Accreditation Panel Meeting

MINUTES OF THE INFORMATION GOVERNANCE, MANAGEMENT AND TECHNOLOGY COMMITTEE

Friday 27th November 2015, 1.30 pm – 4.00 pm, Clumber Meeting Room, Easthorpe House, Ruddington MEMBERSHIP Andy Hall Director of Outcomes and Information & SIRO (Chair) Nottingham South CCGs Alexis Farrow Information Governance Lead, Mid Nottinghamshire GEM CSU Paul Gardner Information Governance Lead, South Nottinghamshire Nottingham City CCG Petra O’Mahony (A) Freedom Of Information Lead, Mid Nottinghamshire GEM CSU Sarah Bray (A) Chief Finance Officer and Senior Information Risk Mansfield & Ashfield CCG and Owner Newark & Sherwood CCG Nichola Bramhall Director of Nursing and Quality & Caldicott Guardian Nottingham South CCGs Ei-Cheng Chui General Practitioner & Caldicott Guardian Newark & Sherwood CCG Dr Mike O’Neil Clinical Representative & SIRO Nottingham West CCG Hazel Buchanan (A) Director of Operations & SIRO Nottingham North and East CCG Elaine Moss (A) Director of Quality and Governance & Caldicott Mansfield & Ashfield CCG Guardian Paul Morris (A) Lay Member Newark and Sherwood CCG Dr Sean Ottey (A) General Practitioner & Clinical Representative Rushcliffe CCG Eddie Olla Director of Health Informatics NHIS Gary Flint (A) Head of Customer Services and Business Support NHIS Jacqueline Taylor (A) Head of Transformation NHIS

IN ATTENDANCE Gina Holmes (A) Corporate Governance Officer Mansfield & Ashfield CCG and Newark & Sherwood CCG Caroline Stevens Governance Officer Rushcliffe CCG Craig Sharples Head of Governance Nottingham West CCG Diane Butcher (A) Head of Information & Performance Mansfield & Ashfield CCG and Newark & Sherwood CCG Ruth Lloyd Head of Corporate Governance Mansfield & Ashfield CCG and Newark & Sherwood CCG Marcus Pratt Deputy Chief Finance Officer Mansfield & Ashfield CCG and Newark & Sherwood CCG Sergio Pappalettera Contract and Information Manager Nottingham North and East CCG Andy Evans Programme Director Connected Nottinghamshire NHS Mike Press (A) Head of Technical Solutions NHIS Maria Principe (A) Director of Cluster Development and Performance NHS Nottingham City CCG Jason Mather Primary Care Development and Service Integration NHS Nottingham City CCG Manager Debbie Pallant Corporate Governance Manager NHIS Helen Clerk (A) Information Governance Officer Nottingham City CCG Jules Williams Programme Manager NHIS Michelle Peet Project and Business Change Manager NHIS The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

(A) Depicts Absent/Apologies

Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

IGMT/15/139 Welcome and Introductions AH welcomed all to the meeting and a round of introductions took place.

AH highlighted that this would be EC’s last meeting of the Committee. EC was thanked by the committee for all his hard work and commitment to ensure progress with the Record and Information Group (RIG). The Committee wished EC all the best for the future.

IGMT/15/140 Apologies Apologies were received from Jaki Taylor, Hazel Buchanan, Sarah Bray, Paul Morris, Di Butcher and Mike Press.

IGMT/15/141 Declarations of Interest There were no declarations of interest

IGMT/15/142 Minutes of Meeting held on 25th September The minutes of the last meeting held on 25th September 2015 were agreed as an accurate record with an amendment to the location, the meeting was held at Birch House rather than Easthorpe House as stated in the draft minutes.

IGMT/15/143 Matters Arising from previous meeting (not picked up within agenda): IGMT/15/062 – Categorisation for NHIS incident had not yet been discussed at IM&T SRO Programme Board. AH and EO to discuss AH/ EO outside meeting. This needed to be reflected in the risk register. EO to send incident report to CS to be sent with the meeting minutes EO/ CS

IGMT/15/064 – AH had not yet provided a response regarding cyber AH security and a list of what was required in addition to the technical response.

