Copyright © INPS Ltd 2015
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Vision 3
General Practice Extraction Service (GPES)
England
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INPS Ltd.
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iii
Contents
GENERAL PRACTICE EXTRACTION SERVICE (GPES) 1
Introduction 1 GPES Workflow Overview 3 CQRS - QOF Management 4 Enhanced Services 5
ES Submitted Via GPES 5 ES to be Submitted Manually in the Short Term 5 ES to be Submitted Manually 5
What do I have to do? 6 Switching On 6 Populate GPES Staff Group 7 RBAC Business Function Codes for GPES 9 Changes to Mail Gateway 9
Notifications 10 Stage 1 Notification 10 Stage 2 Notification 10 Notifications as Daybook Tasks 11 Processing GPES Notifications 12
Viewing Extracted Data 16 Clinical Audit 16 CQRS Website 19
Patient Consent for GPES Extractions 20 Recording Patient Dissent 21 Recording Dissent Withdrawn 22
Monitoring GPES Extractions 22 Managing QOF Reports 22
For Further Information 23
INDEX 25
General Practice Extraction Service (GPES) 1
General Practice Extraction Service (GPES)
Introduction General Practice Extraction Service (GPES) is a centrally managed, primary care,
data extraction service introduced across England managed by the Health and
Social Care Information Centre (HSCIC).
The purpose of GPES is to extract and compare data from across the NHS. This
allows for data to be turned into accurate and usable management information,
leading to improvements in patient care and greater efficiency across the service as
a whole. The data extracted is also used to support the new payment structure to
GPs and Clinical Commissioning Groups (CCG), although GPES does not calculate or
make these payments, that task is carried out by the Calculating Quality Reporting
Service (CQRS). See CQRS for QOF (page 3).
GPES uses methods that ensure patient confidentiality and privacy. Before an data
extraction is run, practices must provide explicit consent and data is anonymised
before extraction. In some cases, data required does need to be identifiable,
however, explicit patient consent must be given before any identifiable data is
extracted. See Patient Consent for Identifiable Extractions (page 19).
GPES replaces the way your Quality and Outcome Framework (QOF) data is
collected and it has been designed to do this with minimal impact on the workload
of your practice. You will still be able to view your QOF data in Vision in Clinical
Audit as before.
The data extract process consists of three elements:
GPES - Assesses requests for data from third parties and collates
extracted data (controlled by the HSCIC)
GPET-Q - The system that requests and receives data extracts from primary care systems (supplied and managed by Atos)
GPET-E - An integrated part of Vision, designed to receive, verify, run
and return data extraction requests. There is no specific Vision module
for GPET-E, notifications (when used) are received as Daybook tasks and extract data can be viewed in Clinical Audit.
2 Vision 3
How an approved data extraction works (Diagram from www.hscic.gov.uk/gpes)
You can sign up to regular HSCIC GPES Newsletters to keep you up to date on all
GPES developments from the GPES Newletters website
http://www.hscic.gov.uk/article/3473/Latest-news.
General Practice Extraction Service (GPES) 3
GPES Workflow Overview
The workflow below describes each stage in the GPES process from when an extract
is requested from INPS through to the extracted information being received by
GPES, this process is used for extractions outside of the GP Contract extractions.
QOF and Enhanced services do not generate notifications, the practice acceptance
and participation are managed by CQRS:
GPES Workflow Overview
4 Vision 3
CQRS - QOF Management
The Calculating Quality Reporting Service (CQRS), together with the General
Practice Extraction Service (GPES) has replaced the Quality Management and
Analysis System (QMAS), the system that was used to calculate payments to GPs
under the Quality & Outcomes Framework (QOF).
CQRS calculates payments for GP practices across England from the 2013/14
financial year. CQRS is capable of calculating achievement and payments on quality
services, including the Quality and Outcomes Framework (QOF). At this time
Enhanced Services (ES) must still be submitted manually for payment. INPS
provide the manual CQRS Reporting or Monitoring audits, within Clinical Audit to
facilitate this.
