Challenge 1: Achieving strong leadership
and governance
- The Chief Executive of the NHS is the Senior
Responsible Owner for the Programme as a whole.
Though all the Programme’s major components have
been procured centrally, much of the implementation has
to be locally driven. In October 2006 the Department
initiated the ‘National Programme for IT Local
Ownership Programme’ to strengthen local ownership
and governance, and re-position the Programme as part
of mainstream NHS business, and in April 2007 the ten
Strategic Health Authorities became accountable for
implementation of the Programme and realisation of its
benefits for their part of the NHS.
- The Local Ownership Programme has been widely
welcomed by people working in the NHS and other
stakeholders, although its impact has in the main yet to be
felt. In the highly devolved NHS, the practical reality for the
Senior Responsible Owner for the Programme and for the
Strategic Health Authorities’ accountability in their areas is
not straightforward. So, for example, decisions about when
a new care records system should be deployed lie with
Trust Boards and their Chief Executives, rather than with the
Strategic Health Authorities.
- On a Programme of this size and complexity and
in such a highly devolved environment, clear, realistic
communications about attributes of the Programme
such as progress against time and cost, and system
performance, are especially important. Large volumes
of data are available to help manage the Programme,
though communications have tended, to date, to focus
on achievements rather than what remains to be done.
Our difficulty, in producing this report, in collating the
Programme’s current position to a reasonable degree
of precision, reinforced our impression that reporting
and communications about the Programme could be
improved, particularly in relation to the deployments by
the Local Service Providers. To this end, since November
2007 NHS Connecting for Health has been developing an
electronic tool which is intended to provide a ‘roadmap’
of progress across the Programme.
Our conclusion on achieving strong leadership
and governance
Local accountability for delivery of the Programme has
been strengthened, though the new arrangements are still
bedding in. Reporting and communicating progress on the
Programme as a whole is challenging because of the volume
of data and difficulties in clearly collating the state of play on
every attribute of the Programme’s various elements.
Challenge 2: Maintaining the confidence of
patients that their records will be secure
- In January 2007 the Department appointed a Patient
Lead for the Programme to raise the profile of patient
engagement work, where the main focus at present is the
introduction of the Summary Care Record. The Record
will be accessible to NHS staff involved in a patient’s care
anywhere in England, though patients can choose not
to have a Record created or for it not to be shared. Early
indications from the early adopter areas are that only very
small proportions of patients are choosing not to have a
Summary Care Record or for it not to be shared.
- A key factor in whether patients choose not to have
a Summary Care Record will be whether patients and
GPs are confident that data will be secure and handled
appropriately. NHS Connecting for Health has set out
policies on secure processing, transmission and storage
of patient data, and a range of controls have been put in
place to prevent unauthorised access to data. For example,
the N3 network and NHSmail system are protected by
multiple security measures and communications are
encrypted to protect the transfer of patient data.
- Security also depends on the actions of the
NHS and individual members of staff. To help provide
assurance about data security and confidentiality, the
Department and the NHS have developed a ‘Care Record
Guarantee’, setting out the principles that will be applied
in handling electronic care records. Access to care
records is controlled through Smartcards and passcodes,
and individuals are granted access to information
based on their role and level of involvement in patient
care. Inappropriate use of health records may lead to
disciplinary measures and possibly legal proceedings,
and access can be audited. In the light of concerns
about public sector data protection and the security
of information being transferred between locations
and organisations, the Strategic Health Authorities are
conducting a detailed review of all aspects of data security
across their part of the NHS.
Our conclusion on maintaining the confidence of
patients that their records will be secure
Greater sharing of patient records brings new risks.
Ultimately security depends on the actions of individual
NHS staff, and there are a range of controls and
protections in place. The NHS potentially has superior
knowledge of who has accessed care records than it had
prior to the Programme.
Challenge 3: Securing the support
and involvement of clinicians and
other NHS staff
- The most recent survey of NHS staff, carried out in
May 2007, found increases in levels of familiarity with
the Programme and most staff – including 67 per cent of
nurses and 62 per cent of doctors – thought the systems
would improve patient care. Staff having access to patient
information when they need it was rated as the most
important of a series of potential benefits. The survey also
found that, aside from information managers, less than
30 per cent of the other groups of NHS staff had had an
opportunity to shape decisions about the new systems,
although the majority did not consider they had a lot to
contribute to the planning of IT changes.
- In the last two years NHS Connecting for Health
has taken steps to strengthen its mechanisms for clinical
engagement, including appointing a Chief Clinical
Officer to enhance clinical leadership of the Programme.
In addition, the network of National Clinical Leads,
who act as advocates for the Programme and facilitate
communication between NHS Connecting for Health
and NHS staff, has been expanded. NHS Connecting for
Health has also involved clinicians and other NHS staff
directly in the development of the Programme’s systems to
help ensure the products are fit for purpose. For example,
a team of NHS staff has been established to assist with
developing the Lorenzo care record software.
Our conclusion on securing the support and
involvement of clinicians and other NHS staff
The arrangements for engaging with clinicians and
NHS staff, and involving them in the development of
the systems, have been strengthened. The latest survey
indicates that most NHS staff expect the Programme to
improve patient care and patient safety. There is, however,
still progress to be made before all staff are convinced of
the benefits of the Programme.
Challenge 4: Managing suppliers effectively
- The three Local Service Providers told us that the
scale and complexity of the Programme made it extremely
challenging. They described how it can be difficult to
plan and deploy resources where progress relies on many
decisions necessarily made at local level, and how they
cannot make progress simply by ‘working to the contract’
but need to be highly flexible to meet NHS requirements.
All have boosted capacity since the outset, in part
prompted by NHS Connecting for Health. In addition,
the contracts with BT and CSC have been reset to reflect
changing circumstances (including the novation of the
contracts for the North East and the East from Accenture
to CSC) and the need for greater flexibility than originally
envisaged. The resetting has established more realistic
timetables for deploying the care records systems and
has incorporated cost changes arising largely from the
purchase of increased functionality. The contract with
Fujitsu is in the process of being reset.
- Relations between NHS Connecting for Health and
the Local Service Providers have been maturing, with both
sides gradually developing the confidence in each other to
work together to deal with the uncertainties and changes
that arise during system development and deployment.
Both described a relationship that is increasingly
collaborative and based on partnership, with aligned
objectives to deliver the Programme. Under the Local
Ownership Programme, relations between the NHS and
the Local Service Providers are still relatively immature
but improving. Across the country, the NHS Trusts we
visited commented positively on the working relations
they had enjoyed with Local Service Provider staff during
the deployment process.
Our conclusion on managing suppliers effectively
Relationships between NHS Connecting for Health and
suppliers have matured, bringing much needed flexibility
to the Programme. Until the process of contract resetting is
complete, there remains a degree of uncertainty in relation
to the South.
Challenge 5: Deploying and using
the systems effectively at local level
- Implementing a new care records system in a
Trust entails substantial additional work, and places an
inevitable burden on both clinical and administrative staff.
During our visits we saw that NHS staff are demonstrating
huge effort and commitment to make deployments go as
smoothly as possible, and we saw clear evidence of Trusts
learning from the experience of others.
- Planned ‘go live’ dates had been missed in most
of the Trusts we visited, in some cases on more than one
occasion, usually as a result of over-optimism about
the time required to prepare. Drawing on experience,
Local Service Providers are now expecting the planning,
preparation and testing with the Trust and Strategic
Health Authority prior to the ‘go live’ date to take on
average around a year, depending on the complexity of
the deployment.
- To realise the benefits of a new care records system
Trusts need to understand how it will affect their work
processes, and if necessary redesign them to get the most
out of the system. Training is also important in ensuring
benefits are realised and was most effective where it was
tailored to reflect specific roles. The value of training
was, however, diminished by the fact that the training
environment provided to Trusts differed from the live
system they were deploying.
- Deploying a new care records system has a large
operational impact, and an important lesson has been
the value of having high level clinical and managerial
leadership of the change. All the Trusts we visited
recognised the importance of engaging staff and had
involved clinicians in the deployment process. Although
increased functionality is planned for later releases, the
limited clinical functionality provided to date had made
engagement more difficult.
- The NHS Connecting for Health Service Desk, run
by Fujitsu, deals with technical issues that cannot be
resolved at local level. During our visits, feedback was
that the performance of the Service Desk was universally
poor. NHS Connecting for Health and Fujitsu recognise
there have been problems with the operation of the
Service Desk and are taking steps to improve performance.
- While the Choose and Book system is now nearly
fully deployed, utilisation has been lower than expected,
with 6.7 million bookings, against an original forecast of
39 million, by January 2008. Usage has been rising, and
around half of new outpatient appointments are now being
booked through Choose and Book, though there is wide
variation in utilisation rates between Primary Care Trusts,
ranging from over 90 per cent to below 20 per cent.
Our conclusion on deploying and using systems
effectively at local level
The original unachievable timescales for the Care Records
Service as a whole have been mirrored in the deployment
of the care records systems at local level, and raised
unrealistic expectations at times. Implementing the new
systems entails substantial extra work and Trust staff are
demonstrating high levels of commitment. NHS staff and
Local Service Providers are learning from experience to
make each new deployment go smoothly.
Our overall conclusions
The Department is taking action to progress all the recommendations which it
accepted from the Committee of Public Accounts report.
All elements of the Programme are advancing and some are complete, though
delivering a nationally specified Programme into the highly devolved NHS
continues to be an enormous challenge. For the Care Records Service, the
original timescales proved to be unachievable, raised unrealistic expectations
and put confidence in the Programme at risk. While the Programme costs have
largely held, the timetable for the Care Records Service has slipped.
The original vision for the Programme nevertheless remains intact and still
appears feasible. The major outstanding challenge is to finish developing and
deploying the care records systems that will help NHS Trusts to achieve the
Programme’s intended benefits of improved services and better patient care.