Directory of Service Management Policy v1 Policy No: OP83 Version: 1.0 Name of Policy: Directory of Service Management Policy Effective From: 30/06/2014 Date Ratified 05/06/2014 Ratified Business and Service Development Commitee Review Date 01/06/2016 Sponsor Director of Nursing and Midwifery Expiry Date 04/06/2017 Withdrawn Date This policy supersedes all previous issues
Version Control
Version Release Author / Reviewer Ratified by / Authorised by Date Changes (Please identify page no.) 1.0 30/06/2014 Denise Reay / Julie Rush / Sharon Pearson Business Service Development Committee 05/06/2014
Directory of Service Management Policy v1 3 Contents Section Page 1 Introduction ... 4 2 Policy scope ... 5 3 Aim of policy ... 5 4 Duties (Roles and responsibilities) ... 5 5 Definitions ... 5 6 The Directory of Service Management ... 6 7 Training ... 6 8 Equality and diversity ... 6 9 Monitoring compliance with the policy ... 7 10 Consultation and review ... 7 11 Implementation of policy (including raising awareness) ... 7 12 References... 7 13 Associated documentation (policies) ... 7 Appendices Appendix 1 Directory of Service Data Collection Template link ... 8 Appendix 2 Annual review sign‐off sheet ... 9
Directory of Service Management Policy 1 Introduction This strategy describes the development and implementation of the robust management of the Directory of Service within the Choose and Book application.
The Directory of Service (DOS) is the core of the Choose and Book application. It holds information that describes the types of services the Trust offers, including service specific referral criteria and guidance, incorporating Snomed terms, which enable the referring clinician to search for appropriate services to refer patients. The Directory of Service also provides patients with a list of suitable providers for their treatment.
The Directory of Service is a vital asset for the trust, to ensure that the Trust’s profile remains visible and accessible to all referrers both locally and nationally. To ensure we are the provider of choice it is essential that the Directory of Service is user friendly and easy to navigate.
The Trust is required to release all consultant led new patient appointment slots from the Trust PAS provider system via the Choose and Book application using the Directory of Service as the link to the Trust. The GP practices utilise the Directory of Service to refer patients into the Trust to ensure patients are referred to the appropriate service in accordance to their clinical need.
It is essential that the Trust follow the Choose & Book Best Practice Guidelines ensuring the following:
• The Trust is responsible for ensuring all entries in the Directory of Service are a current and accurate representation of the clinical services they deliver
• Clinicians must be involved in agreeing the clinical content of the Directory of Services.
• A lead clinician must take responsibility for agreeing and signing off the clinical content of the service details.
• A regular review of all Directory of services entries must be undertaken (e.g. at least yearly or sooner if there is significant change to service specification)
• There should be a documented process to manage any changes to service details, including further clinical review and sign‐ off.
• That all clinics which accept referrals from primary care clinicians are correctly mapped to Choose and Book services.
Directory of Service Management Policy v1 5 2 Policy scope This policy applies to all specialities within each Business Unit where outpatient services are delivered. 3 Aim of policy The aim of the policy is to outline governance of existing and future Directory of Services. 4 Duties ‐ roles and responsibilities Medical Director To help influence and support clinical colleagues and help deal with any decisions that have a clinical bearing and ensure clinical governance issues are adhered to. Associate Directors of Business Units Support the clinical lead for each speciality in the development of and ongoing review of the Directory of Service Speciality Clinical Lead Responsible for agreeing and signing‐off the clinical content of the Directory of Service. Service Line Managers Responsible for reviewing the DOS related to the Service Lines for which they hold responsibility to ensure they are in line with the Trust and Business Unit Strategic and Business objectives as well as adhering to the policy in relation to the guidelines. This must be done in collaboration with the relevant Clinical Lead to ensure appropriate clinical content. Choose & Book Lead Responsible for maintaining a Directory of Service register and communicate review dates with specific specialities. All staff Adhering to policy. 5 Definitions Choose & Book Choose and Book is a secure, electronic service, provided by the NHS, which allows patients to choose a hospital or clinic and book an appointment at a date and time that is convenient for them. Directory of Service
The Directory of Services (DOS) is the core of the Choose and Book application. It holds information that describes the services that the Trust offers via Choose & Book and enables referring clinicians to search for appropriate services to which they can refer patients and provides a window through which the Trust can display their services.
Snomed Is the common language which will eventually be used by all Systematised Nomenclature computers across the NHS. These terms are loaded against Medicine Clinical Terms in the Directory of Service to enable referrers to search for appropriate service without the need to use clinic types or specialities. 6 The Directory of Service Management 6.1 All outpatient specialities must have a Directory of Service reflective of the service provision in accordance with the Directory of Service Data Collection Template. (Appendix 1) 6.2 The Choose & Book Lead for the Trust will ensure a robust framework is operational for monitoring and reviewing all Trust Directory of Services. This will be maintained in an electronic register. 6.3 A minimum of an annual review of the Directory of Service needs to be undertaken by the Service line Manager in collaboration with the appropriate clinical lead for the speciality and any updates reflected accordingly in the Directory of Service Data Collection template annual review sign off. (Appendix 2)
6.4 A review of the appointment confirmation letters and service specific patient information also needs to take place in conjunction with the Directory of Service review. This to ensure information contained within the published Directory of Service is consistent with the information the patient receives from the Trust.
6.5 In the event of significant change within the service (i.e. new commissioning rules/ additional off site locations or national changes) or the introduction of a new consultant, a further review of the Directory of Service will be required. Any changes need to be actioned immediately to ensure that the service is visible and accessible within Choose & Book.
6.6 The Trust lead for Choose & Book will instruct the Directory of Service staff to upload any amendments/updates to the appropriate directory within Choose & Book.
6.7 All significant changes will be communicated to referrers by the Choose & Book lead via the NECS service desk or via the commissioners where local commissioning
Directory of Service Management Policy v1 7
and does not discriminate against individuals or groups on the grounds of any protected characteristic. 9 Process(s) for monitoring compliance with the policy Standard / process / issue Monitoring and audit
Method By Committee Frequency
Annual review Directory of Service Register Choose & Book Lead Associate Director/Business Unit Quarterly 10 Consultation and review Business Service Development Committee 11 Policy implementation This Policy will be published as per normal policies and circulated as per standard. This Policy will be available at all the Trust’s designated locations. 12 References Choose & Book Best Practice Guidelines V2.0 January2013 13 Associated documentation OP12 Patient Access Policy v7
Appendix 1 Directory of Service Data Collection Template http://staffzone/trust‐documents/training‐documents.php
Directory of Service Management Policy v1 9 Appendix 2