IGMT/15/112 – A project board had been set up for the GP service replacement project with membership from this committee

IGMT/15/127 – AE reported that the digital footprint had been submitted for the six Nottinghamshire CCGs, not including Bassetlaw CCG.

IGMT/15/133 – JT was working on a list of projects for individual JT practices in each CCG relating the CfH exit and transition. JT to share when available

All other actions were agreed complete

IGMT/15/144 GP2GP JW presented an update on the GP2GP project to the Committee.

Following deployment of GP2GP in SystmOne and EMIS Web practices The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

it became clear that it was no fit for use. Problems were identified in its functionality including the delay in transfer of large records. This was identified across the County and so new functionality was sought leading to version 2.2a that was currently being deployed in practices. JW noted that EMIS were rolling this out themselves and should be completed by the end of November 2015. TPP has not yet developed this for implementation as an issue with returning patients had been identified which prevented practices from keeping both complete new record and previous version. TPP were developing and this would be piloted in January and available in February or March of 2016.

In answer to a question JW explained that training and engagement in practices was still required as awaiting final product for full deployment. MO noted that once implemented this would be a step forward for primary care.

The Committee discussed the varying quality of record summarising at other practices and that this caused a problem when accepting new records through GP2GP.

The Committee NOTED the update

IGMT/15/145 Electronic Prescription Service Release 2 MP presented an overview of the Electronic Referral Service (EPS) Release 2 project to the Committee.

The EPS project allowed patients to identify a pharmacist for practices to send their prescription to electronically. This worked using the spine where GPs would sign electronically and store to the spine for pharmacists to download. This service meant that paper prescriptions were no longer required, reducing paper usage, time printing and filing, the prescription was fully traceable and there was no need to fax urgent prescriptions. MP noted that Controlled Drugs were out of scope for this service

MP reported that 92 practices were live across Nottinghamshire county, these were identified by CCG within the presentation. The service had not been implemented in any dispensing practices and would not be implemented until direction provided around this. The HSCIC had advised recently that this could occur in future if patients nominated the dispensing practice, however, was expected that it may reduce business in dispensing practices.

MP reported that 27% practices had booked to go live with EPS and time slots were available for the following year. MP felt that the majority of practices were happy to book go live dates. Implementation included a demo, some pre go live activity, a meeting with the practice and local pharmacists, then once technically implemented, a three day training package and a further visit after three months to check the service was working well in practice.

The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

Practices using EPS reported a steady increase in use of the service over four months and typically used for about 55% of prescription, although many practices were above this.

In answer to a question, MP explained that some practices had been reluctant to implement due to other work pressures and capacity, however, after speaking with practices that had implemented had returned and wanted to deploy.

MO highlighted some issues in Nottingham West CCG following implementation with patients had aligned themselves to pharmacists rather than practices. This was noted as a cultural issue rather than technological.

In answer to a question, MP noted that NEMS were interested in the service and that it was possible to send prescriptions as a one off to pharmacists that were open at the time rather than the usual pharmacist.

AE highlighted that the deadline for completion was July 2016 and asked if the CCGs would achieve this. MP reported that it was possible, however, there was concern over dispensing practices and asked for direction on this issue. The Committee agreed to wait for further guidance from the HSCIC and would discuss again in March 2016

Action: CS to add EPS Release 2 discussion item to the March 2016 CS agenda

IGMT/15/146 Information Risk Policy AF and PG presented the Information Risk Policy to the Committee for approval. The Information Risk Policy was discussed at the last IG Operational Leads meeting as it was due for revision in November 2015. On review it was felt that the content was covered in other polices:  Information risk management was covered in the CCG information security policy (this was a mandatory document as part of the IG toolkit);  Information asset responsibilities were covered in the information asset register procedure and addressed/supported by the revised privacy impact assessment document/process;  The Information Governance management framework outlined the management framework for the CCG’s (this was a mandatory document as part of the toolkit);  Risk management for all CCG risks was managed in accordance with the risk management and incident reporting polices and procedure (this was not specifically an Information Governance policy but was used as part of the toolkit evidence re risk management).

AF proposed that the Information Risk Policy (as was) was extended for a 12 month period (in line with the review dates of mandatory Information Governance policies and procedures) whilst a triangulation exercise took

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

place to verify that all of the information risk elements were included within the mandatory CCGs’ overarching risk management and incident reporting policy. When the policy returned to the Committee in November 2016 it was then likely that the policy would then be shelved.

AE queried whether information asset owner risk training was included in the policy and PG explained that this was being developed separately.

The Committee APPROVED the extension to the policy for 12 months.

IGMT/15/147 Smart Card Policy AH presented the Smart Card Policy to the Committee for approval. This policy was intended to provide clear guidance on the roles and responsibilities for users of HSCIC Applications. Accessing personal confidential data would be through the process of issuing a Smartcard and a Personal Identification Number (PIN). The policy had been reviewed by PG, who had provided advice regarding the information governance elements and DP had reviewed from a technical perspective and passed through to the Registration Authority (RA) managers at NHIS.

The Committee discussed ownership of the policy. AH explained that the RA function for GP practice staff was funded by and the responsibility of NHS England, therefore, this policy was for smart card usage within CCGs only.

PG sought confirmation from the CCG IT leads that they were happy the policy reflected the RA functions provided by NHIS as part of the County CCGs’ Service Level Agreement.

RL highlighted that the references to disciplinary policies should be reflective of local disciplinary policies.

Action: CCG leads to check disciplinary policies to ensure references CCG leads regarding breaches were reflective of local human resource policies

Action: NHIS to provide confirmation and update of the new RA software NHIS to a future IGMT Committee meeting.

The Committee APPROVED the policy

IGMT/15/148 Quarterly Data Quality Report AH presented the report to the Committee for information. The report assured members of the Committee of the overall data quality by providing reports on SUS data submitted by Trusts relating to their patients. The validity of a number of key data items was presented at National, North Midlands Area Team and Provider level.

AH noted that the report presented was a refresh of the previous version reflecting the first six financial months of the year. He highlighted some coding issues identified at Derby Hospitals Foundation Trust, otherwise, The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

there were no new issues to report.

AH updated the Committee on the Data Quality Audit completed by 360 Assurance. Five minor actions had been identified, of which four had already been completed and the fifth due to be completed at the end of this year.

The Committee: a. NOTED the content of the Quarterly Data Quality Report; b. NOTED the relatively good data quality that continued in Nottinghamshire; c. ACKNOWLEDGED the work on-going with Nottingham University Hospitals NHS Trust, Sherwood Forest Hospitals NHS Foundation Trust and Nottinghamshire Healthcare NHS Trust in order to address the identified data quality issues; d. NOTED the continued work on internal data validation processes to capture any further variations in counting and coding accuracy, both from a technical and audit perspective; e. NOTED the role the Data Management Team played in progressing this agenda; f. NOTED the excellent progress made against the five recommendations in the CCGs’ internal audit in respect to data quality.

IGMT/15/149 Information Governance Risk Register and Issues Log PG presented the updated Information Governance Risk Register for noting. This had been reviewed by the IG Leads meeting and updates had been received by all leads following the last meeting.

The Committee discussed the outages that had occurred recently and whether these should be included on the risk register. EO provided an update on the issue, explaining that the two data centre were in different buildings which allowed the power to remain constant if a fluctuation occurred at the national power grid. EO noted that the issue was reflected on the hospital’s risk register and felt that it should be included on the CCG’s register as well.

