january 2017 issue # 1 - nhs oxfordshire ccg...sophisticated. in particular we have seen an increase...
TRANSCRIPT
This document has been approved for distribution by the
South, Central and West Commissioning Support Unit Communications Team (Jubilee House)
January 2017 Issue #1
In this Edition:
Phishing attacks - please be vigilant
January 2017 GP Information Governance news updates
OCS Patient leaflet information
GP2GP
EPRS2 Updates
GPIT Support
Introducing Ryan Heaven – GPIT Locality Supervisor
Green Cloud
Internet Explorer 11 upgrades
Publishing and developing Pro formas
GP referral pro formas
Phishing attacks – REMINDER to please be vigilant
Please advise all staff to use caution when opening attachments or clicking on links in
emails. There has been an increase in volume and attacks are becoming more
sophisticated. In particular we have seen an increase in targeted phishing attacks,
where the sender has some basic information about the practice.
This has included spoofing email addresses to make it look like emails come from other staff members. Please use
extreme caution especially if there is any financial implication – we have also seen an increase in emails asking the
receiver to pay funds into an account that appear to come from a member of staff.
SCW, in conjunction with national teams, is working to identify and block attackers and increase our security but
given the scale it is inevitable that some emails will slip through.
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January 2017 GP Information Governance News Updates
IG Training Tool Replacement
New IG Guidance
Information Governance Toolkit
IG Training tool replacement
Further to the recent announcement about the replacement of the NHS IG Training Tool , the IG Training Tool
(IGTT) has now been decommissioned.
A new IG e-learning module is being developed and is expected to be available in spring 2017. NHS Digital has
provided some new training materials which can be used in the interim:
IG and DS Essentials - Workbook - 20-12-2016.docx
IG and DS Essentials - PowerPoint presentation - 30-12- 2016
Answers for the two assessments in the workbook and presentation (the content is the same in both) are
available here:
Assessment – part 1
Assessment – part 2
The interim training materials are primarily intended for new staff. NHS Digital has stated that staff who
completed one of the IGTT modules below, or equivalent alternative IG training, during the IG Toolkit version 13
assessment period (01/04/2015 - 31/03/2016), can be considered compliant for your IG Toolkit version 14:
IGTT training modules
Introduction to Information Governance
IG Refresher module
Their advice is that these staff members do not need to receive further awareness training until 2017/18. These
staff can be considered as trained for IGT version 14 assessment (2016/17) purposes, though you may choose to
have staff undertake training using the interim materials or the new module when it becomes available.
New staff, however, must be trained when they join using either the interim materials, the new module or
alternative local materials.
As there are no training reports or certificates issued with the interim training, your practice should keep a
record of staff training achievement for this year to evidence completion.
If you need any reports or certificates from the old IGTT these may be requested via the IGTT Helpdesk at
An update will be provided once there is more news about the replacement Information Governance e-Learning.
Further information about the closure of the NHS IG Training Tool site and the move to the new home for IG
training is available in the additional Q&As here.
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New Caldicott Guardian Guidance
The Caldicott Guardian Council has released a new Caldicott Guardian guide entitled A Manual for Caldicott
Guardians. The manual provides guidance for newly-appointed and more experienced Caldicott Guardians and
is also useful reading for anyone with information governance responsibilities.
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Information Governance Toolkit
If you haven’t yet made a start on your IG Toolkit, don’t leave it too late!
The Information Governance Toolkit V14 submission deadline is Friday 31st March 2017.
You can access the IG Toolkit at:
https://nww.igt.hscic.gov.uk (via N3)
https://www.igt.hscic.gov.uk (via www)
If you need to change or register a new IG Toolkit user for your practice this can be done by your existing IG
Toolkit administrator. If you are unable to contact your Toolkit administrator, you should contact the IG Toolkit
helpdesk via:
tel: 0300 303 4034 (Mon-Fri, 8am-5pm)
online contact form: https://nww.igt.hscic.gov.uk/ContactUs
email: [email protected]
All organisations that have access to NHS patient data must provide assurances via the Information Governance
Toolkit that they are practising good information governance.
