Health & Justice Information Service Transition Events 2016

Will cover… Background and Confirmation of Preferred Supplier Key Business Change Functionality GMS Registration Process High level Implementation Plans and Timescales Getting Ready Overview Communications

Background & Confirmation of Preferred Supplier Current contract for the national system expires July 2016 Procurement of a replacement IT system now at Preferred Supplier stage for Residential Estate Preferred Supplier is The Phoenix Partnership (TPP). Contract commencement is July 2016 Full functionality to be added from July 2016 – July 2017

Key Business Change Functionality GMS Registration following the same process as followed in Primary and Community care. Use of GP2GP to transfer a GMS registered patient’s medical record from the community GP practice and back following the patient. General Practice Extraction Service to enable participation in national data extractions Full access to Summary Care Record

GMS Registration First Night Screening As part of the first night screening template each patient should be offered full GMS Registration. On the first night template there will be a prompt asking “do you wish to register for GMS registration” Yes or No If Yes the GMS1 and Summary Care Record authorisation form should be handed to patients to complete Both forms will then be passed to an administrator for inputting

GMS Registration Once Registered on system Patients will be traced using PDS search functionality on the new system, linked to the registration module to ensure accuracy when locating the correct record. Once confirmed this is the correct patient, a deduction request will appear at the former practice. Using GP2GP system the electronic records will be transferred to your setting. The paper records will be sent for secure storage. * unless requested by health care professional All recorded details will be visible on the system to all health professionals who are issued with a smart card with appropriate permissions..

GMS Registration Movement to another setting Each setting has a unique identifier (ODS) code. If the patient is transferred to another setting using a different identifier the patient will need to be deducted and the new setting will need to register the patient using the GMS form.

GMS Registration On release Currently a patient cannot register with a community practice until they have left the secure setting. Part of release planning would see the patient asked “which GP would you like to register with”. If needed a search can be undertaken on NHS Choices to identify the correct practice, this will also allow the user to check whether the list is open or closed. The GMS form can be completed whilst still in secure setting and taken to the GP practice on release. Work is underway to request a change in legislation which would allow forward registration on release to ensure continuity of care. The new GP practice will register the patient and a deduction request will appear on the secure setting system.

What if patient does not wish to register? It will always be preferable for patients to register using full GMS registration this will allow you to see the full medical record and will ensure continuous care. It will also allow you to view the full medical history. A patient can still have a care record even if they choose not to go through the full GMS registration process. However, GP2GP will not be used either to transfer the record into the H&J setting or to transfer the record out again once a patient is released. Users will be able to view the patients summary care record at all times however this will only give minimal health information such as major health issues, regular medication and any highlighted issues such as adverse reactions and allergies

Full Registration (GMS1) Full Records available Deduction back to community on release Updates sent through SCR to GP Full Record remains with previous GP Temporary Registration (GMS3) Summary Care Record High Level medical information visible If registered in community SCR can be updated GMS Registration Overview

Capita – Primary Care Services There will be a telephone service to assist with the tracing and registration of patients accessible 8am to 5pm. All Lloyd George envelopes will be sent to one unit for storage. If paper records are requested these will be sent by recorded delivery and should be returned to storage as soon as possible. All stationary supplies such as GMS1 and GMS3 forms will be distributed following completion of an order form Capita will deal with all changes to records in regards to witness protection, transgender patients and any other protected details in a patients records.

