SCR Project Board Paper 20100504

Document Sample
SCR Project Board Paper 20100504 Powered By Docstoc
					                                                    SCR Project Board Paper

This paper has been devised for the purpose of meeting the needs of the monthly SCR Project Board Meetings.

Each time the SCR Paper is distributed it will contain details of attendees from the previous meeting, a combined Minutes and Agenda from the previous meeting,
and a list of Open Actions and Closed Actions from all previous meetings starting from the meeting held on the 3rd March 2010 .

The SCR Paper will be distributed to you prior to the next meeting. This will be sent as close to the previous meeting as possible to provide you with a copy of your
actions. You should keep a copy of the workbook in a safe and convenient place as it will provide you with an account of any actions you have taken. The agenda
will be sent a few days before the next meeting.

Please note that forthcoming SCR meetings will commence on:

Tuesday 1st June 2010                    1330 - 1530       Room 9
Tuesday 6th July 2010                    1330 - 1530       Room 9
Tuesday 3rd Aug 2010                     1330 - 1530       Room 9
Tuesday 7th Sep 2010                     1330 - 1530       Room 9
Tuesday 5th Oct 2010                     1330 - 1530       Room 9
Tuesday 2nd Nov 2010                     1330 - 1530       Room 9

The above meetings will be held on the 9th Floor, Triplex House, Eckersall Road, Birmingham, B38 8SS

If you have any queries, questions or thoughts you would like to feedback please contact Ferzana Yasmeen at or on 0121 465 7970

                                                               SCR Project Board Papers 2010/03/02
                     SCR Project Board Agenda
1   Welcome and Apologies                            Chair

2   Minutes and Actions from Previous Meeting        Chair

3   Project Progress                                 Sam Clack
       - Project Plan
       - Dash Board
4   Risks and Issues (standing item)                 Sam Clack

5   Progress against Work streams (standing item):
    Clinical Lead Update                             Masood Nazir
    Communications                                   Sam Clack
    Business Process                                 Linda Lockwood
    Benefits Realisation                             Sam Clack
    Training                                         Sam Clack
    Mobile Device Pilot                              Nick Dunaway
    SCR Application Deployment                       Sam Clack
    Legitimate Relationships                         Nick Dunaway

6   AOB
    SCR content on WellTV                            Sam Clack
    West Midlands SCR Workshop                       Sam Clack
    OOD SCR Items                                    Sam Clack
7   Next Meeting
    1st June 2010, 1330-1530
                                                SCR Project Board

Date:              2nd March 2010
Time:              1330 - 1530
Location:          Room 9, Triplex House, Eckersall Road, Kings Norton, Birmingham, B38 8SS
Chair:             Masood Nazir

                      Present:                                                            Apologies:
Nick Dunaway (ND)      Director of ICT                                Alice Twitchin (AT)      Patient Experience Manager
Masood Nazir (MN)      Clinical Lead                                  Linda Lockwood (LL)      Head of Community Nursing
Ferzana Yasmeen (FY) SCR Project Support                              Micheal McGrath (MM)     LTC Programme Lead
Sam Clack (SC)         SCR Project Manager
Mahendra Dhabi (MD)    Project Manager, BADGER
Angela Styring (AS)    Yardley Wood, Practice Manager
Sharon Wilson (SW)     SCR Implementation Manager
Charles Zuckerman (CZ) LMC
Punna Athwall (PA)     SHA SCR Lead
Adrian Ball (AB)       Expert Patient Group Lead
Gemma Coldicott (GC)   SHA Communication Manager

1 – Welcome and Apologies

MN welcomed attendees, and provided an update with regard to apologies received for this meeting.

2 – Minutes and Actions from Previous Meeting
The group reviewed open actions from previous meetings, agreeing additional actions where necessary.

MN commented that Shane Dark is the RA and Governance Lead for Out of Hours and PCTs in the
West Midlands region. The aim was to address the RA issues BADGER is facing in a single attempt
however have been unable to make contact with SD. MD added that apart from a few email there has
been no progress from SD regarding RA. MN commented that this poses a risk to the project and
causes further delays. ND commented that he has received an email from Neil Mortimer from WMSHA
suggesting that if NHS SB have a solution to the OOH RA then he would be happy to review and
propose this solution to other PCTs. PA also commented on the lack of communication from SD and
that he has been liaising with Neil Mortimer to escalate the concerns raised in previous SCR meetings.
SW commented that if BADGER were to issue smartcards to users they would only place an order for
the PDS element and the SCR would still need to be managed by the PCTs. Some areas in the West
Midlands have managed this process by the contract holder issuing the smart cards therefore we could
follow that model. SW suggested that we need to go back to Providers and propose to address it as
mentioned above.
commented that have submitted request for an advance healthspace account however as the Surgery
has not gone live with SCR therefore awaiting to see the potential benefits of having this account.
However have been able to use EMIS Access and very pleased with the functionality available through
this service.
3 – Project Progress
Project Plan
SC reported as follows;
On going PDS issues with EMIS had resulted in no further go lives. EMIS have released a fix to resolve
these issues which CfH have tested and signed off, therefore we are in a position to start scheduling
further go lives.

CZ commented that HoB are receiving calls regarding FP69s however BEN are asking patients to bring
in utility bills to verify addresses and these are kept in the patient files. ND informed the Project Board
that NHS South Birmingham has opted to carry out reconciliations to maintain data quality however this
approach was not adopted by the other PCTs.
4 – Risks and Issues
Completed and submitted

5 – Progress against Work streams 

5a -Clinical Lead Update
MN commented as follows;

SCR upload has been suspended in areas where accelerated PIP took place. Following BMA
intervention it has been decided to suspend SCR uploads in areas with limited engagement, until each
practice is happy that an appropriate level of engagement has taken place.