CQRS uses data supplied by the Health and Social Care Information Centre which
includes data from GPES.
CQRS has been developed to support the organisational structures and
commissioning arrangements being implemented as a result of the Health and
Social Care Act. It can calculate achievement and payments for any service that
follows the same data collection and calculating logic as the main services. This will
include locally commissioned services.
It is expected that CQRS will be available to all users for longer periods of time than
QMAS and that it will be easy and quick to adapt to any changes in payments, with
little or no cost, should they arise.
Existing data from QMAS will be migrated to CQRS, giving users ongoing access to
their QOF reports from previous years.
Information obtained from CQRS website http://systems.hscic.gov.uk/gpcollections
See also Managing QOF Reports (page 22).
General Practice Extraction Service (GPES) 5
Enhanced Services
As new Enhanced Services are introduced there are some that will be extracted
using GPES immediately and others where there will be a short delay before the
automated extraction begins, we are writing audits to support this process. These
new audits will be released by CentraStage to all English practices and can also be
downloaded from the INPS website
http://www.inps4.co.uk/my-vision/user-guides-downloads/clinical-audit. Further
details for completing the manual submissions are available from Enhanced
Services (CQRS) within the Clinical Audit Help.
ES Submitted Via GPES
The following ES reports are submitted via the GPES system within May/June 2015:
Learning Disabilities
Dementia
Rotavirus
ES to be Submitted Manually in the Short Term
The following ES reports need to be submitted manually in the short term until
GPES extraction is completed:
Childhood Seasonal Flu - deployment September
Seasonal Flu – deployment September
Pertussis – deployment October
Pneumococcal – deployment October
Shingles - deployment October
Alcohol – deployment December
MenC freshers – deploymewnt September
Named GP – deployment October
Men B – deployment December
Avoiding Unplanned Admissions – deployment October
ES to be Submitted Manually
The following ES reports need to be submitted manually:
MMR
Men C Booster
HPV Booster
Hep B
6 Vision 3
What do I have to do? You must ensure the following actions are completed:
Populate the GPES Staff Group - When you receive DLM 452, a
GPES group is automatically created in Control Panel – File
Maintenance – Staff Groups. This group determines which users can
see and approve GPES notification messages (these are permission
requests which if approved allow audit installation from GPES). You are
strongly advised to review this group before GPES is live at your
practice. This group must be populated with staff qualified and
authorised to respond to these queries. If this group is not populated,
GPES notification tasks are allocated to all members of staff, which
could lead to any Vision user in your practice actioning notification
tasks. See Populating Staff Groups (page 6).
Request GPES Business functions are added to Smartcards - To
access the GPES website which allows you to manage and view your
practice's extracts(including QOF data), you must have GPES business functions on your Smartcard. See RBAC Settings for GPES (page 8).
Complete GPES Induction Training - HSCIC are supplying on-line
training material to enable you to familiarise yourself with the system.
The details for this are available from GPES website http://www.hscic.gov.uk/GPES.
Switching On
GPES was automatically enabled on your system. Once this happened, a message
was sent directly from Vision to GPES, confirming you are ready to receive
notifications. You do not have to advise them yourselves. GPES sends the first
extract request stage 1 notification for extraction not part of the GP Contract. In
2015 we are expecting Notifications for GP Diabetic Retinopathy Service (GP2DRS),
CCG Outcomes Indicators, Patient Objection Management, care.data, COPD Audit
and Learning Disabilities Observatory.
Important - As your QOF reports will be sent via GPES, you must
ensure you populate your GPES staff group as soon as possible.
General Practice Extraction Service (GPES) 7
Populate GPES Staff Group
To ensure the correct members of staff receive GPES notifications, you must
populate the empty GPES group created as part of DLM 450. It is important that
this is done as soon as possible and that the GPES staff group is not ignored or
deleted:
1. From the Vision front screen, go to Management Tools - Control Panel
.