High level implementation Requirements elaboration Mar 16 – Dec 16, sessions aligned to each functional release Testing and Assurance May 16 – April 17 aligned to each functional release Deployment Planning completed May 16 Strategic approach to assurance, implementation, training, service & support model completed by May 16

High level implementation Release Approach SCH x2 Green field sites May to Aug 16 SCH x16 using Community module May to Nov 16 Type A requirements delivered July 2016, includes existing functionality plus PDS which may be introduced in a phased approach depending on training need. Type B requirements, the bulk of the new functionality e.g. GMS registration, GP2GP, EPS, and more. These will be introduced in a series of releases alongside appropriate training, between June 16 – June 17

Getting Ready Overview Baseline / Inventory of IT Assets Completed / Outcome and Gap Analysis reported back to NHS England leads Smartcard Rollout Local RA services identified and plans in place. Gaps in RA provision filled by NELCSU ODS codes (new and old) approach to define. Guidance in development

NELCSU Registration Authority Implementation Timescale – between now and end June 2016 Starting with SE England sites Identify users Conduct ID checks & photograph sessions Training Sponsors (Head of Healthcare – can delegate this) Card un-lockers ID checkers CIS training Privacy officer (NELCSU will provide the reconciliation data) Issue cards

NELCSU Registration Authority BAU Local ID checking Site uploads onto CIS NELCSU RA team generates the cards with correct positions Sent (locked) to site for local unlocking Access to NELCSU service desk to log issues Twice yearly audit Training Onsite or offsite? Webex, handouts and e-learning

Size of issue and relationship to: NHS Number, P-NOMIS workflow and upload regularity Merging records Guidance documents and NELCSU Toolset and additional guidance All sites requested to review their records / data and data recording practices and to prioritise data quality activities within their Healthcare Teams Duplicate Records and Data Quality

NHS Number Tracing Approximately only 33% of Prisoners with an NHS Number Pilot with two London sites to extracting number of key fields and tracing NHS Numbers through HSCIC National Back Office tools Evaluation benefit of estate wide trace Requirement to manually update Expected requirement to PDS trace during GMS Registration

03/02/2016 High level training plan mapped to the deployment slot plan will be developed Train the Trainer model with cascade training to NELCSU and local system champions Train the Trainer to be completed by June Train the Trainer will include Core x 5 days Health and Justice x 4 days SPINE x 4 days Training TPP

03/02/2016 CSU will roll out training across the estate Mixed model depending on requirements Will deliver ‘train the trainer’ to sites plus full end user training where required Refresher training as required and additional training on the release of each new module (if required). Not all training will be face to face The level of training given will depend on the functionality released in each module and the impact of this on the service. Group (including providers) to evaluate each release for deployment? Some sites may wish to have additional end user training anyway – please let us know What facilities are available at sites / providers? Training NELCSU

03/02/2016 NELCSU service desk will become the single point of contact for all clinical system / ICT issues across the estate For the clinical system the NELCSU will undertake first line support with backup from TPP For generic ICT requests the desk will undertake triage, log the call and pass it through to the local service provider Single number to call for all issues TPP is undertaking training of NELCSU staff on first line application support We need to know the contact numbers and details of the current generic ICT provision for each site We are NOT taking over your ICT support NELCSU Service desk

Roles and Responsibilities Key StakeholderRoles and Responsibilities NHS England HJIS TeamDefine, support and communicate business change requirements and activities HSCIC HJIS TeamProvide technical support, assurance and guidance NHS England Local Area TeamsSupport and ensure local business change is achieved in required timescales North East London CSU Supporting NHS England with completion of IT Audit, delivery on Smartcards to 45% of the estate and responsible for Training and provision of one stop Service Desk System supplierDeliver new IT system in accordance with the contract End UsersUndertake data cleansing, removing duplicate records, adding NHS Numbers and realise the benefits of the new system

Next Steps NHS England and HSCIC will work with Supplier, NELCSU, Users and other Providers to progress the implementation. End Users need to address deduplication of records and adding NHS Numbers Registration Authorities need to progress deployment of Smartcards and End Users to begin using Smartcards for authentication on the system Complete all prescribing roll outs Communications Sign up to the HJIS Bulletin for latest news, next edition due out in March 2016

Useful contacts and links Tracy Davis, Senior Project Manager, Simon Wills, Deputy Director of ICT, NEL Commissioning Support Unit Communications: HJIS Website: HJIS Newsletter:

Questions?