NHSFV CAMHS

Practical Approach to Implementing and recording

definitions

Process of engaging staff• Agreed definitions for assessment and treatment ( “ clock-stopping”

data points) at strategic management group• Circulated these to the team, along with the referral criteria

document• Formed a PIMS ( Patient information management system, our

NHSFV data system) User group within CAMHS, to look at our data collection systems, our processes for DNAs etc (derived from the 7 helpful habits system), be a resource for staff support and take forward the new ways of working: group to be trained end of September and will then roll this out to whole team.

• Secretary sends a reminder to team to input PiMS data 3 working days before end of month

• Admin team identify any inaccuracies or gaps in the data each month and staff involved are offered help in addressing it, either via admin support or additional training.

IT System• Charlie Barratt, IT added three new codes to our PIMS system on the

“contact” drop down menu: Definitions:• RTT Assessment: used for client’s first appt ( we use choice and

partnership, so usually choice appt). Secretaries log referrals and enter these first contacts on PiMS.

• RTT Treatment: used for the first treatment appt after the RTT assessment appt. Usually the 1st partnership appt. Also used for start of diagnostic assessment process, eg ASD, ADHD by partnership clinician.

• RTT Assessment & Treatment: used for if client seen for assessment appt only, and are closing case but have also delivered some form of intervention. Also used if client seen and diagnostic assessment started, but second appt not yet made, eg waiting on receipt of questionnaires or requested speech and language report before allocating to partnership clinician.

• The old data had to be “cleaned” for any cases still open. This was time consuming and we had help from patient access team and own admin team for this.

Any queries notified to team for clarification

Information Manager pulls the report from PiMS system

Sends to CAMHS for accuracy checking (admin. team)

CAMHS Secretary sends reminder to staff re PiMS entries, 3 working days before month end.

Report updated and ratified by CAMHS

Information Manager forwards to ISD, copies to CAMHS and Patient Access Manager

Patient Access Manager reports to health board

NHSFV CAMHS Flowchart for Data Submission for HEAT target

Secretaries enter 1st appointments; clinicians enter subsequent appointments on PiMS by month end

Final DataExtract

X-Tab QueryAggregates all

reporting categories by week category

Partition Query to Map all Data to WeekCategories and insertzero values for weeks

with no data

Category Codes Table

(List of 0..105)

Calculate all Days Waiting/Waited for

referrals meeting the criteria

Generate Base Data for

Referrals Open at least in part at some

point during thereporting

period

VCAMH_NEWWAYS_BASE

VCAMHS_WAITING_TIMES_WKS

VRTT_WEEK_CATEGORIES

VCAMHS_RTT_WAIT_DATA_WKSVCAMHS_RTT_WAIT_DATA_WKS_XTAB

Data stored inthe main

referrals table

Function Calls to retrieveFirst Assessment and First Treatment Dates

Main Contacts Table

552

105

106

636

6

624,393Representative data showing Numbers of

records involved at each stage based upon Forth Valley data for August

2010

Process for the production of CAMHS RTT Data

6,315,414