2. Next, go to File Maintenance and select Staff Groups .
3. From the Practice folder select Mail Groups.
Staff Groups - Practice - Mail Groups
4. Right click on the group labelled GPES and select Add Staff Member(s).
5. Select Staff Member - Add is displayed.
Note - You must have system security rights in Vision to access Control Panel - File Maintenance.
8 Vision 3
Whilst holding the <Ctrl> key, click on all members of staff that you want to
add to the GPES group then release <Ctrl>.
Staff Groups - Practice/System - GPES- Add Staff Member(s) - Select Staff Member - Add
6. Click OK.
7. The selected staff members are now added to the GPES group and will
receive stage 1 and 2 GPES notifications in their Daybook tasks.
Gpes staff group reminder message
Warning - If you do not populate your GPES staff group, every
member of staff will receive Stage 1 and 2 Notification tasks sent by
GPES. This means that any Daybook user can authorise extract
notifications. The following message also displays on your notification messages:
General Practice Extraction Service (GPES) 9
RBAC Business Function Codes for GPES
It is essential for any relevant member of staff to have the following business
function codes added to their Smartcards. Whilst you will still be able to receive and
process notifications and extracts in Vision, without these codes it is not possible to
log onto the GPET-Q website to view exported results and extract preferences.
Business Function Code
Name Description
B1842 Request GPES Ad-Hoc Data
Extract
Allows a GP Practice user access
to GPET-Q to schedule a
pre-defined GPES Query to be
executed against their own GP
Practice data.
B1843 View GPES Query Results Allows a GP Practice user access
to GPET-Q to view the validated
GPES query results for a user's
own practice. Used to inform a
Stage 2 participation decision or
to view the results from an ad hoc data extraction.
GP Practice Users can only view
patient related data for their own
practice.
B1844 Maintain GPES Participation
Preferences
Allows a GP Practice user access
to GPET-Q to set, view and amend
their GP Practice Participation
Preferences for their own GP
Practice.
B1845 Record GPES Participation
Decisions
Allows a GP Practice user access
to GPET-Q to set, view and amend
their GP Practice Participation
Decisions for their own GP
Practice.
Changes to Mail Gateway
You are advised to familiarise yourself with the changes made to Mail Gateway to
accommodate the change in QOF reporting. See Managing QOF Reports (page 22).
Remember - It is the responsibility of your Registration Authority
to add functions to your Smartcard, please contact them to add the
following functions.
10 Vision 3
Notifications GPES sends permission requests in the form of notification messages which you
need to approve before extracts, other than QOF and Enhanced Services, can be
run. There are two types of notification messages:
Stage 1 Notification
There are two stage 1 notification message types:
Queries - Received as Daybook tasks asking for your willingness to
participate in an extract. The task must be processed in order for the
extract to be scheduled and run.
Information only - Received as Daybook tasks notifying you of an extraction due to be run.
From these notification messages, you can access a link to the HSCIC website
which gives further information about the contents of the extract. It is strongly
advised that you review this information as some extracts may require patient
identifiable information (See Patient Consent for Identifiable Extractions (page 19)).
You must be logged into Vision with your Smartcard with the relevant RBAC
business functions to access these pages (See RBAC Business Function Codes for
GPES (page 8)).
See Processing Notifications (page 12).
Stage 2 Notification
Once GPES receives your extracted data, a Stage 2 Notification is sent back to
Vision and is received as another Daybook task. These can be for:
Information purposes only
Authorising a release of your data
Stopping the release of your extract
See Processing Notifications (page 12).
Note - If you do not respond to a stage 1 notification before the
extraction date detailed in the notification, GPES will assume that you do not authorise the extract to go ahead.
General Practice Extraction Service (GPES) 11
Notifications as Daybook Tasks
GPES Stage 1 and 2 Notifications are added as Daybook tasks for all Vision users
who are members of the "Gpes" group in Control Panel. If your Gpes staff group
has not been populated, GPES Notifications appear in every staff members Daybook
(see Populating Staff Group (page 6) for details). All Notifications can be accessed
from either:
The Vision Front screen
Vision front screen showing the Daybook panel
Your To-Do tab in the Daybook Module
Daybook - To-Do
12 Vision 3
Processing GPES Notifications
Stage 1 and 2 Notifications are processed the same way:
1. From the Daybook To-Do List tab, or from the Daybook panel in the Vision
front screen, double click on the GPES Notification task.
Vision - Daybook - To-Do List with a GPES Stage 1 Notification selected.
2. Click Complete to process.
3. The Stage 1 or 2 Notification is displayed.
4. Read this screen carefully as it contains important information that you may
need to respond to:
Stage 1 Notifications, query type - Select Yes or No as
appropriate:
Do you agree to GPES running the extraction and releasing the
data? - If no response is received GPES assumes you do not agree
Do you agree to the Information Centre extracting and
releasing this data again without seeking any further
authorisation from you? - If no response is received GPES
assumes you do not agree
Would you like to be notified so that you can view the data
before it is released? - If no response is received GPES assumes
you are happy for the data to be released.
Note - Only one member of the Gpes staff group has to process each task.
General Practice Extraction Service (GPES) 13
Example of a query type Stage 1 Notification
Stage 1 Notifications, information type - Select Stop or Allow as appropriate:
Note - The date range which the extract will be run on your
system is detailed in the notification message. This will happen
automatically.
14 Vision 3
Do you wish to prevent this instance of this extraction from
running then click "Stop!" - If no response is received the
preference stated above this question is applied.
Example of an information type Stage 1 Notification
Stage 2 Notifications - Select Stop or Allow as appropriate:
General Practice Extraction Service (GPES) 15
Do you wish to prevent this instance of this extraction from
running then click "Stop!" - If no response is received the
preference stated above this question is applied.
GPES Notification:Stage 2 Notification screen
5. Click OK to save and submit.
6. Complete the task or press escape to leave outstanding is displayed,
add text if required (text added to the task is not sent to GPES) and click OK
to save.
16 Vision 3
Viewing Extracted Data You can view the results of an extract in two ways either:
Clinical Audit - See Clinical Audit (page 16)
GPES website - See GPES Website (page 18)
Clinical Audit
For every GPES extract, INPS have created an identical Clinical Audit which allows
you to view data and the related patient record from Vision. When a GPES audit is
first imported, it is generated using the default parameter values supplied in the
Extraction Request pack that INPS receive, for example, the QOF V27 audit default
baseline and reference dates are 01/01/14 and 01/04/14 respectively. If a GPES
extraction has not happened, then the Extract view will show the counts as at these
dates.
For QOF reports, as these are the official reports for payment, it is still advisable to
check the CQRS website (CQRS website https://nww.cqrs.nhs.uk) to make sure
they have been transmitted correctly.
If you hover your mouse cursor over a specific audit header the last generation
date for that audit is displayed, although whether is is an extraction generation is
not stated.
Generation details from hovering over an audit
To view the information extracted by the GPES process from Clinical Audit:
1. From the Vision main menu, select Reporting - Clinical Audit.
2. From Audit Source, select Extract audit.
Clinical Audit - Audit Source - Extract audit
General Practice Extraction Service (GPES) 17
3. A list of records that qualified for inclusion in GPES extractions is displayed.
Clinical Audit - Extract audit
You can also view a list of requests, both completed and pending from the Extract
option within Clinical Audit.
1. From Clinical Audit, select Extract - Request(s).
Clinical Audit - Extract - Request(s) option
18 Vision 3
2. The Request(s) screen is displayed.
Clinical Audit - Extract(s) - Request(s) screen
Specify the details you wish to view:
Since - This defaults to today's date, click on the arrow and select
from the calender to specify another date.
Completed - To view completed extracts only.
Pending - To view extracts that are due to run.