A&E in Bournemouth are piloting Ascribe to see the potential benefits it brings to their processes.
MN commented as follows;

SCR upload has been suspended in areas where accelerated PIP took place. Following BMA
intervention it has been decided to suspend SCR uploads in areas with limited engagement, until each
practice is happy that an appropriate level of engagement has taken place.

5b - in Bournemouth are
A&E Communications piloting Ascribe to see the potential benefits it brings to their processes.
SC commented as follows;

MN participated in a radio show to discuss the benefits of SCR.

Have received queries from patients regarding leaflets in foreign languages.

No further FOI request

GC commented that other SHA's have been interested to use the SCR e bulletin

5c - Business Process
No further update

5d - Benefits Realisation
No further update

5e - Training
No further update

5f – Mobile Device Pilot
Nothing further to report

5g - SCR Application Deployment
Nothing further to report

5h - Legitimate Relationships
PG commented that the aim of LR is to provide seamless access to patient records to clinicians outside
GP practices while ensuring data security. PG added that he has been working with two services, the
Integrated Multi Disciplinary Team and the Rapid Response Team who deal with patients with long term
conditions and would benefit from access to patient records, outside of office hours in particular. A draft
document has been compiled with information on policy and procedure for managing LR however
awaiting the privacy officer to come in place before documenting the process of managing alert by the
privacy officer.

6 - AOB
SC commented as follows;

Currently we do not have any SCR content displayed on the WellTV screen in GP practices. However if
we do decide to display any content it would also appear in practices that have opted out or not engaged
yet. ND commented that we need to start producing generic material that could be used for
communication to enhance the engagement process with new and existing sites. AB commented that it
would be a good idea to engage patients at sites that are currently not engaged as they could ask their
respective practices to provide this facility.

AB queried whether anyone was aware of a drama company advertising SCR in schools. SW responded
that this has been included in the PHSE nationally but have heard nothing regarding this.

AS informed the Project Board that she has received a letter from Heart of Birmingham Trust informing
her that some of their mail had been delivered to the hospital and with the use of SCR they have mange
to identify that the patient was registered with Yardley Wood Medical Centre.

PA informed the Project Board that the SHA is organising a half day SCR workshop on the 24th June at
respective practices to provide this facility.

AB queried whether anyone was aware of a drama company advertising SCR in schools. SW responded
that this has been included in the PHSE nationally but have heard nothing regarding this.

AS informed the Project Board that she has received a letter from Heart of Birmingham Trust informing
her that some of their mail had been delivered to the hospital and with the use of SCR they have mange
to identify that the patient was registered with Yardley Wood Medical Centre.

PA informed the Project Board that the SHA is organising a half day SCR workshop on the 24th June at
1330 -1630 and will be inviting services providers, clinicians and users to attend this session
   SCR Dashboard - April 2010

 Page 1 |

                                                                                                                  Mail Out Activity
    Monthly Activity
0 Practices mailed                                       PCT website hits
                                                                                                                        Predicted     Actual
0 Patients mailed                                  February         177
0 Records uploaded                                 March            364                      12000
                                                   April              -                      10000
        Opt outs
1048 total opt outs                                             Mail out Activity
0.61% of mailout total                                            Predicted         Actual
                                                   March            3,000           2,162
   Total NHS D Calls                               April            10,000            0
February              -                            May                                -                   March               April            May
March                 -
April                 -                                        Records Uploaded
                                                                                                                  Records Uploaded
                                                                  Predicted         Actual
     PCT PAL's Calls                               March            7,000             0
                                                                                                                      Predicted       Actual
February         1                                 April            10,000            0
March            -                                 May                                -
April            -
                                                           Records Viewed            Mar
         Total Activity        %                   UHB                                -
35 Practices mailed          56.45                 BCH                                -       6000

141,363 patients mailed      36.30                 BWH                                -       4000

82,691 records uploaded      21.24                 ROH                                -       2000

17 Practices uploaded        27.42                 Badger                             -          0
                                                                                                         March                April            May

All percentages based on list sizes for 01/04/10
Total to date: 2673 Returned letters (1.89% of mailout total)

                                                                                                                                                     Page 1
                                                Action Log - Opened Actions

Action ID      Owner   Agenda Item                      Action                       Update   Open/Closed /Hold

       2.1 MD          Minutes       MD to facilitate a meeting with providers to
                                     resolve RA issues.
       2.2 ND          Minutes       ND to send an email regarding RA to Neil
                                     Mortimer at WMSHA
       2.3 ND          Minutes       ND to liaise with Andy Nott at Solihull PCT

       2.4 MN          Minutes       MN to draft letter forPCT Chief Executives to
                                     highlight the potential RA issues and
       3.1 MD          Dashboard     ND to email Nick Fox regarding figures from
       4.1 ND          Risks         ND to liaise with Gillian Braunold to query
                                     the process for changes to Business
                                     Process once project is delivered

       4.2 SC          Issues        SC to liaise with CSF to obtain SCR figures

       6.1 SC          AOB           SC to liase with GC and AB to generate SCR
                                     content for Well TV

2nd March 2010
              MN                     MN to communicate with Shane Dark in an
                                     attempt to coordinate a meeting for PCTs and
                                     BADGER to resolve RA issues..
                SC                   To coordinate meeting for MN at Kingsfield
                                     Medical Centre
2nd Feb 2010
3.2     MD   MD to send MH the list of admin staff at the       This in now on hold until BADGER have          Hold
             agreed time                                        decided to go ahead
3.3     MD   MD to send DN list of dates for concept training   This in now on hold until BADGER have          Hold
             at the agreed time                                 decided to go ahead
3.4     MD   MD to liaise with SD to coordinate the RA Leads    This in now on hold until BADGER have          Hold
             meeting                                            decided to go ahead
4.2.2   SC   To liaise with practices and identify a process
             that can support the turn around of smartcards

4.2.3   PA   To identify whether a smartcard form can be
             submitted when clinicians liaise with the SHA.

7.1     MD   To provide a list of location where BADGER         To bring to the next meeting held on the 1st
             operate from and also provide information on       June.
             where the patients come from geographically
                                                Action Log - Closed Actions

  Action ID    Owner   Agenda Item                        Action                                             Update                        Open/Closed
2nd March 2010
                SW                   To confirm with EMIS on the requirements for bulk    Complete
                                     uploads and report to the SCR Project Board

                FY                   To send SCR Project Board Invites to Gemma           Complete
    5.10       SW                    SW to check the National Risk Register and report    No record has been found on the National
                                     to the Project Board regarding any national          Register. There is a possiblity that this may
                                     RA/smartcard issues                                  have been idenitfed and mitigated as part of
                                                                                          the first of type and therefore has been taken
                                                                                          off the register.
               SC                    To send the benefits section from the PID to MD      Complete

               SC                    Attending a meeting with Adastra and West            Meeting was cancelled, to be rearranged.
                                     Midlands Ambulance Service.
    3.6         ND                   ND to compile email for practices regarding the      As discussed the Data Quality Document has
                                     requirements for Data Quality.                       been disseminated to all Practices.
    3.7       PA/SW                  PA and SW to review these documents and send to      Complete
                                     ND and MN
    3.8        MN                    MN to find out progress for HealthSpace and report   A national clinical adviso is now in place and
                                     to the Board                                         will actively engage with users.
   4.2.1        SC                   To check whether Ashtree require packs and other     Complete
                                     information and carry out a mini mail shot
   4.2.4        SC                   To liaise with NHS South Birmingham Walk in          Complete - The site has a very small list.
                                     Centre to review whether they have a list
   4.2.5        SC                   To request DN to demonstrate the working of          Complete
                                     Lorenzo and SCR
   6.1.1        ND                   ND meeting with the IT Lead and Director at HOB      Complete
                                     and will raise this issue with them
MD   To confirm technical readiness for BADGER
MD   To coordinate a meeting for MN, ND, Fay Wilson
     and Kay Evans
RISKS LOG                                                                                                   South Birmingham PCT Summary Care Record Project

        Date raised      Raised by Title                          Priority   Probability   Description                              Impact         Owner     Action Plan Progress against plan                                             Critical Date
             4/24/2008 PG          If Legitimate Relationships Medium        High          There is a risk that the requirement     High -           PG/LW   LR & RA     16/06/08 - work is currently being carried out, to implement LR ASAP
                                   design for SCR is done in                                                                                                             workgroups in practices followed by acute settings.
                                   isolation from other project's
                                                                                           to design Legitimate Relationships       Inappropriate            workstrea
                                                                                                                                                                         08/10/08 - PG reported that currently the Legitimate
                                   LR design it will result in                             will be tackled in a piecemeal way on    alerts needing           m to
                                                                                                                                                                         Relationship Design work is being carried out to mitigate this
                                   inappropriate alerts                                    a project by project basis. There is a   to be dealt with         engage      risk generating alerts
                                                                                           risk that this approach will result in   by Caldicott             with        06/07/09 - CfH are providing a resource to suport South
                                                                                           inappropriate alerts being               Guardian or by           service     Birmingham in creating the LR model for Lorenzo and SCR.
                                                                                           generated.                               Privacy officers         leads and   Ann Cooper will be woring with PG to workon this.
                                                                                                                                                                         01/09/2009 FY to get update from MH and PG
                                                                                                                                                                         13/10/2009 - SC and FY have a meeting booked with PG and
                                                                                                                                                                         MH to discuss the way forward for LR and SCR.

                                                                                                                                                                         03/11/2009 - Meeting was held with PG and MH and it was
                                                                                                                                                                         identified that the work carried out by MH and Leigh Peplow
                                                                                                                                                                         needs to be Signed off by Rick Roberts. Therefore once the
                                                                                                                                                                         document has been completed it will be sent for sign off.

                                                                                                                                                                         02/02/2010 - SC and MH to finalise the sign off document, now
                                                                                                                                                                         that their is a live patient record which can be used to review
                                                                                                                                                                         the process.

                                                                                                                                                                         02/03/2010 - Test patient is now on th spine with a NHS
                                                                                                                                                                         number enabling MH ans SC to complete the IG document
                                                                                                                                                                         which was presented to Lorraine Thomas. ND added that PG
                                                                                                                                                                         has sent an email to Andy Harrison regarding SCR.
              6/4/2009 ND           Affects of             High                            There is a risk that communication       High           KL                    Lydia Whiteoak will be handling all the national media.
                                    communication and                                      and adverse media coverage will
                                                                                                                                                                         01/09/2009 - LW reported that there are no FOI requests or
                                    adverse media coverage                                 have an impact on the SCR project
                                                                                                                                                                         media interest outstanding nationally
                                                                                           and in affect this will add pressure
                                                                                           on the delivery of other projects.                                            03/11/2009 - No further FOI request have been placed.

                                                                                                                                                                         02/02/2010 - No further FOI request have been placed

                                                                                                                                                                         02/03/2010 - No further update. However a BMA press release
                                                                                                                                                                         highlighting concerns regarding the speed of deployment and
                                                                                                                                                                         implementation approach has been circulated. The LMC has
                                                                                                                                                                         sent this document out to all the GPs.

                                                                                                                                                                         04/05/2010 - No further FOI requests

                                                                                                                                                                         03/11/2009 - ND commented that MN has a meeting with
                                                                                                                                                                         Diane Reeves to discuss this further.

