ID	S49
Version	1.0.1
Type	Context Specific Standard
Status	Effective
Effective Date	01 Apr 2019
Framework(s)	GP IT Futures Tech Innovation

Description

Supports the submission of aggregated counts of information regarding Citizen Services, Appointments, Prescriptions and documents to NHS Digital.

There is a subset of this collection known as Patient Online Management Information (POMI), which is used by NHS England to monitor uptake and usage of online services and is published regularly. There are also fields included as part of this collection which form part of the GP Workload Tool, a project commissioned by NHS England to aid in improving Patient access to General Practice as part of the goals set out in the Five Year Forward View.

All the necessary governance procedures have been completed for this collection:

There is a signed Direction to NHS Digital from NHS England
The collection has been approved by the Data Coordination Board (formerly SCCI) under reference DCB2236

Although the Direction issued from NHS England mandates that Practices provide the data, they must approve the collection via the Calculating Quality Reporting System (CQRS). Therefore, each month a list of participating Practices will be made available which Suppliers must apply to the data return. Information should not be returned for any Practices who have not consented to this collection via CQRS.

Suppliers will need to adhere to requests made by NHS Digital within 5 working days including:

Suppliers to respond to any questions NHS Digital may have regarding the data submitted
Where errors are discovered on a report, Suppliers will provide a corrected version

Requirements

Requirement ID

Requirement Text

Level

GP-MI.1-01

Each data submission will cover one calendar month

Between midnight (00:00) on the first day of the calendar month being reported and 23:59 on the last day of the calendar month being reported inclusive. For example, if the report is being produced in November 2015 then the reporting period will be between midnight (00:00) on the 01/10/2015 and 23:59 on the 31/10/2015 inclusive

MUST

GP-MI.1-02

Data to be submitted to NHS Digital on a monthly basis in the month following the reporting period

If the reporting period is October, then the data will be submitted in November i.e. a retrospective collection

MUST

GP-MI.1-03

Data to be submitted to NHS Digital within 10 working days of the end of each reporting period

If the reporting period is October, the data will be submitted within 10 working days after 31^st October

MUST

GP-MI.1-04

Data to be submitted through the nominated NHS Digital Data Collection Service

This is the Secure Electronic File Transfer (SEFT) portal and details on using this are embedded below:

MUST

GP-MI.1-05

Data to be submitted in the format prescribed by NHS Digital

This is as a csv file and Suppliers have a choice between two templates, as below. Blank templates will be made available on the last working day of each month via the relevant SEFT folder.

Suppliers will inform NHS Digital which template they will be using

MUST

GP-MI.1-06

CSV data submissions will contain all fields in the same order as defined in the CSV file structure table and all applicable data as defined in the Data Fields Definition section.

Click here to view CSV file structure table

Field ID	Data Item
H1	report_period_start
H2	report_period_end
H3	supplier
H4	supplier_system
H5	supplier_ system_version
H6	gp_practice_code
408	online_service_enabled_status (retired - return blank)
513	new_online_patient_count
511	new_vua_count
512	online_patient_count
510	vua_count
409	online_appointment_enabled_status
514	online_patient_appointment_count
515	rosu_appointment_count (retired - return blank)
208	appointment_available_count
209	appointment_available_online_count
210	appointment_scheduled_count
108	appointment_scheduled_trans_count
110	appointment_scheduled_ooh_online_trans_count
610	appointment_scheduled_online_trans_count
109	appointment_cancelled_trans_count
111	appointment_cancelled_ooh_online_trans_count
611	appointment_cancelled_online_trans_count
212	appointment_dna_appt_count
213	appointment_dna_online_appt_count
620	appointment_view_online_count (retired - return blank)
410	online_prescription_enabled_status
516	online_patient_prescription_count
517	rosu_prescription_count (retired - return blank)
612	prescription_online_trans_count
308	prescriptions_ordered_trans_count
310	prescription_online_ooh_trans_count
311	prescription_online_eps_count
309	items_ordered_total_count
621	prescription_view_online_count (retired - return blank)
411	online_communication_enabled_status
518	online_patient_communication_count
519	rosu_communication_count (retired - return blank)
613	comms_online_patient_count
614	comms_online_clinician_count
420	online_document_view_enabled_status
524	online_patient_document_view_count
525	rosu_letter_view_count (retired - return blank)
617	online_record_document_view_count
413	online_record_view_enabled_status
522	online_patient_record_view_count
523	rosu_record_view_count (retired - return blank)
615	online_record_view_count
412	online_summary_record_view_enabled_status
520	online_patient_summary_record_view_count
521	rosu_summary_record_view_count (retired - return blank)
616	online_summary_record_view_count
421	online_test_result_view_enabled_status (retired - return blank)
526	online_patient_test_result_view_count (retired - return blank)
527	rosu_test_result_view_count (retired - return blank)
618	online_record_test_result_view_count (retired - return blank)
619a	update_demographics_online_trans_count
619b	other_online_trans_count (retired - return blank)
608	total_online_transactions_count
609	unique_online_patient_record_trans_count (retired - return blank)
622	coded_record_view_enabled_status
623	coded_online_patient_record_view_count
624	coded_record_view_online_count
1010	total_login_count_p
1011	total_login_count_p1
1108	total_documents_count
1109	total_documents_scanned_count
1110	total_documents_electronic_count
1201	appointment_available_core_hours_count
1202	appointment_available_extended_hours_count
1203	appointment_available_duration_less_10_count
1204	appointment_available_duration_over_10_count
1207	appointment_available_mode_face_to_face_count
1208	appointment_available_mode_phone_count
1209	appointment_available_mode_video_count
1210	appointment_available_mode_home_visit_count
1211	appointment_available_mode_online_count
1213	appointment_available_mode_other_count
1214	appointment_available_hcptype_gp_count
1216	appointment_available_hcptype_nurse_count
1217	appointment_available_hcptype_other_clinical_count
1218	appointment_available_hcptype_other_count
1219	appointment_scheduled_online_count
1220	appointment_cancelled_count
1221	appointment_cancelled_online_count
1222	appointment_scheduled_core_hours_count
1223	appointment_scheduled_extended_hours_count
1224	appointment_attended_count
1227	appointment_scheduled_mode_face_to_face_count
1228	appointment_scheduled_mode_phone_count
1229	appointment_scheduled_mode_video_count
1230	appointment_scheduled_mode_home_visit_count
1231	appointment_scheduled_mode_online_count
1232	appointment_scheduled_mode_other_count
1233	appointment_scheduled_hcptype_gp_count
1235	appointment_scheduled_hcptype_nurse_count
1236	appointment_scheduled_hcptype_other_clinical_count
1237	appointment_scheduled_hcptype_other_count
1238	third_next_appointment_time_GP_total
1239	third_next_appointment_time_nurse_total
1240	third_next_appointment_time_other_clinical_total
1241	third_next_appointment_time_GP_trans_count
1242	third_next_appointment_time_nurse_trans_count
1243	third_next_appointment_time_other_clinical_trans_count
1244	appointment_patient_sex_male_count
1245	appointment_patient_sex_female_count
1246	appointment_patient_sex_unknown_count
1247	appointment_patient_ethnicity_white_count
1248	appointment_patient_ethnicity_mixed_count
1249	appointment_patient_ethnicity_asian_count
1250	appointment_patient_ethnicity_black_count
1251	appointment_patient_ethnicity_other_count
1252	appointment_patient_ethnicity_unknown_count
1253	appointment_patient_age_0-1_count
1254	appointment_patient_age_1-5_count
1255	appointment_patient_age_6-15_count
1256	appointment_patient_age_16-45_count
1257	appointment_patient_age_46-64_count
1258	appointment_patient_age_65-80_count
1259	appointment_patient_age_over_81_count
1260	patient_attended_multiple_appointments_count

MUST

GP-MI.1-06a

Where a Supplier is not required to provide or cannot provide certain fields, these fields will be included within the data submitted, but left blank, rather than giving a value of '0'.

Suppliers will inform NHS Digital where there are fields that they are required to return but are unable to do so and explain the reasons for this.

MUST

GP-MI.1-07

Data will only be returned for Practices which have approved the collection using CQRS

A list of the ODS codes of all Practices which have approved the collection will be made available to Suppliers as a csv file on the last working day of each month via the relevant SEFT folder.

