general practice extraction service (gpes) - inps.co.uk practice extraction... · general practice...

Copyright © INPS Ltd 2015

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Vision 3

General Practice Extraction Service (GPES)

England

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iii

Contents

GENERAL PRACTICE EXTRACTION SERVICE (GPES) 1

Introduction 1 GPES Workflow Overview 3 CQRS - QOF Management 4 Enhanced Services 5

ES Submitted Via GPES 5 ES to be Submitted Manually in the Short Term 5 ES to be Submitted Manually 5

What do I have to do? 6 Switching On 6 Populate GPES Staff Group 7 RBAC Business Function Codes for GPES 9 Changes to Mail Gateway 9

Notifications 10 Stage 1 Notification 10 Stage 2 Notification 10 Notifications as Daybook Tasks 11 Processing GPES Notifications 12

Viewing Extracted Data 16 Clinical Audit 16 CQRS Website 19

Patient Consent for GPES Extractions 20 Recording Patient Dissent 21 Recording Dissent Withdrawn 22

Monitoring GPES Extractions 22 Managing QOF Reports 22

For Further Information 23

INDEX 25

General Practice Extraction Service (GPES) 1

General Practice Extraction Service (GPES)

Introduction General Practice Extraction Service (GPES) is a centrally managed, primary care,

data extraction service introduced across England managed by the Health and

Social Care Information Centre (HSCIC).

The purpose of GPES is to extract and compare data from across the NHS. This

allows for data to be turned into accurate and usable management information,

leading to improvements in patient care and greater efficiency across the service as

a whole. The data extracted is also used to support the new payment structure to

GPs and Clinical Commissioning Groups (CCG), although GPES does not calculate or

make these payments, that task is carried out by the Calculating Quality Reporting

Service (CQRS). See CQRS for QOF (page 3).

GPES uses methods that ensure patient confidentiality and privacy. Before an data

extraction is run, practices must provide explicit consent and data is anonymised

before extraction. In some cases, data required does need to be identifiable,

however, explicit patient consent must be given before any identifiable data is

extracted. See Patient Consent for Identifiable Extractions (page 19).

GPES replaces the way your Quality and Outcome Framework (QOF) data is

collected and it has been designed to do this with minimal impact on the workload

of your practice. You will still be able to view your QOF data in Vision in Clinical

Audit as before.

The data extract process consists of three elements:

GPES - Assesses requests for data from third parties and collates

extracted data (controlled by the HSCIC)

GPET-Q - The system that requests and receives data extracts from primary care systems (supplied and managed by Atos)

GPET-E - An integrated part of Vision, designed to receive, verify, run

and return data extraction requests. There is no specific Vision module

for GPET-E, notifications (when used) are received as Daybook tasks and extract data can be viewed in Clinical Audit.

2 Vision 3

How an approved data extraction works (Diagram from www.hscic.gov.uk/gpes)

You can sign up to regular HSCIC GPES Newsletters to keep you up to date on all

GPES developments from the GPES Newletters website

http://www.hscic.gov.uk/article/3473/Latest-news.

http://www.hscic.gov.uk/article/3473/Latest-news


GPES Workflow Overview

The workflow below describes each stage in the GPES process from when an extract

is requested from INPS through to the extracted information being received by

GPES, this process is used for extractions outside of the GP Contract extractions.

QOF and Enhanced services do not generate notifications, the practice acceptance

and participation are managed by CQRS:

GPES Workflow Overview

4 Vision 3

CQRS - QOF Management

The Calculating Quality Reporting Service (CQRS), together with the General

Practice Extraction Service (GPES) has replaced the Quality Management and

Analysis System (QMAS), the system that was used to calculate payments to GPs

under the Quality & Outcomes Framework (QOF).

CQRS calculates payments for GP practices across England from the 2013/14

financial year. CQRS is capable of calculating achievement and payments on quality

services, including the Quality and Outcomes Framework (QOF). At this time

Enhanced Services (ES) must still be submitted manually for payment. INPS

provide the manual CQRS Reporting or Monitoring audits, within Clinical Audit to

facilitate this.

