1. Demographics and NHS Number Programme National demographics user group 09 May 2011 Leeds Church Institute

2. Demographics and NHS Number Programme Welcome Julie Tindale National Clinical Lead for Midwifery and Nursing

3. Demographics and NHS Number Programme Introduction Julie Tindale National Clinical Lead for Midwifery and Nursing, Dept for Health Informatics Directorate- Clinical Division Chair of the NHS Number Programme Board Meet the team Martin Dennys Programme Director Stephen Smith Head of Demographics Emma Murphy NHS Number Manager Emily Lahey and Zoe Webb Principal Communications Managers Liz Kalaher Communications Executive

4. Demographics and NHS Number Programme Agenda Ice Breaker Expectations of the day Presentations from Martin and Stephen Group work - Demographic issues 12:35 Lunch Group work – Purpose of the user group and user group communications 14:30 Coffee break Website refresh Wrap-up 15:30 Finish

5. Demographics and NHS Number Programme Speed meeting Emma Murphy NHS Number Programme Manager

6. Demographics and NHS Number Programme Speed meeting Split into 2 groups – Emma and Liz will lead In your group split into 2 lines facing each other Line A stays still – Line B will move clockwise Once it starts…. You have 40 seconds to meet the person in front of you Talk about anything you like work, hobbies, clothes! When time is up line B move clockwise

7. Demographics and NHS Number Programme Emma Murphy NHS Number Programme Manager Expectations

8. Demographics and NHS Number Programme Martin Dennys Programme Director, N3 and Spine Why a demographics user group?

9. Demographics and NHS Number Programme It’s all about patients...

10. Demographics and NHS Number Programme Administrators and clinicians

11. Demographics and NHS Number Programme Who? PCT and SHA National bodies (information centre, Care Quality Commission, Blood and Transplant, Research) Trusts, GPs and commissioners Social and mental care Third party sector, opticians, dentists and independent sector Other government bodies Anyone who can represent a key user community that use or rely on good demographic information

12. Demographics and NHS Number Programme What? Business Process Business Functionality Legislative Requirements Efficiency and effectiveness from the front line Pragmatism Best Practice Lessons Learnt Value for Money (the public purse £) Tough Choices Network of Demographic experts

13. Demographics and NHS Number Programme Questions

14. Demographics and NHS Number Programme Demographics programme Stephen Smith Head of Demographics, NHS Number

15. Demographics and NHS Number Programme Topics 1.Demographics services 2.Management and accountability 3.Demographics programme scope 4.Types of work 5.Questions/discussion

16. Demographics and NHS Number Programme National demographics services

17. Demographics and NHS Number Programme Related bodies NHS Number Programme Board NHAIS Strategic Planning Group PDS NBO Service Management Board CIO/DCIO Forums Project teams and staff Delivering Services User Support Delivery Support Spine Programme Board Demographics Programme Board NCRS Programme Board Business Delivery Forum Operations Directorate Demographics User Group NHS Number Programme Accountability

18. Demographics and NHS Number Programme Delivering Services: - Implementation - Enhancements Supporting Users: - Data quality - Issue resolution - Communications - Guidance Supporting Delivery: - Compliance - Assurance - Deployment support Demographics & SDS ‘Policy’ ‘OldCo’ ‘NewCo’ Demographics programme - scope NHS Number - Communications - Guidance - Advice/support 23 people – Leeds & Exeter Comms support SSD, IC, NBO

19. Demographics and NHS Number Programme Delivering services Central Health Register Inquiry Service (CHRIS) integration Birth Notifications (NHS Numbers 4 Babies migration) CHRIS closure (Personal Demographics Service (PDS) – National Health Application and Infrastructure Services (NHAIS) interfaces – NHAIS4) PDS/Demographics Spine Application (DSA) enhancements

20. Demographics and NHS Number Programme Supporting delivery Personal Demographics Service (PDS) Compliance GP Systems of Choice (GPSoC) programmes  Design and usability reviews  Deployment Support Health and Social Care Integration PACS Ministry of Defence (MoD) Interoperability Toolkit (ITK), Spine mini- services, portals Prison Health

21. Demographics and NHS Number Programme Supporting users Communications and engagement  Published guidance (website and other)  Attendance at events/meetings  Demographics mailbox Demographics Batch Service (inc. mailbox) Data quality queries and issues  Duplicate PDS records project Secondary Uses Service/Enhanced Reporting Service Media/parliamentary/ministerial queries Service incidents

22. Demographics and NHS Number Programme Demographics issues Emma Murphy NHS Number Programme Manager

23. Demographics and NHS Number Programme Issues background It is important that we understand the issues impacting use of demographics. Issues may fall into one of the following categories:  System  Organisational  Policy  Process  There may be others…..

