Decisions

Decsion Log as at 01/05/09

Decisions

Current Project

Combined Log for SCR and TPP Rel 4

Project Manager

Last Updated

5-1-09

Dec Log Ref

Project Board

Project

Change Log Ref

Decision Required

By Whom

Date

Associated Risk

Options

Decision

Evidence of Decision

Date

Dec Agreed

Issue Ref No.

SCR

How do we manage data quality, do we do wave 1 first then roll on, prioritise all interested practices ?.

Project

11-13-07

1. Wave 1 first and then per Wave 2. Do all of them before we start any Wave

Board decided do wave 1 first and then plan out the waves and roll through them.

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

13-Nov

SCR

How do we manage patient questions - Drop Ins or some other way ?.

Project

11-13-07

1. Drop Ins like other projects 2. new proposal as presented at the Board (More literature, phone number, emails,appts,practice support)

The Board has decided that we will not follow the drop ins as stats show they have not been that well attended. Instead we will use PCT HQ and location offices to take calls and emails and appointments. We will also support in the practice if necessary. Thus changed we when restrarted the projects, in Wave 1 we did drop in sessions at the Practices but may change this in Wave 2. GW 6/1/09

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

13-Nov

SCR

How do we select the waves ?. Should we engage all practices first before agreeing Wave 1 in order to establish interest ?.

Project

13/11/207

1. Engage first wave 2. Engage all

The Board has decided that we will engage 3 (already) interested practices for Wave1 first, prioritise these for engagement and then agree the rest of Waves once Wave 1 have explicitly stated they will be an EA

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

11-13-07

SCR

How do we decide who should be in the first wave ?.

project

11-13-07

1. 10 mentioned in the PID 2. Smaller selection of the 10 ?.

The Board has decided that we should engage the 3 practices that have shown an interest. Teresa Kearney, John Tuppen and Robin Bell.

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

11-13-07

SCR

How do we approach training , do we complete all training before wave 1 PIP ?, do we train staff adjacent to practice even if they are not in the wave ?

project

11-13-07

1. Do Wave 1 first and then other Waves 2. Do all practices and then establish wave pattern

The Board has decided that we will prioritise early adopters practice then adjacent practices and repeat for successive waves. However, we can use some leeway and train staff from adjacent locations, regardless of waves.

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

11-13-07

SCR

When should we tell patients about Healthspace, in initial letter or when SCR loaded.

project

11-13-07

1. Tell in first letter but patient has to await benefit 2. Tell in a later letter once SCR loaded and benefit is immediate.

The Board has decided we tell them in the initial letter. This changed when we restarted the project, we will now mail again once the records ar loaded. GW 06/01/09

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

11-13-07

SCR

How to manage the Healthspace registrations

Project

11-13-07

1. Do as other projects in Drop in centres 2. Do at PCT and Local Offices

The Board has decided that in principle we will manage registrations in the PCT. As we ae early adopters, we cn change this later if need be. This will change but ne process to be decided 06/01/09

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

11-13-07

SCR

Need decision on which member of the Board owns the benefits

Gemma Wade

11-13-07

1. Chair 2. Other

The Clinical Lead will own the benefit case

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

1-13-07

SCR

Who owns change management

Gemma Wade

11-13-07

1. Chair 2. Other

as above

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

11-13-07

SCR

We need a decision on whether the proposed names for the Board are the right ones.

Cathy Cant

11-13-07

1. As Is 2. Others

Barbara will engage LMC and ask her pa to arrange regular meetings going forward.

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

11-13-07

SCR

Do we need A&E etc. on Board right now ?.

Cathy Cant

11-13-07

1. Engage now 2. Engage later

Board decided that we don’t need them right now as there is not much benefit to them unitl later in the project, but that ian should maintain a relationship with Nigel Brailly(?) as he has expressed interest.

Meeting on 13/11 in BS office. Ian Dobson, Cathy Cant and Barbara Stuttle attending

11-13-07

SCR

Confirm whether we can send the patients letter during the Christmas period

Project

11-21-07

1. Send during December 2. Wait until New Year

Partial Board decsion to wait until the new year to send the latter. Total Board not present, but rest have been engaged and support the decision.

