the path to paperless programme

PRIMIS Third National Conference Tuesday 1 April 2003

Birmingham

The Path to Paperless Programme

North Derbyshire Data Quality Team


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Introducing the Team

Nikki HinchleyPrimary Care Data Quality Facilitator

Mrs Memory

Liz GundelPrimary Care Data Quality Facilitator

David HillProject Manager

& Facilitator


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A Brief History:

• A LIS Project

• 3 Facilitators

• 2½ Years Ago

• Supported by PRIMIS

• 3 Extractions


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Work Programme …

• Read Training

• Template support

• PRODIGY Training

• Control Paperless Application Process


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Path to Paperless Programme Born

• 8 Practice Development Sessions

• Facilitate not Manipulate

• Pick & Mix


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Definition

• When all the major elements of the health record are held in electronic format as opposed to retaining paper

• Paper Frugal


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Why Bother?

CarrotOR

Stick


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Support Not A Burden

Practices


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The Overview

(1 Hr) Clinical / Management A short session to help the practice timetable the migration from hard copy into electronic format. Produces an action plan for the months ahead, identifies roles and responsibilities.


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Mapping the Flows

All Staff (2Hrs) The Caldicott report recommends all healthcare organisations that deal with patient identifiable data should map information flows. Workshop session produces a draft data flow document for the practice. A follow up session is recommended.


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HAVEN’T A CLUEDO


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Data CaptureMapping Information Flows

DATADATA


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Preparing the Protocol

( 2-3hrs) Clinical Staff

For a practice to be confident of consistent data input, a protocol needs to be produced and agreed by the Clinicians for the summarising process. DQ Team facilitate & advise on coding issues.


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Pruning & Coding

(Full Day) 1–1 personal. Once the protocol is written, the responsible staff may need training on its implementation. DQT member to supply full day training on site. May require Read Code session initially.


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Retention of Records

(1 hr Review) All Staff What to do with all the paper? What are the recommendations and principles for destroying original paper copies? Session will result in a practice policy.


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Things to Consider

• Who originated the document? • Copies Available from originator?• Scanning (JPEG & GIF)• Not destroying but securing• Refer to Current DoH guidance

(HSC 1998/217) www.doh.gov.uk/nhsexec/manrec.htm


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Legal Considerations

(1Hr Review) All Staff Cutting through the minefield of the medico- legal considerations, assessing the risks, making it work in practice, raising awareness of everyone’s roles & responsibilities.


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Refer to:

• Caldicott Principles

• Local Agreements (LMC)

• Data Protection Act 1998

• Freedom of Information Act 2000

• NHSIA


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Sharing the Programme

Fill In Request Form for Documents

The Application Process

Clinical/Management The PCT in conjunction with the HIS and LMC need to approve all applications for paperless status. This session reviews the process and prepares an action plan for the practice.


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Maintenance

Once paperless status is achieved, each practice should have a robust agreed policy for maintaining the validity of patient records. Decisions on priorities and process of updates need to be set out. This session should produce a part of the data input policy document.


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In Summary

• Added Value• Facilitate (Practice Responsibility)• Follow up (Not Very Responsible)• Collaborate & Share• Carrot Shaped Stick


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Any Questions?


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