24. Demographics and NHS Number Programme Identification of issues Each table identify all the issues that affect your work with demographics (15 mins)  Appoint a scribe  List as many issues as possible  Try not to repeat issues  Appoint a spokesperson to feedback to the group Feedback to the group (10 mins)

25. Demographics and NHS Number Programme Group prioritisation From your list of issues, each individual, mark an asterisk next to your top 10 issues (15 mins)  Each person select individually – its your view! Feedback your top 10 issues (10 mins) Results will be reviewed at the next user group

26. Demographics and NHS Number Programme Lunch

27. Demographics and NHS Number Programme Purpose of the demographics user group Emma Murphy NHS Number Programme Manager

28. Demographics and NHS Number Programme Purpose background It is important that the user group meets the needs of it’s representatives and the wider demographics user community A draft Terms of Reference (ToR) was issued with the agenda – has everyone had a look? Its important that your views shape the role and responsibilities of this group

29. Demographics and NHS Number Programme Purpose discussion Each table discuss and document the purpose and responsibilities of the demographics user group (15 mins)  Appoint a scribe  Appoint a spokesperson to feedback to the group Feedback to the group (15 mins) The TOR will be revised based on this discussion before being issued for feedback and approval

30. Demographics and NHS Number Programme Zoe Webb Principal Communications Manager Communications and stakeholder engagement

31. Demographics and NHS Number Programme Communications and stakeholder engagement Communication can make or break our programmes’ effectiveness Stakeholder engagement and open communication is crucial to success The user group is all about engaging with our key stakeholders Key stakeholder - any stakeholder with significant influence on or significantly impacted by the work undertaken by us Communication with stakeholders should be incorporated into our daily routine

32. Demographics and NHS Number Programme Communications and stakeholder engagement BUT before we select the methods and timings of our communications, we need to understand :  Your needs and wishes  How you will share this information with colleagues  How you will bring information back to us

33. Demographics and NHS Number Programme At the moment, do you feel you can talk to us when you need to? Communication a two-way process

34. Demographics and NHS Number Programme Exercise How can we communicate with you, how can you share or pass this information on and how will you bring issues back (10 mins)  Each table has to answer two questions  Record your responses  Nominate someone to feedback two key points Feedback to the group (10 mins)

35. Demographics and NHS Number Programme Questions to consider 1.Who will you share this information with and through which channels? 2.How would you prefer to send and receive information between us in the future? 3.What information do you need from us to do your job?

36. Demographics and NHS Number Programme What next? This feedback will be used develop a new approach that is fit for purpose. Review and improve how we communicate programme news Review and improve the contact channels Make the most of your network channels

37. Demographics and NHS Number Programme Liz Kalaher Communications Executive Website refresh project

38. Demographics and NHS Number Programme Task To provide one central website to users of Demographics Services That enables them to use the national services efficiently and effectively That easily and quickly links users to current information  Guidance  Contact Details

39. Demographics and NHS Number Programme Website audit and survey Current content not fit for purpose Top 3 pages:  NHS Number implementation toolkit  Implementing the PDS  Demographic batch service People visit the site several times a week Search tool over the navigation menus How useful is the information? 5.5/10 Information difficult to find When found, 60% say all the information they need is there Organise by topic rather than role

40. Demographics and NHS Number Programme Your view Each table has two questions, discuss your experience of using the websites (15 mins)  Record your comments  Nominate someone to feedback to key points to the group Feedback to the group (5 mins) Complete the survey here: www.survey.connectingforhealth.nhs.uk/demographicsi mprove www.survey.connectingforhealth.nhs.uk/demographicsi mprove

41. Demographics and NHS Number Programme Questions 1.What do you like about the website? 2.What don’t you like about the website? 3.What could we improve? 4.What other websites do you like? Give examples of what and why.

42. Demographics and NHS Number Programme What’s next Feedback and survey will inform new website structure Test new website with user group Re-work the current site to fit the new structure and re-launch. Evaluate new site to identify any gaps/additional fixes

43. Demographics and NHS Number Programme Stephen Smith Programme Head Demographics, NHS Number & SDS Wrap up

44. Demographics and NHS Number Programme Wrap up Next Steps Update and issue the TOR Write-up today’s discussion and issue (website link to follow) Questions Next user group – 3 times a year Did we meet your expectations? User group feedback (survey link) http://www.survey.connectingforhealth.nhs.uk/s3/natdemusergroup