Mental Health Survey 2015: Webinar 14 th January 2015

Agenda and timings o Overview of the survey [5 min] o Section 251 requirements [10 min] o Practicalities of Administration [5 min] o Sampling process and submission [15min] o Potential errors [10 min] o Provisional Timetable [5min] o Questions and Answers [10 min]

Overview of the survey: Questionnaire changes since 2014 o One question has been removed from the 2015 survey. 4. How easy was the actual journey to see this person or people? 1  I found it easy to get there 2  I found it somewhat easy to get there 3  I found it hard to get there 4  I did not have to travel 5  Don’t know / can’t remember

Overview of the survey: What’s new for 2015? CQC Flyer o To accompany the first and third survey mailing (A5 sheet). o Content: explains the role and purpose of CQC and how the survey data will be used by them. o This will be sent to all survey contractors or in-house trusts in January Sample declaration form o Completed by the person drawing the sample, and your trust Caldicott guardian. Introduced to prevent breaches of Section 251 approval. o Using an approved contractor: submit to approved contractor BEFORE sending your sample file. o If in-house: submit to the coordination centre directly BEFORE sending your sample file. Free text comments o Free text comments do not need to be anonymised in the data file submitted. o A statement has been added to the questionnaire stating that any information provided in the free text box will be shared. o This will enable results to be looked at in full by trusts, the CQC and researchers. Data will be anonymised before publication and trusts should ensure they are anonymised before publication. Mental Health Care Cluster Code o For the survey, we are also collecting peoples mental health care clusters (also known as PbR currencies). o Only the Co-ordination Centre can receive this information: it is NOT to be shared with contractors. o Specific instructions will be issued in due course.

Section 251: Adherence to guidance o Please note that Section 251 approval has been sought for this project and granted. o Provides a legal basis for trusts using a contractor to provide names and addresses to them. o In-house trusts: although not sharing this information, standard practices and procedures are in the interest of protecting patient confidentiality, relevant to the Data Protection Act and maintaining high standards, and must be followed.

Approval under section 251 of the NHS Act 2006 o The survey has been awarded full support under Section 251 Approval of the NHS Act 2006 from the Confidentiality Advisory Group (CAG), on behalf of the Secretary of State. o This approval allows the common law duty of confidentiality to be put aside in order to enable the processing of patient identifiable information without consent. The survey methodology was reviewed by CAG of the Health Research Authority (previously NIGB). o Please note that any deviation from the methodology outlined in the survey instructions may render the approval invalid and CQC are obliged to take a number of steps.

Section 251 requirements o Separate mailing and sample files from trusts to contractors. o Sample declaration form and process. o Dissent posters. o Recording dissent and removing patients. o Separate care cluster codes process.

Section 251 requirements: separate mailing and sample files o This is a non-negotiable requirement of the survey’s Section 251 approval. o It must be followed by every trust to contractors and in-house trusts to the Co-ordination Centre. o Failure to comply will result in this being counted as a breach. o CQC and CAG will be notified of any breaches: follow up action taken as necessary

Section 251 requirements: separate mailing and sample files o Mailing file contains: – Service user record number – Title – First name – Surname – Address fields – Full postcode

Section 251 requirements: separate mailing and sample files o Sample file contains: – NHS Trust code – Service User Record Number – Year of birth – Gender – Ethnic category – Day, month and year of last contact – CPA status – CCG code o Sent to contractors with AES-256 Encryption

Practicalities and administration o Approved contractors and conducting surveys in-house o Survey guidance o Fieldwork time keeping o Free text comments

o National surveys are publicised and responses encouraged so that as many people’s voices are heard as possible. o Updated templates provided in the guidance. o Use of publicity in addition to posters such as: Twitter and social media, local media and newspapers – increasing visibility of the survey. Practicalities and administration: Survey publicity

Potential errors o Questionnaire format and re-typing questionnaires. o Sampling: Inclusion of ineligible patients e.g:  Under 18 year olds.  People receiving forensic services.  Anyone known to be a current inpatient.

Sampling process and submission o DBS checks o Sample declaration form o Care cluster data o Sampling errors

Sampling process and submission: sample declaration form o Similar to the declaration introduced for the other recent national surveys. o Must be completed by the NHS trust: signed by the person preparing the sample file AND by the Caldicott Guardian. o Must be ed to your survey contractor or Co-ordination Centre (in house trusts) BEFORE the sample file is sent. o The survey contractor or Co-ordination Centre must confirm receipt of the form and give permission for the sample file to be sent.

Sampling process and submission: sampling errors o 5 major errors in 2014 – Errors in compiling the total eligible population e.g. excluded incorrectly dementia patients – Errors in drawing the random sample e.g. filtered out ethnic category Z or blanks or missing NHS numbers incorrectly excluded o 12 minor errors in 2014 – Errors in supporting information e.g. mismatch of information between Chief Executive declarations and numbers provided in the samples or query columns left in sample file.

Provisional timetable o Samples to be drawn and submitted: 2 nd February – 26 th February o Questionnaire mail out begins: 16 th February o Fieldwork: 16 th February 2015 – 19 th June o Final data due to Co-ordination centre: 26 th June o Weekly monitoring starts: 19 th February o Reporting: October 2015.

Q&A

Thanks for joining us A copy of the slides are available on the NHS surveys website. Contact details: Telephone number: