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D R A F T

SOMERSET PRIMARY CARE TRUST

Minutes of the meeting of the Summary Care Project Board held in Meeting Room 1, Charter House, Yeovil, Somerset, on Monday, 16^th February, 2009.

Present:	Neville Roberts	Project Executive and Chair, Director of Information Technology (IT)
	Susan Davies	Primary Care Commissioning Lead
	Keith Whittaker	Associate Director of Public Involvement
	Helen Warren	South West Strategic Health Authority SCR Lead
	Nigel Mitchell	Connecting for Health SCR Lead
	David Tucker	Project Manager

Apologies:	Phil Brice	Director of Corporate Services and Communications
	Justin Harrington	GP IT Lead for NHS Somerset
	Siân Jones	Programme Manager, Somerset Health Informatics Services
In Attendance:	Cherie Padley	Communications Workstream Lead

1	INTRODUCTION AND APOLOGIES

1.1	Apologies were received from Dr Justin Harrington, Siân Jones and Phil Brice.

2	PRESENTATION BY THE PROJECT MANAGER

2.1	Local Medical Committee: David presented the slides which he, Justin Harrington and Cherie Padley had presented to the Local Medical Committee the previous Thursday. Some of the GP concerns were discussed and Justin had subsequently reported that, overall, the presentation had been well received. It had been emphasised to the LMC that the summary care record related to medications, allergies and drug reactions and concerns around confidentiality and data loss had been discussed. David said that he had also emphasised the importance of the Smartcard and its security usage and that no further additions would be made to information being included on the summary care record without further consultation.

2.2	Waves: When discussing the various waves David said that Connecting for Health had asked for PCTs to concentrate on iSoft practices entering the Public Information Programme before 1 April 2009 (being the main system supplier already accredited for go live). Efforts were being made to secure the involvement of between two and four practices in the first wave.

2.3	Clinical Lead: Nigel said that the services of the CfH Clinical Lead could be called upon to help with GP engagement.

2.4	Possible Costs: the additional costs of charges from the software suppliers in respect of connecting to the spine had not been included in the budget. David said that these were assumed to be the responsibility of Connecting for Health. As soon as further information is made available this would be reported to the Board. [Post Meeting Note: Connecting for Health have now confirmed that they will cover the software supplier costs for Spine connection.]

2.5	Mailhouse Contract: Neville asked about the implications of the national contract for Mailhouse arrangements and whilst trusts were not required to conform to this arrangement this would be considered. Nigel agreed to obtain an early indication of costs.

3	BUSINESS CASE

3.1	Approval: the Business Case was approved subject to several changes to the logo, equality impact assessment, formatting, appendices and paragraph titles. It was agreed that this would be signed by Neville Roberts.

4.	PROJECT IMPLEMENTATION DOCUMENT
	Project Initiation Document (PID). It was agreed that the PID was approved subject to the following amendments. Glossary and content table to be revised for consistency Paragraph 5.2 re: project scope would be many more specific Organisations would include out of hours services, GP led health centres and NHS direct. Staff groups would include out of hours control and clinical staff PPS: (Patient Practitioner Service) may also be included and Sue would talk to Kevin regarding this Communications Strategy: various amendments were made to the groups and secondary care foundation trusts, NHS South West and local involvement networks would also be included At 7.6 out of hours control service NHS Somerset and Somerset Health Informatics staff would also be included The monitoring and performance framework would be elaborated as would risk escalation
	The risks table would be adapted to conform with the PCT standard The word "consultation" would be dropped in favour of "information and involvement" Titles of the project board and project team members would be amended to include their roles on the project Sue agreed to talk to Kevin about his involvement on the Board as he would be involved in extracting the patient details for each practice The Communications WorkStream Lead, Cherie Padley, would be added to the Project Team More information would be given in general terms on the explicit benefits involved in the project that the project government governance arrangements The Risk Log should match the template for NHS Somerset. Sue agreed to forward a copy A discussion took place regarding the constitution of the Project Board and Team and it was agreed that secondary care representation would be on an `as required' basis. Neville said that he would contact Judith Newman about secondary care development involvement QUIPS: David would check with Mary Monnington regarding the involvement of the quality improvement team Helen asked for more information on go live support could be included.