                                                                                                                                                                         02/02/2010 - This is in progress now.
                                                                                           To identify and have in position a
                                                                                           privicy officer before any records are                                        04/05/2010 - A privacy officer has been recruited but no
              9/1/2009              Privacy Officer                                        accessed                               High                                   start date confirmed yet.
                                                                                           To identify who will be picking up
                                    Project Handover                                       any business process changes for
                                    following                                              practices and SCRa users following                                            04/05/2010 - ND commented that this needs to be clarified
              3/2/2010              implementation                                         the project delivery.                                                         to identify a solution
                                      South Birmingham PCT Summary Care Record Project
by     Title               Priority   Description                                   Impact                                  Owner        Action Plan                  Progress against plan                                                                  Critical date
SDS    Practices still not Medium     A number of practices have yet to sign-up     Theses practices account for            ND/SS/MN     Involve Clinical Lead in     29/4 - Strategy for engagement being discussed
       engaged with the               to participate in the SCR project in          approximately 30% of the PCT                         following up with            06/08/08 - MN carrying out IM&T assessments, alongside clarifying SCR
       SCR Project                    SBPCT. Some practices are not engaged         population and it would be desirable to              clinicians in each of the    misconceptions and to highlight SCR benefits from a clinical perspective, alongside
                                      with the IM&T DES and there are data          engage with these practices to get                   practices to encourage       CSF Team.
                                      quality issues to be resolved with some.      their sign-up in order to maximise the               them and to stress the       06/08/08 - AM to organise an SCR update event during September 08
                                      Additionally a few practices have declined    number of records created on the                     value of the SCR for their   18/09/08 - Event held on 02/09/2008. Gillian Braunold presented the CfH response
                                      to get involved at this stage because of                                                                                        to the independent evaluation published by UCL and explained the revised consent
                                                                                    Spine and thus maximise the benefits                 patients
                                      concerns over confidentiality of patient                                                                                        model. Healthcare professionals from Primary and Secondary care invited.
                                                                                    of the SCR within the PCT
                                      data.                                                                                                                           08/10/08 - MN - 3 practices are interested in joining the SCR Programme and
                                                                                                                                                                      engagement work is ongoing with remaining practices. 04.08.09: -When the BADGER
                                                                                                                                                                      goes live on SCR they will be able to lobby the patients whose SCRs will not be on the
                                                                                                                                                                      system. they can encourage them to talk to their GPs about it.

                                                                                                                                                                      13/10/2009 - to be reviewed and update the number of practices that have shown no

                                                                                                                                                                      03/11/2009 - 3 practices have decided not to take part in the project, 4 have a non
                                                                                                                                                                      compliant clinical system, 9 are currently not engaged with the project - giving a total
                                                                                                                                                                      of 16

                                                                                                                                                                      02/02/2010 - 2 practices have declined, 5 have a non compliant system and 11
                                                                                                                                                                      are not engaged.

SA       Potential for      Low       Potential for delay or inappropriateness of   Medium - Could impact on ease of         ND,AM. MH   MN progressing mobile        08/10/08 - MN to progress work via Maxine Hathaway to investigate the most viable
         delay with                   technical solution from PCT with regard to    access to SCR in community nursing                   access issue via Maxine      mobile solution for the community nursing team. (on-going). 25/02/09 - Currently
         handheld access              handheld devices to access SCR remotely,      settings and other communinty                        Hathaway (SBPCT) Paper       trialling solutions.
         to SCR                                                                     services                                             being prepared to
                                                                                                                                         support pilot use of         03/11/2009 - ND commented that awaiting sign off of the process and policy for
                                                                                                                                         PDA’s by community staff     accessing records by Rick Robert as technically it is viable to use hand held devices.
                                                                                                                                         to access Summary Care
                                                                                                                                         Record, in addition the      15/02/2010 - DN commented that the LR has been tested on Lorenzo and is ready to
                                                                                                                                         most viable technical        be used following a formal sign off on the 26th Feb.
                                                                                                                                         solution is being assessed
                                                                                                                                                                      04/05/2010 - Ongoing

SC       Delays in          High       Turn around time for the delivery of         High - Could have an impact on the                   To cordinate a meeting
         delivery of                  samrtcards and the management of RA           engagement of practices with the                     with the RA manager and
         smartcards                   roles for attached staff in practices         project                                              explore possible options.

FY       Managing Out of    High      Emphasis is currently on how Out of Date      High - Could result in a clinical risk
         Date SCRs for                SCRs are managed in EMIS however there is
         clinical systems             currently no way of identifying Out of Date
         other than EMIS              SCR's in other clinicial systems i.e. INPS
RISKS LOG                                                                      South Birmingham PCT Summary Care Record Project

Ref.               Raised                             Probabil
No.    Date raised by       Title          Priority   ity      Description                 Impact                      Owner Action Plan                            Progress against plan                 Critical Date
R1     30.03.07   ND        Access speed   Medium     L        Speed of access to and High - lack of speed or       ND          Monitor response times and          Escalated to Cathy Cant for further   Closed as
                                                               response of Clinical     resilience could deter user             resilience during initial pilot and analysis and feedback                 agred by
                                                               Spine Application may be access                                  also responses from other                                                 Board
                                                               too slow to be useful.                                           Early Implementer sites                                                   members. In
                                                               Also                                                                                                                                       addition,
                                                                                                                                                                                                          Yardley Wood
                                                                                                                                                                                                          Health Centre
                                                                                                                                                                                                          have gone live
                                                                                                                                                                                                          with SCR

R2     30.03.07   SS        SCR seen as    High       M        GP's may view the         High - could greatly reduce ND         Early engagement with key           Initial engagement meeting            Closed as
                            Government                         introduction of the SCR extent of GP engagement                  stakeholders with most of the       arranged for 5/4. GP event TBA end    agree at SCR
                            initiative                         as yet another            and jeopardise the project             emphasis on benefits for LTC        of April. 16/4 Event arranged for     Project Board
                                                               Government led initiative                                        patient care and reducing           16.05.07. 06/7 - 1st 2 practices      Meeting
                                                               involving more work with                                         unscheduled admissions to           signed up as pilots. 19/7 - 7         (09/04/08) -
                                                               little benefit for them                                          acute care.                         practices now signed up 14/9 -        Moved to issue
                                                                                                                                                                    18 practices signed up. 11/12 -       log as 19
                                                                                                                                                                    37 practices now signed up. 8/1 -     practices still
                                                                                                                                                                    43 practices now signed up 1/4 -      remain
                                                                                                                                                                    45 practices signed up                outstanding

R3     02.04.07   SS        Lack of GP     High       M        Lack of GP engagement High - could greatly reduce ND             The project will be driven by       Initial engagement meeting            Closed as
                            engagement                         due to lack of ownership extent of GP engagement                 local needs. Early engagement       arranged for 5/4. GP event            agree at SCR
                                                               if not involved in shaping and jeopardise the project            with key stakeholders with most     arranged for 16/5. 24/5 - 4           Project Board
                                                               objectives, scope and                                            of the emphasis on benefits for     practices now agreed to take          Meeting
                                                               approach                                                         LTC patient care and reducing       part. 19/7 - 7 practices signed up.   (09/04/08)
                                                                                                                                unscheduled admissions to           2/8 - all wave 1 & 2 practices
                                                                                                                                acute care, selling it as a         signed up. 18/10 - 22 practices in
                                                                                                                                locally driven initiative that is   total signed up with more to
                                                                                                                                being shared on a basis of          follow. 11/12 - 37 practices
                                                                                                                                close consultation with GP's
                                                                                                                                                                    signed up. 8/1 - 43 practices now
                                                                                                                                and nursing leads.
                                                                                                                                                                    signed up. 1/4 - 45 practices
                                                                                                                                                                    signed up

R4     08.05.07   SS        Slow response Medium      M        Slow response times        High - could diminish        ND       Technical resource being        9/5 - investigations underway at          Closed as
                            times with C&B                     when using Choose and confidence in using the                    provided by CfH w/c 7/5 to      affected practices 19/7 Cathy Cant        agree at SCR
                            in some                            Book in a small number SCR                                       investigate the problems in the investigating further                     Project Board
                            practices                          of practices and refusal                                         affected practices                                                        Meeting
                                                               to use the service in 2                                                                                                                    (09/04/08)
                                                               practices may reduce
                                                               confidence in usability of
                                                               the Summary Record

R5     24.05.07   SS        Potential delay Medium    M        Owing to the need to           High - practices need to  ND      Modifications to workbooks to       24/05 Work commenced on               Closed as
                            to Paper light                     modify the Paper light         have achieved Paper light         be undertaken. Workshops to         modifications. Workshops to be        agree at SCR
                            accreditation                      workbooks in the light of accreditation                          go through the materials for up     arranged from w/c 4/06 6/07 -         Project Board
                            process                            responses to its                                                 to 6 practices at a time to be      Paperlight workshops completed.       Meeting
                                                               introduction in 2 practices                                      arranged.                           2/8 - 1 practice now accredited,      (09/04/08)
                                                               and also the time it takes                                                                           another has submitted for
                                                               to go through the packs                                                                              accreditation. 18/10 - 3 practices
                                                               with practice staff, the roll-                                                                       accredited and 30 have submitted
                                                               out across the PCT may                                                                               for accreditation 21/11 - 24
                                                               delay readiness to upload
                                                                                                                                                                    practices now accredited 11/12 -
                                                               records to Spine.
                                                                                                                                                                    25 accredited. 8/1 - 28 accredited
                                                                                                                                                                    1/4 - 35 practices accredited

R6     29.05.07   CC        Lack of        High       H        Resource planning has       High - Paper light           CC/ND   Resource Plan prepared which Actions assigned to CC, ND, LMcE             Closed as
                            resources                          revealed a serious          accreditation is                     identifies the resource gaps. 2/8 - additional resource for               agree at SCR
                                                               shortage of resources in    prerequisite to records                                   place 1/4 - Comms                  Project Board
                                                               the workstreams for Data    upload and all participating                                       resource has left and                       Meeting
                                                               Quality and Accreditation   practices need to have                                             replacement not yet in post                 (09/04/08)
                                                               (2.8 WTE needed),           achieved this. Training for
                                                               Training, Project           'Concept' needs to
                                                               Management,                 commence during
                                                               Comms.(0.5 WTE              June/July and additionally
                                                               needed), Technical and      CSA training needed later
                                                               Security.                   during summer.Comms.
                                                                                           support needed for the
                                                                                           work involved.

R7     15.08.07   SS        Potential delay High      H        Availability of SCR-        High - Ist wave PIP for 4     CC     Monitor weekly update reports       CC to monitor situation within CfH    Closed as
                            to EMIS                            compliant version of        practices (including 2               on progress with supplier's         and report on progress to SBPCT       delay has been
                            system                             EMIS now forecast to be     EMIS ones) commenced                 development schedule                11/12 - latest forecast is for        realised, hence
                            development                        January/February 2008       13th August and records                                                  availability in March '08. 8/1 - no   risk is
                            for SCR                                                        would be available for                                                   further update available FOT          trasnferred to
                                                                                           upload to spine from                                                     deployment availability now           Issues Log
                                                                                           beginning of December. .                                                 scheduled for January 09
                                                                                           In view of fact that only 17
                                                                                           practices out of 64 are non-
                                                                                           EMIS, delays to availability
                                                                                           of the re-developed
                                                                                           version will seriously affect
                                                                                           the project and the
                                                                                           confidence of both patients
                                                                                           and practices.
R8    07.01.08     SS    4 month delay High        H      4 month delay by CFH in Potentially harmful                CFH    Being investigated by Angela      1/4 - no update available         Closed as
                         in leaflet                       fulfilling a patient's     publicity to project both              North at CFH                                                        agree at SCR
                         requests being                   request for additional     locally and nationally.                                                                                    Project Board
                         fulfilled                        leaflets and the                                                                                                                      Meeting
                         jeopardises                      possibility that an                                                                                                                   (09/04/08)
                         reputation of                    unknown number of
                         SCR project                      patient's opt-out forms
                                                          may have disappeared
                                                          threatens the integrity of
                                                          the SCR project in South