3. Click OK to close.
General Practice Extraction Service (GPES) 19
CQRS Website
You can view your practice extract details and extract preferences via the CQRS
website which is maintained by HSCIC. You must have the correct business
functions on your Smartcard before you can access practice information on the
CQRS website - See RBAC Settings for GPES (page 8)
1. Ensure your Smartcard is in the reader and you have entered your pin.
2. Double click on the GPES/CQRS icon on your desktop.
3. https://nww.cqrs.nhs.uk https://nww.cqrs.nhs.uk is displayed.
There are various areas you can utilise from the CQRS website. These include:
Viewing your extraction results, including QOF Reports
Set Preferences - You are automatically asked for authorisation to
run every data extract. This workload can be reduced, by selecting Set
Preferences and authorising certain types of extract in advance eg
QOF. You can also change your decisions about extracts you have already responded to. See the GPES supplied training guide for details.
GPES Frequently Asked Questions (FAQ)
Note about Java and accessing the CQRS website
You may experience problems accessing https://nww.cqrs.nhs.uk if your PC is
running a version of Java above version 1.6 (commonly referred to as version 6)
INPS recommend that you ensure your PC is running Java 1.6 or below and that
you disable automatic updates. If you experience any problems you will need to
contact your local CCG IT Support to make the necessary changes and disable any
future automatic updates to your version of Java.
Note - Logging in with your Smartcard BEFORE going to the CQRS
website is essential. If you are not logged in with your Smartcard and
try to open the CQRS website you do not get a login prompt, you get
excluded with no explanation.
20 Vision 3
Patient Consent for GPES Extractions HSCIC have sent leaflets to all patients entitled "Better information means better
care", this leaflet informs them about the Care.Data project, although it does not
name Care.Data itself. A copy of this leaflet is available from
http://www.england.nhs.uk/wp-content/uploads/2014/01/cd-leaflet-01-14.pdf
http://www.england.nhs.uk/wp-content/uploads/2014/01/cd-leaflet-01-14.pdf.
Patients may request to be excluded from GPES extractions that include patient
data (this does not affect aggregated data collections such as QOF and DES
reporting). To record dissent simply enter the following Read codes on to the
patient record in Consultation Manager:
9Nu0. Dissent from secondary use of GP patient identifiable
data - this prevents any clinical information being extracted from your
GP system and being uploaded to HSCIC with GPES.
9Nu4. Dissent from disclosure of personal confidential data
HSCIC - this prevents HSCIC sharing data with research organisations
outside the NHS including data they have derived from hospitals and
community systems.
See Recording Patient Dissent (page 20) for details.
It should be noted that some extractions may require a specific consent status Read
code to be entered on the patient record. You are strongly advised to read each
extraction request carefully in your Stage 1 Notification (page 10) to identify such
extracts. As far as we are aware it is the practice's responsibility to inform patients
about identifiable extracts but please check with your health board.
Further information for practices and supporting information for patients is available
from www.england.nhs.uk/caredata http://www.england.nhs.uk/caredata and
www.bma.org.uk/practical-support-at-work/ethics/confidentiality-and-health-record
s/care-data
http://www.bma.org.uk/practical-support-at-work/ethics/confidentiality-and-health
-records/care-data
Important - Recording these Read codes does not exclude the
patient from the Summary Care Record (SCR). If they wish to dissent
from SCR, then you should record the following Read code - 9Ndo.
Express Dissent for Core Summary Care Record Data Set Upload.
General Practice Extraction Service (GPES) 21
Recording Patient Dissent
To record the dissent Read codes to the patient record:
1. From Consultation Manager , select the patient
concerned and open a consultation.
2. Click on the Journal tab if it is not your default tab.
3. In Read Term - Add type #9Nu0 and press enter.
4. The selected code and its description are displayed in Read Term - Add,
click OK.
5. History - Add is displayed.
History - Add - 9Nu0 selected
6. Complete History - Add as required
Event Date - Defaults to today, highlight and change if required.
Clinician - Defaults to the clinician logged on or the Usual GP if a non-clinician is logged on, select from the list if required.
Read Term for Characteristic - Do not change, this is the code that
excludes the patient from GPES extractions.
Comment - Enter free text here if required.
Type of Characteristic - Defaults to Administration, select from the available list if required.
Episode Type - Defaults to Other, select from the available list if
required.
Priority - Defaults to 3, select from the available list to match your practice protocols.
End Date - If the patient has specified that they do not want any data
extracted during a specific time frame, enter the end date given here.
7. Click OK to save and close.
8. Repeat steps 2 - 7 above using Read Term #9Nu4..
22 Vision 3
Recording Dissent Withdrawn
To record that a patient has changed their mind, and having already declined to be
included, they now want to be included in GPES extractions, use the following Read
code:
9Nu1 Dissent withdrawn second use of GP patient identifiable data.
This is added in the same way as the dissent from secondary use code above and
results in patient identifiable data being extracted for the patient concerned.
Monitoring GPES Extractions In order to check that extracts have been successfully transmitted you should check
the CQRS website, 2 days after each extraction is due to run, a bulleting from
HSCIC is sent detailing when QOF and Enhanced services will extract, this is
especially important for your QOF extracts. In the unlikely event that you check the
GPES website and your practice's extracts are not showing, there may have been
an error with the transmission. When a message transmission or extraction goes
into error, INPS are automatically notified and the INPS helpdesk will contact you if
appropriate to resolve the issue. If you have concerns regarding an extract that
does not appear on the GPES website, and you have not heard from the INPS
helpdesk team within 7 working days of the extraction date, you should contact
them on the usual INPS helpdesk numbers.
Managing QOF Reports
We have changed Mail Gateway to help you better manage the transmission of your
GPES QOF reports. The Generation option has been updated to show the date and
the time that your QOF audits were last run and when they are next scheduled to
be run, the QOF Report
From your server desktop, select Mail Gateway (it may be minimised on your
bottom toolbar, click to maximise it).
Generation Tab
The Generation tab shows the date and the time that your QOF audits were last
run and when they are next scheduled to be run:
If the audits have been run, Audit Generation states The GPES QOF Report extraction was last run on DD/MM/YYYY at hh:mm.
Important - The Patient Objection Management (POM) extract
will be extracted before care.data is implemented to identify the level of dissent within your practice.
General Practice Extraction Service (GPES) 23
If the audits have not yet been run, Audit Generation states The GPES QOF Report extraction has not yet run.
Mail Gateway - Generation
QOF Report Tab
The QOF Report tab directs you to the GPET and CQRS websites for information
regarding your QOF reports. The tab states QOF Reports are managed by the GP
Extraction Service. Go to the GPET-Q or CQRS web site for information on this
practice's QOF Reports.
Mail Gateway - QOF Report
For Further Information Please refer to the GPES Frequently Asked Questions section of the HSCIC website
http://www.hscic.gov.uk/gpes/faqs.
Remember - You will need your Smartcard to log into these services and gain access to your practice's data.
Index 25
Index
C
Changes to Mail Gateway • 9 Clinical Audit • 16 Copyright Notice • ii CQRS - QOF Management • 1, 4 CQRS Website • 16, 19
D
DLM 456 Web Release Guide • 1
E
Enhanced Services • 5 ES Submitted Via GPES • 5 ES to be Submitted Manually • 5 ES to be Submitted Manually in the Short Term • 5
F
For Further Information • 23
G
GPES Workflow Overview • 3
I
Introduction • 1
M
Managing QOF Reports • 4, 9, 22 Monitoring GPES Extractions • 22
N
Notifications • 10 Notifications as Daybook Tasks • 11
P
Patient Consent for GPES Extractions • 1, 10, 20 Populate GPES Staff Group • 6, 7, 11 Processing GPES Notifications • 10, 12
R
RBAC Business Function Codes for GPES • 6, 9, 10, 19 Recording Dissent Withdrawn • 22 Recording Patient Dissent • 20, 21
S
Stage 1 Notification • 10, 20 Stage 2 Notification • 10 Switching On • 6
V
Viewing Extracted Data • 16
W
What do I have to do? • 6