Upon receipt of the data, NHS Digital will validate that the latest version of this list has been applied

MUST

GP-MI.1-08

Suppliers to have a process for checking data quality in reports before they are submitted

MUST

GP-MI.1-09

Suppliers to ensure that the processes used to produce reports preserve the meaning of data items from one reporting period to the next, so that the content of a report can be compared between periods

In cases where the Supplier does need to change the process for producing reports in a manner that means reports cannot be compared between reporting periods, they will alert the NHS Digital Primary Care Data team

MUST

Data Fields Definition

The list of data fields which form this specification are listed below, along with their associated definition, format, and if they are part of Patient Online Management Information (POMI). Some data fields are required to be submitted for all submissions and some are required to be submitted by Suppliers delivering certain Capabilities.

Where a Supplier is offering multiple Solutions which support these Capabilities, a return may be submitted for each Solution individually or as a single submission covering all Solutions so long as it is made clear which Solution the data relates to.

All Submissions

These data items are to be provided for all submissions regardless of which other data items a Supplier is required to provide based on the Capabilities offered:

Field ID	Data Item	Definition	Format	Level
H1	report_period_start	First day of reporting period which the report covers (the 1st of the month prior to the month in which the data is being submitted i.e. if data is being submitted in July 2018, this field will be 01/06/2018).	Date (dd/mm/yyyy)	MUST
H2	report_period_end	Last day of reporting period which the report covers (the final day of the month prior to the month in which the data is being submitted i.e. if data is being submitted in July 2018, this field will be 30/06/2018).	Date (dd/mm/yyyy)	MUST
H3	supplier	Name of Supplier returning the data.	String (63)	MUST
H4	supplier_system	Name of Solution for which data is being returned.	String (63)	MAY
H5	supplier_ system_version	Version number of the Supplier Solution used at the practice.	String (63)	MAY
H6	gp_practice_code	The GP Practice Code for the GP Practice for which the data is being returned.	String (6)	MUST

All Citizen Capabilities

These data items are to be provided by Suppliers delivering any Citizen Capability:

Data items are only to be returned once per Solution (i.e. where a single Solution delivers multiple Citizen Capabilities).

Field ID	Data Item	Definition	Format	Level
619a	update_demographics_online_trans_count	Total number of demographics update transactions: (this is the number of transactions involving an update of patient demographic details, NOT a count of the fields updated; where a transaction includes the update of multiple demographic information fields, this should only be counted as a single transaction) via any Citizen Service for patients who are associated with at least one LOSA who is registered to use any Citizen Capability on their behalf whether as 'self' or 'proxy' at any time within the reporting period	Numeric (integer)	MAY
608	total_online_transactions_count	Total number of transactions recorded by the Solution: transaction took place at any time within the reporting period Solution logins (each individual login should be counted separately; this DOES include re-logins after a system time-out) via View Record - Citizen Solution (each view/access of: any part of the Full Care Record, elements of the Detailed Coded Record, Summary Information Record, letters; if any element is viewed/accessed multiple times within the reporting period each view/access should be counted separately) via Appointments Management - Citizen Solution (Appointment scheduling transactions, Appointment cancellation transactions) via Prescription Ordering – Citizen Solution (prescription ordering transactions; where multiple items are included within a single transaction, this should only be counted once) via Communicate With Practice - Citizen Solution (messages sent from patient to practice, messages sent from practice to patient) all transactions from update_demographics_online_trans_count (field 619a) Validation Must be greater or equal to the sum of : 610-appointment_scheduled_online_trans_count 611-appointment_cancelled_online_trans_count 612-prescription_online_trans_count 613-comms_online_patient_count 614-comms_online_clinician_count 615-online_record_view_count 616-online_summary_record_view_count 617-online_record_document_view_count 619a-update_demographics_online_trans_count 619b-other_online_trans_count	Numeric (integer)	MAY
1010	total_login_count_p	Total number of logins to a Citizen Service: at any time within the reporting period by LOSAs where the Citizen Service being logged into is provided by the same Supplier as provides the Patient Information Maintenance - GP Solution for the Practice	Numeric (integer)	MAY
1011	total_login_count_p1	Total number of logins to a Citizen Service: at any time within the reporting period by LOSAs where the Citizen Service being logged into is provided by a different Supplier than provides the Patient Information Maintenance - GP Solution for the Practice	Numeric (integer)	MAY

Patient Information Maintenance - GP

These data items are to be provided by any Supplier delivering the Patient Information Maintenance - GP Capability:

Field ID	Data Item	Definition	Format	Level
513	new_online_patient_count	Total number of patients registered for at least one Citizen Service as at report_period_end who: were registered for any Citizen Service for the first time during the reporting period (this does NOT include patients who were previously registered, but for whom service access was changed during the reporting period.) are active at the Practice (this DOES include patients who moved from 'inactive' to 'active' during the reporting period) had a VUA created and associated with their record, which enables the use of any Citizen Service on their behalf whether as 'self' or 'proxy' (this is a count of patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)	Numeric (integer)	MAY
511	new_vua_count	Total number of VUAs enabled for the use of at least one Citizen Service as at report_period_end where: VUA was created by the Practice during the reporting period (this does NOT include VUAs that were previously created, but where service access configuration was changed during the reporting period. It DOES include VUAs where the status changed from 'inactive' to 'active' during the reporting period) VUA account is active and associated with at least one Active Patient whether as 'self' or 'proxy' (VUAs* that enable both 'self' and 'proxy' association should only be counted once)*	Numeric (integer)	MAY
512	online_patient_count	Total number of patients registered for at least one Citizen Service as at report_period_end who: were registered for any Citizen Service as at report_period_end (this DOES include registrations completed within or at any point before the reporting period) are active at the Practice have a VUA associated with their record, which enables the use of any Citizen Service on their behalf whether as 'self' or 'proxy' (this is a count of patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)	Numeric (integer)	MAY
510	vua_count	Total number of VUAs enabled for the use of at least one Citizen Service as at report_period_end where: VUA was created by the Practice and exists at report_period_end (this DOES include VUAs created within or at any point before the reporting period) VUA account is active and associated with at least one Active Patient whether as 'self' or 'proxy' (VUAs* with both a 'self' and 'proxy' association should only be counted once)*	Numeric (integer)	MAY
409	online_appointment_enabled_status	Functionality status in the Patient Information Maintenance - GP Solution at the Practice for enabling the use of Appointments Management - Citizen Capability for booking and/or cancelling Appointments as at reporting_end_date.	Flag (0, 1, 2, 9)	MUST
514	online_patient_appointment_count	Total number of patients registered to use Appointments Management - Citizen Capability as at report_period_end who: were registered to use Appointments Management - Citizen Capability as at report_period_end (this DOES include registrations completed within or at any point before the reporting period) are active at the Practice have a VUA associated with their record, which enables the use of the Appointments Management - Citizen Capability on their behalf whether as 'self' or 'proxy' (this is a count of patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)	Numeric (integer)	MUST
410	online_prescription_enabled_status	Functionality status in the Patient Information Maintenance - GP Solution at the Practice for enabling the use of Prescription Ordering – Citizen Capability as at report_period_end.	Flag (0, 1, 2, 9)	MUST
516	online_patient_prescription_count	Total number of patients registered to use Prescription Ordering – Citizen capability as at report_period_end who: were registered to use Prescription Ordering – Citizen Capability as at report_period_end (this DOES include registrations completed within or at any point before the reporting period) are active at the Practice have a VUA associated with their record, which enables the use of the Prescription Ordering – Citizen Capability on their behalf whether as 'self' or 'proxy' (this is a count of patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)	Numeric (integer)	MUST
411	online_communication_enabled_status	Functionality status in the Patient Information Maintenance - GP Solution at the Practice for enabling the use of Communicate With Practice - Citizen Capability as at report_period_end.	Flag (0, 1, 2, 9)	MAY
518	online_patient_communication_count	Total number of patients registered to use Communicate With Practice - Citizen Capability as at report_period_end who: were registered to use Communicate With Practice - Citizen Capability as report_period_end (this DOES include registrations completed within or at any point before the reporting period) are active at the Practice have a VUA associated with their record, which enables the use of the Communicate With Practice - Citizen Capability on their behalf whether as 'self' or 'proxy' (this is a count of patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)	Numeric (integer)	MAY
420	online_document_view_enabled_status	Functionality status in the Patient Information Maintenance - GP Solution at the Practice for enabling the use of the Document Access Level Record Access Service as at report_period_end.	Flag (0, 1, 2, 9)	MUST
524	online_patient_document_view_count	Total number of patients registered to use the Document Access Level Record Access Service at report_period_end who: were registered to use the Document Access Level Record Access Service to view documents as at report_period_end (this DOES include registrations completed within or at any point before the reporting period) are active at the Practice have a VUA associated with their record, which enables the use of the Document Access Level Record Access Service to view documents on their behalf whether as 'self' or 'proxy' (this is a count of patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)	Numeric (integer)	MUST
413	online_record_view_enabled_status	Functionality status in the Patient Information Maintenance - GP Solution for enabling the use of the Full Record Record Access Service as at report_period_end.	Flag (0, 1, 2, 9)	MUST
522	online_patient_record_view_count	Total number of patients registered to use the Full Record Record Access Service to view their Full Record as at report_period_end who: were registered to use the Full Record Record Access Service to view their Full Record as at report_period_end (this DOES include registrations completed within or at any point before the reporting period) are active at the Practice have a VUA associated with their record, which enables the use of the Full Record Record Access Service to view documents on their behalf whether as 'self' or 'proxy' (this is a count of patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)	Numeric (integer)	MUST
412	online_summary_record_view_enabled_status	Functionality status in the Patient Information Maintenance - GP Solution for enabling the use of the Summary Information Record Record Access Service as at report_period_end.	Flag (0, 1, 2, 9)	MUST
520	online_patient_summary_record_view_count	Total number of patients registered to use the Summary Information Record Record Access Service to view their Summary Information Record as at report_period_end who: were registered to use the Summary Information Record Record Access Service to view their Summary Information Record as at report_period_end (this DOES include registrations completed within or at any point before the reporting period) are active at the Practice have a VUA associated with their record, which enables the use of the Summary Information Record Record Access Service to view documents on their behalf whether as 'self' or 'proxy' (this is a count of patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)	Numeric (integer)	MUST
622	coded_record_view_enabled_status	Functionality status in the Patient Information Maintenance - GP Solution for enabling the use of the Detailed Coded Record Record Access Service as at report_period_end.	Flag (0, 1, 2, 9)	MUST
623	coded_online_patient_record_view_count	Total number of patients registered to use the Detailed Coded Record Record Access Service to view their Detailed Coded Record as at report_period_end who: were registered to use Detailed Coded Record Record Access Service to view their Detailed Coded Record as at report_period_end (this DOES include registrations completed within or at any point before the reporting period) are active at the Practice have a VUA associated with their record, which enables the use of the Detailed Coded Record Record Access Service to view documents on their behalf whether as 'self' or 'proxy' (this is a count of patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)	Numeric (integer)	MUST
1108	total_documents_count	Total number of unique documents received into and stored by the Solution that were: (this does NOT include instances of duplicate documents being received and recorded against a patient record) recorded against a patient record recorded against a patient record at any time within the reporting period (if the document is received by the system outside of the reporting period, but saved against a patient record within the reporting period, then this WILL be included; if the document is received into the system within the reporting period, but not saved against a patient record until outside the reporting period this will NOT be included) received via any mechanism (i.e. electronic, scanned, manual etc. are all included) If same data is stored by multiple Solutions, it will only be submitted once by one Supplier (see 1108 in Document Management)	Numeric (integer)	MAY
1109	total_documents_scanned_count	Total number of unique documents received into the system that were: (this does NOT include instances of duplicate documents being received and recorded against a patient record) recorded against a patient record recorded against a patient record at any time within the reporting period (if the document is received by the system outside of the reporting period, but saved against a patient record within the reporting period, then this WILL be included; if the document is received into the system within the reporting period, but not saved against a patient record until outside the reporting period this will NOT be included) received via scanning (i.e. documents received on paper and scanned as opposed to being received via an electronic format) If same data is stored by multiple Solutions, it will only be submitted once by one Supplier (see 1109 in Document Management)	Numeric (integer)	MAY
1110	total_documents_electronic_count	Total number of unique documents received into the system that were: (this does NOT include instances of duplicate documents being received and recorded against a patient record) recorded against a patient record recorded against a patient record at any time within the reporting period (if the document is received by the system outside of the reporting period, but saved against a patient record within the reporting period, then this WILL be included; if the document is received into the system within the reporting period, but not saved against a patient record until outside the reporting period this will NOT be included) received electronically (i.e. documents received electronically as opposed to being received in paper format and scanned) If same data is stored by multiple Solutions, it will only be submitted once by one Supplier (see 1110 in Document Management)	Numeric (integer)	MAY

Communicate With Practice - Citizen

These data items to be provided by any Supplier delivering the Communicate with Practice - Citizen Capability:

Field ID

Data Item

Definition

Format

Level

613

comms_online_patient_count

Total number of communications sent:

using the Communicate With Practice - Citizen Solution
from patient to practice
at any time within the reporting period

Numeric (integer)

MAY

614

comms_online_clinician_count

Total number of communications sent:

using the Communicate With Practice - Citizen Solution
from practice to patient
at any time within the reporting period

Numeric (integer)

MAY

Appointments Management - Citizen

These data items to be provided by any Supplier delivering the Appointments Management - Citizen Capability:

Field ID	Data Item	Definition	Format	Level
610	appointment_scheduled_online_trans_count	All transactions from appointment_scheduled_trans_count (field 108) where: the scheduling transaction took place via Appointments Management - Citizen Solution	Numeric (integer)	MAY
110	appointment_scheduled_ooh_online_trans_count	All transactions from appointment_scheduled_online_trans_count (field 610) where: the scheduling transaction took place via Appointments Management - Citizen Solution the scheduling transaction took place within the reporting period, but outside of regular working hours (outside of regular working hours is defined as between 1830 and 0759 inclusive on weekdays; weekends i.e. 1830 Friday to 0759 Monday; all day bank holidays i.e. 0000 to 2359) Validation Must be less or equal to 108 appointment_scheduled_trans_count	Numeric (integer)	MAY
611	appointment_cancelled_online_trans_count	All transactions from appointment_cancelled_trans_count (field 109) where: the cancellation transaction took place via Appointments Management - Citizen Solution	Numeric (integer)	MUST
111	appointment_cancelled_ooh_online_trans_count	All transactions from appointment_cancelled_online_trans_count (field 611) where: the cancellation transaction took place via Appointments Management - Citizen Solution the cancellation transaction took place within the reporting period, but outside of regular working hours (outside of regular working hours is defined as between 1830 and 0759 inclusive on weekdays; weekends i.e. 1830 Friday to 0759 Monday; all day bank holidays i.e. 0000 to 2359) Validation Must be less or equal to 109 appointment_cancelled_trans_count	Numeric (integer)	MAY
1219	appointment_scheduled_online_count	All Appointments from appointment_scheduled_count (field 210) which were: scheduled using the Appointments Management - Citizen Solution (A count as at the end of the reporting period of the number of Appointments booked via an online method based on the final status and booking method of each Slot made available for patients to book in the period based on start time. NOT the number of transactions which took place for booking Appointments online i.e. an Appointment Slot which was booked online then cancelled will NOT be included in this count; an Appointment Slot which was booked over the phone, cancelled and then booked again via a Citizen Service WILL be included in this count) Validation Must be less than or equal to 209-appointment_available_online_count Must be less than or equal to 210-appointment_scheduled_count Must be less than or equal to 610-appointment_scheduled_online_trans_count	Numeric (integer)	MAY
1221	appointment_cancelled_online_count	All Appointments from appointment_cancelled_count (field 1220) which were: cancelled using the Appointments Management - Citizen Solution (A count as at the end of the reporting period of the number of Appointments cancelled via an online method based on the final status and cancellation method of each Slot made available for patients to book in the period based on start time. NOT the number of transactions which took place for cancelling Appointments online i.e. an Appointment Slot which is booked over the phone, then cancelled online WILL be included in this count; an Appointment which is booked, then cancelled online, then booked again will NOT be included in this count.) Validation Must be less than or equal to 1220-appointment_cancelled_count Must be less than or equal to 611-appointment_cancelled_online_trans_count	Numeric (integer)	MAY

Prescription Ordering – Citizen

These data items to be provided by any Supplier delivering the Prescription Ordering - Citizen Capability:

Field ID

Data Item

Definition

Format

Level

612

prescription_online_trans_count

All transactions from prescriptions_ordered_trans_count (field 308) where:

the ordering transaction took place via the Prescription Ordering - Citizen Solution

Numeric (integer)

MUST

310

prescription_online_ooh_trans_count

All transactions from prescription_online_trans_count (field 612) where:

the ordering transaction took place via the Prescription Ordering - Citizen Solution
the ordering transaction took place within the reporting period, but outside of regular working hours (outside of regular working hours is defined as between 1830 and 0759 inclusive on weekdays; weekends i.e. 1830 Friday to 0759 Monday; all day bank holidays i.e. 0000 to 2359)

Numeric (integer)

MAY

311

prescription_online_eps_count

All transactions from prescription_online_trans_count (field 612) where:

the order was for a repeat prescription
the transaction is linked to Electronic Prescription Service (EPS) - Prescribing

Numeric (integer)

MAY

View Record - Citizen

These data items to be provided by any Supplier delivering the View Record - Citizen Capability:

Field ID	Data Item	Definition	Format	Level
615	online_record_view_count	Total number of accesses/views of any part of the Full Record: using View Record - Citizen Solution by patients enabled for the Full Record Record Access Service at any time within the reporting period (if any element of the Full Record is viewed/accessed multiple times within the reporting period, each view/access should be counted separately)	Numeric (integer)	MUST
616	online_summary_record_view_count	Total number of accesses/views of the Summary Information Record: using View Record - Citizen Solution by patients enabled for the Summary Information Record Record Access Service at any time within the reporting period (if the Summary Information Record is viewed/accessed multiple times within the reporting period, each view/access should be counted separately)	Numeric (integer)	MUST
624	coded_record_view_online_count	Total number of accesses/views of the Detailed Coded Record: using View Record - Citizen Solution by patients enabled for the Detailed Coded Record Record Access Service at any time within the reporting period (if the Detailed Coded Record is viewed/accessed multiple times within the reporting period, each view/access should be counted separately)	Numeric (integer)	MUST
617	online_record_document_view_count	Total number of document accesses/views: using View Record - Citizen Solution by patients using the Document Access Level Record Access Service at any time within the reporting period (if a letter is viewed/accessed multiple times within the reporting period, each view/access should be counted separately)	Numeric (integer)	MUST

Appointments Management - GP

These data items to be provided by any Supplier delivering the Appointments Management - GP Capability:

Document Management

These data items to be provided by any Supplier delivering the Document Management Capability:

Field ID

Data Item

Definition

Format

Level

1108

total_documents_count

Total number of unique documents received into and stored by the Solution that were: (this does NOT include instances of duplicate documents being received and recorded against a patient record)

recorded against a patient record
recorded against a patient record at any time within the reporting period (if the document is received by the system outside of the reporting period, but saved against a patient record within the reporting period, then this WILL be included; if the document is received into the system within the reporting period, but not saved against a patient record until outside the reporting period this will NOT be included)
received via any mechanism (i.e. electronic, scanned, manual etc. are all included)

If same data is stored by multiple Solutions, it will only be submitted once by one Supplier (see 1108 in Patient Information Maintenance - GP)

Numeric (integer)

MAY

1109

total_documents_scanned_count

Total number of unique documents received into and stored by the Solution that were: (this does NOT include instances of duplicate documents being received and recorded against a patient record)

recorded against a patient record
recorded against a patient record at any time within the reporting period (if the document is received by the system outside of the reporting period, but saved against a patient record within the reporting period, then this WILL be included; if the document is received into the system within the reporting period, but not saved against a patient record until outside the reporting period this will NOT be included)
received via scanning (i.e. documents received on paper and scanned as opposed to being received via an electronic format)

If same data is stored by multiple Solutions, it will only be submitted once by one Supplier (see 1109 in Patient Information Maintenance - GP)

Numeric (integer)

MAY

1110

total_documents_electronic_count

Total number of unique documents received into and stored by the Solution that were: (this does NOT include instances of duplicate documents being received and recorded against a patient record)

recorded against a patient record
recorded against a patient record at any time within the reporting period (if the document is received by the system outside of the reporting period, but saved against a patient record within the reporting period, then this WILL be included; if the document is received into the system within the reporting period, but not saved against a patient record until outside the reporting period this will NOT be included)
received electronically (i.e. documents received electronically as opposed to being received in paper format and scanned)

If same data is stored by multiple Solutions, it will only be submitted once by one Supplier (see 1110 in Patient Information Maintenance - GP)

Numeric (integer)

MAY

Prescribing

These data items to be provided by any Supplier delivering the Prescribing Capability:

Field ID

Data Item

Definition

Format

Level

308

prescriptions_ordered_trans_count

Total number of prescription ordering transactions: (this is a count of transactions resulting in a prescription/s being ordered, NOT the number of items ordered; ordering several items in one transaction should only be counted as a single transaction)

via any prescription ordering method
the ordering transaction took place within the reporting period

Numeric (integer)

MAY

309

items_ordered_total_count

Total number of prescription items ordered: (this is a count of the items ordered, NOT the number of transactions; if ordering several items in one transaction each item should be counted individually)

via any prescription ordering method
the ordering transaction took place within the reporting period

Numeric (integer)

MAY

Ethnicity Mappings

The Ethnicity codes to use for each category within the Management Information (MI) reports are defined in the Patient Ethnicity tables.

Click here to view Patient Ethnicity tables

White
Mixed
Asian
Black
Other
Unknown

Patient Ethnicity - White

Cluster_ID	Cluster_Desc	Read_Code	Code_Description	SNOMED Concept ID	SNOMED Desc ID
ETH2016WB_COD	White: English or Welsh or Scottish or Northern Irish or British ethnicity group codes (NHS Digital 2016 grouping)	9i00.	White British - ethnic category 2001 census	494131000000105	1063981000000117
ETH2016WB_COD	White: English or Welsh or Scottish or Northern Irish or British ethnicity group codes (NHS Digital 2016 grouping)	9t00.	White: English or Welsh or Scottish or Northern Irish or British - England and Wales ethnic category 2011 census	976631000000101	2484631000000115
ETH2016WGT_COD	White: Gypsy or Irish Traveller ethnicity group codes (NHS Digital 2016 grouping)	9i2C.	Irish Traveller - ethnic category 2001 census	88911000000101	138171000000114
ETH2016WGT_COD	White: Gypsy or Irish Traveller ethnicity group codes (NHS Digital 2016 grouping)	9i2D.	Traveller - ethnic category 2001 census	88921000000107	138181000000111
ETH2016WGT_COD	White: Gypsy or Irish Traveller ethnicity group codes (NHS Digital 2016 grouping)	9i2E.	Gypsy/Romany - ethnic category 2001 census	88931000000109	138191000000113
ETH2016WGT_COD	White: Gypsy or Irish Traveller ethnicity group codes (NHS Digital 2016 grouping)	9t02.	White: Gypsy or Irish Traveller - England and Wales ethnic category 2011 census	976671000000104	2484711000000117
ETH2016WI_COD	White: Irish ethnicity group codes (NHS Digital 2016 grouping)	9i10.	White Irish - ethnic category 2001 census	494161000000100	1064041000000111
ETH2016WI_COD	White: Irish ethnicity group codes (NHS Digital 2016 grouping)	9t01.	White: Irish - England and Wales ethnic category 2011 census	976651000000108	2484671000000118
ETH2016WO_COD	White: Any other White background ethnicity group codes (NHS Digital 2016 grouping)	9t03.	White: any other White background - England and Wales ethnic category 2011 census	976691000000100	2484751000000118

Patient Ethnicity - Mixed

Cluster_ID	Cluster_Desc	Read_Code	Code_Description	SNOMED Concept ID	SNOMED Desc ID
ETH2016MO_COD	Mixed or multiple ethnic groups: Any other Mixed or multiple ethnic background ethnicity group codes (NHS Digital 2016 grouping)	9t07.	Mixed multiple ethnic groups: any other Mixed or multiple ethnic background - England and Wales ethnic category 2011 census
ETH2016MWA_COD	Mixed or multiple ethnic groups: White and Asian ethnicity group codes (NHS Digital 2016 grouping)	9i5..	White and Asian - ethnic category 2001 census	976771000000108	2484911000000115
ETH2016MWA_COD	Mixed or multiple ethnic groups: White and Asian ethnicity group codes (NHS Digital 2016 grouping)	9t06.	Mixed multiple ethnic groups: White and Asian - England and Wales ethnic category 2011 census	976751000000104	2484871000000117
ETH2016MWBA_COD	Mixed or multiple ethnic groups: White and Black African ethnicity group codes (NHS Digital 2016 grouping)	9t05.	Mixed multiple ethnic groups: White and Black African - England and Wales ethnic category 2011 census	976731000000106	2484831000000119
ETH2016MWBC_COD	Mixed or multiple ethnic groups: White and Black Caribbean ethnicity group codes (NHS Digital 2016 grouping)	9i3..	White and Black Caribbean - ethnic category 2001 census	92421000000102	141321000000118
ETH2016MWBC_COD	Mixed or multiple ethnic groups: White and Black Caribbean ethnicity group codes (NHS Digital 2016 grouping)	9t04.	Mixed multiple ethnic groups: White and Black Caribbean - England and Wales ethnic category 2011 census	976711000000103	2484791000000114

Patient Ethnicity - Asian

Cluster_ID	Cluster_Desc	Read_Code	Code_Description	SNOMED Concept ID	SNOMED Desc ID
ETH2016AB_COD	Asian or Asian British: Bangladeshi ethnicity group codes (NHS Digital 2016 grouping)	9i9..	Bangladeshi or British Bangladeshi - ethnic category 2001 census	92471000000103	141371000000119
ETH2016AB_COD	Asian or Asian British: Bangladeshi ethnicity group codes (NHS Digital 2016 grouping)	9t0A.	Asian or Asian British: Bangladeshi - England and Wales ethnic category 2011 census	976831000000100	2485031000000111
ETH2016AC_COD	Asian or Asian British: Chinese ethnicity group codes (NHS Digital 2016 grouping)	9i64.	Asian and Chinese - ethnic category 2001 census	92611000000106	158361000000116
ETH2016AC_COD	Asian or Asian British: Chinese ethnicity group codes (NHS Digital 2016 grouping)	9iE..	Chinese - ethnic category 2001 census	92511000000107	141401000000117
ETH2016AC_COD	Asian or Asian British: Chinese ethnicity group codes (NHS Digital 2016 grouping)	9t0B.	Asian or Asian British: Chinese - England and Wales ethnic category 2011 census	976851000000107	2485071000000113
ETH2016AI_COD	Asian or Asian British: Indian ethnicity group codes (NHS Digital 2016 grouping)	9i7..	Indian or British Indian - ethnic category 2001 census	110751000000108	157271000000119
ETH2016AI_COD	Asian or Asian British: Indian ethnicity group codes (NHS Digital 2016 grouping)	9t08.	Asian or Asian British: Indian - England and Wales ethnic category 2011 census	976791000000107	2484951000000116
ETH2016AO_COD	Asian or Asian British: Any other Asian background ethnicity group codes (NHS Digital 2016 grouping)	9t0C.	Asian or Asian British: any other Asian background - England and Wales ethnic category 2011 census	976871000000103	2485111000000119
ETH2016AP_COD	Asian or Asian British: Pakistani ethnicity group codes (NHS Digital 2016 grouping)	9i8..	Pakistani or British Pakistani - ethnic category 2001 census	92461000000105	141361000000114
ETH2016AP_COD	Asian or Asian British: Pakistani ethnicity group codes (NHS Digital 2016 grouping)	9t09.	Asian or Asian British: Pakistani - England and Wales ethnic category 2011 census	976811000000108	2484991000000112

Patient Ethnicity - Black

Cluster_ID	Cluster_Desc	Read_Code	Code_Description	SNOMED Concept ID	SNOMED Desc ID
ETH2016BA_COD	Black or African or Caribbean or Black British: African ethnicity group codes (NHS Digital 2016 grouping)	9t0D.	Black or African or Caribbean or Black British: African - England and Wales ethnic category 2011 census	976891000000104	2485151000000115
ETH2016BC_COD	Black or African or Caribbean or Black British: Caribbean ethnicity group codes (NHS Digital 2016 grouping)	9t0E.	Black or African or Caribbean or Black British: Caribbean - England and Wales ethnic category 2011 census	976911000000101	2485191000000111
ETH2016BO_COD	Black or African or Caribbean or Black British: Any other Black or African or Caribbean background ethnicity group codes (NHS Digital 2016 grouping)	9t0F.	Black or African or Caribbean or Black British: other Black or African or Caribbean background - England and Wales ethnic category 2011 census	976931000000109	2485231000000119

Patient Ethnicity - Other

Cluster_ID	Cluster_Desc	Read_Code	Code_Description	SNOMED Concept ID	SNOMED Desc ID
ETH2016OA_COD	Other ethnic group: Arab ethnicity group codes (NHS Digital 2016 grouping)	9iF9.	Arab - ethnic category 2001 census	89001000000105	138251000000111
ETH2016OA_COD	Other ethnic group: Arab ethnicity group codes (NHS Digital 2016 grouping)	9t0G.	Other ethnic group: Arab - England and Wales ethnic category 2011 census	976951000000102	2485271000000117
ETH2016OO_COD	Other ethnic group: Any other ethnic group ethnicity group codes (NHS Digital 2016 grouping)	9iF..	Other - ethnic category 2001 census	92521000000101	141411000000115
ETH2016OO_COD	Other ethnic group: Any other ethnic group ethnicity group codes (NHS Digital 2016 grouping)	9iFK.	Any other group - ethnic category 2001 census	94151000000105	142901000000119
ETH2016OO_COD	Other ethnic group: Any other ethnic group ethnicity group codes (NHS Digital 2016 grouping)	9t0H.	Other ethnic group: any other ethnic group - England and Wales ethnic category 2011 census	976971000000106	2485311000000117

Patient Ethnicity - Unknown

Cluster_ID	Cluster_Desc	Read_Code	Code_Description	SNOMED Concept ID	SNOMED Desc ID
ETH2016NSTAT_COD	Not stated ethnicity group codes (NHS Digital 2016 grouping)	9iG..	Ethnic category not stated - 2001 census	92531000000104	141421000000114

Healthcare Professional Types

The following tables define the Healthcare Professional (HCP) types referenced in the reporting data items.

Click here to view Healthcare Professional Types tables

GP
Nurse
Other - Clinical

General Practitioner (GP)

Associate Specialist

Asst. Clinical Medical Officer

Doctor

General Medical Practitioner

GP Assistant

GP Associate / Associate / Associate Practitioner / Associate Practitioner - General Practitioner

GP CMO / Clinical Medical Officer

GP Locum / Locum

GP Partner / Partner

GP Registrar

GP Retainer

GP Sole Practitioner / Sole Practitioner

GP Surgery

GP Trainee

GP/HV

Registrar (Closed)

Salaried General Practitioner

Salaried Partner

Senior Partner

Senior Registrar (Closed)

Sessional GP

Specialist Registrar

Nurse

Associate Practitioner - Nurse	Nurse Consultant
Associate Specialist	Nurse Manager
Clinical Practitioner Access Role	Nurse Manager Access Role
Community Learning Disabilities Nurse	Nurse Practitioner
Community Mental Health Nurse	Nurse Practitioner - Substance Misuse
Community Nurse	Nurse Prescriber
Community Practitioner	Nursery Nurse
Community Psychiatric Nurse	Nursing Cadet
Contact Tracing Nurse	Other Nursing & Midwifery
District Nurse	Practice Nurse
District Nurse (G Grade)	School Nurse / CMO
Enrolled Nurse	Specialist Health Visitor Substance Misuse
Health Professional Access Role	Specialist Health Visitor Support Worker
Health Visitor	Specialist Nurse Practitioner
Health Visitor at Home	Specialist Practitioner
Healthcare Cadet	Staff Nurse
Healthcare Officer Nurse	Student Community Learning Disabilities Nurse
Healthcare Student Access Role	Student Community Mental Health Nurse
Macmillan Nurse	Student Community Paediatric Nurse
Macmillan Palliative Care Specialist Nurse	Student Community Practitioner
Mental Handicap Nurse	Student District Nurse
Mental Health Nurse	Student Health Visitor
Midwife	Student Midwife
Midwife - Consultant	Student Nurse - Adult Branch
Midwife - Manager	Student Nurse - Child Branch
Midwife - Sister/Charge Nurse	Student Nurse - Learning Disabilities Branch
Midwife - Specialist Practitioner	Student Nurse - Mental Health Branch
Midwife Access Role	Student Occupational Health Nurse
Midwife Manager Access Role	Student Practice Nurse
Modern Matron	Student School Nurse
Nurse Access Role

Other - Clinical

Approved Social Worker	Medical Technical Officer - Pharmacy	Paramedic Consultant	Social services care manager (adults)
Art Therapist	Multi Therapist	Paramedic Manager	Social services care manager (children)
Assistant Psychologist	Multi Therapist Consultant	Paramedic Specialist Practitioner	Social services care manager (mental health)
Assistant Psychotherapist	Multi Therapist Manager	Pharmacist	Social work team manager (children)
Chiropodist	Multi Therapist Specialist Practitioner	Pharmacy Technician	Social work assistant (adults)
Chiropodist/Podiatrist	Nurse Consultant	Phlebotomist	Social work assistant (children)
Chiropodist/Podiatrist Consultant	Occupational Therapist	Physiotherapist	Social work assistant (mental health)
Chiropodist/Podiatrist Manager	Occupational Therapist Consultant	Physiotherapist Consultant	Social work team manager (adults)
Chiropodist/Podiatrist Specialist Practitioner	Occupational Therapist Manager	Physiotherapist Manager	Social work team manager (mental health)
Clinical Pharmacy Specialist	Occupational Therapy Specialist Practitioner	Physiotherapist Specialist Practitioner	Social Worker
Clinical Psychologist	Occupational Therapy Team Manager	Podiatrist	Social Worker Access Role
Community Practitioner	Orthoptist Specialist Practitioner	Pre-reg Pharmacist	Speech & Language Therapist
Community Team Manager	Orthotist	Prosthetist	Speech & Language Therapist Consultant
Community Worker (children)	Orthotist Consultant	Prosthetist Consultant	Speech & Language Therapist Manager
Counsellor	Orthotist Manager	Prosthetist Manager	Speech & Language Therapist Specialist Practitioner
Dietician	Orthotist Specialist Practitioner	Prosthetist Specialist Practitioner	Speech Therapist
Dietitian	Osteopath	Psychologist	Stomatherapist
Dietitian Consultant	OT assistant	Psychotherapist	Student Chiropodist
Dietitian Manager	Other Additional Clinical Services	Senior social worker (adults)	Student Community Practitioner
Dietitian Specialist Practitioner	Other Allied Health Professionals	Senior social worker (children)	Student Dietitian
Dispenser	Other Community Health Service - Social Care Worker	Senior social worker (mental health)	Student Occupational Therapist
Health Care Support Worker	Other' Community Health Service - Social Care Worker	Sexual Health Outreach Worker	Student Physiotherapist
Health Promotions Specialist	Other Health Care Professional	Social Care SAP Manager	Student Psychotherapist
Healthcare Assistant	Other Health Care Professionals	Social Care SAP User	Student Speech & Language Therapist
Homeopath	Paramedic	Social Care Support Worker	Therapist

Third Next Available Appointment (TNA) Calculation Methodology

This page sets out the methodology by which TNA will be calculated by Suppliers and provided via the Management Information (MI) Reporting Specification. This will calculate a TNA figure based on each Appointment booking transaction associated with each Appointment in the reporting period (month). The figures for the number of days to the TNA identified by the methodology set out below based on each booking transaction will then be summed and returned as part of the Management Information (MI) Reporting Specification.

There are six fields within the specification that need to be returned by Suppliers:

1238 - third_next_appointment_time_GP_total
1239 - third_next_appointment_time_nurse_total
1240 - third_next_appointment_time_other_clinical_total
1241 - third_next_appointment_time_GP_trans_count
1242 - third_next_appointment_time_nurse_trans_count
1243 - third_next_appointment_time_other_clinical_trans_count

There is a defined methodology which Suppliers are to follow to calculate these fields, however there are three options for how this could be applied to the system which should calculate the same output as set out below.

Click here to view the available options

OPTION 1 – Extract data

At the end of each reporting period (month) Suppliers will need to extract the following data items from each Practice into a central location.

Please note the following:

Four instances of booked and cancelled date/time have been listed, however Suppliers should extract ALL booking and cancellation dates/times associated with EVERY Appointment as necessary.
Data extracted must be for Appointments with a start date and time within the reporting period (month) ONLY and nothing beyond this i.e. up to 23:59pm on the final day of the reporting period (month).

NB. Appointments with a booked date/time and/or cancelled date/time prior to the reporting period (month) must be included in the extraction

Suppliers will also require the data from previous reporting periods (months) in order to complete the calculation methodology i.e. if the reporting period is February, then the data for all Appointments with a start date and time in February, plus January and several months previous will be required.

NB. This should go back as far as the month of the earliest booked date/time associated with any Appointment in the reporting period i.e. for the February reporting period, if an Appointment has a booked date/time in November then all Appointments with a start date/time in November, December, January and February will be required.

If it is not possible to achieve this, then at least the month prior to the reporting period (month) should be considered. Any booked date/time(s) in a month which is two or more before the reporting period should then be discarded.

appointment_start_date	The date on which the Appointment is due to take place (within the reporting period) Format: dd/mm/yyyy
appointment_start_time	The time at which the Appointment is due to start (within the reporting period) Format: hh:mm (must use 24 hour clock or have an indication of ‘am’ or ‘pm’)
appointment_slot_type	The Slot Type assigned to the Appointment (i.e. routine/standard or urgent/on the day) As the need to differentiate between ‘routine’ and ‘urgent’ Appointments has now been removed, it may no longer be necessary to extract the ‘appointment_slot_type’ field. However, it is necessary to exclude ‘embargoed’ and/or ‘blocked’ Slots i.e. Appointment Slots showing as available but which were never actually available for a Patient to book. Slots such as these should either not be extracted from the system at all or an indicator of this status should be extracted. This may be the ‘slot type’ field, a different field or a flag etc. dependent on system functionality. NHS Digital will engage with Suppliers on this.
appointment_hcp_type	The healthcare professional type assigned to the Appointment (GP, Nurse, Other – clinical)
appointment_booked_date_1	The date on which the Appointment was booked for the first time (whether in or before the reporting period) Format: dd/mm/yyyy
appointment_booked_time_1	The time at which the Appointment was booked for the first time (whether in or before the reporting period) Format: hh:mm:ss (must use 24 hour clock or have an indication of ‘am’ or ‘pm’)
appointment_booked_date_2	The date on which the Appointment was booked for the second time (whether in or before the reporting period) Format: dd/mm/yyyy
appointment_booked_time_2	The time at which the Appointment was booked for the second time (whether in or before the reporting period) Format: hh:mm:ss (must use 24 hour clock or have an indication of ‘am’ or ‘pm’)
appointment_booked_date_3	The date on which the Appointment was booked for the third time (whether in or before the reporting period) Format: dd/mm/yyyy
appointment_booked_time_3	The time at which the Appointment was booked for the third time (whether in or before the reporting period) Format: hh:mm:ss (must use 24 hour clock or have an indication of ‘am’ or ‘pm’)
appointment_booked_date_4	The date on which the Appointment was booked for the fourth time (whether in or before the reporting period) Format: dd/mm/yyyy
appointment_booked_time_4	The time at which the Appointment was booked for the fourth time (whether in or before the reporting period) Format: hh:mm:ss (must use 24 hour clock or have an indication of ‘am’ or ‘pm’)
appointment_cancelled_date_1	The date on which the Appointment was cancelled for the first time (whether in or before the reporting period) Format: dd/mm/yyyy
appointment_cancelled_time_1	The time at which the Appointment was cancelled for the first time (whether in or before the reporting period) Format: hh:mm:ss (must use 24 hour clock or have an indication of ‘am’ or ‘pm’)
appointment_cancelled_date_2	The date on which the Appointment was cancelled for the second time (whether in or before the reporting period) Format: dd/mm/yyyy
appointment_cancelled_time_2	The time at which the Appointment was cancelled for the second time (whether in or before the reporting period) Format: hh:mm:ss (must use 24 hour clock or have an indication of ‘am’ or ‘pm’)
appointment_cancelled_date_3	The date on which the Appointment was cancelled for the third time (whether in or before the reporting period) Format: dd/mm/yyyy
appointment_cancelled_time_3	The time at which the Appointment was cancelled for the third time (whether in or before the reporting period) Format: hh:mm:ss (must use 24 hour clock or have an indication of ‘am’ or ‘pm’)
appointment_cancelled_date_4	The date on which the Appointment was cancelled for the fourth time (whether in or before the reporting period) Format: dd/mm/yyyy
appointment_cancelled_time_4	The time at which the Appointment was cancelled for the fourth time (whether in or before the reporting period) Format: hh:mm:ss (must use 24 hour clock or have an indication of ‘am’ or ‘pm’)

Following the extraction of the raw data items, there are some initial steps to be undertaken to group the data which are unique to each of the first three new fields (1238, 1239, 1240). These are set out below:

1238: third_next_appointment_time_GP_total

List all Appointments for the reporting period (month) and the previous reporting periods as far back as the month of the earliest booked date/time associated with an Appointment e. for February reporting period, if an Appointment has a booked date/time in December, all Appointments with a start date/time in February, January and December should be included.
Order by Appointment start date and time
Remove any blocked/embargoed Appointment Slots if extracted (any Appointments which were not actually available for Patients to book)
Create sub-group of those Appointments with HCP type of GP (as defined in Healthcare Professional Types)

1239: third_next_appointment_time_nurse_total

List all Appointments for the reporting period (month) and the previous reporting periods as far back as the month of the earliest booked date/time associated with an Appointment e. for February reporting period, if an Appointment has a booked date/time in December, all Appointments with a start date/time in February, January and December should be included.
Order by Appointment start date and time
Remove any blocked/embargoed Appointment Slots if extracted (any Appointments which were not actually available for Patients to book)
Create sub-group of those Appointments with HCP type of Nurse (as defined in Healthcare Professional Types)

1240: third_next_appointment_time_other_clinical_total

List all Appointments for the reporting period (month) and the previous reporting periods as far back as the month of the earliest booked date/time associated with an Appointment e. for February reporting period, if an Appointment has a booked date/time in December, all Appointments with a start date/time in February, January and December should be included.
Order by Appointment start date and time
Remove any blocked/embargoed Appointment Slots if extracted (any Appointments which were not actually available for Patients to book)
Create sub-group of those Appointments with HCP type of Other – Clinical (as defined in Healthcare Professional Types)

Having created these three subgroups of Appointments, the following query set should be run to generate the figures to be entered into the Management Information Reports Specification spreadsheet.

It is likely that there will be some instances of booked date/time(s) towards the end of the reporting period (month) where the actual TNA cannot be identified as it falls in a subsequent month. These MUST be omitted to ensure that false values are not included. As such, Suppliers will also need to return a figure for the total number of TNA figures summed together (fields 1241, 1242, 1243) in order that NHS Digital can calculate an average.

OPTION 2 – Apply methodology directly to the system

Rather than extracting data at the end of each reporting period as per Option 1, the methodology as set out above could be applied directly to the information held in the system at each Practice at the end of each reporting period (month).

The fields to be populated and the query set to be applied remain exactly the same.

There is no requirement to differentiate between ‘routine’ and ‘urgent’ Appointments. All Slots should be included.
Ensure that ‘blocked’ and/or ‘embargoed’ Appointment Slots i.e. Appointment Slots which may show as available but which were not actually available for a Patient to book, are NOT included.

Please note the following exclusion:

Taking this approach allows for the identification of a TNA which falls in a month subsequent to the reporting period (month) as all information is available.

Therefore, for consistency, any instance where the TNA identified falls in a month subsequent to the reporting period (month) MUST be excluded and ignored i.e. for the February reporting period, in any case where the actual TNA identified is in March or later, this instance MUST be ignored and excluded from the sum returned.

OPTION 3 – Calculate at time of booking and store

The third option for returning the TNA sum as part of the Business Information Reporting Specification does not rely on the methodology for a retrospective calculation as set out for Options 1 and 2 above.

Instead the third next available Appointment would be identified and the time in days between the booking time and the start time of the TNA calculated as any Appointment is booked i.e. any time an Appointment booking is saved into the Appointments system the TNA is identified and the number of days between the booking time and the start date/time of the TNA is stored to be returned in Management Information for the appropriate month.

Please note the following conditions:

The split by HCP type will be determined by the characteristics of the Appointment booked even if this is not the third next available Appointment. e. if the Appointment booking is for an Appointment with a nurse, then the third next available Appointment with a nurse should be identified at the point of this booking and included within the figure returned for field 1239.
The figure calculated should be included in the Management Information return for the reporting period in which the Appointment booked is due to take place based on the start date/time of that Appointment.

i.e. if a booking is made in January for an Appointment in February, the TNA figure calculated at the time of that booking should be returned as part of the February Management Information return.

Ensure that ‘blocked’ and/or ‘embargoed’ Appointment Slots i.e. Appointment Slots which may show as available but which were not actually available for a Patient to book, are NOT included
Instances where the TNA identified falls in a month subsequent to the Appointment being booked MUST be ignored and excluded from the figures to be returned in order to be consistent with Options 1 and 2.

i.e. if a booking is made for an Appointment in February, but the TNA identified at the time of this booking is in March (or later), this MUST be excluded from any data returned.

It is recognised that selecting option 3 is unlikely to allow for the return of historical TNA data

Worked Examples

Appt no.	Appt start date/time	Booked date/time 1	Cancelled date/time 1	Booked date/time 2
1	Jan 28^th 10am	Jan 16^th 10am	Jan 18^th 11am	Jan 19^th 9am
2	Jan 29^th 3pm	Jan 20^th 2pm
3	Jan 30^th 10am	x
4	Jan 30^th 3pm	Jan 23^rd 4pm	Jan 26^th 2pm
5	Jan 31^st 10am	x
6	Feb 1st 10am	Jan 25^th 4pm	Jan 26^th 9am	Jan 26^th 10am
7	Feb 1^st 3pm	x
8	Feb 2^nd 10am	Jan 12^th 11am
9	Feb 2^nd 3pm	Jan 31^st 9am
10	Feb 3^rd 10am	Jan 28^th 3pm	Jan 30^th 1pm
11	Feb 3^rd 3pm	x
12	Feb 4^th 10am	Feb 1^st 9am
13	Feb 4^th 3pm	x
14	Feb 5^th 10am	Feb 2^nd 9am
15	Feb 5^th 3pm	Feb 2^nd 11am
16	Feb 15^th 2pm	Feb 1^st 10am	Feb 4^th 3pm	Feb 5^th 9am
17	Feb 26^th 10am	Feb 12^th 3pm	Feb 14^th 2pm	Feb 15^th 9am
18	Feb 26^th 3pm	Feb 14^th 5pm
19	Feb 27^th 10am	Feb 20^th 10am	Feb 24^th 2pm
20	Feb 28^th 10am	x
21	Feb 28^th 3pm	Feb 23^rd 10am
22	Mar 1^st 10am	Feb 20^th 3pm	Feb 27^th 2pm
23	Mar 1^st 3pm	x

Option 1

After end of February, Supplier extracts all Appointments with a start date/time in February. Appt Nos. 6-21 ONLY

Appt no.	Appt start date/time	Booked date/time 1	Cancelled date/time 1	Booked date/time 2	Action	Reason	TNA
1	Jan 28^th 10am	Jan 16^th 10am	Jan 18^th 11am	Jan 19^th 9am	Ignore	Start date/time is before BT_1
2	Jan 29^th 3pm	Jan 20^th 2pm			Ignore	Booked date/time 1 is before BT_1
3	Jan 30^th 10am	x			Ignore	Start time after BT_1 and not booked	1
4	Jan 30^th 3pm	Jan 23^rd 4pm	Jan 26^th 2pm		Ignore	Cancelled date/time 1 is before BT_1 and no Booked date/time 2	2
5	Jan 31^st 10am	x			Include	Start time after BT_1 and not booked	3
6	Feb 1st 10am	Jan 25^th 4pm	Jan 26^th 9am	Jan 26^th 10am
7	Feb 1^st 3pm	x
8	Feb 2^nd 10am	Jan 12^th 11am
9	Feb 2^nd 3pm	Jan 31^st 9am
10	Feb 3^rd 10am	Jan 28^th 3pm *(BT_1)*	Jan 30^th 1pm
11	Feb 3^rd 3pm	x
12	Feb 4^th 10am	Feb 1^st 9am
13	Feb 4^th 3pm	x
14	Feb 5^th 10am	Feb 2^nd 9am
15	Feb 5^th 3pm	Feb 2^nd 11am
16	Feb 15^th 2pm	Feb 1^st 10am	Feb 4^th 3pm	Feb 5^th 9am
17	Feb 26^th 10am	Feb 12^th 3pm	Feb 14^th 2pm	Feb 15^th 9am
18	Feb 26^th 3pm	Feb 14^th 5pm
19	Feb 27^th 10am	Feb 20^th 10am	Feb 24^th 2pm
20	Feb 28^th 10am	x
21	Feb 28^th 3pm	Feb 23^rd 10am
22	Mar 1^st 10am	Feb 20^th 3pm	Feb 27^th 2pm
23	Mar 1^st 3pm	x

Take Appt 10 (as an example only – usually would start with Appt 6)
Does it have a booked date/time? YES, Jan 28^th 3pm
Call this BT_1
Compare BT_1 against all Appointments in list including those with a start date/time in the previous month. Start with Appt 1
Is BT_1 associated with Appt 1? NO
Is BT_1 before the start date/time of Appt 1? NO – IGNORE
Now compare against Appt 2
Is BT_1 associated with Appt 2? NO
Is BT_1 before the start date/time of Appt 2? YES
Does Appt 2 have a booked date/time 1? YES
Is BT_1 before booked date/time 1 of Appt 2? NO
Does Appt 2 have a cancelled date/time 1? NO – IGNORE Appt was already booked
Now compare against Appt 3
Is BT_1 associated with Appt 3? NO
Is BT_1 before start date/time of Appt 3? YES
Does Appt 3 have a booked date/time 1? NO – IGNORE this is the 1^st next available Appointment
Now compare against Appt 4
Is BT_1 associated with Appt 4? NO
Is BT_1 before start date/time of Appt 4? YES
Does Appt 4 have a booked date/time 1? YES
Is BT_1 before booked date/time 1 of Appt 4? NO
Does BT_1 have a cancelled date/time 1? YES
Is BT_1 before cancelled date/time 1 of Appt 4? NO
Does Appt 4 have a booked date/time 2? NO – IGNORE this is the 2^nd next available Appointment
Now compare against Appt 5
Is BT_1 associated with Appt 5? NO
Is BT_1 before start date/time of Appt 5? YES
Does Appt 5 have a booked date/time? NO – INCLUDE this is the 3^rd next available Appointment
Now calculate start date/time of Appt 5 (Jan 31^st 10am) MINUS BT_1 (Jan 28^th 3pm) to get figure to be included in return

The process should be followed for every Booked date/time associated with every Appointment with a start date/time in February.

Looking towards the end of the month, take Appt 21. The TNA identified would be Appt 23. However, because the Supplier only extracts the data for the reporting month (February), Appt 22 and Appt 23 which are in March do not appear in the data. Hence it would not be possible to identify the TNA. Therefore, this MUST be excluded from the data returned.

Option 2

Apply the methodology to calculate TNA directly to the system without an extraction of data.
Any TNA identified which falls in March (or any month after February) should be ignored and excluded from the data returned. Although it would be possible to identify that the TNA for the booked date/time associated with Appt 21 is Appt 23, this figure should be ignored for consistency as it would not be possible to obtain it using Option 1 methodology.

Option 3

The TNA is identified and calculated at the time at which the Appointment is booked i.e. for Appt 10, the TNA would be identified as Appt 5 at the point at which Appt 10 was booked (28^th Jan at 3pm), the amount of time between the booking time and the start time would be calculated and stored ready to be returned as part of the February Management Information return.
The figure calculated must be included in the Management Information for the reporting period in which the Appointment booked is due to take place based on the start date/time of that Appointment i.e. for Appt 10, although the booked date/time is in January, the start date/time of the Appointment booked is in February, therefore this should be returned as part of the February return.
Any TNA identified which falls in March (or any month after February) should be ignored and excluded from the data returned. Although it would be possible to identify that the TNA for the booked date/time associated with Appt 21 is Appt 23, this figure should be ignored for consistency as it would not be possible to obtain it using Option 1 methodology.

Summary

Looking at all the Appointments, the table below shows the TNA which should be identified for each booking time associated with each Appointment for the February return

Appt No.	Start date/time	Booked date/time(s)	Which appt is TNA?	Time until TNA? (days)
6	Feb 1st 10am	Jan 25^th 4pm	Appt 6 (Feb 1^st 10am)	7
6	Feb 1st 10am	Jan 26^th 10am	Appt 6 (Feb 1^st 10am)	6
7	Feb 1^st 3pm	X	n/a	-
8	Feb 2^nd 10am	Jan 12^th 11am	Appt 3 (Jan 30^th 10am)	18
9	Feb 2^nd 3pm	Jan 31^st 9am	Appt 9 (Feb 2^nd 3pm)	2
10	Feb 3^rd 10am	Jan 28^th 3pm	Appt 5 (Jan 31^st 10am)	3
11	Feb 3^rd 3pm	X	n/a	-
12	Feb 4^th 10am	Feb 1^st 9am	Appt 11 (Feb 3^rd 3pm)	2
13	Feb 4^th 3pm	X	n/a	-
14	Feb 5^th 10am	Feb 2^nd 9am	Appt 13 (Feb 4^th 3pm)	2
15	Feb 5^th 3pm	Feb 2^nd 11am	Appt 13 (Feb 4^th 3pm)	2
16	Feb 15^th 2pm	Feb 1^st 10am	Appt 11 (Feb 3^rd 3pm)	2
16	Feb 15^th 2pm	Feb 5^th 9am	Appt 18 (Feb 26^th 3pm)	21
17	Feb 26^th 10am	Feb 12^th 3pm	Appt 19 (Feb 27^th 10am)	15
17	Feb 26^th 10am	Feb 15^th 9am	Appt 20 (Feb 28^th 10am)	13
18	Feb 26^th 3pm	Feb 14^th 5pm	Appt 19 (Feb 27^th 10am)	13
19	Feb 27^th 10am	Feb 20^th 10am	Appt 21 (Feb 28^th 3pm)	8
20	Feb 28^th 10am	X	n/a	-
21	Feb 28^th 3pm	Feb 23^rd 10am	Appt 23 (in next period)	-
Sum of time until 3^rd next available Appointment (to be returned (field 1238, 1239, 1240)	114
Total number of figures added together to get the sum (field 1241, 1242, 1243)	14

Capabilities

Applicable Capabilities

All Supplier Solutions delivering one or more of the of the following Capabilities will need to meet this Standard:

Page:

Appointments Management - Citizen
Page:

Appointments Management - GP
Page:

Communicate With Practice - Citizen
Page:

Document Management
Page:

GP Extracts Verification
Page:

Patient Information Maintenance - GP
Page:

Patient Information Maintenance - GP v6.0.0
Page:

Prescribing
Page:

Prescribing v2.0.0
Page:

Prescription Ordering - Citizen
Page:

View Record - Citizen

Roadmap

Items on the Roadmap which impact or relate to this Standard

Suppliers will not be assessed or assured on these Roadmap Items as part of Onboarding