Submission, Reporting & Sign-off Process

1. Submission, Reporting & Sign-off Process Kirsty Anderson Principal Information Analyst

2. Data Submission – Process • The Board responsible for collating and submitting the data is the Board of receipt of the initial referral to secondary care • Data should be submitted to the Information Services Division (ISD) monthly via SWIFT (Submission With Internet File Transfer) by the 20th of the month • A complete resubmission with any missing patient details can be made to ISD (current and previous month’s data)

3. Data Submission – Upload Progress • Four months Developmental Phase/Data (September 09 – December 09) • First data upload occurred on 20 October, for patients treated in September • 11 Boards submitted data • Just under 1,000 patient records were collated • Last data upload occurred on 20 January 2010, for patients treated in December 2009 • All Boards submitted data • Just over 1,300 patient records were collated

4. Data Submission – Current Issues • Boards submission time (by 20th month) • Monthly submissions for all boards not received until 21st Jan • Extract delayed until 22nd Jan • Duplicates/errors not distributed to boards until 22nd Jan • Delays experienced • Duplicates and other errors not processed/confirmed until 25th Jan • Subsequent re-submission of updated monthly data • Errors in the submissions • Screened patients with incorrect dates • Cervical patients not being coded as screened • Reason for delay code incorrectly used

5. Data Submission – Current Issues • Information sharing • It is possible that a Board other than the one that submits the data is responsible for delivering the target • ISD have been supplying this information to boards when requested after gaining consent from the boards involved • Timely process to resolve any queries/issues • To improve the information sharing process, Susan Burney (Director, ISD) will contact the Board Caldicott Guardians asking for their assistance in this matter • ISD can automatically provide the necessary information on cases referred within one board but treated in another (referral vs. treatment) • The information sharing process will aide boards with their re-submission, reporting and sign-off process

6. Data Submission/Reporting – Impact • Impact on final extract and reporting • Importance of submitting on time • ISD can not take a full extract of data until all boards have submitted • Importance of sorting out duplicates/errors and re-submitting • ISD can not produce finalised extract and run reports until all boards have re-submitted • Importance of information sharing • Aides board re-submission, reporting and sign-off

7. Data Submission – February Timeline • Go ‘live’ in February 2010

8. Data Submission – Quarter 1 Timeline

9. Data Submission – Quarter 1 Timeline • Re-submissions • Timeline allows for a complete re-submission of monthly data with any missing patient details up until the cut-off point • For quarter 1 (Jan – Mar), the cut-off point to re-submit any data for these months is 13th May • This will allow boards the time to focus on Q1 data before the submission of April data (required by 20th May) • After the cut-off point, a quarterly extract will be generated and will feed into the quarterly reports to be published in June 2010 • ISD recommend that boards utilise the opportunity to improve their data quality (accuracy/completeness) by re-submitting frequently up until cut-off

10. Reporting – Monthly Board Reports • 62-day/31-day reports produced by Cancer Type

11. Reporting – Data Security • For security purposes, reports and sign-off forms are distributed using: • NHS.net mail, or • Winzip (version 9.0 or above), in line with the NSS Encryption policy (non nhs.net email users) • The winzip file is encrypted and password protected.  A separate email is sent from the NCWT Team containing the password

12. Sign-off Process • The Board responsible for signing off the accuracy of the data is: • Board of receipt of referral (62-day target) • Board of first treatment (31-day target) • Tested sign-off with the January submission • Reports and sign-off form sent to main contacts and one alternative contact for each board (within 5 working days) of generating the final extract • Main contact distributes reports to other key contacts and to the sign off contact(s) • Completed sign-off form received (within 5 working days) directly from the sign off contact

13. Sign-off Process • Sign-off Issues • Not all boards sent back completed sign-off forms on time • Information sharing issues (referral vs. treatment) hinders the sign-off process • Comments that monthly sign-off only provides an accurate representation of what has been submitted not a true reflection of monthly activity • Change from monthly to quarterly sign-off process • Quarterly reports (& split by month) distributed to board contacts for quarterly sign-off • Boards sign-off less frequently • Boards sign-off based on information of higher data quality, due to frequent re-submission of data