CQRS uses data supplied by the Health and Social Care Information Centre which

includes data from GPES.

CQRS has been developed to support the organisational structures and

commissioning arrangements being implemented as a result of the Health and

Social Care Act. It can calculate achievement and payments for any service that

follows the same data collection and calculating logic as the main services. This will

include locally commissioned services.

It is expected that CQRS will be available to all users for longer periods of time than

QMAS and that it will be easy and quick to adapt to any changes in payments, with

little or no cost, should they arise.

Existing data from QMAS will be migrated to CQRS, giving users ongoing access to

their QOF reports from previous years.

Information obtained from CQRS website http://systems.hscic.gov.uk/gpcollections

See also Managing QOF Reports (page 22).

http://systems.hscic.gov.uk/gpcollections


Enhanced Services

As new Enhanced Services are introduced there are some that will be extracted

using GPES immediately and others where there will be a short delay before the

automated extraction begins, we are writing audits to support this process. These

new audits will be released by CentraStage to all English practices and can also be

downloaded from the INPS website

http://www.inps4.co.uk/my-vision/user-guides-downloads/clinical-audit. Further

details for completing the manual submissions are available from Enhanced

Services (CQRS) within the Clinical Audit Help.

ES Submitted Via GPES

The following ES reports are submitted via the GPES system within May/June 2015:

Learning Disabilities

Dementia

Rotavirus

ES to be Submitted Manually in the Short Term

The following ES reports need to be submitted manually in the short term until

GPES extraction is completed:

Childhood Seasonal Flu - deployment September

Seasonal Flu – deployment September

Pertussis – deployment October

Pneumococcal – deployment October

Shingles - deployment October

Alcohol – deployment December

MenC freshers – deploymewnt September

Named GP – deployment October

Men B – deployment December

Avoiding Unplanned Admissions – deployment October

ES to be Submitted Manually

The following ES reports need to be submitted manually:

MMR

Men C Booster

HPV Booster

Hep B

http://www.inps4.co.uk/my-vision/user-guides-downloads/clinical-audit

6 Vision 3

What do I have to do? You must ensure the following actions are completed:

Populate the GPES Staff Group - When you receive DLM 452, a

GPES group is automatically created in Control Panel – File

Maintenance – Staff Groups. This group determines which users can

see and approve GPES notification messages (these are permission

requests which if approved allow audit installation from GPES). You are

strongly advised to review this group before GPES is live at your

practice. This group must be populated with staff qualified and

authorised to respond to these queries. If this group is not populated,

GPES notification tasks are allocated to all members of staff, which

could lead to any Vision user in your practice actioning notification

tasks. See Populating Staff Groups (page 6).

Request GPES Business functions are added to Smartcards - To

access the GPES website which allows you to manage and view your

practice's extracts(including QOF data), you must have GPES business functions on your Smartcard. See RBAC Settings for GPES (page 8).

Complete GPES Induction Training - HSCIC are supplying on-line

training material to enable you to familiarise yourself with the system.

The details for this are available from GPES website http://www.hscic.gov.uk/GPES.

Switching On

GPES was automatically enabled on your system. Once this happened, a message

was sent directly from Vision to GPES, confirming you are ready to receive

notifications. You do not have to advise them yourselves. GPES sends the first

extract request stage 1 notification for extraction not part of the GP Contract. In

2015 we are expecting Notifications for GP Diabetic Retinopathy Service (GP2DRS),

CCG Outcomes Indicators, Patient Objection Management, care.data, COPD Audit

and Learning Disabilities Observatory.

Important - As your QOF reports will be sent via GPES, you must

ensure you populate your GPES staff group as soon as possible.

http://www.hscic.gov.uk/GPES


Populate GPES Staff Group

To ensure the correct members of staff receive GPES notifications, you must

populate the empty GPES group created as part of DLM 450. It is important that

this is done as soon as possible and that the GPES staff group is not ignored or

deleted:

1. From the Vision front screen, go to Management Tools - Control Panel

.

