Lochgilphead. Argyll PA31 8LB

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1 ehealth Department Aros Lochgilphead Argyll PA31 8LB MINUTE OF MEETING OF THE ARGYLL & BUTE CHP ehealth GROUP Room J05/J07, MACHICC Lochgilphead 15 th May 2009, 14:00pm Present In Attendance Dr Caroline Clark, Community Paediatrician (Chair) Viv Shelley, Vice Chair (Chair) Derek Leslie, CHP General Manager Gavin Boyd, LA representing Judy Orr Dr Grace Fergusson, Clinical Director Mental Health Helen Matheson, Practice Manager, Helensburgh Anne Helstrip, Locality Manager Helensburgh John Herrick, Community Dental Services Mary MacLeod, AHP Lead Sylvia Moran, Head of ehealth, A&B CHP Stephen Morrow, IT Development Manager Alastair Craig, representing George Morrison, Head of Finance Bill Reid, Head of ehealth, NHS Highland Kathleen Young, Medical Records Officer, MACHICC Bill Staley, Information & Projects Manager Minute Secretary Item 1 Apologies Apologies were noted from the following: Ken Barr, Patient Representative (Dunoon) Helena Jackson-Boyd, Account Manager GG&C Dr John Lyon, GP, Connel Practice, Clinical Director North Argyll George Morrison, Head of Finance, A&B CHP Dr Brian McLachlan, GP Helensburgh Judy Orr, Finance Director, Argyll & Bute Council Dr Richard Sloan, GP, Lochgilphead Item 2 Minute of Previous Meeting The minute of 13 th January 2009 was accepted as a true record of the meeting. Item 3 Matters Arising Anne Helstrip confirmed that Dr Brian McLachlan has agreed to be the A&B CHP representative on the NHS Highland ehealth Steering Group and GP IT Committee. Noted that all the papers for the meeting are now available on the Intranet. Sylvia Moran confirmed that she had met with a number of senior managers in the CHP and had agreed priorities for the 09/10 ehealth capital plan, to be discussed later. Bill Reid confirmed that the NHS Highland Information project is still deliberating and as such no final report was available for publication to the meeting. Page 1 of 6

2 Sylvia Moran noted that Helena Jackson-Boyd has fully intended to attend the meeting and to give a presentation on the new structure within the GG&C ehealth function. Unfortunately due to pressure of work Helena was unable to either attend the meeting or provide a presentation. Bill Reid responded on the question of future GPASS funding. Whilst it is clear that there is an expectation that the budget set aside to support GPASS will be allocated to the Boards it is not clear how much and when this will happen nor what the subsequent cost for GPASS support will be. It is thought that a simple equation will be applied, ie on a per installation basis. It is assumed that the CHP will receive its fair quota on the same basis. Item 4 Remit and Membership Sylvia Moran spoke to the meeting. It was noted that version 1.5 was compiled to reflect the changes in attendees to the meeting and that Caroline Clark is now the chair. The Committee accepted the revised version of the document. Item 5 ehealth Strategy Presentation Bill Reid spoke to the paper presented. He confirmed that he was restructuring the ehealth Department in North Highland into two teams, Infrastructure and Information & Knowledge. He noted the cost savings that had been accrued, in effect his old post has been left vacant. He noted that the ehealth leads are invited to a number of committees throughout North Highland. He went on to discuss the following specific actions within the NHSH ehealth strategy: The formulation of the Electronic Patient Record (EPR) through the clinical portal. Noted that this design differs fundamentally from that adopted by the NHS in England. The universal use of the CHI number. Electronic transmission of laboratory reports, much welcomed by the Primary Care community. Adoption of eforms for better transmission of information between healthcare sectors. Adoption of electronic document management for better more efficient handing of documents within secondary care. He noted the costs involved in managing the Medical Records through a commercial company. Adoption of MIDAS (Multi-Disciplinary Administration System) for Community Nursing, Mental Health and AHPs. He noted that he and Sylvia to attend a presentation of the system on 27 th May. PMS procurement - he advised that NHS Highland is planning to implement in weeks RTT (Referral to Treatment) that presents a number of challenges for all clinical communities. GPASS Replacement - NHS Highland are in negotiation for a Enterprise Licence with Vision. Adoption of an extended Primary Care data set to include palliative care and based on the solid foundation of the ECS (Emergency Care Page 2 of 6

