Download original attachment
(Word document)
This is an HTML version of an attachment to the Freedom of Information request 'Information relating to the forthcoming rollout of the SCR'.

0x01 graphic

D R A F T

SOMERSET PRIMARY CARE TRUST

Minutes of the meeting of the Summary Care Project Team held in the Conference Room, Artillery Road, Yeovil, Somerset, on Monday, 2nd March, 2009.

Present:

Matt Rawles

IT Lead

Keith Whittaker

Public Involvement Lead

David Williams

RBAC and Smartcards Lead

Cherie Padley

Communications Workstream Lead

David Tucker

Project Manager

Apologies:

Susan Davies

Primary Care Commissioning Lead

Justin Harrington

GP Clinical Lead

Paul Courtney

Communications Lead

1

INTRODUCTION AND APOLOGIES

1.1

Apologies were received from Sue Davies, Justin Harrington and Paul Courtney.

2

PRESENTATION BY THE PROJECT MANAGER

2.1

Presentation: David explained that Cherie had embarked on a series of engagement meetings with practice managers with the intention of signing them up for the first waves. Dates were then being set for `Concept Training' events with the GPs and David presented the PowerPoint slides being used at those meetings.

2.2

Key events and milestones:

  • Engagement Meeting (Cherie and Practice Manager)- ongoing

  • Concept Training (two events with Cascade training) - started

  • Staff Awareness Sessions (one session, procedures and instruction sheets)

  • Mailshots (to all patients aged over 15 years and nine months)(23 March onwards)

  • "Drop-In Sessions" (an average of two per practice aimed at patients, help and advice on Summary Care Records and HealthSpace applications)

  • 16 week information period (opt-out and return letters procedures in place)

  • supplier software to be installed and staff trained (at end of 16 weeks)

  • upload of SCR to the Spine, practice by practice basis (June onwards)

  • HealthSpace patients informed (to complete registrations)(July onwards)

training for A&E and out of hours staff when 60% coverage achieved (of patients having an SCR), probably in December 2010.

2.3

Messages for GPs: David said that the main messages being given to GPs included:

  • security and confidentiality, particularly around role-based access and the use of Smartcards

  • minimising the project impact on the practices

  • the Consent Model - implied consent unless patients specifically opt-out

  • Permission to View - patient's permission must be asked by A&E and out of hours staff unless not possible in which case a reason must be recorded)

  • generation of Alerts and investigation by the Privacy Officer

  • issues around the impact upon their system, what the SCR looks like, and how HealthSpace might roll out in the future.

3

WAVES

3.1

First Wave Practices (Wave 1a): Doctor Down & Partners, Tawstock Medical Centre; Doctor H Yoxall, Blackbrook Surgery, Dr J Gower & Partners, Hendford Lodge Medical Centre, and Abbey Manor Medical Practice; Dr Rickard & Partners, Dr Bevan & Partners both at Wellington Medical Centre.

3.2

Remaining Waves: 3 Practices signed to Wave 2, 3 in Wave 3, 1 in Wave 4.

4.

DATA EXTRACTION AND MAILHOUSE ACTIVITIES

4.1

Mailhouse arrangements: Synertec, a company used by other PCTs and Public Health had been commissioned and the first mail would be despatch in the week commencing 23rd March, 2009.

4.2

Caldicott Issues: David said that he was arranging a meeting with Mary Monnington to discuss issues for the Caldicot Guardian.

4.3

Data Extraction: David said that he had spoken to Sue Davies and a meeting would be arranged with Kevin Hudson to discuss data extraction for the mailshots and later uploads to the Spine.

5.

RBAC AND SMARTCARDS

5.1

RBAC Version 11.02: issues around the version of 11.02 (the latest release of RBAC software were discussed and David (T) agreed to pursue a meeting already requested with Andrew Carpenter who is currently managing the roll out.