R9    07.02.0/8    SA    Resource         High     H      CFH staff (Fiona Dillon,      High - Result in losing high CFH    To be escalated to CFH and        07/02/08 - CFH are curently       Closed no
                         continuaty                       Steve Scott & David           performing individuals who          Richard Corbridge to update.      working through there resource    longer a risk as
                                                          Nash) are unsure              are unable to                                                         requirements for the early        resources are
                                                          regarding their contract      ignore the uncertainty until                                          adoptor PCTs and will report on   in place
                                                          status after March 08. No     the cliff edge arrives                                                progress to SBPCT.1/4 - no
                                                          update has been               * Risk loss of continuity on                                          definitive update available yet
                                                          received by CFH               the project along with loss                                           29/4 Funding has been allocated
                                                          regarding their contract      of valuable
                                                                                                                                                              to each PCT
                                                          status                        knowledge

R10       2/21/2008 SA   InPS are         High     H      InPS unable to deliver        High - Practices & Patients SBPCT/ SBPCT will escalate this risk to 1/4/08 - InPS developments now      Closed risk
                         unable to                        the systems solutions         losing confidence as to      CFH   CFH namely Richard Corbridge expected available for                  transferred to
                         deliver                          within the anticipated        whether SBPCT could                and Dave Atherton                deployment late October 2008        Issues Log as
                         Software                         timescales.                   deliver the SCR project.                                                                                awaiting
                         solutions within                                               project slippage, which will                                                                            deployment of
                         the anticipated                                                affect mail out dates and                                                                               InPS in South
                         timescales                                                     other project dependencies                                                                              Birmingham
                                                                                        and will result in
                                                                                        demotivated work staff.

R11       2/22/2008 SA   iSoft are        High     H      iSoft unable to deliver the   High - Practices & Patients SBPCT/ SBPCT will escalate this risk to   06/06/08 - iSoft developments     Closed as
                         unable to                        systems solutions within      losing confidence as to      CFH   CFH namely Richard Corbridge       now expected available for        agreed by
                         deliver                          the anticipated               whether SBPCT could                and Dave Atherton                  deployment in September 08        Board
                         Software                         timescales.                   deliver the SCR project.                                              18/09/08 - 1.9.13 installed at    members,
                         solutions within                                               project slippage, which will                                          Yardley Wood and SCR records      iSoft have
                         the anticipated                                                affect mail out dates and                                             sucessfully uploaded. DVP         deployed their
                         timescales                                                     other project dependencies                                            expected end of October           solution in
                                                                                        and will result in                                                                                      Yardley Wood
                                                                                        demotivated work staff.                                                                                 Health Centre

R13   30.08.07     AM    Potential lack Medium     High   With large numbers of         Could delay capability ND,DN Training plan needs to be                08/10/08 - Training plan in       Closed
                         of training                      potential SCRA users          of staff access SCRA in      prepared to take account of              preparation, training
                         resource for                     in Out of Hours and           unscheduled care             training requirements and                requirements to be defined
                                                                                                                                                              and areas to be identified.
                         SCRA                             Community nursing,            settings and thus delay      extent of resource needed.
                                                                                                                                                              Potential SCRA user groups
                                                          there is a potential          realisation of benefits                                               being identified.
                                                          issue around PCT                                                                                    24/02/2009 - Training
                                                          resources for                                                                                       requirements met
                                                          delivering SCRA

                                                                                                                                                              01/09/2009 - SW reported that
                                                                                                                                                              EMIS have confirmed that
                                                                                                                                                              they will not develop SCR for
                                                          There is a possibility        High - this will impact                                               EMIS PCS until EMIS Web is
                                                          that EMIS PCS will not        on the delivery of SCR                                                developed and that to will be
                         Delivery of                      be available until next       at site that will be going                                            based on how many request
R14      6/3/2009 ND     EMIS PCS                         year.                         live with EMIS PCS                                                    are made.
                                                                                                                                                              02/02/2010 - SC to liase with
                                                          There is a risk that                                                                                Neil Hunt to identify a
                                                          once the project has                                                                                process to manage the
                                                                                                                                                              service desk element of SCR
                                                          been complete and it
                                                                                                                                                              however there is a need to
                                                          is business as usual
                                                                                                                                                              identify which team within
                         Project                          that practices will                                                                                 the department would
                         Handover                         contact the project                                               To liaise with NH to define       manage BAU following
R16      9/1/2009 SC     procedure        Medium          team for support.             Medium                       SC     theprocess of handover            delivery.
                                                                                                                                                              03/11/2009 - Closed
                                                          There is/was a risk
                         Resource                         that support from the
                         capacity at                      SSA may have an efect
                         SSA for                          on the project
                         reconciliation                   progress due to lack of
R17      9/1/2009 SC     s                                resources.              Low                                SC
ISSUES LOG                                        South Birmingham PCT Summary Care Record Project
         Date      ed                                                                                                                                                                               Critical
Ref. No. raised    by   Title          Priority   Description                           Impact                              Owner     Action Plan               Progress against plan               date
      1 21.03.07   SS                  High       District Nurses have to enter         If the DN's have to update the GP SS          Review of data            Business process/Change             CLOSED
                                                  data onto a number of disparate       systems in order to keep the                  collection requirements   Management work-stream
                                                  systems as well as maintaining        Summary Care record updated it                and system use by DN      meeting with CfH on 10/5 21/8 -
                                                  manual records                        is likely to raise resistance to use          teams could suggest       PCT service re-design work is
                                                                                        of the record and if the record is            new processes - To be     examining this issue internally.
                                                                                        not updated it will increase                  included in work to be    11/12 - Re-design process
                                                                                                                                                                ongoing. 8/1 - no update to
                                                                                        clinical risk                                 undertaken by Business
                                                                                                                                                                report 1/4 - no update available
                                                                                                                                                                yet 06/08/08 - no update
                                                                                                                                      Management work-          available yet
                                                                                                                                      stream                    18/09/08 Mobile solution
                                                                                                                                                                feasibility pilots planned for Q4

