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 20 th month) –Monthly submissions for all boards not received until 21 st Jan –Extract delayed until 22 nd Jan –Duplicates/errors not distributed to boards until 22 nd Jan Delays experienced –Duplicates and other errors not processed/confirmed until 25 th 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. 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 13 th May  This will allow boards the time to focus on Q1 data before the submission of April data (required by 20 th 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