Meeting in BS office 21/11. Bs, ID, RO,SMH,GW, TK present.

11-21-07

SCR

Confirm contents of the patients pack (letter and leaflets)

Project

12-5-07

Various options considered, Sue's version of the letter agreed + pape version of the mouse mat and standard leaflets. Final version agreed at Board meeting on 20/12 and then new version decided on in Nov 08

Board Mins from 5/12 Board Mins from 20/12

06/12/2007 20/12/2007

SCR

Since Comms is 50% of the effort, doo we need a direct Comms update as well as a project update

Project

12-5-07

1. Comms progress via the Project manager 2. Comms progress direct from Comms Stream lead

1. Sue Morris Newnham (Comms Lead) to be invited for attendance at the Board.

Board Mins from 5/12

12-5-07

SCR

Do we want a time limit for a Practice to decide whether they want to be in a Wave or not

Board

12-20-07

1. No time limit 2. Time limit - 2 weeks ?.

No, we should continue to try getting a practice on board where possible. Bar this it should fit around the plan, so if the cut off for mailhouse is 7 days prior to sending letter, that would be the cut off for the practice.

SCR

Confirm latest practice letter and flyer

Board

12-20-07

1. Accept this version 2. Further additions required

see Decision 13. above

12-20-07

SCR

Confirm the methods for managing patients questions

Board

12-20-07

1. Accept version presented 2. Further work required on the proposal

This will be done by using NHS Care Line service, PALS and email address at the PCT

Board presentation and minutes 20/12

12-20-07

SCR

Confirm Healthspace process

Board

12-20-07

1. Accept process and email 2. Further work required

This willl be done by advertsing an email address on the HS and PCT web site, Applicants will be expected to email for an appt with the Front desk.

Board presentation and minutes 20/12

12-20-07

SCR

Confirm how to manage returnd letters

Board

12-20-07

Letters to be returned to contractor services at Clacton where FP69 process wil be invoked (the return address will have SCR in brackets so that Clacton are aware). For Green cards,a sticker will be out onto it so that practice are aware of why this has been returned. Practice must then take appropriate action. Clacton has also agreed to send s repor on number of FP69 increases once wave 1 starts.

Board mins 20/12

12-20-07

SCR

AN requested that we delay sending the first patients letter on the 18th due to system supplier issues.

Board

1-10-07

Board agreed to defer until 1st Feb (CfH will keep Board updated should supplier issue continue)

Board Min 10/01

1-10-08

SCR

Can we set a lifetime for the project, as currently we cannot see beyond Wave 1 and this is making it diificult to baseline the Initiation

Board

1-10-07

Board decided to set a lifetime of one year from 10/01 (this is line with Teresa's time on the project).

Board Mins 10/01

1-10-08

TPP

As we must deploy TPP Release 3 with its own sharing model, how do we manage this alongside SCR ?.

Board decided that to support patients and end users we must communicate the total sharing picture and therefore SCR and Release 3 must run in parrallel with Comms, Training etc. covering both where applicable.

Board Mins 03/04 and 17/04

4-17-08

TPP

What guidelines do we wish to convey to end users re the TPP sharing Model

1. It is always the patients choice to share/keep private, health care staff must not take the decision 2. Implicit Consent is the national model so this remains unless we hear otherwise. 3. At unit level, the default of private remains 4. If the patient is not present or not asked for whatever reason, the setting is private. 5. Where a referral is being made, the sending unit must request the patient choice on sharing and add this to the Notes. The receiving unit must then act on what the patient has stated. 6. Consent to view should be the basis 7. The CRS (spine) flag should only be changed by the Practice.

Board Mins 09/05

5-9-08

TPP

Request to speed up the verification process during Mode 2 as there may be lots of requests for Smartcard changes.

Uise th verification screen in place of the RA02 form. User would discuss this with the Sponsor as they would an RA02 form, the Sponsor signs it and faxes to the PCT, who make the changes and phone back. New cards will continue to follow the existing process.

1. proposal agreed

Board Mins 20/05

5-21-08

SCR

1. Confirm the process for patients who register during the 16 weeks. 2. Confirm the process for patients who register after the 16 weeks 3. Confirm how we want to manage the process of Opt Out

W=Gw

5-20-08

1. During 16 weeks - Patient gets full 16 weeks - Patients gets rest of 16 weeks 2. After the 16 weeks - Patient get a period of time - Patient gets SCR straight away folloiwng the implied consent model 3. Opt Out process - Follow the Dorset model which makes reference to the opt out letter in the patient letter and states that it can be found on the web site, by phoning NHS Care line or picking up at the Practice. - State that is is available at the Practice.

1. Patient gets remainder of 16 weeks 2. Patient gets an SCR immediately but with patient pack, letter and explanation from the Practice. 3. Follow the Dorset Model. Places to find Opt Out letter mentioned in the letter, Practice, web site or NHS care Line 4. also use the dont share form in the same way (sharing option now defunct 06/01/09).

Board Mins 20/05

5-21-08

SCR

1. further detail, presented. Please confirm the use of the Dorset Opt Out Model and inclusion within this of the Don’t Share form

6-4-08

1. Stick with standard opt out process 2. Try Dorset one with Don’t Share form

Board would like to go with 2. and try out.

Board mins 2005 and 0406

6-4-08

SCR

new mailing date for Scr

6-20-08

1. First mailing on 18th July 2. First mailing on 25th July

Mailing date not agreed until we know more about Consent to View evauation workshops and SCRAG recommendations

Board minutes 2006

6-20-08

TPP

where extra access rights are required over and above the baseline what should we provide ?.

7-8-08

1. Where people need extra access rights, should we give them another role that has that right (which may mean they more rights than they need) and will have two roles on theie card. 2. Where people need extra access rights should we add these over and above the baseline

Chosen option is 2 as this makes ways of working simpler. Extra roles means the end user must take the Smarttcard in and out to swop roles.

Board minutes 0807

7-11-08

Both

Agreement to new processes for PCT Access to patients records, super access rights, override dissent audit

8-27-09

Processes accepted with minor changes as documented in Board mins 26/08/08

Board mins 26/08

9-2-08

SCR

Decision to restart SCR project with new consent model.

9-18-08

1. Continue with implied consent model folloiwng the old consent model or move to the new consent model 'permission to view'.

1. As we have not mailed anyone yet, it makes sense to move to the new consent model, so that is the agreed decision.,

Board minutes 18/09

9-18-08

TPP

Decision to choose one of the options for permission to view with TPP. All options can be found in the Board papers for 18.09

9-18-08

options 1-5 s presented at the Board.

Option 5 was chosen which requires and end user at point of care to tell the patient just as a couresty and mark of respect that they will need to look at their recorc to treat them. Bar this we will follow the design as is where end user ask a patient if they want to share with other orgs and units..

Board minutes 18/09

9-18-08

TPP

Decision required about Independent Prescriber

9-18-08

1. Allow this to be requested by clerical staff 2. Deny use by clerical staff

Option1 chosen but with strict controls about how many people have this and what evidence is required before is it allocated. See letter to practies from Barbara Stuttle dated 29/09/08

Letter from BS to Practices dates 29/09/09

9-29-08

TPP

Decisions required on strategic view of TPP releases within the PCT

3010/08

1. Implement release 3 (Consent to share), followed by release 4 (SCR and EPS2.0 etc) and then 5 (permission to view) 2. Skip release 3, and implement release 4 and then 5

1. Option 2 appears to be the best option as far as effort and cost goes with an option to review when the date fofr release 3 sign off is finalised.

Board mins 30.10

10-30-08

SCR rel 4

Decision required on direction to GPs for SCR enrichment

10-30-08

1. Write or speak to patients before enrichment 2. GP takes decision to enrich based on patients best interest

1 is the chosen option,

5-1-09

5-5-09

SCR rel 4

1.Allow access right to remain on current roles 2.Limit access right B1611 to Caldicott Guardians only

5-1-09

Option 2 accepted

Agreed, B16 11 will only be allocated to Caldicott Guardians. Where Practice staff need this accesss they must escalate to their Caldicott with eveidence of why this is needed,PM will cover in visits

Board minutes 01/05.09

5-5-09

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