Introduction to dirdet drug intervention record data entry tool
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Introduction to DIRDET (Drug Intervention Record Data Entry Tool). The New Data Set. Today’s training is aimed at users of the DIRDET system and we will be going through the following information: Available resources (Field by field guidance and Frequently Asked Questions)

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Introduction to DIRDET (Drug Intervention Record Data Entry Tool)

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Introduction to dirdet drug intervention record data entry tool

Introduction to DIRDET(Drug Intervention Record Data Entry Tool)


The new data set

The New Data Set

  • Todays training is aimed at users of the DIRDET system and we will be going through the following information:

  • Available resources (Field by field guidance and Frequently Asked Questions)

  • Data Collection & Submission processes

    • Revised data collection form

    • DIRDET (online input system)


Background

Background

  • From April 2013 DIP ceased to be a national initiative and it was advised that DIRWeb would be decommissioned in October

  • This would potentially leave a gap in national and local monitoring of former DIP functions

  • PHE agreed to take on reporting and monitoring of CJIT activity

  • Unfortunately, it was not possible for PHE to take on the collection and reporting of police drug testing data


Field by field guidance faqs

Field by Field Guidance& FAQs

  • In addition to this presentation, Field by Field guidance which includes a Frequently Asked Questions section is also available on NDTMS.net https://ndtms.net/Events.aspx?catid=7. This document lists the data items to be collected along with descriptions and format information.

  • Also included in this document is a data flow diagram and recovery support intervention definitions.


Introduction to dirdet drug intervention record data entry tool

These are the forms that you will be used to seeing and using.


Introduction to dirdet drug intervention record data entry tool

The existing 3 forms have now been replaced with this 1 form to complete.


Introduction to dirdet drug intervention record data entry tool

Please refer to the NDTMS confidentiality toolkit for guidance about consent.

Consent must be sought for all clients inputted to DIRDET after 4th November 2013 (includes records from the 18th Oct after DIRWeb was closed).

Details of no consent clients can be input onto DIRDET but will not be viewable by PHE.

Previously NOMS ID but can now be any reference suitable for local identification. DO NOT ENTER IDENTIFIABLE DATA

This information was previously collected. If full name details are entered onto DIRDET, only the clients initials will be submitted for analysis.


Introduction to dirdet drug intervention record data entry tool

Consent & Confidentiality

Key guidance documents:

  • NDTMS Confidentiality Toolkit

  • Data Protection Act 1998

  • Confidentiality: NHS Code of Practice

  • All services should have a clear confidentiality / data handling policy understood by all members of staff.

  • The client MUST be given the NDTMS information sheet for clients.


  • Introduction to dirdet drug intervention record data entry tool

    Confidentiality Toolkit

    The latest guidance is V6_3

    This should be used for all new clients.


    Introduction to dirdet drug intervention record data entry tool

    Obtaining Consent

    • All clients must give explicit consent for their data to be shared with NDTMS.

    • This consent must be given freely, either orally or ideally in writing.

    • The client must be accurately informed of what data will be shared, why, when and with whom it will be shared, and what safeguards are in place to ensure their data is handled securely.

    • If the client refuses to give consent, this must be accurately recorded in case notes and on your system so that their details are excluded from NDTMS.

    • Treatment providers should determine whether a young person or their parent or person with responsibility should be asked for consent in relation to reporting to NDTMS according to their protocols for determining a young persons capacity to give informed consent.


    Introduction to dirdet drug intervention record data entry tool

    The postcode information continues to be collected.


    Introduction to dirdet drug intervention record data entry tool

    The DAT / Upper Tier LA information continues to be collected.


    Introduction to dirdet drug intervention record data entry tool

    On DIRWeb only NFA was collected this field has now been expanded with some further options to choose from.


    Introduction to dirdet drug intervention record data entry tool

    The options for this field are now just Yes or No. Due date is no longer collected.


    Introduction to dirdet drug intervention record data entry tool

    Inclusion on IOM & MAPPA offender management schemes continue to be collected. As PPO is now covered by IOM, PPO is not recorded as a separate item.


    Introduction to dirdet drug intervention record data entry tool

    Upper Tier LA is now collected (previously DAT).


    Introduction to dirdet drug intervention record data entry tool

    This question was previously asked, but there are expanded options to choose from.

    This question is applicable even for those that do not engage beyond the RA (Required Assessment).


    Introduction to dirdet drug intervention record data entry tool

    For clients with a RA this replaces Drug Test Date. It has now been extended to be the equivalent of referral date generally for all clients.


    Introduction to dirdet drug intervention record data entry tool

    Date of initial screening / triage assessment / RA


    Introduction to dirdet drug intervention record data entry tool

    Theft shoplifting,

    Theft of a vehicle

    Theft from a vehicle

    Theft other

    Robbery

    Burglary domestic

    Burglary other

    TWOC

    Fraud

    Handling

    Going equipped

    Possession

    Supply

    Attempted theft

    Attempted burglary

    Attempted robbery

    Attempted fraud

    Attempted handling

    Begging

    Soliciting

    Domestic violence

    Wounding or assault

    Other

    Previously a list to select up to 2 offences now 1 offence is recorded.


