NHS number matching for local authorities

Transcription

1 NHS number matching for local authorities Why it s important and who can help Presented by Jill Hepworth and Steve Bennet NHS Digital

2 Why are matched NHS numbers important? NHS numbers are used as the unique identifier for uploading information onto the national Spine Without a matched NHS number, a child record can not be uploaded by the local authority If a record is not on the Spine, the alert can not be viewed in an unscheduled healthcare setting Vulnerable children will be missed The whole aim of CP-IS will not be realised 2

3 What levels should I aim for? We ask you to achieve at least 95% of matched NHS numbers for records with a CPP or LAC before go live This includes mothers of unborn children with a CPP We expect that you maintain as close to 100% as possible We recognise that you may not be able to match some records Records you may not be able to match include asylum seekers who have not registered with a GP, Sensitive S- flag records and new-born baby 3

4 How do live sites maintain numbers? No one right way We have found a variety of ways sites keep their numbers high and this includes: Mandatory NHS number field in the electronic system Electronic system has a feed to/from national Spine NHS number field on a referral form Number captured at point of referral by Front Door Team / Contact Centre Provided by the MASH / GP / other multi-agency team Provided by a health rep at a safeguarding meeting 4

5 What help is there for us? Steve Bennet NHS Digital National Back Office Demographic Batch Services Bureau 5

6 NHS Number matching for local authorities Support available from NHS Digital Presented by Steve Bennet PDS NBO Service Manager, NHS Digital 27 April 2017

7 Agenda for today Service benefits High level overview of DBSB Processing files through DBSB Problematic NHS numbers 7

8 Benefits of the DBSB to sites Data analysis to improve data quality Manual tracing Response within 5 days Service available post-deployment Governance already approved Looked After Children Child Protection Plan Adult and Children s Social Care require IGARD 8

9 High level overview of the DBSB service Bulk tracing of client records against PDS NHS number validation and tracing Secure end to end processing Multiple automated submissions Manual trace 9

10 Processing files through DBSB Data must meet file format requirements File must only include CP-IS data There must be an exact match between supplied and held data Name traces are made against both current and historic values Watch out for spelling variations e.g. Ann or Anne 10

11 Processing files through DBSB continued Note - a person s registered name(s) in Social Care and in the NHS may differ Multiple patient submissions in the same file may be done and may be required but use the same Local PID Wild cards (*) work in name, address and postcode fields - use with caution as risk of false positives Address differences are common and cause a no trace 11

12 Best practice surname 1. ALTERNATIVE SURNAME SURNAME ALERNATIVE SURNAME FORNAME Bad practice CROCKETT/LAWSON SARAH Bad practice CROCKET LAWSON LAWSON SARAH Best practice CROCKETT SARAH Best practice LAWSON SARAH 2. ADDITIONAL TEXT IN SURNAME SURNAME FORNAME Bad practice HIRST (MOTHER S SURNAME BELL) / (PREV BELL) KATRINA Best practice HIRST KATRINA Top Tip: Submit multiple records for the same patient Use the same Local PID 12

13 Best practice forename 1. EXTRA TEXT IN FORENAME SURNAME FORNAME Bad practice THOMAS ALEX (BOY) / (TWIN) / (JR) / (MARK) Best practice THOMAS ALEX 2. ABBREVIATED FORENAME SURNAME FORNAME Bad practice HIRST KATHERINE Best practice HIRST KATHERINE Best practice HIRST KATIE Best practice HIRST KA* 3. SPELLING UNSURE SURNAME FORNAME Bad practice HOLLOWAY MAE / MAY Best practice HOLLOWAY MAE Best practice HOLLOWAY MAY Top Tip: Submit multiple records for the same patient Use the same Local PID 13

14 Best practice double barrelled names 1. SURNAME SURNAME FORNAME Best practice SULLIVAN-SMITH JOHN Best practice SULLIVAN SMITH JOHN Best practice SULLIVAN JOHN Best practice SMITH JOHN 2. FORENAME SURNAME FORNAME Best practice SMITH SALLY-ANNE Best practice SMITH SALLY ANNE Best practice SMITH SALLY Best practice SMITH ANNE Best practice SMITH SALLY-ANN Best practice SMITH SALLY ANN Best practice SMITH SALLY Best practice SMITH ANN Top Tip: Submit multiple records for the same patient Use the same Local PID 14

15 Best practice punctuation errors 1. PUNCTUATION FORENAME SURNAME FORNAME Bad practice COLE MICHAEL, Bad practice COLE MICHAEL; Best practice COLE MICHAEL 2. PUNCTUATION SURNAME SURNAME FORNAME Bad practice O NEIL. JEREMY Bad practice O;NEIL JEREMY Best practice O NEIL JEREMY Top Tip: Only use punctuation if it is part of the name 15

16 Best practice previous names 1. PREVIOUS FORENAME SURNAME FORNAME PREVIOUS/ALERNATIVE FORENAME Bad practice PIERCE HAZEL MARIE Best practice PIERCE HAZEL Best practice PIERCE MARIE 2. PREVIOUS SURNAME SURNAME PREVIOUS/ALERNATIVE SURNAME FORNAME Bad practice PARNUM SMITH TREVOR Best practice PARNUM TREVOR Best practice SMITH TREVOR Top Tip: Previous/Alternative Forename and Previous/Alternative Surname are NOT used for batch tracing Submit multiple records for the same patient 16

17 Best practice unborn children 2. PREVIOUS SURNAME DATE OF BIRTH SURNAME FORENAME GENDER Bad practice HANSELL UNBORN 0 Best practice USE THE MOTHER S DETAILS Top Tip: An unborn child will NOT be on PDS CP-IS indicator will be placed against the mother 17

18 Best practice gender 1. MALE SURNAME FORNAME GENDER Bad practice LOGIE DEAN MALE Best practice LOGIE DEAN 1 2. UNSURE SURNAME FORNAME GENDER Bad practice SMITH SAM 0 Best practice SMITH SAM 1 Best practice SMITH SAM 2 Permissible Values 1 Male 2 Female 0 Not Known 9 Not Specified Top Tip: There must be an EXACT MATCH between the submitted and held record 18

19 Best practice post code 1. UNKNOWN POSTCODE Bad practice UNKNOWN Best practice NULL 2. PARTIAL POSTCODE Bad practice BL1 XXX Best practice BL1 * 3. PARTIAL POSTCODE Bad practice HA8 Best practice HA8 * Best practice HA* Top Tip: Use wild cards for example use * If not known at all - leave it out 19

20 Best practice address UNKNOWN ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 ADDRESS 5 Bad practice THE WARREN PARSONS LAND DROVE NOT KNOWN BANBURY Best practice THE WARREN PARSONS LAND DROVE DODDINGTON BANBURY UNKNOWN ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 ADDRESS 5 Bad practice 12 CROSS LEYS N/A N/A Best practice 12 CROSS LEYS CHIPPING UNKNOWN ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 ADDRESS 5 Bad practice MAGNOLIA HOUSE BANBURY ROAD NULL NULL Best practice MAGNOLIA HOUSE BANBURY ROAD MILCOMBE TADLEY Top Tip: Actual address information only Wild cards are available There must be an EXACT MATCH between the submitted and held record 20

21 Contact the bureau

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