CP-IS Local Authority Guidance V0 8

CP-IS Local Authority System Specification V0.1 19th Mar 2013

Document filename:
Directorate / Programme / Child Health Programme / Project / Child Protection Information Sharing
Document Reference
Project Manager / Tom Burnett / Status / Final
Owner / Tom Burnett / Version / 2.4
Author / Sam Sibeko / Version issue date / 30th September 2015

Document Management

Revision History

Version / Date / Summary of Changes
0.1 / 31st July 2012 / Initial Draft
0.2 / 20th Sept 2012 / Aligned with CP-IS Requirement Specification v1.4
0.3 / 4th Oct 2012 / Updates of associated specification versions
0.4 / 26th Oct 2012 / Additional comments
0.5 / 3rd Jan 2013 / HSCIC Rebranding
0.6 / 5th Aug 2013 / Inclusion of finalised storyboards
0.7 / 19th Aug 2013 / Inclusion of first two storyboards
0.8 / 28th Aug 2013 / Inclusion of third and final storyboard
0.9 / 30th Aug 2013 / Inclusion of late feedback. This version submitted to SEG for approval
1.0 / 11th September 2013 / Final version agreed by Stakeholder Engagement Group
2.0 / 30th June 2014 / Added Risk management section 8.11
2.1 / 17th November 2014 / Updated error codes in section 7.14
2.2 / 29th January 2015 / Updated error codes in section 7.14
2.3 / 5th June 2015 / Updated error in 7.14
2.4 / 30th September 2015 / Additional error codes added in section 7.14

Reviewers

This document must be reviewed by the following people: author to indicate reviewers

Reviewer name / Title / Responsibility / Date / Version
Tom Burnett / HSCIC CP-IS Programme Manager / 19/08/2013 / 0.7
David Low / National Clinical Lead for Paediatrics Child Health / 19/08/2013 / 0.7
Steve Liddicott / Interim Service Head / 19/08/2013 / 0.7
Athena Arvaniti / HSCIC CP-IS Project Manager / 19/08/2013 / 0.7
Andrew Cross / Service Manager, Tower Hamlets Borough Council / 19/08/2013 / 0.7
Linda Mussell / HSCIC CP-IS Clinical Advisor / 19/08/2013 / 0.7
Shams Khan / Consultant Emergency Care Centre and Paediatric Lead, Wrightington, Wigan and Leigh NHS Foundation Trust / 19/08/2013 / 0.7

Approved by

This document must be approved by the following people: author to indicate approvers

Name / Signature / Title / Date / Version
CP-IS Stakeholder Engagement Group / 19/08/2013 / 1.0
Tom Burnett / Programme Mgr / 19/08/2013 / 1.0

Glossary of Terms

Term / Abbreviation / What it stands for
CP / Child protection
CP-IS / Child Protection – Information Sharing service
CPP / Child Protection Plan
CPR / Child Protection Register
CSCS / Children’s Social Care System
CPP/ LAC / Generic term for all child protection plan (including Unborn babies) and Looked After Child information
DfE / Department for Education
DH / Department of Health
Full Care Order / Under Section 31 (of the Children's Act 1989):
It allows the Local Authority to share Parental Responsibility for a Child and determine (after consultation) important issues affecting a child. This would include where a child should live and with whom.
HSCIC / Health and Social Care Information Centre (new name for NHS Connecting for Health as from April 1st 2013)
Interim Care Order / Under Section 38 (of the Children's Act 1989):
The Court can make an Interim (temporary) Care Order until it has time to consider the case fully and until sufficient evidence has been compiled. A first interim Care Order can last for 8 weeks, and thereafter it can be renewed by the Court every 28 days.
LAs / Local Authority(s)
LAC / Looked After Children
For the purposes of the CP-IS project, this will specifically be those children that are subject to a Full, Interim or Voluntary Care Orders.
ODS / Organisation Data Service
PDS / Personal Demographic Service
SCRa / Summary Care Record application
SFT / Secure File Transfer
The ‘Service’ / The CP-IS central core component
UCPP / Unborn Child Protection Plan
Validated NHS number / Correctly formed NHS number, e.g. 3 3 4 format, check digit validated
Verified NHS number / Associated to a specific patient
Voluntary Care Order / Under Section 20 (of the Children's Act 1989):
Children and Young people can be accommodated with the consent of those with parental responsibility

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 Introduction & Background 6

2 About this Document 6

2.1 Audience 6

2.2 Related Documents 6

3 Solution Overview 7

3.1 Child Protection Information Provision 7

3.2 Notification of Access 7

3.3 Accessing Child Protection Information 8

3.4 High Level Process 10

4 Using the Child Protection Information 11

4.1 Access to Service Notification 11

5 Quick Reference: How to Use Information within Local Authority 13

6 CP-IS Storyboards 14

6.1 Child Protection Plan in Emergency Department 14

6.2 Looked After Child Status 17

6.3 Unborn child with a Child Protection Plan 20

7 Scope of Solution 22

7.1 Shared Data 23

7.2 Child Protection Information 25

7.3 Looked After Children 25

7.4 Local Authority Contact Information 25

7.5 Multiple Child Protection Information Types 25

7.6 Multiple Local Authorities 25

7.7 End Dated Information 26

7.8 Delete Dates 26

7.9 NHS Number Capture 26

7.10 Initial NHS Number Provision 26

7.11 Acknowledgement Responses 26

7.12 Inactive NHS Numbers 27

7.13 Maternity Services 27

7.14 File & Record Validation 28

7.15 Responsibility for Maintaining Child Protection Information 30

8 Standards and Statements 30

8.1 Viewing Child Protection Information 30

8.2 Use of NHS Number 31

8.3 Use of XML Standards 31

8.4 Local Authorities and the NHS Number 31

8.5 Information Governance, Data Protection, Security, Role Based Access Control 32

8.6 NHS Access to the CP-IS Service 32

8.7 Legal Responsibility and Data Control 32

8.8 Information Handling 32

8.9 CP-IS Project Reserving the Right to Remove Data 33

8.10 Data Ownership & Responsibility 33

8.11 Risk Management 33

1 Introduction & Background

The CP-IS service will be delivering the capability to share key information as to whether a child is subject to Child Protection Plan (CPP) or is a Looked After Child (LAC), which is not currently readily available to clinicians, specifically within Unscheduled Care Settings, where a presenting child is not known to that organisation.

Most information on child protection is held locally and is not shared between all local providers, or, indeed nationally.

Solutions to share information at a local level between health and social care do not cover the migration of children across authority boundaries, especially in metropolitan areas. In addition, existing local systems do not make information available when children are seen out of the local area. The Child Protection - Information Sharing service (CP-IS) addresses these concerns and will over time obviate the need for local sharing activities.

2 About this Document

This document has been written on behalf of the CP-IS Stakeholder Engagement Group and the Associate Directors of Children’s Services, to provide;

· An overview of how the CP-IS service will work and the information to be shared

· Guidance on how the CPP/ LAC information can be used by children’s social care teams

· Storyboards

· Additional functionality supporting how the CP-IS service works

2.1 Audience

The intended audience for this document will be Children’s Social Care Teams, to help provide an overview of how the new CP-IS service will work.

This document is only intended to provide guidance on how the service will work and will need to be owned by the relevant Local Authority representatives.

How this information is managed locally, will of course remain a local decision.

2.2 Related Documents

The primary document that will be useful for Children Social Care teams and suppliers is the following;

· Baseline CP-IS Local Authority System Specification v1.0

This document provides details of the requirements and the expected functionality of how the solution will work.

Further to the above, there are also the following documents available;

· Baseline CP-IS NHS System Specification v1.0

· CP-IS Domain Message Specification Release Candidate 5(http://www.uktcregistration.nss.cfh.nhs.uk/trud3/user/guest/group/0/home)

· Baseline CP-IS Information Governance Document v1.0

These documents (with the exemption of the Message Specification) are available from the CP-IS Project Team website at http://systems.hscic.gov.uk/cpis/implementation, where further information about the CP-IS Project can also be found.

Documents to support implementation: please refer to http://systems.hscic.gov.uk/cpis/impsupportla

· Business Readiness Checklist v2.0

· CP-IS Implementation Plan

· Benefits Baseline Survey

· Lessons Learned & Evaluation

3 Solution Overview

The CP-IS service will provide Unscheduled Care Setting Healthcare workers with the capability of viewing a child’s current CPP or LAC status. The child protection information will be provided by all Local Authorities (LAs) nationally.

Further to this will be the details of who, when and where the child protection information was accessed which will be provided back to the LA, whilst also being available to the NHS healthcare workers also.

3.1 Child Protection Information Provision

When records are updated locally by Children’s Social Care teams, those updates, following existing processes, will trigger the automatic upload of the CP-IS service within 24hrs, providing opportunity for the NHS healthcare workers access to the latest CPP/ LAC status for a child. The information provided by the Children’s Social Care team, will either;

· Provide new CPP/ LAC information for a child

· Update any existing CPP/ LAC information already held within CP-IS, by replacing what was previously recorded, e.g. provision of an child protection plan end date

· Provide notification to remove the CPP/ LAC information held within the CP-IS service

3.2 Notification of Access

Whenever the information held within the CP-IS service is accessed, details of previous access events will automatically be displayed to the NHS healthcare worker, and in addition to this, all access events made by NHS healthcare workers, will be automatically returned to the Children’s Social Care team that had initially provided the CPP/ LAC for a child.

The Access to Service information will provide a summary of the following;

· which child’s record was accessed

· which NHS healthcare worker accessed the CPP/ LAC information

· when the child’s record was accessed

· from where the child’s record was accessed

The Access to Service information will also provide both the NHS and Local Authorities with;

· supporting background information about the child’s circumstances

· an overview of their clinical attendances (frequency and potential variety of location)

· an opportunity to intervene on the child’s behalf at an earlier stage

It should be noted that the access to service notification information will not provide details as to why the CP-IS service was accessed only that it had been, and consideration should be given to the implications of the child’s information being queried, especially where frequent attendances have been made, or the amount of different locations where access to the CP-IS service was made.

3.3 Accessing Child Protection Information

This section aims to provide further clarification about how the CPP/ LAC information that is being provided will be used.

Upon submission to the CP-IS service, the CPP/ LAC information will become available for retrieval by NHS healthcare workers who have the appropriate permissions to do so. Who can access this information will be determined locally.

One mechanism to access the CP-IS service once, using direct messaging, will ensure that following existing processes to identify a patient locally and upon the successful identification of the child and their NHS number, in addition to the demographic information, the child’s CPP/ LAC status will automatically be displayed to that NHS healthcare worker. This mechanism will avoid the need for a new system to be logged into, and will support existing patient identification processes.

Whilst there is a minimal CP-IS service dataset (explored further within this document), how this is displayed locally will need to be determined between the NHS organisation and their supplier.

The second option to view the CPP/ LAC information will be via the Summary Care Record application (SCRa), to support those organisations where this is used regularly as part of existing processes, with the NHS healthcare worker, being able to view the CPP/ LAC information.

Where the SCRa record is used, a new Child Care Alert tab will be displayed to the NHS healthcare worker in addition to the Patient Details; Key Demographic Information, GP & Care Providers, Contacts & Next of Kin and Historical information.

The following screenshot of how the CP-IS alert will appear in SCRa.

3.4 High Level Process

4 Using the Child Protection Information

4.1 Access to Service Notification

Whenever the CP-IS service has been accessed, an Access to Service notification will be created and sent back to the providing Local Authority Children’s Social Care system. This will be provided via the same mechanism that sent the child protection information to the CP-IS service initially, and details of the access event, will be made available to the children’s social care worker, via their children’s social care system.

How this Access to Service notification is displayed to the Children’s Social Care team will need to be determined locally between the children’s social care system supplier and the Local Authority, dependent on local preference and processes.