3 Summary). Mary Macleod asked whether the proximity of MIDAS precludes her implementation of the Excelicare based AHP Referral Tracking System for AHPS. Grace Fergusson described her experiences with the Continuum implementation and supported the adoption of a system, even if on an interim basis. There was general agreement for Mary to continue the implementation of Excelicare as there are currently no firm plans or timescales for implementation of MIDAS. Sylvia Moran noted that the EPR is a virtual concept and should work across Health Board areas and noted the patient flows to GG&C Hospitals. Caroline Clark asked whether ECS was implemented for all GP Administration systems. It was confirmed that it was and noted that it was designed on an implied consent model. The Committee thanked Bill Reid for his presentation and looked forward to the interpretation of this strategy into the CHP context. Item 6a Finance ehealth Capital Plan Sylvia Moran spoke to the paper presented. She noted that this was a product of a short-life working group consisting of George Morrison and locality managers. This group had identified ehealth requirements totalling an estimated 1m! However she had been able to agree the items of expenditure presented and was seeking endorsement from this meeting. She noted the following supporting points for each item on the plan:- PACS live in LIH and roll-out progressing across the CHP. Of technical note the images for Campbeltown, Islay and MACHICC will be stored on the LIH infrastructure. The other hospital s images are to be stored within GG&C. EDIS implementation to be discussed later. Noted the building of the demographic link to Theatreman. Importance of a common Helpdesk to the functioning of the ehealth department Provision of the Tayside AHP development, MIDAS and how this may impact on the CHP. Noted the value to the CHP of the VC infrastructure and the funding contribution of 0.6 wte to the NHS highland VC Specialist budget. Bill Reid noted that there is an additional 20m national ehealth capital funding budget but has no details how and when this is to be made available to NHS Boards. The following questions were asked. Alastair Craig asked for confirmation on whether the sums presented were notional. Sylvia confirmed that they were and detailed plans would be compiled once endorsement is given. Alastair Craig noted that the 19k sum to support mobile security has been made available as capital in FY 09/10. Sylvia Moran advised that this sum is likely to be insufficient for the project. Derek Leslie asked how representative Sylvia s discussions had been, she confirmed that she had spoken to all locality managers as noted above. Sylvia Moran explained that the 50k expenditure would standardise the VC infrastructure across NHS Highland and maximise the value of the VC specialists employed to manage the system across NHSH. She confirmed that additional recurring expenditure for investment in increased wide area network bandwidth would be required to improve picture quality. Page 3 of 6

4 Sylvia Moran advised that the adoption of the common Helpdesk could assist in integration with North Highland. Also she described the system as supporting the administrative function and would not give a human voice at the end of the phone Alastair Craig confirmed that the 6k revenue expenditure identified would be meet from within the ehealth budget. Sylvia Moran confirmed that capital spend would not exceed the 250k allocated in this financial year. The Committee thanked Sylvia Moran for compiling the capital plan. The Committee endorsed the capital expenditure plan as presented and looked forward to progress reports on the projects approved. Item 6b National ehealth Strategy Funding Bill Reid noted that the points he wished to make had been noted previously. Item 7a GP IM&T Primary Care IT Systems Bill Reid spoke to the paper presented. Some of the topics therein have been discussed previously. Mary MacLeod asked what the cost per GPASS Practice is likely to be. Bill Reid replied that it was difficult to say as there are a number of factors to be considered. However he could not conceive of the funding to be made available to Boards being less than the cost of support, on a per Practice basis. It was thought that the split of the allocation could be discussed at the GP IT Committee. Bill Reid noted the difference in approach adopted by the CHP for the change in clinical systems. The committee thanked Bill Reid for the paper The committee asked Dr Brian McLachlan to confirm a fair funding allocation for the support of the CHP s GPASS installation at the NHS Highland GP IT Committee. Item 7b GP IM&T Requests for Clinical System Upgrades Stephen Morrow confirmed the following: Three business cases have been submitted for change to EMIS for, Easdale, Strachur and Port Appin Practices Two business cases are in development for change to EMIS for Tarbert and Inveraray Practices. It was confirmed that there is currently no money in the GMS IT budget to support any system changes. The committee thanked Stephen for the report The committee asked Sylvia Moran to contact Practices to confirm funding situation Item 8 EDIS Bill Staley spoke to the paper. He noted that due to issues raised in recent discussions with clinical staff it is unlikely that the implementation of EDIS with LIH will be imminent. As such we expected a parallel implementation plan between LIH and the community hospitals. The committee thanked Bill Staley for the report. Item 9 essa Stephen Morrow spoke to the paper. He noted that in effect all technical issues were Page 4 of 6