Action: EO to share risks identified on the NHIS risk register relevant to EO CCGs and Sherwood Forest Hospital risk relating to facilities management

The Committee agreed that this should be discussed further at the Partnership Board

Action: Issue to be progressed at Partnership Board by EO and reported EO back to IGMT

Action: Add Partnership Board minutes and highlight report as standing CS item to IGMT agenda The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

The Committee NOTED the updated risk register

IGMT/15/150 National Updates AE reported that the IGMT Strategy would be drafted by the end of the following week and that this would be sent to providers for comment. The refreshed strategy would be more outwardly focussed and would link with the digital roadmaps. The IT Summit started to look at digital roadmaps and the guidance for these and all providers would be invited to complete a digital maturity assessment.

EO noted that NHIS were reviewing seven day working, this would require workforce planning.

AE highlighted that the Lord Carter review of provider spending had focussed on managed services and that this would impact on CCGs. There had already been changes in acute as consultancy and agency usage had been capped.

IGMT/15/151 NHIS Update Performance Report EO presented the NHIS performance report to the Committee for noting.

EO noted no significant breaches since the last report although were still not achieving the call handling status target. This was being discussed at the contracting meeting with an aim of making the standard more relevant.

The IGM&T Committee NOTED the report

IGMT/15/152 NHIS Update Project Status Report JW presented the project status report to the Committee for noting

EPS Release 2 Electronic Prescription Service Release 2 provided the ability for prescriptions to be sent electronically to a nominated dispenser. The project was now establishing a roll out plan for further practices to deploy this functionality, with an aim of reaching a minimum of 65% across the CCGs by end of March 2016. JW reported that NHIS were aiming towards 100% for June 2016.

Medical Interoperability Gateway (MIG) The Medical Interoperability Gateway (MIG) was a secure gateway to a set of services for exchanging real time patient record data between third party systems and GP Practices. This project would deliver support to Practices for the final technical enablement for Practices through their clinical system. The Project had a pre-requisite and was dependent upon an Information Sharing Agreement (ISA) being in place for each Practice.

Enhanced Data Sharing Model (EDSM) Face-to-face meetings with County Practices were complete. Now that the Communications and Policy had been agreed by the Records The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

Information Group (RIG), and shared with Practices, follow up visits were almost complete and assistance to add implied consent in bulk from reports had been happening during these meetings which had led to the number of patient records shared out increasing considerably. The 65% target of records shared out had been achieved.

Summary Care Records (SCR) Viewer SCR Viewer was available for clinicians to access the SCR for temporary residents or new patients where the full medical record was still not available. There was a pre-requisite governance requirement for practices to have a Privacy Officer in place to monitor the use of the SCR Viewer and the alerts the system may generate. The Privacy Officer would require governance training, in addition to system functionality training. All practices were contacted for an expression of interest and a significant number of positive responses were received from practices. Provision had been made for NHIS to provide training materials to support information governance training for the nominated Privacy Officers at GP practices in order to progress the project.

GP PC Refresh Project The project was to replace outdated GP practice PCs. This project would replace PC models 755, 760 and 780. PCs and installations had commenced. Interviews were being held this week as the last recruitment exercise failed to appoint sufficient engineers to complete the project. The project would be linked closely with the server replacement project due to interdependencies and therefore practice scheduling was only completed four weeks in advance at present. All Nottingham North and East CCG practices had been provided with a date before the end of October 2015 to enable them to use Map of Medicine, for this prioritisation agreement was obtained from all the other CCGs.

Mobile Working for GPs The mobile working project was to support the CCG mobile working initiative for GP Practices. Healdswood Surgery, Ashfield House, Apple Tree Medical Practice, Church Street Medical Practice, Sherwood Medical Practice and Radcliffe on Trent Surgery were all taking part in the pilot. All GP Practices were visited to gather their requirements for devices and baseline activities had completed. These activities collected information on the current visiting process and timing and cost data for evaluation purposes. Mobile devices for all sites had been ordered and the pilots were commencing the trial of mobile working from October 2015 through to the beginning of December an end pilot report would be available early January 2016.

