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National demographics
user group
09 May 2011
Leeds Church Institute
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Welcome
Julie Tindale
National Clinical Lead for Midwifery
and Nursing
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Introduction
Julie Tindale• National Clinical Lead for Midwifery and Nursing, Dept for
Health Informatics Directorate- Clinical Division• Chair of the NHS Number Programme Board
Meet the team• Martin Dennys Programme Director• Stephen Smith Head of Demographics• Emma Murphy NHS Number Manager• Emily Lahey and Zoe Webb Principal Communications
Managers• Liz Kalaher Communications Executive
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Agenda• Ice Breaker• Expectations of the day• Presentations from Martin and Stephen• Group work - Demographic issues• 12:35 Lunch• Group work – Purpose of the user group
and user group communications• 14:30 Coffee break• Website refresh• Wrap-up• 15:30 Finish
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Speed meeting
Emma Murphy
NHS Number Programme Manager
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Speed meeting
• Split into 2 groups – Emma and Liz will lead• In your group split into 2 lines facing each
other• Line A stays still – Line B will move
clockwise
Once it starts….• You have 40 seconds to meet the person in
front of you• Talk about anything you like work, hobbies,
clothes!• When time is up line B move clockwise
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Emma MurphyNHS Number Programme Manager
Expectations
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Martin DennysProgramme Director, N3 and Spine
Why a demographicsuser group?
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It’s all about patients . . .
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Administrators and clinicians
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Who?• PCT and SHA• National bodies (information centre, Care Quality
Commission, Blood and Transplant, Research)• Trusts, GPs and commissioners• Social and mental care• Third party sector, opticians, dentists and
independent sector• Other government bodies• Anyone who can represent a key user
community that use or rely on good demographic information
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What?• Business Process• Business Functionality• Legislative Requirements• Efficiency and effectiveness from the front
line• Pragmatism• Best Practice• Lessons Learnt• Value for Money (the public purse £)• Tough Choices• Network of Demographic experts
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Questions
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Demographics programme
Stephen SmithHead of Demographics, NHS Number
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Topics
1. Demographics services
2. Management and accountability
3. Demographics programme scope
4. Types of work
5. Questions/discussion
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National demographics services
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Related bodies
NHS Number Programme
Board
NHAIS Strategic Planning Group
PDS NBO Service Management
Board
CIO/DCIO Forums
Spine Programme
Board
Demographics Programme Board
NCRS Programme
Board
Business Delivery Forum
Operations Directorate
Demographics User Group NHS Number
Programme
Accountability
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Delivering Services:- Implementation- Enhancements
Supporting Users:- Data quality- Issue resolution- Communications- Guidance
Supporting Delivery:- Compliance- Assurance- Deployment support
Demographics & SDS ‘Policy’
‘OldCo’
‘NewCo’
Demographics programme - scope
NHS Number- Communications- Guidance- Advice/support
23 people – Leeds & ExeterComms supportSSD, IC, NBO
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Delivering services• Central Health Register Inquiry Service
(CHRIS) integration• Birth Notifications (NHS Numbers 4
Babies migration)• CHRIS closure• (Personal Demographics Service (PDS)
– National Health Application and Infrastructure Services (NHAIS) interfaces – NHAIS4)
• PDS/Demographics Spine Application (DSA) enhancements
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Supporting delivery
• Personal Demographics Service (PDS) Compliance
• GP Systems of Choice (GPSoC) programmes Design and usability reviews Deployment Support
• Health and Social Care Integration• PACS• Ministry of Defence (MoD) • Interoperability Toolkit (ITK), Spine mini-
services, portals• Prison Health
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Supporting users
• Communications and engagement Published guidance (website and other) Attendance at events/meetings Demographics mailbox
• Demographics Batch Service (inc. mailbox)• Data quality queries and issues
Duplicate PDS records project
• Secondary Uses Service/Enhanced Reporting Service
• Media/parliamentary/ministerial queries• Service incidents
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Demographics issues
Emma MurphyNHS Number Programme Manager
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Issues background
• It is important that we understand the issues impacting use of demographics.
