NHSFV CAMHS Practical Approach to Implementing and recording definitions

Process of engaging staff Agreed definitions for assessment and treatment ( “ clock-stopping” data points) at strategic management group Circulated these to the team, along with the referral criteria document Formed a PIMS ( Patient information management system, our NHSFV data system) User group within CAMHS, to look at our data collection systems, our processes for DNAs etc (derived from the 7 helpful habits system), be a resource for staff support and take forward the new ways of working: group to be trained end of September and will then roll this out to whole team. Secretary sends a reminder to team to input PiMS data 3 working days before end of month Admin team identify any inaccuracies or gaps in the data each month and staff involved are offered help in addressing it, either via admin support or additional training.

IT System Charlie Barratt, IT added three new codes to our PIMS system on the “contact” drop down menu: Definitions: RTT Assessment: used for client’s first appt ( we use choice and partnership, so usually choice appt). Secretaries log referrals and enter these first contacts on PiMS. RTT Treatment: used for the first treatment appt after the RTT assessment appt. Usually the 1 st partnership appt. Also used for start of diagnostic assessment process, eg ASD, ADHD by partnership clinician. RTT Assessment & Treatment: used for if client seen for assessment appt only, and are closing case but have also delivered some form of intervention. Also used if client seen and diagnostic assessment started, but second appt not yet made, eg waiting on receipt of questionnaires or requested speech and language report before allocating to partnership clinician. The old data had to be “cleaned” for any cases still open. This was time consuming and we had help from patient access team and own admin team for this.

Any queries notified to team for clarification Information Manager pulls the report from PiMS system Sends to CAMHS for accuracy checking (admin. team) CAMHS Secretary sends reminder to staff re PiMS entries, 3 working days before month end. Report updated and ratified by CAMHS Information Manager forwards to ISD, copies to CAMHS and Patient Access Manager Patient Access Manager reports to health board NHSFV CAMHS Flowchart for Data Submission for HEAT target Secretaries enter 1 st appointments; clinicians enter subsequent appointments on PiMS by month end