Interoperability Toolkit (111) The use of the Interoperability Toolkit (111) would enable SystmOne Practices to receive NHS 111 messages electronically. This toolkit would enable the Practices to receive copy message which notified the GP that the patient has been treated at another service following a 111 encounter and primary messages which notified that a patient has been in contact with the 111 service. This project would deliver support to Practices for The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

the final technical enablement for Practices through their clinical system.

GP server refresh Over the past few year GP systems had been migrated to Nationally hosted systems, leaving behind aging x86 servers to host file shares, print management and client/server applications. Many of them were still running Windows 2003 and needed to be mitigated as per the Department of Health submissions whilst others had started to fail, all without hardware and software warranties. At each GP Practice NHIS would conduct an assessment on the servers to investigate the best solution in relation to a physical server or a virtualised hosted server in the NHIS datacentre. Referencing NHS England’s, Securing Excellence in GP IT Services the implementation’s would then be planned, and work commenced with the most appropriate solution.

PG enquired about what assurance the Committee had relating to destruction of files. The Committee noted that Gina Holmes, Corporate Governance Officer for Newark and Sherwood CCG and Mansfield and Ashfield CCG and Bronwyn Jackson, Information Governance Officer at GEM CSU were members of the Project Board and that any issues would be reported to this Committe.

Action: Project Board to provide this information GH

Ashfield Community & Well Being Hub The existing Ashfield Community Hospital was being refurbished to change the use of the original clinical bed wards to quality office accommodation to offer an integrated community hub of health and community services to the Ashfield and surrounding localities. The aim of the hub was to provide co-located health and community services in a one-stop location and become a supporting feature of the community. The project management was focused on providing support to enable the technical and telephony infrastructure.

Rushcliffe Teledermatology GPs would take images of dermatology lesions using a dermatascope and/or camera and with patients consent would forward to a specialist dermatologist to review along with a completed referral template via e- referral. The provider would review the referral returning a diagnosis and recommended management plan via nhs.net within one working day of receiving the referral. The project aimed to utilise technology to avoid unnecessary dermatology referrals to secondary care. Following the pilot sessions for the City practices Rushcliffe were now training nine Practices that already have Wi-Fi availability. A guide had been created for the set up required in each GP SystmOne unit to enable the CCG Primary Care Implementation Manager to support each GP Practice. The remaining eight Practices in Stage 2 would commence training once Wi- Fi installation had been completed.

The image capture device selected was the Mini IPAD and a compatible dermatascope adapter. This had posed issues due to the image sizes it The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

produces and the 5MB limit of a e-referral. The AiRWatch solution that had been designed locks the device down as an image capture only device that resizes, names the images and transfers them over the network to a secure drive. Access to the image folder was via the use of a network username and password

Rushcliffe Wi-fi enablement As part of the Rushcliffe Teledermatology Project it was identified that eight Practices with the Rushcliffe area were without Wi-Fi. This was a key part to the successful Teledermatology implementation. There had been a strategic decision by Rushcliffe CCG to authorise the installation of Wi-Fi within the remaining eight Practices. NHIS would work with an external network provider to ensure successful implementation. The completion of this project was scheduled by the end October 2015 in readiness for Stage 2 Teledermatology.

Action: JW to provide update on COIN for future meetings JW

The IGM&T Committee NOTED the report

IGMT/15/153 Capital Bids AE presented the capital bid documents to the Committee for noting. AE explained that the reports presented were the financial updates for the NHIS projects as reported for the previous agenda item.

GP IT kit – going well, will spend all the money. MP – capital from NHSE? AH – yes, not revenue consequences for CCGs.

GP server replacement – back loaded as reliant on the COIN. Can’t do much before that point but money has already been transferred. MP – if doesn’t happen in March? AE – commissioned to provide service.