5 resolved for the pilot to go live on 6 th April. He acknowledged the support and collaboration with the Council s IT teams. He also noted that further advice on the design of the Data Management Zone (DMZ) is being requested. Noted that Susan Spicer has now left the employ of the NHS. Sylvia Moran confirmed that Josephine Bown has assumed the project management role. Caroline Clark noted the positive impact on the provision of cross-agency clinical care by the outcome of this pilot. Bill Reid noted the debate of the potential solutions available to the CHP which included the Carefirst or MIDAS to Multi-Agency Store (MAS) interface. Gavin Boyd advised that the approach of the pilot was as an interim solution pending availability of an NHS community clinical system. Sylvia Moran endorsed the positive working relationship with the Council IT colleagues. Mary MacLeod asked whether the technical solution could be adopted for NHS Staff in Council premises that need access to the AHP Referral Tracking system? Stephen Morrow replied that in theory yes. The Committee acknowledged the good progress on this project. Item 10 Summary of Projects/Major Work Sylvia Moran spoke to the paper and gave the following additional information:- CHI Programme Phase 3 was wholly manaed through NHS highland. Radiology is a key area and latest figures suggest an 86% CHI usage rate. Wide-Area Network Upgrade All sites are on N3 circuits. epharmacy Minor Ailments is now implemented; Acute Medication 3 Practices outstanding and Chronic Medication to start shortly. SCI-DC nearing completion Lablinks one Practice live and Connel requested to be near the top of the list in new GG&C project National Data Warehouse local data quality issues to be resolved by implementation of SCI Outpatients 2.8 The committee acknowledged the good progress on all the projects. Item 11 Argyll & Bute Council Update Gavin Boyd noted the discussion earlier on the essa project. In addition he noted the papers on information governance and IT security which are being prepared for imminent project and strategic partnership meetings. The committee thanked Gavin for his contribution and attendance at the meeting. Item 12 GG&C Managed Projects The meeting acknowledged Helena s absence and requested presentations at the next meeting. The Committee asked Helena Jackson-Boyd for a presentation to be conducted at the next meeting. Item 11 Any Other Competent Business Bill Reid confirmed that this will be Sylvia s last meeting and noted her massive contribution over the years to the collaborative approach of the CHP to ehealth Page 5 of 6

6 within NHS Highland. He noted that this was very much appreciated. He wished her well for her retirement a view endorsed by the meeting. Item 12 Date and Venue of Next Meeting The confirmed meeting dates for 2009 are: 12 th August, Boardroom, Aros 13 th November, J05/J07 MACHICC VC will be available at both meetings The meetings will start at 10:30 and end at 12:30 with lunch available. Tea and Coffee will be available from 10:00am Page 6 of 6

NHS HIGHLAND STRATEGIC RISK REGISTER ADULT SOCIAL CARE SERVICES AND CHILDREN S SERVICES

Highland NHS Board 14 August Item 4.3 NHS HIGHLAND STRATEGIC RISK REGISTER ADULT SOCIAL CARE SERVICES AND CHILDREN S SERVICES Report by Jan Baird, Care and Lesley Anne Smith, Quality on behalf of Elaine