Presentation on theme: "NDTMS Core Dataset ‘F’ Training"— Presentation transcript:
1NDTMS Core Dataset ‘F’ Training Regina Lally, Kellie Peters andMichael WallingtonDrug Treatment Monitoring Unit
2Ground RulesPlease respect those around you by not holding individual conversations whilst the sessions are in progressPlease put mobiles on silent/vibratePlease take any calls outside of the meeting
3Aims Clarify requirements and definitions of Core Data Set F (CDS-F) Clarify DAAT care co-ordination pathways and practicalities surrounding TOP data submission to NDTMSProvide updated information around data quality, reporting and monitoring
4New for Core Dataset F Main additions to YP dataset Adult dataset changes are:1 new fieldReference data changes
5TOP Care Co-ordination Options: Yes / NoTo be used from 1st April 2009To support the monitoring of TOPs completionAgency is care co-ordinator who has current responsibility for completing TOP
6Parental Status Reference Data changing from 1st April 2009: All the children live with the clientSome of the children live with the clientNone of the children live with clientNot a parentClient declined to answer
7Drug Discharge Reasons Successful CompletionsTreatment completed - drug freeTreatment completed - occasional user (not opiates or crack)
8Drug Discharge Reasons TransfersTransferred – not in custodyTransferred – in custody
9Drug Discharge Reasons IncompleteIncomplete – Dropped OutIncomplete – Treatment withdrawn by providerIncomplete – Retained in CustodyIncomplete – Treatment Commencement Declined by ClientIncomplete – Client Died
11Alcohol Discharge Reasons TransfersTransferred – not in custodyTransferred – in custody
12Alcohol Discharge Reasons IncompleteIncomplete – Dropped OutIncomplete – Treatment withdrawn by providerIncomplete – Retained in CustodyIncomplete – Treatment Commencement Declined by ClientIncomplete – Client Died
13Adult Alcohol Modalities Tier 3ALC - Community PrescribingALC - Structured Psychosocial InterventionALC - Structured Day ProgrammeALC - Other Structured TreatmentTier 4ALC - Inpatient TreatmentALC - Residential RehabilitationTier 2 (New)ALC – Brief InterventionsWill NOT count towards numbers in Treatment.‘Other Structured Intervention’ – must be care planned for it to be classed as tier 3 activity.
14ConsentClients should give written consent to share information about their care plan. This consent should specifically state which agencies the client consents to have information received about them and which they do not. A form recording the client’s consent should be kept in the notes. Consent should be reviewed at the time of reviewing the care plan.If a client refuses consent – NATMS and TOP should still be completed within your own system, consent flagged as no, and we will receive only minimal non-identifiable data.If the client is not aware that the DAAT would have sight of the attributable data, their row level data cannot be shared with the DAATs.
15ConfidentialityAgencies should have clear policies about how assessment information and care plans are shared.Good information sharing protocols help the care planning process to be smoother and prevent the hold-ups and misunderstandings that might arise if all the relevant information for the client was not available to practitioners and keyworkers in different agencies.(Good practice in care planning, July 2007 NTA)Part of the assessment process should be establishing with a client how information relating to them may be shared and for what purpose. This may be done as part of the care planning process and should have started at the time of assessment.