GP IT capital – 4 schemes, Sarah has all the details, but will not get money til Jan JM to provide update next meeting

GPRCC – will be spent, project board approved set of spending this week. No money left over. Just starting// scoping next phase, was experimental as wasn’t sure that technology fit for purpose, has been real success, improve information to GPs and mDT for direct care as well as practices to do clinical audit and performance management of new models of care

Interoperability – challenging to move along as dependent on lots of systems

GP mobile working – slow, not as far as need to be. Host organisation has led to delays in procurement, delay of 6-10 weeks, pilot should have been finished by end of October. AH – range of options being presented. When do we bring it back to this committee to decide if roll out? AE – approach has been that it would support practices working with care The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

homes, but that once completed NHIS will publish and probably do pro- rata for CCG so up to CCG where want to start. AH – practice own equipment? How do we get from where we are to where we need to be? AE - Access to clinical system. EMIS mobile working version not liked. Number of different use cases depending on what the practices want. If want all, practices will need to support hardware and licenses etc. if not can support basic. Should have enough information for Dec meeting. Developing

The IGM&T Committee NOTED the report

IGMT/15/154 Project Project Initiation Documents JW presented the Project Initiation Document (PID) for Pleasley and Rushcliffe wi-fi enablement to the Committee for noting.

The Committee discussed the IT projects list. Agreeing that PID would not be required for low scale projects, these could be signed off be an officer within the CCG. AH for Nottingham North and East CCG, Nottingham West CCG and Rushcliffe CCG and DB for Newark and Sherwood CCG and Mansfield and Ashfield CCG.

Pleasley practice were to move from EMISWeb to SystmOne and did not have project board, and therefore would be approved by DB.

Wifi at Rushcliffe had been agreed and completed.

The Committee agreed that all future PIDs would be agreed by project boards and briefs sent to the IGMT.

The Committee NOTED the PIDs

IGMT/15/155 Nottingham City CCG ICT Committee Meeting Minutes 14th September 2015

The IGM&T Committee NOTED the minutes

IGMT/15/156 CfH Exit and Transition AH noted that all information requested had been provided. The County CCGs were going through a tendering process for community services and new contracts would be required to procure necessary licenses for SystmOne.

AE highlighted a concern that NUH maternity services would be moving away from SystmOne, this would affect links to Health Visiting and safeguarding. AH noted that a principle in the charter stated that no-one partner would make a unilateral decision that would affect others. This would be discussed further at future meeting AH Action AH to raise issue at IM&T SRO Programme Board.

NB noted that the quality team had highlighted this and was now going The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

through contractual process

The IGM&T NOTED the update

IGMT/15/157 Records and Information Group Update EC provided an update to the Committee for information.

The group had discussed faxes, their approach to new European privacy guidance and use of the consent model for direct care, clinical audit and secondary use.

The IGM&T Committee NOTED the update

IGMT/15/158 Data Management Group minutes AH presented the minutes for the last Data Management Group meeting to the Committee for noting.

The IGM&T Committee NOTED the minutes

IGMT/15/159 Privacy Impact Assessments Overview/ Summary PG and AF presented the Privacy Impact Assessment (PIA) summary. An additional twelve PIAs had been received since the last meeting. The Committee noted an increase in number of assessments completed as a result of increased awareness amongst staff.

PG noted the larger projects, GPRCC and Spine service projects, these were progressing well and identifying risks for the PIAs.

The IGM&T Committee NOTED the summary

IGMT/15/160 IG Leads meeting update PG presented the highlight report for the previous IG leads meetings to the Committee for noting.

The committee noted that work was ongoing with DP to review who could approve access to websites as following the current local guidance SIROs were needing to seek approval from IG leads. PG and DP to meet to streamline all approaches.