If you would like help with completing your IG Toolkit or a pre-submession check to help you
publish, please contact Lindsay Blamires on the details below
Lindsay Blamires – GP IG Manager (Berkshire, Buckinghamshire & Oxfordshire) NHS South, Central & West Commissioning Support Unit 07741 006028 [email protected]
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Oxfordshire Care Summary
Patient information leaflets are now available
If your practice requires a new supply of Oxfordshire Care Summary patient
information leaflets, please let us know and we can send you a batch. All you
need to do is email the address at the bottom of this message, and state how
many copies would be appropriate. Most importantly, the cost will be covered
by SCW.
These leaflets provide detail on the following:
What information is contained within the Oxfordshire Care Summary and the Summary Care Record
The benefits of the Oxfordshire Care Summary
How patients can tell if they have an existing Care Summary or Summary Care Record
Who can access patient information in the system
For a new batch of patient information leaflets, please contact:
Oxfordshire Care Summary Team NHS South, Central & West Commissioning Support Unit [email protected]
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GP2GP
35 practices have achieved ‘green’ status this month, which is lower than last month.
The figures are based on the percentage of registrations sent through GP2GP
(Requesting Activity) and the number of days taken to integrate the new patent
record (Integration Activity).
You can access the utilisation figures here: GP2GP Oxon
Ways to improve the requesting rate percentage:
1. Always use Smartcards when registering new patients (with the correct RBAC permissions)
2. Ensure processes are in place to check new patient GMS1s are completed fully and are readable; and
request patient identity checks to support successful Personal Demographic Service (PDS) tracing
3. Ensure individuals registering new patients have received full training on Personal Demographics Service
(Spine) trace - if the first trace attempt fails, re-try the trace with less information and/or contact the
patient to check/obtain additional information. A successful PDS match is imperative as, without it, a
GP2GP request for the patient’s electronic record cannot be sent.
4. Ensure the GP2GP folders are checked for any errors and report all technical issues/defects impacting
GP2GP activity immediately to clinical system suppliers and/or service desks
Ways to improve integration activity:
1. Practices should have business processes in place to ensure electronic health records are fully integrated
within three working days of receipt
2. Filing as an attachment should only be used for returning patients as currently these cannot be fully
integrated into any clinical system (GP2GP version 2.2b will enable full integration of a returning patient's
electronic health record)
3. Ensure the GP2GP folders are checked for any errors and report all technical issues/defects impacting
GP2GP activity immediately to clinical system suppliers and/or service desks
If you would like any help or further information, please contact:
Lynne Colley – Senior Project Manager – Digital Transformation NHS South, Central & West Commissioning Support Unit 07747 455 955 [email protected]
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EPSR2
The utilisation figures for December 2016 can be found here:
EPS Utilisation – over-all
EPS utilisation – repeat prescriptions
EPS utilisation – repeat dispensing
They show that 72% of practices which are using EPSR2 have reached the target of 56% for all scripts; 76% of
practices are achieving over 80% of repeat prescribing and 23% of practices are over the 25% target for repeat
dispensing through EPSR2.
Updates and further information
1. Issue escalation procedures
As EPS becomes business as usual for prescribers and dispensers it is important to reiterate the processes to
follow to log any issues you may experience. All system suppliers have an agreed escalation process, the GP
system suppliers processes can be found here:
http://webarchive.nationalarchives.gov.uk/20160921135209/http://systems.digital.nhs.uk/gpsoc/performance/e
scalations.
It is important that these processes are followed to expedite resolution or escalation to the correct levels.
GP system suppliers must record all contact that the Service Desk receives by phone, direct web portal and email
on an appropriate Service Management Toolset and provide each caller with a unique Incident reference number
for that contact. Any contact in relation to an existing incident shall be recorded against the existing incident
reference.
Also, don’t forget to use the EPS tracker as this can sometimes provide quick diagnosis of issues
locally https://portal2.national.ncrs.nhs.uk/prescriptionsadmin.