      2 2.04.07    SS                  High       In tandem with the Business           With focus on providing access to ND          Ideally will need to be   Possible solution being             CLOSED
                                                  Process work stream it will be        SCR for LTC patients, mobile                  able to access both SCR   investigated with CfH 19/7
                                                  necessary to identify appropriate     devices are likely to be required             and Lorenzo via the  Business case has been
                                                  mobile technology to support          for use in the patient's home                                      produced for mobile devices
                                                                                                                                      device using 3-G mobile
                                                  the pilot which will involve                                                        phone technology.    with requirements for system
                                                                                                                                                           access 21/8 Meeting held with
                                                  accessing the SCR in the LTC
                                                                                                                                                           CfH and BT on 7th August with a
                                                  patient's home
                                                                                                                                                           view to SBPCT piloting a
                                                                                                                                                           wireless hand-held device for 6
                                                                                                                                                           months. 18/10 - PID is being
                                                                                                                                                           produced to scope the project.
                                                                                                                                                           23/11 - PID under review 11/12
                                                                                                                                                           PID has been reviewed. 8/1 - PID
                                                                                                                                                           has been signed off 1/4 - final
                                                                                                                                                           PID submitted to SCR
                                                                                                                                                           Programme Board for review
                                                                                                                                                           and sign-off. 29/4 - PID signed
      3 23.05.07   SW    Paper light High         Following trialling in 2 practices,   Impacts on overall timescale for                                   Work Board
                                                                                                                            SW, LMcE Changes to work books off bystarted 24/5               CLOSED
                         accreditation            changes to the paper light            paper light accreditation process            to be made which may
                         packs                    workbooks are needed.                                                              also include some

      4 23.05.07   SW    Introducing   Low        Introducing the paperlight        Impacts on overall timescale for        SW, LMcE Workshops for up to 6      Workshops to be arranged from       Closed
                         paper light              workbooks practice by practice is paper light accreditation process                practice managers at a     w/c 28/5 . 26/6 - workshops in
                         workbooks                very time-consuming (about 3-                                                      time to be arranged in     progress - 54 practices signed up
                         is time                  3.5 hours per practice)                                                            order to speed up the      19/7 Workshops delivered. 1
                         consuming                                                                                                   process                    practice now accredited

      5 06.07.07   ND    Potential for Low        Potential for delay or                Could impact on ease of access to ND,JS       ND progressing mobile     19/7 Business case has been        CLOSED
                         delay with               inappropriateness of technical        SCR in community nursing                      access issue via John     produced for mobile devices
                         handheld                 solution on offer from BT with        settings                                      Stewart (CfH) and Tony    21/8 - see update to Issue 2
                                                                                                                                                                above 18/10 - update to issue 2
                         access to                regard to handheld devices to                                                       Burke (N3 SRO) • Paper
                                                                                                                                                                above 23/11 - as for issue 2
                         SCR                      access SCR remotely, e.g. small                                                     being prepared to
                                                                                                                                                                above 11/12 - as for 2 above 1/4 -
                                                  screen, difficult to use                                                            support pilot use of      lack of records created will
                                                                                                                                      PDA’s by community        hamper pilot.
                                                                                                                                      staff to access Summary   06/08/08 - CFH to provide update
                                                                                                                                      Care Record               08/10/08 - MN issue can be
                                                                                                                                                                closed as BT have taken back
                                                                                                                                                                the handheld devices. However
                                                                                                                                                                the PCT are looking at the
                                                                                                                                                                option of deploying handheld
                                                                                                                                                                devices locally
      6 30.08.07   SDS   Potential    High        With large numbers of potential       Could delay capability of staff     ND,DN     Training plan needs to    14/9 - Training plan in             CLOSED -
                         lack of                  CSA users in Out of Hours and         access CSA in unscheduled care                be prepared to take       preparation 18/10 - initial CSA     Issue
                         training                 Community nursing, there is a         settings and thus delay realisation           account of training       areas identified. Training          transferre
                                                                                                                                                                requirements still to be defined
                         resource for             potential issue around PCT            of benefits                                   requirements and                                              d to the
                                                                                                                                                                for those areas. 8/1 - potential
                         CSA                      resources for delivering CSA                                                        extent of resource                                            Risk Log
                                                                                                                                                                CSA user groups being
                                                  training                                                                            needed.                   identified currently 1/4 no
                                                                                                                                                                further update
                                                                                                                                                                16/09/08 - Continue to monitor
                                                                                                                                                                this issue (SCR Board decision)