Action: PG and DP to develop further PG and DP

NB highlighted the child protection project, a bid had been submitted to NHS England to support a project manager post. NB noted that Val Simnett, Safeguarding Lead had added this issue to all the CCGs’ risk registers

The Committee NOTED the highlight report

IGMT/15/161 Forward Programme

Action: ALL members should forward any other agenda items to CS ALL The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Item No. AGENDA ITEM - KEY POINTS OF DISCUSSION Actions

AE suggested that the audit reports to provide assurance around the EDSM work programme should be included on the May or July 2016 agenda

Action: CS to add to forward programme CS

The Committee agreed that the IGMT Strategy would need to be included on the March 2016 agenda for agreement ahead of approval at Governing Bodies

Action: CS to add to forward programme CS

The Committee agreed that the IG assurance report would need to be included on the March 2016 agenda

Action: CS to add to forward programme CS

IGMT/15/162 Any Other Business AH again noted that this was EC’s last Committee. The Committee wished EC all the best for the future and thanked him again for his commitment to the Committee and work across Nottinghamshire

Date and Time of Next Meeting

1.30 pm – 4.00 pm on Friday 22nd January 2016 Clumber Meeting Room, Easthorpe House, Ruddington

‘Members should inform the meeting secretary of any apologies and deputies attending on their behalf at least 10 working days prior of the next meeting. This is to ensure that the meeting is quorate and any action from potential declarations of interest are handled appropriately in advance’.

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Abbreviation Meaning

ADT Admissions Discharges and Transfers AHP Allied Health Professional AHR Access To Health Record request AQP Any Qualified Provider ASH Accredited Safe Haven AUP Acceptable Use Policy BAU Business As Usual BC Business Continuity CAB/C&B Choose and Book CAG Confidentiality Advisory Group CCG Clinical Commissioning Group CDS Commissioning Data Set CfH Connecting for Health (now replaced by NHSE and HSCIC) CG Caldicott Guardian CSU Commissioning Support Unit DH/DoH Department of Health DMIC Data Management Information Centre (old name for DSCRO) DPA Data Protection Act DR Disaster Recovery DSA Data Sharing Agreement DSC Data Sharing Contract DSCN Data Set Change Notice DSCRO Data Service for Commissioners Regional Office EPR Electronic Patient Record EPS Electronic Prescribing Services FOI(A) Freedom of Information (Act) GEMCSU Greater East Midlands Commissioning Support Unit GP General Practice GPES General Practice Extraction Service HES Hospital Episode Statistics HIS Health Information Service/System HPA Health Protection Authority HSCIC Health & Social Care Information Centre IAA Information Asset Administrator IAO Information Asset Owner ICO Information Commissioners Office IG Information Governance IGSoC Information Governance Statement of Compliance IGT Information Governance Toolkit IGTT Information Governance Training Tool ISA Information Sharing Agreement ISP Information Sharing Protocol KPI Key Performance Indicator LA’s Local Authorities LES Local Enhanced Service The Information Governance, Management and Technology Committee is managed by Rushcliffe Clinical Commissioning Group (CCG) on behalf of Nottingham West CCG, Nottingham North and East CCG, Mansfield and Ashfield CCG and Newark and Sherwood CCG

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Abbreviation Meaning

LSP Local Service Provider NACS (Now ODS) National Administrative Codes Service NHSCB NHS Commissioning Board (old name for NHSE) NHSE NHS England NWW NHS Wide Web ODS (Previously NACS) Organisation Data Service PCD Personal Confidential Data PHE Public Health England PIA Privacy Impact Assessment QIPP Quality Innovation Productivity and Prevention QOF Quality Outcome Framework RA Registration Authority SAR Subject Access Request SBS Shared Business Service SI/SUI Serious Incident/Serious Untoward Incident SIRO Senior Information Risk Owner SUS Secondary Use Service VSO Voluntary Services Organisation

….. Definitions Primary Use of data – is when information is used for healthcare and medical purposes. This would directly contribute to the treatment, diagnosis or the care of the individual. This also includes relevant supporting administrative processes and audit/assurance of the quality of healthcare service provided Weak pseudonym (such as NHS number or postcode) The classification of a weak pseudonym stems from the fact that unless a user has access to another system that requires authorisation and user authentication etc (eg Exeter or the Spine) then the individual cannot be identified from the NHS number alone.

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