2. NHS BSA Hints & Tips
The NHS BSA have published their latest Hints & Tips bulletin http://www.nhsbsa.nhs.uk/3191.aspx. Topics
covered this quarter include EPS endorsing, returning and eRD.
3. Electronic Repeat Dispensing (eRD)
NHS Digital have provided a suite of tools to support organisations with their implementation of eRD. The eRD
toolkits were launched in the “Maximising eRD” webinars during November. For those who may have missed
these you can still register and watch them on-demand at https://www.digital.nhs.uk/article/913/Electronic-
repeat-dispensing-for-prescribers or view them on https://youtu.be/jzDkpaYibws
The toolkit webpages can be found at https://www.digital.nhs.uk/Electronic-Prescription-Service
Online eRD toolkits for prescribers (at bottom of web page) - https://www.digital.nhs.uk/article/913/Electronic-
repeat-dispensing-for-prescribers
Lynne Colley – Senior Project Manager – Digital Transformation NHS South, Central & West Commissioning Support Unit 07747 455 955 [email protected]
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GPIT support
Introducing Ryan Heaven
New online backup provider
IE 11 upgrade
Introducing Ryan Heaven – GP IT Locality Supervisor
Ryan Heaven has joined the Digital Transformation Service in Oxford as the IT Locality Supervisor covering
Oxfordshire GP sites. He is the first point of contact at the CSU for matters relating to the provision and support
of IT for Oxfordshire practices – a role which was previously held by Charlotte Churnside.
Ryan is an experienced IT professional, having worked in th IT sector for a number of years. Previously he worked
on the IT Service Desk team supporting surgeries in Wiltshire and Banes, developing a good understanding of IT
within GP surgeries and clinical environments. Practices with queries, concerns or issues relating to IT matters
should contact Ryan using the details below.
It is hoped that Ryan will be able to visit most sites with a view to both maintaining the current high standard of
work being done and further developing the services provided.
Ryan Heaven – GP IT Locality Supervisor NHS South, Central & West Commissioning Support Unit Mob: 07826 904396
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New online backup provider
All sites will soon be contacted to begin the transition to Green Cloud
Oxfordshire GP Practices currently back up GP Practice data via the
Healthcare Computing (HCC) online backupservice, with a few still using local
physical media such as tape or external drives.
There is a project under way to change the provider of this backup service to
a company called Green Cloud, in order to provide better value for money.
This solution has already successfully been deployed to GP sites in
Buckinghamshire and Berkshire.
To ensure that your site has a good backup during this transition, both the
existing and new system backups will run in parallel.
When a full Green Cloud backup has been achieved, we will contact you for
sign off.
Healthcare Computing (HCC) will then be given notice.
At the end of thenotice period your HCC backup data will be deleted from
their servers
Mike Strydom – Technical Project Manager
NHS South, Central & West Commissioning Support Unit [email protected]
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Internet Explorer 11 upgrade
The upgrade is soon to be deployed by your IT support provider
Healthcare Computing and ABS Computer Services will be deploying the IE11 rollout
packages. Full instructions on the process and arrangements for your practice will
come from your IT support provider. Please follow their instructions carefully to
ensure that the update goes well for your practice.
Mike Strydom – Technical Project Manager NHS South, Central & West Commissioning Support Unit [email protected]
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Procedure for developing and publishing referral pro formas
It is important that all requests to develop a new referral pro forma, or amend an existing one, should be sent to
the GP Pro Formas team at [email protected] or [email protected]
Requests will need to be approved at CRG (Clinical Ratification Group) before development or publication can
proceed. The CRG Pro Forma Pathway briefing outlines the process and requirements for this.
Additional attachment:
CRG Front Sheet and Checklist. This is for use once a referral pathway has been approved for
development, and the developed referral pathway is being submitted to CRG. This front sheet and
checklist should also be used for all other submissions to CRG for approval, e.g. guidelines.
Linda Adhana – Assistant Governance Manager NHS Oxfordshire Clinical Comissioning Group 01865 336 867 [email protected]/[email protected]
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GP REFERRAL PRO FORMAS
News and release notification January 2017
*** Stop press *** Important news coming in about EMIS Resource Publisher A controlled roll out of EMIS Web Resource Publisher has started in Oxfordshire. It is not yet on general release. Practices are alerted to its imminence via RSS feed as in this example (dates will differ):
Please let us know on [email protected] as soon as you get notice of Resource Publisher activation.