16NTA Confidentiality Toolkit Confidentiality policy should be clearly explained to client (verbally and written form), before assessment for treatment.Should cover:What information will be collected by the agencyWhen and what information will be shared with other services and organisationsWho information will go to and why (NDTMS)When the confidentiality may be breached(NTA Confidentiality Toolkit, pending 2009 NTA)
18NTA Quarterly Reports Available on NDTMS.net Providers no longer being given access to restricted sectionDAAT should circulate relevant report to providers
19TOP Care Co-ordination Discuss the care pathways and map out the client journey. Look atWhere do they enter Structured TreatmentWhich agencies are they likely to be engaged withWho should be providing TOPs in each situationThink about a variety of scenarios
21Client Information Agency ID: P0000 First Initial: A Second Initial: W DOB: 22/10/1973Gender: MaleReferral Date: dd/mm/yyyyT3 Assessment Date: dd/mm/yyyyMain Problem Substance: AlcoholPCT of residence: KentDAT of residence: KentPostcode: ME14 1HH Referral Source: SelfClient Ref: 123Previously Treated: NoConsent for NATMS: YesSexuality: HeterosexualEthnicity: WhiteLocal Authority: MaidstoneNationality: GBR- What is the trigger for sending NDTMS data to DTMU?Full postcode / truncatedConsent must be populatedAll fields must be populated to best of client’s knowledge and happy to respond. Not keyworker’s choice.https://www.ndtms.org.uk/emids/cgi-bin/ons_locale.cgi (East Midlands lookup facility for new PCT codes)Nationality codes – are those listed within the ISO Alpha-3 standard- Check on your system, that you have correct options. E.g. BOMIC – not known, british and other are NOT acceptable options.From 1st October 2007, if you are drug and alcohol service, please provide clients presenting with both Drug and Alcohol as a main problem drug. NTA will require a baseline in 07-08, so we hope to be able to provide 6 months worth of data. Consent must be provided, as with all clients and confidentiality will be the same.
22Referral Date Definition (referral to agency date) date agency becomes aware that the client is waiting.Date of receipt of phone-call, letter, client walks through door asking to be seen etc.
23Care Planning“As soon as possible, the allocated keyworker will ensure that the client undergoes a comprehensive assessment of needs. Following this a comprehensive care plan is drawn up”.(Care Planning Practice Guide, August 2007, NTA)“…service user involvement [is] an integral part of the development of care plans, with the users as the central focus of care planning, review and ongoing treatment.”(Good Practice in Care Planning, July 2007, NTA)
24Care Planning Domains Drug & Alcohol Use Care Plan Start Date: dd/mm/yyyyDrug & Alcohol UseRoute of Administration of Primary Substance: OralAge of first use of Primary Substance: 23Problem Substance Two: CannabisProblem Substance Three: Amphetamines UnspecifiedInjecting Status: NeverInjected in last 28 Days: NoEver shared: NoDrinking Days: 28Units of Alcohol: 17NDTMS information that will be captured as part of the care planning process and as the care plan progresses.We have tried to pull the various fields under one of the four care planning domains – the care planning domains continue as a theme on the TOP form.Care Plan Start Date – must be before modality start date!As you can quite clearly see the new data items fit neatly within the Care Plan domains that we (DTMU) have mentioned in previous training sessions.You will also note that ‘units of alcohol’ has appeared, as you may be aware there has been much debate around alcohol collection for a number of years, and this is the first data item that looks at alcohol consumption other that the drug fields. Alcohol is likely to be collected from 1st April 2008, if you are a drug and alcohol agency and wish to submit alcohol data (with the understanding that Alcohol clients will not be counted towards the LDP figure) the DTMU will process this alongside the drug client data. Over the next 12months the DTMU will be contacting alcohol only agencies about engaging with NDTMS.If you complete drinking days, you must populate units of alcohol – otherwise a warning will be created.Drinking days is out of 28 / Units is average daily consumption.If “Drinking Days” completed, “Units of Alcohol” MUST be completed as well“Units of Alcohol” is typical number of units consumed on a drinking day
25Care Planning DomainsPhysical & Psychological HealthHep C Latest Test Date: dd/mm/yyyyHep C Intervention Status: Offered and acceptedHep C Positive: NoHep B Intervention Status: Offered and acceptedHep B Vaccination Count: One vaccinationPreviously Hep B Infected: NoReferred to Hepatology: NoDual Diagnosis: NoFor latest hep c test date: If client just knows year, then enter 01/01/yyyy – if they know month and year enter 01/mm/yyyyShould be recorded whether hep c test is offered etc under hep c intervention status.Dual Diagnosis – for those clients who are also in contact with mental health teams. This is simply a yes/no field.This is appearing in quarterly reports – again, populate with yes or no, not blank.Harm reduction is high on the current NTA agenda and are focusing on Hep B / C interventions being offered via NDTMS quarterly reports. Importance of populating the fields to indicate that something has occurred rather than left blank (not offered is the acceptable).Not likely to be as relevant for Alcohol only clients. Report if it is relevant for the client.