5.	COMMUNICATIONS STRATEGY

5.1	Communications Plan: David said that it was his intention to expand the Communication Strategy into a plan and a work package had been developed to this effect. Cherie, Keith and Paul would meet to consider the more detailed aspects of the plan. Keith put forward some ideas concerning the hard to reach groups and media arrangements in general.

5.2	Media Training: Helen said that media training had been requested from Connecting for Health and this is now being actively pursued. It was agreed that Justin Harrington would be nominated as the SCR candidate.

6	NEXT STAGE PLAN

6.1	GP Engagement Activities: David said that GP meetings were already underway and practices were being actively recruited into the five waves. More details will follow in the weekly bulletins.

6.2	Mailshot Upload: the Project Board felt that Kevin Hudson would be best placed to advise on the upload of patient details for mail shots for each practice in each wave and Sue agreed to discuss this with him as soon as possible.

6.2	Privacy Officer: it was agreed that David would talk to Mary Monnington regarding this. The Privacy Officer will be responsible for checking and auditing access to summary care records and investigation alerts.

6.3	PEC Consultation: Sue agreed to consider discussing SCR and HealthSpace with the Professional Executive Committee.

7	DATE OF NEXT MEETING

7.1	A Project Board meeting would be arranged in one month's time and thereafter every other month. A Project Team meeting would take place every month and dates would be notified in advance.

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ACTIONS ARISING FROM A MEETING OF THE

SUMMARY CARE RECORDS PROJECT BOARD,

HELD ON MONDAY, 16 SEPTEMBER 2009

Item No.	Item	Lead	Action Date
2	PRESENTATION TO THE BOARD
2.2 2.5	Notify Board and Team members of iSoft Practices in the first wave; Ascertain the early indications of costs involved in the National Contract for Mailhouse services currently being proposed.	David Tucker Nigel Mitchell	16 February, 2009 16 February, 2009
3	BUSINESS CASE
3.1	Business Case to be signed on behalf of the Project Board	Neville Roberts	16 February 2009
4	PROJECT INITIATION DOCUMENT
4.1	Glossary and content of table to be revised for consistency Paragraph 5.2 Re: project scope would be many more specific. Organisations would include of hours services, GP led health centres, NHS direct. Staff groups would include of hours control and clinical staff PPS (Patient Practitioner Service) may also be included and Sue would talk to Kevin regarding this Make amendments to the Communications Strategy At 7.6 out of hours control service NHS Somerset and Somerset Health Informatics staff would also be included. The monitoring and performance framework would be elaborated as would risk escalation. The risks table would be adapted to conform with the PCT standard The word "consultation" would be dropped in favour of "information and involvement". Titles of the project board and project team members would be amended to include their roles on the project Sue agreed to talk to Kevin about his involvement on the Board as he would be involved in extracting the patient details for each practice. The Communications WorkStream lead, Cherie Padley, would be added to the Project Team. Neville said that he would contact Judith Newman about secondary care development involvement on an `as required' basis More information would be given in general terms on the explicit benefits involved in the project that the project Project governance arrangements should also be included QUIPS: David would check with Mary regarding the involvement of the quality improvement team Helen asked for more information on go live support could be included.	David Tucker David Tucker David Tucker Sue Davies David Tucker David Tucker David Tucker David Tucker David Tucker David Tucker Sue Davies David Tucker Neville Roberts David Tucker David Tucker David Tucker David Tucker	16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009 16 February 2009
5	COMMUNICATIONS STRATEGY
5.1 5.2	A more detailed communication Plan is to be developed for the Public Information Programme (PIP). Justin to be approached regarding Media Training.	Cherie Padley Paul Courtney Keith Whittaker David Tucker	16 February 2009 16 February 2009
6	NEXT STAGE PLAN
6.1	Members to be kept informed of wave volunteers through weekly bulletins Kevin Hudson to be approached regarding data uploads for mailshots Mary Monnington to be approached regarding the Privacy Officer role PEC to be approached and informed of the project	David Tucker Sue Davies David Tucker Sue Davies	16 February 2009 16 February 2009 16 February 2009 16 February 2009
7	DATE OF NEXT MEETING
7.1	Next and future meetings to be arranged and distributed.	David Tucker	16 February 2009

D R A F T

K:DavidTucker

SCR/mins/board/20090216