When you have EMIS Web Resource Publisher installed, the management of pro formas will differ from the
current methods and we can advise how to approach importing and maintaining them.
Once the transition phase of introducing Resource Publisher to GP practices is complete, administration of referral
pro formas will be considerably easier. We have been eagerly awaiting this development and are looking forward
to making pro forma management simpler and clearer in the future.
Meanwhile
Zip folders containing full sets of referral pro formas can be found here or by clicking on the link in the banner at
the top of pages within the General Practice > Clinical Guidelines section of OCCG intranet, which will take you
directly to the OCCG Proforma Library.
EMIS practices
The zip folder called OCCG EW Proformas (with a suffix showing the date it was updated), located in the OCCG
Proforma library, contains all EMIS referral pro formas currently in use and can be imported in one step from
within EMIS Web.
Also in the Pro Forma Library is a document called ‘How to update your OCCG EMIS Web Document Templates’.
By following the instructions to import the single zip folder, and removing all old templates which have been
replaced, you will quickly acquire a set of approved and up-to-date pro formas.
Vision practices
Release of these pro formas is not always concurrent with the EMIS forms as they sometimes have to be sent to
InPS for processing, but the benefit is that this results in pro formas which are easier to use.
The zip folder called OCCG INPS pro formas (with a suffix showing the date it was updated), located in the OCCG
Proforma library, contains all of the InPS pro formas currently in use.
Our account manager advises that, once received, practices can then unzip it to P:\WORDPROC\TEMPLATE folder.
Some of the pro formas have been upgraded by InPS to include SmartTags, which will deliver richer and more
specific information from the clinical system and reduce the need to enter data by hand at the time of referral.
Such pro formas can be identified by a suffix of ‘s’.
The individual templates are gradually being removed from their previous locations on the intranet.
January 2017 pro forma updates
Pro forma name Version New, or reason for update
2WW Suspected Head and Neck Cancer
v1.5.1 An EMIS bug resulted in these pro formas presenting inappropriate, and sometimes lengthy, lists of patient’s history details to select for inclusion at merger.
The pro formas have been adjusted to avoid the bug.
2WW Suspected Skin Cancer v3.9.1
2WW Suspected Upper GI Cancer v4.9.2
Addictions Service (Turning Point) Referral
v2.6 Additional test results included in the ‘Coded Information and Test Results’ box at the request of the drug services to make the pro forma more comprehensive
New standard ‘Narrative of the Referral’ box added including guidelines to required information and attachments
New pro forma colour scheme applied, to enhance appearance and help referrers with identifying the different sections
Age UK Circles of Support We have been informed that this project has now closed due to lack of funding. Please remove this pro forma from your system.
Coroner Referral Pro Forma v1.2 Wording changed at the request of the Coroner’s Office to encourage sending as a Word File rather than a pdf.
Scanned forms are harder for them to manage, and slower to process.
Oxford Regional Cancer Genetics Service Referral
v1.5 A new form enabling referral to the Oxford Department of Clinical Genetics, which includes the Cancer Family History Questionnaire. This service provides referrals for patients with a history of cancer within the family. The patient being referred will be asked to complete the questionnaire included within this pro forma prior to receiving a clinical genetics appointment.
Rowan Ambulatory Assessment (Horton) Referral
v1.2 Name changed from Rowan Day Hospital (Horton) Referral Proforma
Data entry simplified
Formatting updated
Unified Oxfordshire Weight Management Services Referral Form
v2.7 Additional keywords included in the EMIS version to enhance the search facility and help with finding the required pro forma.
New pro forma colour scheme applied, to enhance appearance and help referrers with identifying the different sections.
Please let us know by writing to this address [email protected] if you have any queries or comments
about the referral pro formas.
Jane Thurlow Project Support Officer, Digital Transformation
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Wire is produced by the Informatics team at South, Central and West CSU
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