      7 13.09.07   SDS   Paper light High         Paper light submissions for       Any non-accredited practice will        LMcE      Close monitoring of all   18/10 -3 practices accredited to    CLOSED
                         submissions              accreditation are due to be       be unable to upload SCR records                   wave practices needs to   date and 30 have submitted.
                         need to be               completed for some practces by to the spine.                                        be undertaken by CSF's    23/11 - 24 practices accredited
                                                                                                                                                                11/12 - 27 accredited. 8/1 - 28
                         completed                the end of September and for                                                        and status reported in
                                                                                                                                                                accredited 1/4 - 35 practices
                         before                   some by end October. As of 13/9                                                     timely fashion
                         upload of                1 practice has been accredited
                         records to               and 8 applications have been
                         spine                    submitted. Issue is about the
                                                  amount of activity and
                                                  preparation around the
                                                  paperlight accreditation which is
                                                  substantial. Timely submission of
                                                  applications is needed to ensure
                                                  that a participating practice is
                                                  qualified in time for the data
 9 25.04.08     PG   Design input High       There is a need for the                 If Legitimate Relationships are         PG/MH/LN LR and RA Workstream            12/06 - work is currently being      CLOSED
                     required for            organisation to recognise that          designed piecemeal on a project                  to arrange meeting with         carried out, to implement LR
                     Legitimate              design input required for               by project basis it may result in                Service leads and HR to         workgroups in practices
                                                                                                                                                                      followed by acute settings.
                     Relationship            Legitimate Relationships needs          inappropriate alerts being                       establish way forward
                                                                                                                                                                      CJC to investigate what current
                     s needs to              to take into account typical            generated.Services need to be
                                                                                                                                                                      work as been carried out at the
                     take into               patient pathways and                    involved from the outset in any                                                  other EA PCT'S
                     account                 organisation structure and              discussions about LR's and the
                     typical                 therefore needs to be led by            SCR
                     patient                 Services and HR rather than IT.
                     pathways                This issue needs to be escalated
                     and                     so that we secure commitment
                     organisation            and input from the relevant
                     structure               parts of the organisation.

10 28.05.08     SA   No          Medium      Currently there is no dedicated         Not having updated information SA                     To raise at the SCR        12/06 - Comm.'s resources in         CLOSED
                     dedicated               comm.'s support available to            communicated out to practices                         Project Board Meeting      place to support SCR activity
                     comm.'s                 support the project. In addition        and external organisations.                                                      during the summer mail outs
                                                                                                                                                                      and record uploads.
                     resource to             there is a need to have a a             Practices not informed in in time,
                     support the             comm's resource based at the            resulting in a break down of
                     project                 triplex house on a 2 day basis.         communications.

11 15.08.07     SS   Potential delay High    Availability of SCR-compliant version   High - Ist wave PIP for 4 practices       AM          Monitor weekly update      08/10/08 - latest forecast is for      CLOSED
                     to EMIS                 of EMIS now forecast to be              (including 2 EMIS ones) commenced                     reports on progress with   availability in April '09 and FOT
                     system                  January/February 2008                   13th August and records would be                      supplier's development     deployment availability now
                     development                                                     available for upload to spine from                    schedule                   scheduled for April09. The E MIS LV
                     for SCR                                                         beginning of December. . In view of fact                                         FoT site has successfully gone live in
                                                                                     that only 17 practices out of 64 are non-                                        South Birmingham PCT with the
                                                                                     EMIS, delays to availability of the re-                                          availability of a SCR compliant
                                                                                     developed version will affect the project
                                                                                     and the confidence of both patients and

12    2/21/2008 SA   InPS are         High   InPS unable to deliver the systems      High - Practices & Patients losing         SBPCT/CF   Monitor weekly update      08/10/08 - InPS developments         CLOSED
                     unable to               solutions within the anticipated        confidence as to whether SBPCT could H                reports on progress with   expected to be available for late
                     deliver                 timescales.                             deliver the SCR project. project                      supplier's development     November 2008. 25/02/09 - SW to
                     Software                                                        slippage, which will affect mail out                  schedule                   investigate what progress has been
                     solutions within                                                dates and other project dependencies                                             made with GPSOC level 4 practices.
                     the anticipated                                                 and will result in demotivated work staff.                                       InPS sites are live and working in

14 10/8/2008 AM      Unable to    Medium     iSoft build 1.9.13 unable to            High - adding time to clinical    CfH/iSoft           AM to escalate issue to 03/11/08 - iSoft are developing a CLOSED
                     create                  create a detailed record due to         consulation and could potentially                     CfH who will raise issue fix to resolve this issue.
                     detailed SCR            issues associated with                  impact clinical descision due to                      with iSoft               25/02/2009 - the ‘null date’ issue
                                                                                                                                                                      has not been resolved with build
                                             medications with missing dates,         detailed information not being
                                                                                                                                                             Nichola Brierley (CfH)
                                             which prevents the system from          available
                                                                                                                                                                      to assist practices to resolve
                                             sending updates to Spine. This                                                                                           this issue. This has been
                                             problem only occurs when the                                                                                             resolved.
                                             patient consented to have a
                                             detailed record i.e. changing the
                                             status from red to blue.

15   6/3/2009        Migration to             Lordswood have signed up for           High - If further mergers would         SC            A decision has been        04.08.09: - To go ahead and send CLOSED
                     new systems             SCR, they are not PIP and have          occur, this would effect the                          made to allow the          out the letters for all 4 of the
                     and the                 recently merged making them             progress and project plans for                        practice to carry on       Lordswood Group and bring their
                     rollout of              the largest practice in South           SCR implementation.                                   functioning with new       dates forward because they have
                     SCR                     Birmingham. they have migrated                                                                system, then PIP and       a merge that is imminent. Sam to
                                             to TPP with the support of the                                                                finally SCR go live.       Clack to approach the Practice
                                             PCT, which has gone very                                                                                                 Manager and discuss this.

Shared By: