Information department - coding and activity information request

The request was partially successful.

Dear University Hos​pitals of North Midlands NHS Trust,

Please could you provide the following information:

Have you audited your coding in the last year?
If so, what percentage of the records required re-coding or coding re-validation?

How many e-referrals do you process - per month and year?

How many ERS bookings are made - per month and year?

How many appointment cancellations are processed - per month and year?

Do you have an automated process for updating General Practitioner information changes?
If not, how are the updates managed and what is the average delay in the updating process?

How many whole time equivalent team members process incorrectly delivered letters?

Yours faithfully,

Clive Townsend

FOI, University Hospitals of North Midlands NHS Trust

Dear Mr Townsend

 

UHNM has received several requests  that  are asking for similar
information  that are  clearly from the same person/company, therefore we
are  contacting you to inform you that under section 12 of the FOI Act we
were aggregating these  requests on Human Resources - processing of
organisation staff, Healthcare Operations department and Information
department - coding and activity information

 

 

Your new reference number for all requests  is 546-1920

 

The section 12 exemption states:

 

The authority can combine related requests received within a period of 60
consecutive days from:

•             The same person or

•             People who appear to be acting in concert or in pursuance of
a campaign.

 

 

The FOI Act sets out a twenty working day timescale for requests to be
completed by. We will always try to complete your request within this
timeframe. We will let you know whether the Trust holds the information
you have requested, and we will contact you as soon as possible if we are
delayed in our response for some reason. If we require further information
from you or we need you to further explain your request before we can
continue to process it we will also contact you. 

 

Please note:

·         The Freedom of Information Act does not provide access to
personal records. This sits within Access to Medical Records.  They can be
contacted via Ministries Office [1][email address]   

·         If we request any clarification from you to help us respond to
your request, the 20 working day deadline freezes until the requested
clarification has been received.

·         If we suspect that the request has come from a Pseudonym (false
name) we will request proof of identity before processing your request, As
provision of a Pseudonym invalidates a request.

 

 

Yours,

 

Information Governance Team

University Hospitals of North Midlands NHS Trust

 

 

 

 

 

The contents of this email and any attachments are confidential to the
intended recipient. If you are not the intended recipient please do not
use or publish its contents. Please contact the sender immediately and
then delete the email. The unauthorised use, disclosure, transmission,
copying or alteration of this message is strictly forbidden. Opinions,
conclusions and other information expressed in this message are not given
or endorsed by the UHNM unless such information is transmitted in the
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References

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FOI, University Hospitals of North Midlands NHS Trust

1 Attachment

Dear Mr Townsend

 

I have been asked to contact you to seek clarification on your request.
Your request states

 

As per the aggregated requests in the attached spread sheet:

 

 

To continue with your request we require clarification on the queries we
have put into the spread sheet

 

 

Your request will therefore be paused until we fully understand the
information requested. We will continue to process your request when we
understand the information requested. If we do not hear from you within
two months we will close your request

 

 

Yours,

Information governance team

University Hospital of North Midlands NHS Trust

 

 

 

 

 

The contents of this email and any attachments are confidential to the
intended recipient. If you are not the intended recipient please do not
use or publish its contents. Please contact the sender immediately and
then delete the email. The unauthorised use, disclosure, transmission,
copying or alteration of this message is strictly forbidden. Opinions,
conclusions and other information expressed in this message are not given
or endorsed by the UHNM unless such information is transmitted in the
normal course of its business.

Dear FOI,

Unfortunately the service I am using to manage this FOI request does not allow me to send attachments. Therefore the spreadsheet has been saved as CSV data. I trust this will suffice and provide the clarification you need:

20191219 Foi ref 546-1920 3 requests aggregated,Information Services Comments,Response from CT
,,
request #1 Human Resources - processing of organisation staff,,
,,
"How many joiners, movers, and leavers do you process per year?",Do you mean finacial or calendar year?,"A typical operation year for your oganisation will be fine. If you need specific dates, please use 1st January 2019 to 31st December 2019"
,,
How many staff/whole time equivalents manage this process?,,
,,
Do you have an automated system to manage ESR?,Do you mean finacial or calendar year?,Is this the correct comment for this question? Our question is not date-specific.
,,
Do you use a single sign on solution across the organisation to manage the accounts?,"More clarification required - Please clarify what you mean by ""manage the accounts"" - which accounts are you referring to?","This refers to the user-accounts within IT systems used by your organistations to manage a user's access to systems, and their roles within those systems."
,,
"If so, which solution do you have?",,
,,
How many people are in your organisation's data quality team?,,
,Do you mean HR Data or data quality in general?,I am looking to understand for clinical and operational data within your organisation. There will be teams employed to do this task.
,,
Request # 2 Healthcare Operations department - information request,,
,,
How many staff do you currently employ to undertake RTT validation tasks?,,
,,
How many more permanent or temporary staff are expected to be needed over the next 12 months?,More clarification required - Please can your clarify which cohort of staff you are referring to - is this to undertake RTT validation or as a trust as a whole?,RTT tasks please.
,,
How many open RTT pathways do you have currently?,,
,,
How many staff do you currently employ to undertake clinical coding validation tasks?,,
,,
How many more permanent or temporary staff are expected to be needed over the next 12 months?,More clarification required - Please clarify which cohort of staff you are referring to - is this to undertake clinical coding validation tasks or as a trust as a whole?,Clinical coding tasks please.
,,
Do you operate and utilise a live bed state system?,,
,,
"Has your organisation implemented any centralised or 24 hour bed management process, or have an automatic electronic utilisation data capture solution.",,
,,
"If so, which processes or solutions are in use?",,
,,
"What is the name, job title, and department contact email address of the primary decision maker for change control of the bed state process?",,
,,
How many Urgent Care/Emergency Department staff have access to the spine lookup and validation service to verify demographics at the point of patient registration?,,
,,
Request #3 Information department - coding and activity information request,,
,,
Have you audited your coding in the last year?,,
,,
"If so, what percentage of the records required re-coding or coding re-validation?",,
,,
How many e-referrals do you process - per month and year?,"More clarification required - Please can you clarify what you mean by ""process""?","E-Referrals may be from ERS or any other locally implimented e-forms or electronic system. By ""process"" I mean the number of records that are received and managed by these interactions."
,,
How many ERS bookings are made - per month and year?,"More clarification required - Please can you clarify what you mean by ""ESR bookings""","We requested ""ERS"" which is the NHS e-Referral Service. This would be referrals or appointment bookings via the ERS integration to your PAS or other system"
,,
How many appointment cancellations are processed - per month and year?,"More clarification required - Please can you clarify what you mean by ""process""?","By ""process"" I mean the action of managing the cancellation of an appointment"
,,
Do you have an automated process for updating General Practitioner information changes?,,
,,
"If not, how are the updates managed and what is the average delay in the updating process?",,
,,
How many whole time equivalent team members process incorrectly delivered letters?,"More clarification required - Please can you clarify what you mean by ""incorrectly delivered letters""? ","This relates with updates to a patient's associated health care professional and GP/Practice association in your systems. If an update to a patient's GP associated, as an example, are not applied to the patient's record in time, correspondence will be delivered to the GP on the record at that point in time. The rejected correspondence would require review and subsequent delivery to the appropriate person/organisation. My request seeks to understand how many people are responsible for this type of activity. I appreciate that different cases may need differing numbers of people involved however I only seek to understand those who have a daily task or specific role to manage the general cases."

Yours sincerely,

Clive Townsend

FOI, University Hospitals of North Midlands NHS Trust

1 Attachment

Dear Mr Townsend

Thank you, however, we have found your response below somewhat confusing as there is no differential with our questions and your answers, therefore we have re-attached the spread with what we believe you have answered. We require you to confirm that we have understood your responses correctly before we can proceed.

In addition there appears to have been a typo in our request for clarification ( our apologies)

Line 9 ) Do you have an automated system to manage ESR? Please clarify "What do they mean by "manage" ESR"? ( highlighted in yellow)

Your request will therefore be paused until we fully understand the information requested. We will continue to process your request when we
understand the information requested. If we do not hear from you within two months we will close your request

Yours,

Information governance team

University Hospital of North Midlands NHS Trust

show quoted sections

Dear FOI,

Thank you for updating this thread also. Noting that my 3 requests have been combined, and as the request for further clarification is for a different original request, I will update this one as "awaiting response" and look forward to receiving it in due course.

Yours sincerely,

Clive Townsend

FOI, University Hospitals of North Midlands NHS Trust

2 Attachments

Dear  Mr Townsend,

 

Please find the response to your FOI request attached

 

Many thanks,

 

IG Team

University Hospitals of North Midlands

NHS Trust

 

 

 

 

 

The contents of this email and any attachments are confidential to the
intended recipient. If you are not the intended recipient please do not
use or publish its contents. Please contact the sender immediately and
then delete the email. The unauthorised use, disclosure, transmission,
copying or alteration of this message is strictly forbidden. Opinions,
conclusions and other information expressed in this message are not given
or endorsed by the UHNM unless such information is transmitted in the
normal course of its business.