MEDWAY PRIMARY CARE TRUST

Minutes of the Meeting of the Summary Care Record Project Board

held on Thursday 18^th June 2009, 11:00am to 1:00pm

in Meeting Room 1, Lordswood Healthy Living Centre

Present:	Lee Taylor (LT) CHAIR	Interim CRS Programme Manager
	Becky Gayler (BG)	SHA
	Louise Hodges (LH)	Informatics Programme Office Manager
	David Payne (DP)	Project Manager
	Matt Watson (MW)	Connecting For Health
	Amy Paton (AP)	Programme Support - Minute Taker

Preamble. LT stated that he would now be taking over the role of chairing the meeting, and become the Project Executive for the Project Board. This responsibility had been delegated by Lois Lere as part of a reorganisation of the Informatics Programme structure. LT has the newly created role of Interim CRS Programme Manager within the Informatics team.
1	Apologies for Absence
	Sandra Harvey - Domain Programme Manager Peter Green - Medical Director
2	Minutes of the Meeting of 15^th May 2009
	The minutes were agreed.
3	Update of Actions
Who	Action			Update/Status
DP	How to manage Practices who no longer meet Paperlight accreditation standards.			Continue monitoring. Add to Issues Log. CLOSED
BG	Limited SCR support from the K&M DPO with regards to benefits.			Lyn Smith provided support at an SHA session. LH to draft a Benefits Identification paper by next board. LH to complete Benefits Realisation paper by August 09. OPEN
DP	End of Life Care - LL suggested focusing on Commissioners at a local level. LL suggests talking to Jackie Fisher & David Oliver.			Meeting took place with David Oliver. Seemed enthusiastic about support SCR - include in benefits. CLOSED
DP	A process needs to be created to state what information surgeries can upload.			Peter Green feels GPs should have freedom to upload but the project team should provide guidance. CLOSED
BG	Involve Primary Care Informatics Group and Kent CAG for the MedOCC event.			Manpreet Pujara spoke. CLOSED
BG	Send Clinical Lead's Job Description to DP.			Done. CLOSED Ensure Dr Spinks and Dr Shum are invited to event on 21^st July and Champion JD is complete.
LL	A post meeting note to be added to MLHC board minutes to say that the project are happy to go live with the software not reflecting the current consent model.			Unsure if this has been done. DP to chase. CLOSED
BG	Look into the possibility of having more than one Caldicott Guardian.			Until the PCT split is official there should only be one CG. Post split, it is acceptable to have 2 CGs and each signs off what is within their remit. CLOSED DP to arrange for the two CGs to meet. Training is available from CfH.
DP	Order to be raised with Adastra for ongoing support.			Done. CLOSED
BG	Revisit Benefits Assumption paper.			Pai Tang did this. A separate paper was written for MedOCC. DP to agree with Tonka Jowd. OPEN
IPO	Communications Strategy to be circulated for comments.			Done. Comms Strategy is now approved. CLOSED. Pai to create Comms Plan by next board.

4	Items for Discussion
4.1	Project Update Recent Highlight Report tabled. Discussion was had around details from the Highlight Report. The first upload has been done with Napier Road Surgery. The group suggested it would be an idea to get a press release/intranet page up. Nick Fox is compiling an email to Lois Lere to say that it is a huge achievement. Medway were the 2^nd early adopter but the 1^st to complete an upload. 2^nd Wave mailout is scheduled for Monday 22^nd June. Accreditation of Adastra software was queried - it is fully accredited by CfH and there is full roll out approval. Karen Morgan currently runs weekly reports to look at accesses and permissions. DP to meet with KM re: accesses. Send SCR application IG guide to DP who will adjust to MPCT. A budget is needed to enable tracking. Work packages currently don't exist but due to the project being split into waves this is acceptable. Work packages are only needed for work given to staff outside the immediate project team. The red risks on the HR are not red on the risk register as they do not affect the project at present - reword before escalating to risk committee. Swine Flu Pandemic needs to be monitored as the SCR helpline may be closed due to staffing.				DP/ VT DP MW DP DP
4.2	CfH/SHA Update Central Funding for Adastra proposal was rejected and PCTs are being reimbursed on a case by case basis. System Readiness - EMIS LV scheduled for end of Aug 09. There are no current plans for EMIS PLC. There are 2 dates for Vision Accreditation - locally hosted in August and centrally hosted in Sept. If these dates are not met there could be an impact on the Vision uploads in October. Add to risk register. A new PIP toolkit is due to be released - the FAQs are worded differently. When patients ask for a record to be deleted it will remain without a link to it - add to risk log. BT have freed up Tuesdays, Wednesdays and Thursdays for uploads. Discussion was had around the Action Plan. Opt Out Guidance is expected, The National Business Case is back with the Treasury and the HealthSpace business Case is currently on hold. Discussion was had around HealthSpace and the use of the communicator tool. This is outside of the project scope. MW stated that there are organisational changes taking place at present. There is a clinical engagement event on 21^st July 09. BG to send invite letter to DP who will invite other members of staff.				DP DP BG DP
4.3	Project Documents for Review/Approval 2^nd WAVE PID The group discussed the PID. DP to make changes: add a comment to say there the is a separate budget plan to be referenced; change project board chair to LL or nominated deputy; make sure all references to the `project' state that it is the wave 2 project. QUALITY PLAN The group discussed the Quality Plan. LH to make changes: the execute needs to be changed to LL or nominated deputy; it needs to state than any CfH documentation is already approved; it needs to sate that the plan is applicable to all 3 waves of the SCR project; there needs to be more reference to the deliverables. Both documents to be circulated for 5 days approval with the minutes.				DP IPO
4.4	Supplementary Data Planning The upload at Napier Road included medication, allergies and reactions. Peter Green has suggested that GPs could upload extra data but should have guidance from the PCT. Guidelines to be drafted for the next board and approved at the PEC. It was suggested that Peter Green's practice could be used as a pilot site for the enrichment of records.				DP
5	Risks and Issues The Risk log was not discussed. There are no current red risks and no new risks.
6	Date of Next Meeting
16^th July 2009		10.00 to 12.00	Meeting Room 3, Lordswood HLC

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Informatics Programme Office

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