Item 9.4 for 6 Dec 2011 Ehealth Cttee 19 Aug 2011

APPROVED NHS GRAMPIAN Board Meeting Minute of the eHealth Committee 06 12 11 held on Friday 19th August 2011 at 10.00am Open Session in the Seminar Room, Summerfield House Item 9.4

Present:

Councillor Kate Dean (Chair) Dr Steven Baguley, Clinical Director, eHealth Mrs Alison Hawkins, General Manager, eHealth Ms Lynn Morrison, Area Clinical Forum representative Dr Olive Robb, Consultant Radiologist Dr Bill Simpson, Consultant, Chemical Biochemistry Mr Vincent Shields, General Manager, Acute Sector (representing Sandy Dustan) Dr Pauline Strachan, Chief Operating Officer

In Attendance:

Mr Andrew Fowlie, General Manager, Moray CH & SCP (joined for Item 6) Mrs Pam Buckingham, Personal Assistant

Item Subject Action 1. Apologies

Dr Roelf Dijkhuizen, Medical Director, NHS Grampian Dr Izhar Khan, Chair, Consultant Sub-Committee Mr Richard Carey, Chief Executive, NHS Grampian Mr Sandy Dustan, Interim General Manager, Aberdeenshire CHP

2. Minute of previous meeting held on 13th May 2011

The minute of the meeting held on 13th May 2011 was agreed as an accurate record of discussion.

3. Matters Arising from meeting held on 13th May 2011

3.1 Draft eHealth Strategy Consultation

The response has been sent in to the consultation process with the new eHealth Strategy expected to be launched in October.

3.2 Change Management

Correspondence has been sent to those involved with change management and this seems to be working well.

of 4 4. Patient Management System

Mrs Hawkins submitted a detailed update and reported that PMS continues to progress and that the system is bedding in quite well. Reporting for 18 week RTT and New Ways was delivered in line with the timescales agreed. Now the focus is on being in a position to deliver SMRs and it is hoped that this will be ready in line with the agreed timescale for September. There are some problems with migrated data that will affect the speed at which the backlog of SMRs can be cleared. It was noted that the two other Boards who went live at the same time as NHS Grampian are also working to submit SMRs.

Dr Robb reported that there had been some concerns with patient identification and CHI numbers. Mrs Hawkins was aware of this and that measures have been taken to overcome this. She agreed to follow up on Dr Robb’s concerns. AH

It was acknowledged that there will be challenges to overcome all Business Issue Resolution problems by 31 August.

The pilot of Bed Management at Dr Gray’s Hospital Elgin has been positively received and is going well with a further rollout planned.

Maternity and Neonatal Services – obtaining CHI numbers for newborns is being addressed at a national level.

The outcome to date of the Consortium replanning exercise was highlighted and that the Grampian delivery tolerances have been met. There was a risk that other consortium Boards might fail to go live at the agreed dates which would impact on NHS Grampian.

IDLs (Initial Discharge Letters) are receiving considerable support with requests for this to extend to Final Discharge Letters.

Accident and Emergency: the new ED clinical system is being explored currently as EDIS will be out of contract within 2 years. It is possible that 2 systems might be working side by side initially, but over the longer term a solution may be found.

5. Draft eHealth Workplan

Mrs Hawkins explained that Boards had been requested to draft an eHealth workplan which is very much in its initial stages, particularly as the impact of the new financial arrangements are being worked through. It aims to bring together projects that are already that are being addressed currently alongside potential future projects that will meet the strategic themes. The document will evolve over time and a template from the Centre will be sent to assist in the process. The governance process is complicated because this is the first year of

of 4 engagement. Feedback will be gathered and developed further prior to opening up to all staff for consultation, probably via the Area Clinical Forum initially. AH/SB

Mrs Hawkins and Dr Baguley will look at the resource envelope to establish what can be delivered within the budget.

The committee supports submission of the draft plan to the eHealth Directorate.

6. Moray Lifesciences Governance and Remit

Mr Fowlie attended the meeting by videoconference to update the group on the item.

DALLAS (Delivery Assisted Living Lifestyles at Scale) – Grampian has been chosen as an early implementer site and a series of meetings and workshops is planned to progress this, matching up the priorities with what the costs can offer. COPD has been a national priority and is expected to be selected as a priority for community based healthcare delivery in the home. Plans will be developed by April 2012 as to how Assistive Technologies will be used and where within Grampian this will be. A team will be established to oversee the project in Grampian. Mr Fowlie will ensure that the Committee exercises oversight of this project and the Committee agreed that he be a member on a AF permanent basis.

Economic Development and Life Sciences – a meeting has been held in Forres hosted by Highlands and Islands Enterprise. Mr Fowlie highlighted the new initiatives bringing together various strands of work using digital technologies. The group acknowledged the importance of the new innovations but also expressed the view that a focussed approach was required to ensure that projects were approved and subject to appropriate oversight to ensure that full benefit was realised from investment. There was a concern that technology would dictate rather than service and patient benefit..

It was agreed that a more detailed paper on the governance, remit and plan for the various projects on the use of digital technologies would be AF produced by Mr Fowlie for the next meeting. This would allow the Committee to more effective exercise its governance remit. Mrs Hawkins noted that request for support were already coming through without clear resource plans being in place and without security and governance issues being considered prior to implementation. It was noted that all plans would be subject to AIG/OMT and Board approval as appropriate.

of 4 7. IT Systems Update

Mrs Hawkins presented a paper noting that the eHealth Department monitors its workload for service users through a PMO (Programme Management Office). New systems are developed and introduced alongside maintenance of existing systems. There is a need to establish appropriate governance processes around the new eHealth funding stream. Dr Robb highlighted a risk with Order Comms relating to PACs.

The Committee noted and supported the report.

8. Report to the Performance Governance Committee

Mrs Hawkins will write a report for the Performance Governance Committee highlighting:

 Submission of the draft eHealth Workplan  PMS update  Mental Health Option Appraisal

9. AOCB

 An administration system for Mental Health has already been purchased as part of the PMS implementation, however there have been problems with the functions required to perform the community based aspects of the programme. A table of costs was submitted to enable this to be rectified through the purchase of the Trakcare Community module. The Committee endorse the approach and that approval should be sought form OMT for the recurring revenue cost required. Mrs Hawkins will present the paper to OMT.  Dr Simpson reported that there had been unforeseen consequences after an upgrade to the Laboratory system which had caused disruption to users. This had been compounded by discovering that back ups had not been completing successfully. Normal service had now been resumed and a DATIX report submitted. A fully critical incident review was now underway.

9. Date of next Meeting

11th Nov 2011 (ASM 28th Oct at 9am in Roelf Dijkhuizen’s office) – 1000 – 1200 in the Seminar Room, Summerfield House