2. Next, go to File Maintenance and select Staff Groups .

3. From the Practice folder select Mail Groups.

Staff Groups - Practice - Mail Groups

4. Right click on the group labelled GPES and select Add Staff Member(s).

5. Select Staff Member - Add is displayed.

Note - You must have system security rights in Vision to access Control Panel - File Maintenance.

8 Vision 3

Whilst holding the <Ctrl> key, click on all members of staff that you want to

add to the GPES group then release <Ctrl>.

Staff Groups - Practice/System - GPES- Add Staff Member(s) - Select Staff Member - Add

6. Click OK.

7. The selected staff members are now added to the GPES group and will

receive stage 1 and 2 GPES notifications in their Daybook tasks.

Gpes staff group reminder message

Warning - If you do not populate your GPES staff group, every

member of staff will receive Stage 1 and 2 Notification tasks sent by

GPES. This means that any Daybook user can authorise extract

notifications. The following message also displays on your notification messages:


RBAC Business Function Codes for GPES

It is essential for any relevant member of staff to have the following business

function codes added to their Smartcards. Whilst you will still be able to receive and

process notifications and extracts in Vision, without these codes it is not possible to

log onto the GPET-Q website to view exported results and extract preferences.

Business Function Code

Name Description

B1842 Request GPES Ad-Hoc Data

Extract

Allows a GP Practice user access

to GPET-Q to schedule a

pre-defined GPES Query to be

executed against their own GP

Practice data.

B1843 View GPES Query Results Allows a GP Practice user access

to GPET-Q to view the validated

GPES query results for a user's

own practice. Used to inform a

Stage 2 participation decision or

to view the results from an ad hoc data extraction.

GP Practice Users can only view

patient related data for their own

practice.

B1844 Maintain GPES Participation

Preferences


to GPET-Q to set, view and amend

their GP Practice Participation

Preferences for their own GP

Practice.

B1845 Record GPES Participation

Decisions


to GPET-Q to set, view and amend

their GP Practice Participation

Decisions for their own GP

Practice.

Changes to Mail Gateway

You are advised to familiarise yourself with the changes made to Mail Gateway to

accommodate the change in QOF reporting. See Managing QOF Reports (page 22).

Remember - It is the responsibility of your Registration Authority

to add functions to your Smartcard, please contact them to add the

following functions.

10 Vision 3

Notifications GPES sends permission requests in the form of notification messages which you

need to approve before extracts, other than QOF and Enhanced Services, can be

run. There are two types of notification messages:

Stage 1 Notification

There are two stage 1 notification message types:

Queries - Received as Daybook tasks asking for your willingness to

participate in an extract. The task must be processed in order for the

extract to be scheduled and run.

Information only - Received as Daybook tasks notifying you of an extraction due to be run.

From these notification messages, you can access a link to the HSCIC website

which gives further information about the contents of the extract. It is strongly

advised that you review this information as some extracts may require patient

identifiable information (See Patient Consent for Identifiable Extractions (page 19)).

You must be logged into Vision with your Smartcard with the relevant RBAC

business functions to access these pages (See RBAC Business Function Codes for

GPES (page 8)).

See Processing Notifications (page 12).

Stage 2 Notification

Once GPES receives your extracted data, a Stage 2 Notification is sent back to

Vision and is received as another Daybook task. These can be for:

Information purposes only

Authorising a release of your data

Stopping the release of your extract

See Processing Notifications (page 12).

Note - If you do not respond to a stage 1 notification before the

extraction date detailed in the notification, GPES will assume that you do not authorise the extract to go ahead.


Notifications as Daybook Tasks

GPES Stage 1 and 2 Notifications are added as Daybook tasks for all Vision users

who are members of the "Gpes" group in Control Panel. If your Gpes staff group

has not been populated, GPES Notifications appear in every staff members Daybook

(see Populating Staff Group (page 6) for details). All Notifications can be accessed

from either:

The Vision Front screen

Vision front screen showing the Daybook panel

Your To-Do tab in the Daybook Module

Daybook - To-Do

12 Vision 3

Processing GPES Notifications

Stage 1 and 2 Notifications are processed the same way:

1. From the Daybook To-Do List tab, or from the Daybook panel in the Vision

front screen, double click on the GPES Notification task.

Vision - Daybook - To-Do List with a GPES Stage 1 Notification selected.

2. Click Complete to process.

3. The Stage 1 or 2 Notification is displayed.

4. Read this screen carefully as it contains important information that you may

need to respond to:

Stage 1 Notifications, query type - Select Yes or No as

appropriate:

Do you agree to GPES running the extraction and releasing the

data? - If no response is received GPES assumes you do not agree

Do you agree to the Information Centre extracting and

releasing this data again without seeking any further

authorisation from you? - If no response is received GPES

assumes you do not agree

Would you like to be notified so that you can view the data

before it is released? - If no response is received GPES assumes

you are happy for the data to be released.

Note - Only one member of the Gpes staff group has to process each task.


Example of a query type Stage 1 Notification

Stage 1 Notifications, information type - Select Stop or Allow as appropriate:

Note - The date range which the extract will be run on your

system is detailed in the notification message. This will happen

automatically.

14 Vision 3

Do you wish to prevent this instance of this extraction from

running then click "Stop!" - If no response is received the

preference stated above this question is applied.

Example of an information type Stage 1 Notification

Stage 2 Notifications - Select Stop or Allow as appropriate:


Do you wish to prevent this instance of this extraction from

running then click "Stop!" - If no response is received the

preference stated above this question is applied.

GPES Notification:Stage 2 Notification screen

5. Click OK to save and submit.

6. Complete the task or press escape to leave outstanding is displayed,

add text if required (text added to the task is not sent to GPES) and click OK

to save.

16 Vision 3

Viewing Extracted Data You can view the results of an extract in two ways either:

Clinical Audit - See Clinical Audit (page 16)

GPES website - See GPES Website (page 18)

Clinical Audit

For every GPES extract, INPS have created an identical Clinical Audit which allows

you to view data and the related patient record from Vision. When a GPES audit is

first imported, it is generated using the default parameter values supplied in the

Extraction Request pack that INPS receive, for example, the QOF V27 audit default

baseline and reference dates are 01/01/14 and 01/04/14 respectively. If a GPES

extraction has not happened, then the Extract view will show the counts as at these

dates.

For QOF reports, as these are the official reports for payment, it is still advisable to

check the CQRS website (CQRS website https://nww.cqrs.nhs.uk) to make sure

they have been transmitted correctly.

If you hover your mouse cursor over a specific audit header the last generation

date for that audit is displayed, although whether is is an extraction generation is

not stated.

Generation details from hovering over an audit

To view the information extracted by the GPES process from Clinical Audit:

1. From the Vision main menu, select Reporting - Clinical Audit.

2. From Audit Source, select Extract audit.

Clinical Audit - Audit Source - Extract audit

https://nww.cqrs.nhs.uk/


3. A list of records that qualified for inclusion in GPES extractions is displayed.

Clinical Audit - Extract audit

You can also view a list of requests, both completed and pending from the Extract

option within Clinical Audit.

1. From Clinical Audit, select Extract - Request(s).

Clinical Audit - Extract - Request(s) option

18 Vision 3

2. The Request(s) screen is displayed.

Clinical Audit - Extract(s) - Request(s) screen

Specify the details you wish to view:

Since - This defaults to today's date, click on the arrow and select

from the calender to specify another date.

Completed - To view completed extracts only.

Pending - To view extracts that are due to run.

3. Click OK to close.


CQRS Website

You can view your practice extract details and extract preferences via the CQRS

website which is maintained by HSCIC. You must have the correct business

functions on your Smartcard before you can access practice information on the

CQRS website - See RBAC Settings for GPES (page 8)

1. Ensure your Smartcard is in the reader and you have entered your pin.

2. Double click on the GPES/CQRS icon on your desktop.

3. https://nww.cqrs.nhs.uk https://nww.cqrs.nhs.uk is displayed.

There are various areas you can utilise from the CQRS website. These include:

Viewing your extraction results, including QOF Reports

Set Preferences - You are automatically asked for authorisation to

run every data extract. This workload can be reduced, by selecting Set

Preferences and authorising certain types of extract in advance eg

QOF. You can also change your decisions about extracts you have already responded to. See the GPES supplied training guide for details.

GPES Frequently Asked Questions (FAQ)

Note about Java and accessing the CQRS website

You may experience problems accessing https://nww.cqrs.nhs.uk if your PC is

running a version of Java above version 1.6 (commonly referred to as version 6)

INPS recommend that you ensure your PC is running Java 1.6 or below and that

you disable automatic updates. If you experience any problems you will need to

contact your local CCG IT Support to make the necessary changes and disable any

future automatic updates to your version of Java.

Note - Logging in with your Smartcard BEFORE going to the CQRS

website is essential. If you are not logged in with your Smartcard and

try to open the CQRS website you do not get a login prompt, you get

excluded with no explanation.

https://nww.cqrs.nhs.uk/

20 Vision 3

Patient Consent for GPES Extractions HSCIC have sent leaflets to all patients entitled "Better information means better

care", this leaflet informs them about the Care.Data project, although it does not

name Care.Data itself. A copy of this leaflet is available from

http://www.england.nhs.uk/wp-content/uploads/2014/01/cd-leaflet-01-14.pdf

http://www.england.nhs.uk/wp-content/uploads/2014/01/cd-leaflet-01-14.pdf.

Patients may request to be excluded from GPES extractions that include patient

data (this does not affect aggregated data collections such as QOF and DES

reporting). To record dissent simply enter the following Read codes on to the

patient record in Consultation Manager:

9Nu0. Dissent from secondary use of GP patient identifiable

data - this prevents any clinical information being extracted from your

GP system and being uploaded to HSCIC with GPES.

9Nu4. Dissent from disclosure of personal confidential data

HSCIC - this prevents HSCIC sharing data with research organisations

outside the NHS including data they have derived from hospitals and

community systems.

See Recording Patient Dissent (page 20) for details.

It should be noted that some extractions may require a specific consent status Read

code to be entered on the patient record. You are strongly advised to read each

extraction request carefully in your Stage 1 Notification (page 10) to identify such

extracts. As far as we are aware it is the practice's responsibility to inform patients

about identifiable extracts but please check with your health board.

Further information for practices and supporting information for patients is available

from www.england.nhs.uk/caredata http://www.england.nhs.uk/caredata and

www.bma.org.uk/practical-support-at-work/ethics/confidentiality-and-health-record

s/care-data

http://www.bma.org.uk/practical-support-at-work/ethics/confidentiality-and-health

-records/care-data

Important - Recording these Read codes does not exclude the

patient from the Summary Care Record (SCR). If they wish to dissent

from SCR, then you should record the following Read code - 9Ndo.

Express Dissent for Core Summary Care Record Data Set Upload.

http://www.england.nhs.uk/wp-content/uploads/2014/01/cd-leaflet-01-14.pdf

http://www.england.nhs.uk/caredata

http://www.bma.org.uk/practical-support-at-work/ethics/confidentiality-and-health-records/care-data

http://www.bma.org.uk/practical-support-at-work/ethics/confidentiality-and-health-records/care-data


Recording Patient Dissent

To record the dissent Read codes to the patient record:

1. From Consultation Manager , select the patient

concerned and open a consultation.

2. Click on the Journal tab if it is not your default tab.

3. In Read Term - Add type #9Nu0 and press enter.

4. The selected code and its description are displayed in Read Term - Add,

click OK.

5. History - Add is displayed.

History - Add - 9Nu0 selected

6. Complete History - Add as required

Event Date - Defaults to today, highlight and change if required.

Clinician - Defaults to the clinician logged on or the Usual GP if a non-clinician is logged on, select from the list if required.

Read Term for Characteristic - Do not change, this is the code that

excludes the patient from GPES extractions.

Comment - Enter free text here if required.

Type of Characteristic - Defaults to Administration, select from the available list if required.

Episode Type - Defaults to Other, select from the available list if

required.

Priority - Defaults to 3, select from the available list to match your practice protocols.

End Date - If the patient has specified that they do not want any data

extracted during a specific time frame, enter the end date given here.

7. Click OK to save and close.

8. Repeat steps 2 - 7 above using Read Term #9Nu4..

22 Vision 3

Recording Dissent Withdrawn

To record that a patient has changed their mind, and having already declined to be

included, they now want to be included in GPES extractions, use the following Read

code:

9Nu1 Dissent withdrawn second use of GP patient identifiable data.

This is added in the same way as the dissent from secondary use code above and

results in patient identifiable data being extracted for the patient concerned.

Monitoring GPES Extractions In order to check that extracts have been successfully transmitted you should check

the CQRS website, 2 days after each extraction is due to run, a bulleting from

HSCIC is sent detailing when QOF and Enhanced services will extract, this is

especially important for your QOF extracts. In the unlikely event that you check the

GPES website and your practice's extracts are not showing, there may have been

an error with the transmission. When a message transmission or extraction goes

into error, INPS are automatically notified and the INPS helpdesk will contact you if

appropriate to resolve the issue. If you have concerns regarding an extract that

does not appear on the GPES website, and you have not heard from the INPS

helpdesk team within 7 working days of the extraction date, you should contact

them on the usual INPS helpdesk numbers.

Managing QOF Reports

We have changed Mail Gateway to help you better manage the transmission of your

GPES QOF reports. The Generation option has been updated to show the date and

the time that your QOF audits were last run and when they are next scheduled to

be run, the QOF Report

From your server desktop, select Mail Gateway (it may be minimised on your

bottom toolbar, click to maximise it).

Generation Tab

The Generation tab shows the date and the time that your QOF audits were last

run and when they are next scheduled to be run:

If the audits have been run, Audit Generation states The GPES QOF Report extraction was last run on DD/MM/YYYY at hh:mm.

Important - The Patient Objection Management (POM) extract

will be extracted before care.data is implemented to identify the level of dissent within your practice.


If the audits have not yet been run, Audit Generation states The GPES QOF Report extraction has not yet run.

Mail Gateway - Generation

QOF Report Tab

The QOF Report tab directs you to the GPET and CQRS websites for information

regarding your QOF reports. The tab states QOF Reports are managed by the GP

Extraction Service. Go to the GPET-Q or CQRS web site for information on this

practice's QOF Reports.

Mail Gateway - QOF Report

For Further Information Please refer to the GPES Frequently Asked Questions section of the HSCIC website

http://www.hscic.gov.uk/gpes/faqs.

Remember - You will need your Smartcard to log into these services and gain access to your practice's data.

http://www.hscic.gov.uk/gpes/faqs

Index 25

Index

C

Changes to Mail Gateway • 9 Clinical Audit • 16 Copyright Notice • ii CQRS - QOF Management • 1, 4 CQRS Website • 16, 19

D

DLM 456 Web Release Guide • 1

E

Enhanced Services • 5 ES Submitted Via GPES • 5 ES to be Submitted Manually • 5 ES to be Submitted Manually in the Short Term • 5

F

For Further Information • 23

G

GPES Workflow Overview • 3

I

Introduction • 1

M

Managing QOF Reports • 4, 9, 22 Monitoring GPES Extractions • 22

N

Notifications • 10 Notifications as Daybook Tasks • 11

P

Patient Consent for GPES Extractions • 1, 10, 20 Populate GPES Staff Group • 6, 7, 11 Processing GPES Notifications • 10, 12

R

RBAC Business Function Codes for GPES • 6, 9, 10, 19 Recording Dissent Withdrawn • 22 Recording Patient Dissent • 20, 21

S

Stage 1 Notification • 10, 20 Stage 2 Notification • 10 Switching On • 6

V

Viewing Extracted Data • 16

W

What do I have to do? • 6

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