    Introduction to dirdet drug intervention record data entry tool

    Up to 3 main problem substances can be selected.

    Frequency of use is no longer collected.


    Introduction to dirdet drug intervention record data entry tool

    This field was previously collected and options remain the same.


    Introduction to dirdet drug intervention record data entry tool

    This field was previously collected but there is an additional option to select declined to answer


    Introduction to dirdet drug intervention record data entry tool

    This field was previously collected but now requires the number of days, rather than within the boundaries previously required.


    Introduction to dirdet drug intervention record data entry tool

    This field was previously collected but now requires the number of units, rather than within the boundaries previously required. It also refers to a typicaldrinkingday.


    Introduction to dirdet drug intervention record data entry tool

    This field was previously collected but was formerly referred to as care plan agreed date.


    Introduction to dirdet drug intervention record data entry tool

    Previously the agency name and code were collected now just the agency code is entered.


    Introduction to dirdet drug intervention record data entry tool

    Sub Interventions data is recorded retrospectively what has happened in the clients treatment either since the interventions started, or since the last sub intervention review took place?


    Introduction to dirdet drug intervention record data entry tool

    One or a number of these support interventions can be selected to demonstrate the support that has taken place.

    This data is reported retrospectively & so differs from the current requirements.

    This data is to be collected at least every 6 months and at closure from caseload.


    Introduction to dirdet drug intervention record data entry tool

    This data item was previously collected, but was called date case closed.


    Introduction to dirdet drug intervention record data entry tool

    When the closure date has been completed, select the reason for closing the case, depending on whether the case was closed prior to caseload or from the caseload.


    Dirdet

    DIRDET

    • The data that you have collected on the data collection forms should then be entered onto the DIRDET. The next slides show how to do this.

    https://www.phe-datagateway.org.uk/Dirdet/Login.aspx


    Logging onto the dirdet

    Logging onto the DIRDET

    You will be given a user name and password to access the DIRDET system.

    The system is only for your service and you will not be able to view other services data.

    1 admin account will be set up for your service, and from this, further user accounts can be created for your colleagues to also access the DIRDET system.

    If no account please email [email protected]


    Client list screen

    Client List Screen


    Introduction to dirdet drug intervention record data entry tool

    This is the client list screen. You will see this screen when you log onto DIRDET. Your existing client caseload will have been migrated on to DIRDET so that you can see all of the open client records. As you add more client details onto the system this list will increase.

    You can go to this screen any time by clicking on Client List


    Creating a new episode for a client

    Creating a New Episode for a Client


    Introduction to dirdet drug intervention record data entry tool

    Before entering a new clients details check first whether or not the client has a previous episode recorded on the DIRDET.

    You may be able to see the client listed on the screen straight away. If so, click on select next to the clients name.

    • Or you may need to search for the clients record.

    • Select the search criteria;

    • Type the information you require;

    • Click on apply

    • You should then be able to see your clients information on screen to select.


    Introduction to dirdet drug intervention record data entry tool

    When selecting an existing client you will then be taken to this screen.

    Click on create to create a new episode record for the client.


    Introduction to dirdet drug intervention record data entry tool

    Or, if the client does not have a previous episode recorded on DIRDET, click on create to create a new client record.


    Introduction to dirdet drug intervention record data entry tool

    Enter the clients personal details from the data collection form.

    When you have entered the clients data click on save


    Introduction to dirdet drug intervention record data entry tool

    You will be shown whether or not your data saved successfully.

    If the data did not save successfully, the validation output will show you where corrections need to be made to your data.

    This record has failed to save because the clients date of birth is an incorrect format.


    Introduction to dirdet drug intervention record data entry tool

    When the record has saved click on Back to Episode to start entering the episode information

    Even if the data does save successfully, always check the validation output in case there are any corrections that can be made to your data.


    Introduction to dirdet drug intervention record data entry tool

    You will then be taken to this screen.

    Click on create to create a new episode record for the client.


    Introduction to dirdet drug intervention record data entry tool

    Enter the episode details from the data collection form. There are a mixture of drop down lists to select from, free type text boxes and calendars.

    Use the scroll bar to enter more data further down the page.

    To populate the clients DAT of Residence, enter the clients postcode and then select lookup.


    Introduction to dirdet drug intervention record data entry tool

    Complete the required information and click on save. Check if there are any validation queries to correct.

    When the episode has saved successfully, click on Back to Episode.


    Referrals to structured treatment

    Referrals to Structured Treatment


    Introduction to dirdet drug intervention record data entry tool

    To enter details about a clients referral to structured treatment from the episode screen, click on the Referrals to structured treatment list, and then click on create.


    Introduction to dirdet drug intervention record data entry tool

    Enter the referred agency details (agency code) and date of the referral to structured treatment.

    Save the record when this is complete.

    Check the validation output

    Under Navigation, click on back to episode. You will be taken back to the episode screen where you can add further referral details.


    Introduction to dirdet drug intervention record data entry tool

    To add further referral details select the Referrals to structured treatment list and click on create.