• Issues may fall into one of the following categories:
System Organisational Policy Process There may be others…..
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Identification of issues
• Each table identify all the issues that affect your work with demographics (15 mins)
Appoint a scribeList as many issues as possibleTry not to repeat issuesAppoint a spokesperson to feedback to the
group
• Feedback to the group (10 mins)
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Group prioritisation
• From your list of issues, each individual, mark an asterisk next to your top 10 issues (15 mins)
Each person select individually – its your view!
•Feedback your top 10 issues (10 mins)
•Results will be reviewed at the next user group
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Lunch
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Purpose of the
demographics
user group
Emma Murphy
NHS Number Programme Manager
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Purpose background
• It is important that the user group meets the needs of it’s representatives and the wider demographics user community
• A draft Terms of Reference (ToR) was issued with the agenda – has everyone had a look?
• Its important that your views shape the role and responsibilities of this group
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Purpose discussion
• Each table discuss and document the purpose and responsibilities of the demographics user group (15 mins)Appoint a scribeAppoint a spokesperson to feedback to the group
• Feedback to the group (15 mins)
• The TOR will be revised based on this discussion before being issued for feedback and approval
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Zoe WebbPrincipal Communications Manager
Communications and stakeholder engagement
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Communications and stakeholder engagement
• Communication can make or break our programmes’ effectiveness
• Stakeholder engagement and open communication is crucial to success
• The user group is all about engaging with our key stakeholders
• Key stakeholder - any stakeholder with significant influence on or significantly impacted by the work undertaken by us
• Communication with stakeholders should be incorporated into our daily routine
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Communications and stakeholder engagement
BUT before we select the methods and timings of our communications, we need to understand :
Your needs and wishesHow you will share this information with colleaguesHow you will bring information back to us
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At the moment, do you feel you can talk to us when you need to?
Communication a two-way process
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Exercise
• How can we communicate with you, how can you share or pass this information on and how will you bring issues back (10 mins)
Each table has to answer two questionsRecord your responsesNominate someone to feedback two key points
• Feedback to the group (10 mins)
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Questions to consider
1. Who will you share this information with and through which channels?
2. How would you prefer to send and receive information between us in the future?
3. What information do you need from us to do your job?
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What next?
• This feedback will be used develop a new approach that is fit for purpose.
•Review and improve how we communicate programme news
•Review and improve the contact channels
•Make the most of your network channels
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Liz KalaherCommunications Executive
Website refresh project
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Task
• To provide one central website to users of Demographics Services
• That enables them to use the national services efficiently and effectively
• That easily and quickly links users to current information
Guidance Contact Details
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Website audit and survey
• Current content not fit for purpose• Top 3 pages:
NHS Number implementation toolkit Implementing the PDS Demographic batch service
• People visit the site several times a week• Search tool over the navigation menus• How useful is the information? 5.5/10• Information difficult to find• When found, 60% say all the information they
need is there• Organise by topic rather than role
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Your view
• Each table has two questions, discuss your experience of using the websites(15 mins) Record your comments Nominate someone to feedback to key points to the
group
• Feedback to the group (5 mins)
• Complete the survey here: www.survey.connectingforhealth.nhs.uk/demographicsimprove
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Questions
1. What do you like about the website?
2. What don’t you like about the website?
3. What could we improve?
4. What other websites do you like? Give examples of what and why.
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What’s next
• Feedback and survey will inform new website structure
• Test new website with user group
• Re-work the current site to fit the new structure and re-launch.
• Evaluate new site to identify any gaps/additional fixes
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Stephen SmithProgramme HeadDemographics, NHS Number & SDS
Wrap up
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Wrap up
• Next Steps• Update and issue the TOR• Write-up today’s discussion and issue
(website link to follow)• Questions
• Next user group – 3 times a year
• Did we meet your expectations?
• User group feedback (survey link)http://www.survey.connectingforhealth.nhs.uk/s3/natdemusergroup
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