5.2

GPs and smartcards: it was noted that whilst many GPs had a smartcard for Choose and Book, many of these were not used and certificates had now expired. This would need to be part of the practice audit to be carried out during the 16 week information period.

5.3

Smartcard equipment: smartcard equipment would also need to be considered. Readers were currently available free of charge and would be provided to practices.

5.4

Roles: role-based access for all practices would need to be reviewed and RAO2s produced and signed for practice staff. David W. Agreed to produce a paper for consideration by David T and Cherie ready for production at the next team meeting

6

COMMUNICATIONS PLAN

6.1

Meeting: It was agreed that Keith, Cherie and Paul would need to expand on the Communications Strategy and develop this into a working plan.

6.2

Patient Letter: various amendments were made to the letter of this would be sent to members of the board for final approval by Friday, 6 March 2009.

6.2

Drop-in sessions: Keith felt that the number of drop-in sessions per practice should be increased and would speak to Phil Brice concerning the staffing implications. PALS and Training staff would be involved.

6.3

Media training: it was noted that Justin Harrington had been nominated as the lead for media interviews and it was suggested that Neville Roberts, as Project Executive, should also be included.

7.

TRAINING

7.1

Awareness Sessions: would be held for Support Desk and PCT staff.

7.2

Concept and other training: a discussion took place concerning practice staff training and it was noted that for Health Informatics trainers had received concept training and would be available to help with a project.

7.3

Website: Matt suggested that the opt-out form for patients should be made available on the PCT hosted website aimed specifically at SCR. He agreed to create a draft for others to comment. [See draft website on http://10.132.170.237/SCR/index.asp ]

8

DATE OF NEXT MEETING

8.1

A Project Team meeting would be held on at 9.00 a.m. on Tuesday, 31 March, 2009, at Artillery Road.

0x01 graphic

ACTIONS ARISING FROM A MEETING OF THE

SUMMARY CARE RECORDS PROJECT TEAM,

HELD ON MONDAY, 2nd MARCH, 2009

Item

No.

Item

Lead

Action Date

4

DATA EXTRACTION AND MAILHOUSE ACTIVITIES

4.2

4.3

  • David to meet with Mary Monnington to discuss Caldicott Issues. [To be held on Monday, 9th March at 9.00am]

  • David to meet with Kevin Hudson to discuss Data Extraction. [To be held on Friday, 6th March at 2.00 pm]

David Tucker

David Tucker

02 March, 2009

02 March, 2009

5

RBAC AND SMARTCARDS

5.1

5.4

  • David T. to chase meeting with Andrew Carpenter to discuss version 11.02 rollout.

  • Role based access needs to be defined for Practice Staff. David W agreed to produce a paper for consideration.

David Tucker

David Williams

02 March, 2009

02 March, 2009

6

COMMUNICATIONS PLAN

6.1

6.2

6.3

  • Cherie to arrange a meeting with Keith and Paul to discuss expanding the Communications Strategy into a more detailed Communications Plan.

  • Patient letter - Final comments by Friday 6th March, 2009.

  • Drop-In Sessions: Keith agreed to talk to Phil Brice about the staffing implications for PALS and the possibility of increasing the number of sessions.

Cherie Padley

Keith Whittaker

Paul Courtney

All

Keith Whittaker

02 March, 2009

02 March, 2009

02 March, 2009

7

TRAINING

7.1

7.3

  • David to arrange Awareness Sessions for Support Desk and NHS Somerset staff.

  • Matt agreed to set up the SCR website on www.somerset.nhs.uk/scr. [Completed 03 Mar - draft available on http://10.132.170.237/SCR/index.asp]

David Tucker

Matt Rawles

02 March, 2009

02 March, 2009

8

DATE OF NEXT MEETING

8.1

Next meeting to be held on 31st March, 2009 at 9.00 a.m. at Artillery Road.

All

02 March, 2009

D R A F T

K:DavidTucker

SCR/mins/Team/20090302

5