the process for NHS Number Allocation
• Changing the process for updating patient
  demographics
• Updating Smartcard profiles relating to updating
  patient demographics
• Delivering system specific training or production of
  system specific training materials
• Replacing or reorganising historic records
• Updating or amending informal notes / records

                                                         8
Key Stakeholders
•   Patients
•   General Practitioners
•   Practice Managers
•   GP Reception / Administration Staff
•   Admin & Clinical Provider Services Staff (excluding out of hours
    service)
•   CHUFT Project Team
•   Contractor Services
•   Contracted Services (e.g. Step Care & Health Trainers)
•   Other NHS NEE departments (including but not limited to):
     – Healthcare Quality
     – Procurement
     – IM&T
•   System Suppliers / Managers
•   Connecting for Health & NPfIT


                                                                       9
Timeline                                                                                                         ·      IM&T Systems that do not conform to the
                                                                                                                        Standard must not be installed.
                                                                                                                 ·      IM&T Systems must conform to the Standard.
               IM&T Systems that do not conform to the                                                           ·      Conform to all Awareness, Communication &
                 Standard must not be procured after:                                                                    Training Requirements
                              30-Jun-09                                                          Nov-09                     31-Dec-09
                                                                                     Estimated target completion date




         Start up

                    Planning & Audit

                                   Documentation & Preparation

                                                   Implementation
                                                                                       Closure




    May-09      Jun-09           Jul-09         Aug-09         Sep-09         Oct-09         Nov-09         Dec-09            Jan-10



                                                                     18-Sep-09
                                                                   NPSA Deadline
                                                            The following action should be taken:
                    1   Use NHS Number as national patient identifier; OR the NHS Number as national patient identifier in
                        conjunction with local hospital number system.
                    2   User NHS Number in / on all correspondence, notes patient care systems.
                    3   Put process in place to ensure patients know their own NHS Number and are encouraged to make a note of it
                    4   Primary care organisations that have stopped issuing medical record cards should reinstate this practice and
                        use it as a means of informing patients about their NHS Number & encourage them to use it where appropriate.


                                                                                                                                                        10
Organisation &
Governance                                            NHS North East Essex Connecting for Health &
                                                         Benefits Realisation Programme Board
                                                                    SRO, Paul Zollinger-Read



                                           NHS North East Essex Connecting for Health & Benefits Realisation
                                                                Operational Group




                                                                      Project Board
                                                              Sponsor & Chair: Kerry Franklin


                                              Senior       Senior         Senior User,
                Patient &                                                                     Senior       Senior      Senior      Senior      Senior
                                Project       User,         User,           Practice
                 Public                                                                       User,       Supplier,   Supplier,   Supplier,   Supplier,
                              Executive:     CHUFT:          GP:         Management:
              Involvement                                                                    Provider    Healthcare   Commiss-    Business    Comms:
                                 Sean         David       Dr Helen      * Hugh Cronin
                 Forum:                                                                      Services:    Quality:     ioning:    Planning:    Peter
                               Nicholls      Boakes /      James         (Tend / EMIS)
               Marguerite                                                                     Andy        Alyson      Jonathan     Kerry      Richard-
                                NPfIT        Brendan       (Virtual     * Judy Nelson
                Jenkins                                                                       Smith        Taylor     Runghen     Franklin      son
                                              Casey       Member)      (Col / SystmOne)



                                               Project Assurance, Sean Nicholls & Cheryl Watson (Contractor Services)




      CHUFT
                                                                                  PCT Project Team
   Project Team

                            General                                                                                                  Communic
                                                                                                                                                    Record
                            Practice       Provider                                 IM&T                     Business                ation work
                                                                      Procure-                                            Training                 Manage-
                              work         Services     Commissio                  Systems       RA work     Change                    stream:
                                                                      ment work                                            Work                      ment
                            stream:         work        ning work                    work        stream:       Work                     Peter
                                                                       stream:                                            stream:                    work
                             Pat &         stream:       stream:                   stream:        Dave        stream:                 Richard-
                                                                       Alison                                              Fred                     stream:
                            Hannah          David          TBC                      Janet        Cornell     Michael                     son
                                                                        Shaw                                              Gregory                   James
                            Phipps-         Baker                                   Moore                   Pollington                  (PJR
                                                                                                                                                   Spanner
                             Jones                                                                                                    Comms)


