Populating the Tracking
Database - Guidance for SCR
Project Managers
Document filename: Populating the Tracking Database - Guidance for SCR Project Managers
Directorate / Programme SCR Project SCR – Planning
and Reporting Tool
Document Reference <insert>
Project Manager Emma Allsopp Status Issued
Owner Richard McStay Version 1.0
Document Management
Revision History
Version Date Summary of Changes
0.1 10-04-13 First draft for comment 0.2 01-05-13 Revised after comments
0.3 07-05-13 Further comment changes issued for sign off 1.0 08-05-13 Issued
Reviewers
This document must be reviewed by the following people:
Reviewer name Title / Responsibility Date Version
Emma Allsopp SCR Project Manager 07-05-13 0.3
Richard McStay
SCR National Implementation Manager
07-05-13 0.3
Ross Thornton Implementation Support
Manager 07-05-13 0.3
Approved by
This document must be approved by the following people:
Name Signature Title Date Version
Richard McStay
SCR National Implementation Manager
Glossary of Terms
Term / Abbreviation What it stands for
SCR Summary Care Record TTT Train the Trainer
HSCIC Health and Social Care Information Centre CCG Clinical Commissioning Group
LAT Local Area Team PCT Primary Care Trust
CSU Commissioning Support Unit SHA Strategic Health Authority TDb Tracking Database
Document Control:
The controlled copy of this document is maintained in the HSCIC corporate network. Any
copies of this document held outside of that area, in whatever format (e.g. paper, email
attachment), are considered to have passed out of control and should be checked for
currency and validity.
Contents
1
About this Document
5
1.1
Purpose
5
1.2
Audience
5
1.3
Content
5
2
Logging in to the Tracking Database
6
3
Updates at a GP practice level
8
3.1
Entering Milestones for a single GP Practice
8
3.2
Entering Milestones for Multiple GP Practices
9
3.3
Entering GP Practice Statistics
9
3.4
Locating GP Practice system details
10
1 About this Document
1.1 Purpose
The Tracking Database (TDb) captures status information of progress against milestones.
The TDb is able to aggregate information at various levels to produce performance
management reports. These show statuses at local and national levels. It allows projects to
be planned and tracked in such a way that users can see where they are, what they are
doing and how they compare to others. The TDb is being used to monitor and report on the
progress of the Summary Care Record Programme.
The TDb supports all SCR programme and project staff involved with the implementation of
the Summary Care Record. Key user organisations include: HSCIC, Clinical Commissioning
Groups (CCGs), Commissioning Support Units (CSUs), and System Suppliers.
Maintaining and updating SCR project information optimises the benefit of the TDb as a
tracking, planning, reporting, and performance management tool, for users involved in
implementing the Summary Care Record.
This document provides a high level quick start guide for users accessing, entering, updating
and maintaining information on SCR projects. Comprehensive TDb Training is available, via
your local administrator (see below to find out how to locate your administrator).
1.2 Audience
This document has been written for SCR project managers involved with the implementation
of the SCR programme in their local area.
1.3 Content
The following instructions identify the key components that are required to be updated on a
weekly basis to ensure accurate reporting both locally and nationally
1•
.
• 1
Reports are not real-time and are collated on a weekly basis by the national teams. All data entered before COP on a Wednesday will pull through to the reports.
2 Logging in to the Tracking Database
You can log in at the following link -
Log in to the Tracking Database using your unique username and password: (if you are
experiencing problems with your login details please contact the Helpdesk or your
organisations system administrator)
Your local administrator can be found by entering your CCG or CSU code at the following
link
-
If an Administrator has not been assigned, please contact the Exeter Helpdesk:
.
People wishing to become Administrators will need to notify the Helpdesk that they require
access. In order to register an interest in becoming an Administrator for a CCG or a CSU on
the Tracking Database please raise a "Service Request" with the Helpdesk
tel: 0845 371 3671)
• Select: Tree Interface (top left hand menu) • Select: Hierarchy (top left)
• Select: NHS England
• Select: Summary Care Records from the Project drop down box
•
• Select: Executive Non – Departmental Public Body in the navigation pane • Select: NHS England (X24)
Select: commissioning region (You will only see your own region listed below unless you
have specific access rights)
Click:
Your
CCG in the navigation pane and the header bar will then appear with your CCGs
name at the top of the screen.
3 Updates at a GP practice level
3.1 Entering Milestones for a single GP practice
All your information is entered at a GP practice level. To access practice specific information: • Expand: CCG
• Expand: ‘GP practice’ • Select the individual practice
• Ensure the project (top left) is still showing as Summary Care Record
• Once the practice is selected, from the ‘Project Screens’ drop down menu select ‘Milestone Information’
Ideally as many fields should be completed as possible – however key fields to complete include: • Data Accreditation Achieved Component 2
• This data may have already been entered as part of the PCTs data quality reporting. If so the data will be carried through to this field)
• Concept training ‘user training’ (GP practice) complete •
• Both planned and met dates must be entered here
3.2 Entering milestones for multiple GP practices
If you wish to enter milestones for a number of practices on the same page, this can be done by: • Selecting the CCG in the navigation pane.
• Select ‘group milestone information’ from the ‘project screen’ drop down menu.
• Select ‘GP practice’ from the org type and selecting the relevant milestones you wish to edit and click ‘submit’.
Note – The above screenshot does not display the editable boxes you would see with your access rights. You will need to have write ability to change any information and you must click ‘update’ to save any changes made.
3.3 Entering GP practice statistics
Ensure the CCG is selected from the navigation pane
• From the ‘Project Screens’ drop down menu select ‘GP practice SCR statistics’
• Patients contacted - This information should be available as part of the PIP process • Opt-outs (93C3), at present this information can only be obtained by contacting the GP
practice. It is essential that this is collated though as this information feeds the national opt-out rate statistic that shows on the national dashboard
• Records created, this information can be obtained from the BT reports and/or as part of the reconciliation work post-upload.
• The ‘GP practice patient population’ and the ‘Patient population under 16s’ fields are auto-populated from the Exeter system on a monthly basis and therefore it is not possible to amend this data locally.
Note: If a single practice is selected in the navigation pane when selecting ‘GP Practice SCR Statistics’ from the ‘Project Screens’ drop down menu the screen will only show fields for that practice
3.4 Locating GP practice system details
Ensure the GP practice is selected from the tree structure.
• From the ‘Infrastructure’ drop down menu on the top toolbar, select ‘system details’
4 Reporting
In addition to the national reports that are collated by HSCIC it is possible for the Commissioning Regions (CR), Area Teams (AT), CSUs and CCGs to pull off reports specific to their organisation. All of the standard reports are listed under the project reports drop down menu however it is also possible to build your own report using the GP practice SCR details report -.
• Select the information you wish to download and click ‘submit’