26Care Planning Domains Social Functioning Accommodation Need: Housing ProblemEmployment Status: UnemployedChildren: 3Pregnant: YesParental Status: All the children live with clientNDTMS fields captured under “social functioning” care planning domainNote of options for drop down lists to be handed out.Highlights other needs that may need to be addressed with the client and with partnership agencies.Accommodation need (previously accommodation status) – separate lists for Adult and YP.
27Parental Status Reference Data changing from 1st April 2009: All the children live with the clientSome of the children live with the clientNone of the children live with clientNot a parentClient declined to answer
28Adult Alcohol Modalities Tier 3ALC - Community PrescribingALC - Structured Psychosocial InterventionALC - Structured Day ProgrammeALC - Other Structured TreatmentTier 4ALC - Inpatient TreatmentALC - Residential RehabilitationTier 2 (New)ALC – Brief InterventionsWill NOT count towards numbers in Treatment.‘Other Structured Intervention’ – must be care planned for it to be classed as tier 3 activity.
29Modality Data Referral Date: dd/mm/yyyy T3/4 Assessment Date: dd/mm/yyyyReferral Source: Community Alcohol TeamReferral to Modality Date: dd/mm/yyyyDate of First Appointment Offered: dd/mm/yyyyModality: ALC- Community PrescribingModality Start Date: dd/mm/yyyyIf modality start date is populated and care plan start date is empty a validation message will be returned!Referred to Mod date and Modality are linked – error if one left blankDo not input Mod Start in the future – wait until actually happens.MOD START IS KEY FIELD – now trigger for TOP and Waiting Times. Therefore pay special attention to getting the field right.This is client’s first intervention in the DAAT Treatment System, and therefore by the time you’ve entered the modality start date a care co-ordinator must have been identified and therefore responsible for completing TOPS form.
30Treatment Outcomes Profile Short, validated outcome monitoring tool released by the NTA June 2007Intended for implementation in all Drug services that provide structured Tier 3 & Tier 4 treatmentsData to be reported to NDTMS from 1st October 2007Should be completed at:Modality StartCare Plan ReviewDischargePost Discharge [Optional]Further information available on NTA website.
31Treatment Outcomes Profile Validated for clients with Alcohol as main problem substance.No initial requirement by NTA to complete TOPs at Alcohol Only agencies.Recommended/Encouraged completion of TOP forms.Further information available on NTA website.
32TOP NDTMS Data You should aim to ask and complete every question. Do not leave any of the blue boxes blankEnter “NA” if a client refuses to answer a question or cannot recall.Where DAAT areas have incorporated the form into their own paperwork, the questions should be replicated exactly as they appear on the TOP form and need to be input into the NDTMS at the appropriate points in the client treatment. The above points apply to locally adapted paperwork as well.
33DAATs should have agreed care co-ordination pathways locally. TOP NDTMS DataModality Start Date: dd/mm/yyyy [Trigger for first TOP]TOP Date: dd/mm/yyyyTOP Treatment Stage: Treatment StartTOP Care Co-ordination: YesWhen multiple agencies are providing treatment, it is envisaged that responsibility for reporting TOP data will lie with the agency responsible for care co-ordination.DAATs should have agreed care co-ordination pathways locally.Where there is more than one agency simultaneously providing treatment, the agency should send copies of the TOP information to other services (subj. to Info Sharing Prot in place and client consent).
34TOP NDTMS Data Section 1: Substance Use Alcohol Use: 15 Opiate Use: 0 Crack Use: 0Cocaine Use: 15Amphetamine Use: 4Cannabis Use: 10Other drug use: 0Information sought:Number of days out of last 28 client has used each drug.Permissible values:Number in range “0-28”“NA” if client is unable to or refuses to answer question
35TOP NDTMS Data Section 2: Injecting Risk Behaviour IV Drug Use: 0 Sharing: NInformation sought:Number of days out of last 28 client has injected non-prescribed drugs.Permissible values:Number in range “0-28”“NA” if client is unable to or refuses to answer questionInformation sought:Has client shared needles or paraphernalia in last 28 days.Permissible values:Y or N“NA” if client is unable to or refuses to answer question
36TOP NDTMS Data Section 3: Crime No details of specific crimes should be shared by client with keyworker.General information about type of crimes funding drug or alcohol habit should be shared and recorded to address all client needs and evidence improvement in lifestyle.The information shared with NDTMS is subject to the same confidentiality as all client information currently / previously received.Data is used for performance / outcome monitoring only.