    The treatment outcome profile top

    The Treatment Outcome Profile (TOP)


    Introduction to dirdet drug intervention record data entry tool

    TOP data can be entered if you wish to complete this information with the client, by selecting the TOP list and clicking on create.


    Introduction to dirdet drug intervention record data entry tool

    When complete save the record and check the validation output.


    Sub interventions

    Sub Interventions


    Introduction to dirdet drug intervention record data entry tool

    Sub Interventions data is collected retrospectively.

    From the episode screen select the Sub Interventions list, and click on create


    Introduction to dirdet drug intervention record data entry tool

    The Sub Intervention Assessment Date is required

    Show which Support Sub Interventions have taken place either since the Intervention started, or since the last sub intervention review took place. Select either yes or no. If left blank, No will be assumed.


    Introduction to dirdet drug intervention record data entry tool

    Save the record when this is complete and check the validation output.

    Click on Back to Episode


    Introduction to dirdet drug intervention record data entry tool

    When further Sub Intervention reviews are required this data can be entered by clicking on Create in the Sub Interventions List.

    Remember that Sub Interventions data is completed retrospectively.


    Closing a case

    Closing a Case


    Introduction to dirdet drug intervention record data entry tool

    Before closing a case, remember to provide details of any further TOP records, Sub Interventions and referral to structured treatment details if these are required.


    Introduction to dirdet drug intervention record data entry tool

    Then, to close a case, select Edit from the Episode screen


    Introduction to dirdet drug intervention record data entry tool

    Enter the closure date and select the reason from the drop down list.

    Save the record and check the validation output.


    When should the data be collected entered onto dirdet

    When should the data be collected & entered onto DIRDET?

    • The flowchart shown on the next slides show when data should be recorded for clients and how to enter the data onto the DIRDET.


    Introduction to dirdet drug intervention record data entry tool

    Client presents to treatment

    Has the client agreed to consent for NDTMS?

    Yes

    No

    Data should still be recorded for local purposes. The data will not be shared further

    After searching, does the client already exists on the system?

    Yes

    No

    If client already exists, their CLIENT information will already be present. Process to completing EPISODE information

    Complete CLIENT information. Full Forename and Surname will not be shared further

    Complete EPISODE information

    Was a Care Plan start date agreed?


    Introduction to dirdet drug intervention record data entry tool

    Was a Care Plan start date agreed?

    Yes

    No

    Was client referred to structured treatment?

    Proceed to CASE CLOSURES sections and complete Closure Date and Closure Reason (PRIOR TO CARE PLAN)

    No

    Yes

    Complete REFERRALS information

    Has a sub-intervention assessment taken place with the client yet?

    Complete CASE CLOSURES information

    No

    Yes

    Did client transfer to another DAT/LA area or prison?

    Complete INTERVENTIONS information

    Yes

    Has clients case closed since Care Plan started?

    Yes

    No

    Complete DAT/LA area or prison transferred to field

    Client continues in treatment


    Data submissions

    Data Submissions

    • Data will be extracted directly from the DIRDET.

    • DAMS is not required to submit DIRDET data.

    • The data snapshot will be taken around 20th of each month. During this time the DIRDET will be unavailable to use. Snapshot dates will be confirmed to you.


    Producing an extract from dirdet

    Producing an Extract from DIRDET

    • Although an extract is not required to submit your data, there is the function to do this in DIRDET, as follows.


    Introduction to dirdet drug intervention record data entry tool

    From the Client List screen, select NDTMS Extract


    Introduction to dirdet drug intervention record data entry tool

    • You can then select the type of extract that you would like to produce from the drop down list. A DET Local Extract will pull all of the details entered onto DIRDET into a spreadsheet, e.g. full name details, notes.

    • NDTMS Extracts will condense the information to the details that are used in analysis, e.g. initials rather than full names, truncated postcodes.

    • Please note that the extracts from DIRDET are for local use and not to be submitted further to NDTMS.


    Introduction to dirdet drug intervention record data entry tool

    Select the extract type and the version (if you want to produce a DET Local Extract you will need to also specify whether you want to show the codes or values and the date format too).

    Then, select Produce Extract File


    Introduction to dirdet drug intervention record data entry tool

    Next click on click here to download, and save or open the spreadsheet.


    To create dirdet user accounts

    To Create DIRDET User Accounts


    Introduction to dirdet drug intervention record data entry tool

    Click on administration

    Then click on Create a new user


    Introduction to dirdet drug intervention record data entry tool

    Complete the New User details

    When completed click on Create User

    Key worker status can be assigned to members of staff who may not need direct access to the DIRDET.

    To assign key worker status to the agency administrator user, check the box User is a key worker.

    The users username must be filled in at this stage too, as well as confirming whether or not the Key Worker requires a login to access DIRDET.


    What will happen next

    What Will Happen Next?

    • DIRDET has been live since 4th November

    • The first snapshot will be taken during December with a report produced covering November data.

    • Services and commissioners will have the opportunity to comment on reports over the first few months so that future versions can be tailored towards the needs of users

    • If you have any queries that have not been answered by this presentation or the field by field guidance, please email [email protected]


    Introduction to dirdet drug intervention record data entry tool

    Any Questions?


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