GP Appointments Data Collection (GPAD) - Reporting Appointment Mode
Background
The GP Appointments Data Collection (GPAD) programme collects data from the appointment books of GP system Suppliers. There are known data quality issues in the currently reported statistics from the GPAD publication on Appointment mode. Previous discovery work in 2020 concluded that mode data is not accurately reported because it is not recorded correctly at the practice level.
The GPAD programme has proposed an improvement to data collection which involves establishing a consistent method by which Practices can capture data on Appointment mode (method) and report this to GPAD. This would involve users being required to select an Appointment mode from a list of options.
Currently, the Appointment mode variable is built inconsistently across GP systems. Some systems do not present a straightforward way to record mode and allow Practices to choose a default mode. This leads to user input and behaviour that makes it difficult to get any true picture of GP appointment activity.
There is a high level of political and media interest in the method of GP appointment delivery. GP appointment data is vital to measuring delivery of key government manifesto commitments, including implementation of 50 million new appointments and 26,000 additional GP staff by 2024. The data collection is required to support the NHS Long-Term Plan and Investment and Evolution, the five-year GP contract framework. These strategic plans include improving GP access as a key commitment.
This work would achieve more reliable reporting of Appointment mode (method) by establishing a consistent and standardised method of reporting and publishing this data item. Improvement to the quality of GPAD will enable a better understanding of how appointments are planned and managed locally, so there is better information to inform local operational business functions and national policy and planning decisions.
As part of a discovery conducted on Appointment mode, there was an analysis of the existing research since 2020, and an exploration of a solution across GPIT systems that could be implemented with low technical complexity, and minimal burden on GP staff.
Outline Plan
Week 1 (When roadmap change is published)
Suppliers start development
Week 1-12 (When development is completed/assurance starts)
Suppliers provide sample data output to GPAD. GPAD require this far in advance of go-live in order to be able to submit a NWR to data management to make any change and for this work to be prioritised.)
- GPAD require sample data outputs from Suppliers in order to conduct development work that is necessary to be able to receive and store the new data.
- When the samples are received, GPAD will check that these meet the data requirements. Development work can then begin, which will involve updating ETL processes to permit proper loading of Supplier data. This is necessary due to the change to the collection format (i.e., a new field) in some Supplier systems.
- The sign-off of Suppliers as compliant (i.e., as ready for go-live) is dependent on the successful completion of this data review and development work (and solution assurance). GPAD can approve the go-live when it is satisfied that all Suppliers are compliant and a single release date has been planned and agreed.
Suppliers provide solution assurance team with necessary inputs for testing (see Assurance Approach section)
- If systems pass assurance, and GPAD sign off data outputs, Suppliers can be marked as compliant/ operationally ready
Weeks 1-12 (When GPAD/Suppliers are ready for implementation planning)
GPAD to work with the Suppliers to advise on the implementation approach and answer questions
- All Suppliers need to go live on the same date, which should be the first of a month. If Suppliers went live with the change on different days, it would impact the published data as GPAD wouldn’t have a clear switch in the timeline to when reporting is updated. If Suppliers didn’t go live on the first of the month, it would render the data potentially unusable for that month and severely disrupt GPAD reporting practices.
- GPAD to provide guidance content to Suppliers that can be published to practice users with information and instructions on the system change.
Week 12+ (When GPAD/Suppliers are operationally ready and Suppliers have demonstrated compliance with requirements as part of assurance)
Suppliers deploy changes to live environments
Summary of Change
A single set of mode options has been defined by NHSD, and should be returned by GPIT Suppliers in reporting. The options are Face to Face (Surgery), Face to Face (Home Visit), Written (Including Online), Telephone/ Audio, Video with Audio, Not an Appointment.
- This set should not be changed unless NHSD make this request to Suppliers and publish an updated set. No other set of mode options should exist in the system reporting other than the one supplied by NHSD.
- The mode options should be displayed in a distinct field, which should be mandatory - It should not be possible to create an appointment slot without a mode being assigned (whether at slot or slot type level).
- A mode should be evidenced in reporting for every appointment created in GPIT systems. Suppliers should continue to use the reporting format agreed with GPAD as part of the GPAD data collection.
- GPIT Suppliers can update/ implement the field at the level where mode is currently indicated in the system.
Amendments to General Practice Data Reporting:
| Requirement ID | Data Item | Requirement Text | Level |
|---|---|---|---|
WPAD-DI-016 | Mode of Appointment | The Format: Mode of Appointment to be returned as one of the following options:
Suppliers are to mitigate the risk of data quality issues relating to this data item (For example, this could be achieved by not defaulting the value of this field).
If necessary, Suppliers will also return reference data to explain the meaning of the data returned i.e. where particular codes, phrases, flags or colours etc. are used in their system. Where the mode of Appointment associated with the Appointment changes prior to the Appointment being carried out, then this change will be reflected in the delta of data to be returned. If this changes multiple times, it is not necessary to return the full history unless this is available. | MUST |
Amendments to Appointments Management - GP:
E00219 - manage Appointments for PatientsAs a Health or Care Professional I want to manage Appointments for Patients So that Patients have access to medical services Acceptance criterion 1: book Appointments for PatientsGiven the Health or Care Professional is permitted to manage Appointments When the Health or Care Professional selects to book an Appointment for a Patient Then the location of the Appointment is recorded And the date of the Appointment is recorded And the start time of the Appointment is recorded And the end time of the Appointment is recorded And the Health or Care Professional who the Appointment is with can be recorded
And the reason for the Appointment is recorded And the method of booking the Appointment is recorded And the Appointment is booked for that Patient E00219 - Supporting Information
|
Full Specification
Appointments Management - GP V1.1.0
General Practice Appointments Data Reporting V 3.0.0
Assurance Approach
- All Suppliers are to provide either a new or updated 'General Practice Appointments Data Reporting Standard' compliance traceability matrix (TM) with their compliance evidence. The TM will indicate the level of risk mitigation evidence required for each requirement.
- This roadmap item is specifically addressing data quality issues related to 'mode of Appointment', and as such the evidence requested will focus on the associated risks for this specific requirement change. Along with the updated TM submission, the Supplier will be asked to demonstrate the solution changes to a group of NHS Digital representatives. This demonstration will act as further risk mitigation in conjunction with the TM.