APPROVED

NHS GRAMPIAN

Minute of the eHealth Committee

held on Friday 13th February at 10.00am

in the Seminar Room, Summerfield House

Present:

Councillor Kate Dean, Chair

Mr Richard Carey, Chief Executive (joined meeting at 10.15am)

Mrs Alison Hawkins, General Manager eHealth

Mrs Linda Juroszek, Area Clinical Forum representative (joined meeting at 10.25am)

Dr Izhar Khan, Deputy Chair, Consultant Sub Committee

Dr John Reid, Chairman, GP Sub Committee (by audioconference)

Dr Stuart Scott, Clinical Director, eHealth

Dr W G Simpson, Consultant, Clinical Biochemistry

In Attendance:

Mrs Hazel Drummond, Personal Assistant

Item / Subject / Action
1. / Apologies
Dr Roelf Dijkhuizen, Medical Director
Dr Olive Robb, Radiologist
Mr Ewan Robertson, Director of Performance Improvement
Mr Jack Stuart, General Manager, Aberdeenshire CHP
2. / Minute of previous meeting held on 14th November 2008
The minute of the meeting held on 14th November 2008 was agreed as an accurate record of discussion.
3. / Matters Arising from meeting held on 14th November 2008
3.1 / Emergency Care Summary Access
A letter was received from the Scottish Government Health Directorate (SGHD) on 28th November 2008requesting NHSGto specify that audit arrangements for Emergency Care Summary Access were complete. One or two small areas where there were potential gaps had been identified, the necessary arrangements put in place and a response had thereafter been sent.
3.2 / Security of Mobile Data
NHSGhad beeninvolvedin the national framework agreement evaluation for Security of Mobile Data. This tender process was now complete and details of the successful tendererwere awaited. All orders would be placed in this financial year and would be rolled out across the organisation as soon as possible.
3.3 / Procurement and Implementation of Theatre System
An Outline Business Case (OBC) for procurement and implementation of a new Theatre System was approved by the Operational Management Team (OMT) in January 2009. A Project Manager was in place and implementation would be completed during this calendar year.
4. / Patient Management System (PMS)
Four suppliers had been shortlisted for the new Patient Management System and the key issues going forward were highlighted as follows:-
  • NHSG was about to embark on an extremely challenging process of evaluation during March.
  • The only operational person taking part in the reviewhad withdrawn from the process and appropriate substitution required to be identified as soon as possible.
  • Meetingshad been set up with several stakeholders to enable best use of the system across the organisation.
  • Workshops for clinicians/administration staff/Community Hospitals would be arranged to raise awareness of the new system and this would also be raised at the Consultant Sub Committee on 12thMarch as well aswith the Professional Advisory Committees.
The Committee noted the update paper and supported both the national procurement and subsequent Grampian implementation. / AH
AH
IK
5. / Information Governance
5.1 / Information Governance Incidents
A quarterly return to ISD was being completed as part of the Information Governance Toolkit which was a framework of the Attainment Levels that were used to measure NHS Boards’ compliance against the Information Governance Standards. NHSG were gradually moving all incident reporting over to the Datix system in order that all reporting was channelled through one source. The Datix system was widely used across the Acute Sectorwith all significant events being recorded. It was noted that there had been two incidents recorded as high risk in the last quarter.
A Datix system awareness raising session would be arranged for clinicians.
The Committee noted the report. / AH
5.2 / Report from Information Governance Steering Group
Mrs Hawkins briefed the Committee on the main issues in terms of information governance identified by the Information Governance Steering Group and the following issues were highlighted:-
  • Information Governance Toolkit – NHSG would feature in the July 2009 Quality Improvement Scotland (QIS) report but the level on review from an information governance perspectivehad yet to be identified.
  • Regulatory Enforcement and Sanctions Act 2007 – it was confirmed that sanctions could be levied by the regulators (Information Commissioner and Scottish Information Commissioner) if no improvement was made to the levels achieved.
The Committee noted the report.
6. / NHS Mail
Migration of NHS Mail to the new system would take place over the weekend 20/22nd February 2009. A significant number of awareness sessions were being held throughout NHSG during week commencing 16th February. To date, migration had gone very well for other Board areas with little or no problems being reported. No date had yet been identified by which all NHSG users would require to be moved to the NHS mail system.
The Committee approved the recommendations for adoption of the methodology described in the supporting paper and asked the eHealth Steering Group for approval, which would include communicating through the General Managers the expected service outage during the email migration weekend.
7. / eHealth HEAT Targets
CHI usage had stabilised around 96-97% and NHSG had met the target of 97% in 4 of the past 5 months. Mrs Hawkins would liaise with NHS Tayside which was the only Board to achieve 100% compliance in this regard.
Online Triage of New Outpatient Referrals – an increasing number of referrals were being made through SCI gateway thus giving an audit trail. A pilot within the Hub Project was looking at electronic referrals coming in for Orthopaedics and these were being triaged online and put into the appropriate pathway. This pilot was due to run for 6 weeks and an evaluation meeting had been arranged for the end of the pilot. Awareness sessions on online triage of new outpatient referrals for clinicians in both Secondary and Primary care would be organised. / AH
AH
8. / Committee Assurance Plan 2009/10
The Committee approved the draft Assurance Plan as a basis for the assurance activities during 2009/10 with the proviso that items marked “ongoing” be amended to show the next review date. / ER
9. / Report to the Board
The report to the Board meeting in April 2009 would highlight:-
  • Patient Management System
  • Information Governance/QIS Review
  • Security of MobileData

10. / AOCB
10.1 / Wireless LAN
A supplier for the Wireless LAN system had been approved and an update report would be presented to the Committee meeting on 22nd May 2009. / AH
10.2 / Order Comms
The Order Comms system would provide an electronic means for laboratory requests by Primary Care and an update report would be presented to the Committee meeting on 22nd May 2009. / AH
11. / Date of Next Meeting
Friday 22nd May 2009 at 10.00.a.m. – 12.00 noon in the Seminar Room, Summerfield House
Agenda Setting Meeting –8th May 2009 at 9am in Ewan Robertson’s office at Summerfield House(attendees:- Councillor Kate Dean, Ewan Robertson, Stuart Scott, Alison Hawkins, Linda Juroszek)
Dates of Future Meetings in 2009
14th August (agenda setting meeting on 31st July at 9am)
13th November (agenda setting meeting on 30th October at 9am)

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