37TOP NDTMS Data Section 3: Crime Shop Theft: 18 Drug Selling: 6 Other theft: YAssault / Violence: NInformation sought:Number of days out of last 28 client has been involved in each crime.Permissible values:Number in range “0-28”“NA” if client is unable to or refuses to answer questionInformation sought:Has client been involved in each crime in last 28 days.Permissible values:Y or N“NA” if client is unable to or refuses to answer question
38TOP NDTMS Data Section 4: Health & Social Functioning Psychological Health Status: 9Paid work: 3Education: 1Information sought:Self reported score from scale.Permissible values:Number in range “0-20”“NA” if client is unable to or refuses to answer questionInformation sought:Number of days out of last 28 client has had paid work or been in education.Permissible values:Number in range “0-28”“NA” if client is unable to or refuses to answer questionClient focused.Any queries on scales, refer to Keyworker Guidance – help on extracting accurate info from client.
39TOP NDTMS Data Section 4: Health & Social Functioning Physical Health Status: 5Quality of Life: 4Acute Housing Problem: NHousing Risk: YInformation sought:Self reported score from scales.Permissible values:Number in range “0-20”“NA” if client is unable to or refuses to answer questionInformation sought:Client has been homeless / risk of eviction in last 28 days.Permissible values:“Y” or “N”“NA” if client is unable to or refuses to answer question
40Modality End / Discharge Data Modality End DateModality Exit StatusCan be entered as modalities are completed, client episode remains openMUST be entered for all modalities on discharge from agencyDischarge DateDischarge ReasonIf a Discharge Date is entered, then a Discharge Reason must be given and vice versa.Discharge information must be reported accurately and in a timely fashion as it is used to monitor successful completions.If agencies want other discharge reasons added, we can put them forward to the NTA on their behalf. Can’t guarantee that it will be added, but we can try.
41Complete TOP at discharge from treatment system. Discharge Data and TOPComplete TOP at discharge from treatment system.This should be done face-to-face between keyworker and client where possibleMay be done over telephone where no other option available (i.e in unplanned discharges).NOT acceptable to complete on clients’ behalf without client present.
43Data Collection Purpose Enables national, regional and local-level reporting on alcohol treatment.Supports the National Alcohol Strategy and needs analysisFacilitate policy formulationSupports development of efficient commissioning systems at local level
44Planned Performance Monitoring Performance measures for Alcohol Services are being developed now that there is one year of baseline data.Numbers in TreatmentWaiting TimesSuccessful completions of treatment
45Reporting and Monitoring MonthlyQuarterlyProposed “Purple Reports”
46GO THROUGH QUARTERLY PERFORMANCE REPORTS – provide each delegate with their agencies Q3 report.
49Potential Reports What would Commissioners find useful? What would Agency staff find useful?Suggestions???
50What should you expect from DTMU? Agency Training and Support: Dedicated Liaison Officers and Database Administrator providing telephone and in-house training on CDS-F dataset.Guidance Documentation: ‘A Rough Guide to the NATMS’ (in development)Monthly Validation and Data Quality Reports: Reporting erroneous client records, requiring correction.NewsletterAccess to DTMU documents online
51DTMU Data Quality Standards All monthly agency submissions must contain at least 100% valid records.All monthly agency submissions must reach 99.9% data qualityAll fields of CDS-F populated.Files must be in a CSV format.All agencies must submit via the Drug and Alcohol Monitoring System (DAMS): https://www.ndtms.org/dams/
52SE DTMU Team Based in Oxford with SEPHO Team consists of: Kellie Peters: Head of Data ManagementRegina Lally: ManagerMichael Wallington: Technical LiaisonSue Dales: Database AdministratorCaroline Ridler: Information AnalystRachel Johnson: Information AnalystLaura Kesseboom: DIR AdministratorLucy Nicholson: DIR AdministratorJo Frank: Project Administrator