                                                                            Project Manager - Michelle Burkey                                                 11
          High-level Deliverables
NHS Number Project Milestones
                                         April – June 09                                                                                                 July – Sept 09                                 Oct – Dec 09

                                              GP & SC DSCN                                                                                                                                                                      GP & SC DSCN
                                                                                                                                                       NPSA Deadline
 External Milestones




                                                Deadline                                                                                                                                                                           Deadline
                                                30-Jun-09                                                                                                18-Sept-09                                                               31-Dec-09



                         IM&T Systems that do not                                                               1 – Use NHS Number as national patient identifier                                                        1 – IM&T Systems that do not
                         conform MUST NOT be procured                                                           2 – User NHS Number in / on all correspondence, notes and                                                conform MUST NOT be
                         after 30-Jun-09                                                                        patient care systems                                                                                     installed after 31-Dec-09
                                                                                                                3 – Put processes in place to ensure patients know their own                                             2 - IM&T Systems must
                                                                                                                NHS Number & are encouraged to make note of it                                                           conform to the Standards by
                                                                                                                4 – Primary Care organisations that have stopped issuing                                                 31-Dec-09
                                                                                                                medical record cards should reinstate this practice                                                      3 - Conform to all Awareness,
                                                                                                                                                                                                                         Communication & Training
                                                                                                                                                                                                                         Requirements by 31-Dec-09

                                                      Board                                  Board                         Board                                   Board
                                                     25th June                              29th July                     27th Aug                                30th Sept
                        · Project Brief                              · Audit findings
                        · TOR for Project Board                      · Priorities & refined                                                                                    · Project Closure
                        · Project overview           Undertake Audit   project scope
                          presentation                               · Refined Change
                        · Audit Surveys                                Control Docs

                        · Communication Strategy                       · Patient & Public Comms   · Roll out Patient & General Publics Comms
                        · Initial staff comms (PZR                     · Staff Comms              · Staff Comms                  · Staff Comms
                           Briefing)
                                                                       · Record
                                                                         Management               · Implement Record Management Action Plan
                                                                         Action Plan
                                                                       · ‘Results of benefits
 Project Deliverables




                        · Stakeholder mapping            Benefits         mapping                                                                                              · Benefits Realisation
                        · Proposal for benefits          Mapping
                                                         Workshop      · ‘To be’ NHS Number Guidance / Best Practice
                          mapping
                                                                       · Easy read versions
                                                                                                  · Training Tools
                                      · Training Strategy
                                                                                                  · Updated training roll out   · Rollout Training
                                      · Training roll out plan
                                                                                                    plan
                                      · Refined Procurement Policy
                                      · Procurement / Commissioning Action Plans:         · Implement Procurement / Commissioning Action Plans                             Commence Monitoring / Reporting of Provider Organisations (ongoing)
                                             - Tolerance Levels
                                             - Contracts / SLA’s / Performance Indicators
                                             - Conformance Reporting · General Practice Action Plans:
                                                                                 - Systems & paper based processes
                                                                                                                                 · Implement General Practice             Commence Local Monitoring / Reporting of own General Practice (ongoing)
                                                                                 - Data Quality & Performance Reporting
                                                                                                                                    Action Plans
                                                                           · Nominate staff for training
                                                                           · Review Smartcard access to SCR
                                                                           · Provider Services Action Plans:
                                                                                 - Systems & paper based processes
                                                                                                                                 · Implement Provider Services
                                                                                 - Data Quality & Performance Reporting
                                                                           · Nominate staff for training
                                                                                                                                    Action Plans
                                                                                                                                                                          Commence Local Monitoring / Reporting of own Service (ongoing)     12
                                                                           · Review Smartcard access to SCR
  NHS Number Project Manager

            Michelle Burkey
             01206 288 546
michelle.burkey@northeastessex.nhs.uk



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