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NHS number matching for local authorities

Why it’s important and who can help

Presented by Jill Hepworth and Steve Bennet

NHS Digital

Why are matched NHS numbers important?

• NHS numbers are used as the unique identifier for

uploading information onto the national Spine

• Without a matched NHS number, a child record can

not be uploaded by the local authority

• If a record is not on the Spine, the alert can not be

viewed in an unscheduled healthcare setting

• Vulnerable children will be missed

• The whole aim of CP-IS will not be realised

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What levels should I aim for?

• We ask you to achieve at least 95% of matched NHS

numbers for records with a CPP or LAC before go live

• This includes mothers of unborn children with a CPP

• We expect that you maintain as close to 100% as possible

• We recognise that you may not be able to match some

records

• Records you may not be able to match include asylum

seekers who have not registered with a GP, Sensitive S-

flag records and new-born baby

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How do live sites maintain numbers?

• No one right way

• We have found a variety of ways sites keep their numbers high and this includes:

– Mandatory NHS number field in the electronic system

– Electronic system has a feed to/from national Spine

– NHS number field on a referral form

– Number captured at point of referral by Front Door Team / Contact Centre

– Provided by the MASH / GP / other multi-agency team

– Provided by a health rep at a safeguarding meeting

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What help is there for us?

Steve Bennet – NHS Digital

National Back Office

Demographic Batch Services Bureau

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NHS Number matching for local authorities

Support available from NHS Digital

Presented by Steve Bennet

PDS NBO Service Manager, NHS Digital

27 April 2017

Agenda for today

• Service benefits

• High level overview of DBSB

• Processing files through DBSB

• Problematic NHS numbers

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Benefits of the DBSB to sites

• Data analysis to improve data quality

• Manual tracing

• Response within 5 days

• Service available post-deployment

• Governance already approved

– Looked After Children

– Child Protection Plan

• Adult and Children’s Social Care require IGARD

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High level overview of the DBSB service

• Bulk tracing of client records against PDS

• NHS number validation and tracing

• Secure end to end processing - @*gcsx.gov.uk / @nhs.net

• Multiple automated submissions

• Manual trace

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Processing files through DBSB

• Data must meet file format requirements

• File must only include CP-IS data

• There must be an exact match between supplied and held data

• Name traces are made against both current and historic values

• Watch out for spelling variations e.g. Ann or Anne

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Processing files through DBSB continued

• Note - a person’s registered name(s) in Social Care and in the NHS may differ

• Multiple patient submissions in the same file may be done and may be required – but use the same Local PID

• Wild cards (*) work in name, address and postcode fields - use with caution as risk of false positives

• Address differences are common and cause a ‘no trace’

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Best practice – surname

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2. ADDITIONAL TEXT IN SURNAME SURNAME FORNAME

Bad practice HIRST (MOTHER’S SURNAME BELL) / (PREV BELL) KATRINA

Best practice HIRST KATRINA

1. ALTERNATIVE SURNAME SURNAME ALERNATIVE SURNAME FORNAME

Bad practice CROCKETT/LAWSON SARAH

Bad practice CROCKET LAWSON LAWSON SARAH

Best practice CROCKETT SARAH

Best practice LAWSON SARAH

Top Tip:

• Submit multiple records for the same patient

• Use the same Local PID

Best practice – forename 1. EXTRA TEXT IN FORENAME SURNAME FORNAME

Bad practice THOMAS ALEX (BOY) / (TWIN) / (JR) / (MARK)

Best practice THOMAS ALEX

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2. ABBREVIATED FORENAME SURNAME FORNAME

Bad practice HIRST KATHERINE

Best practice HIRST KATHERINE

Best practice HIRST KATIE

Best practice HIRST KA*

3. SPELLING UNSURE SURNAME FORNAME

Bad practice HOLLOWAY MAE / MAY

Best practice HOLLOWAY MAE

Best practice HOLLOWAY MAY

Top Tip:

• Submit multiple records for the same patient

• Use the same Local PID

Best practice – double barrelled names

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1. SURNAME SURNAME FORNAME

Best practice SULLIVAN-SMITH JOHN

Best practice SULLIVAN SMITH JOHN

Best practice SULLIVAN JOHN

Best practice SMITH JOHN

2. FORENAME SURNAME FORNAME

Best practice SMITH SALLY-ANNE

Best practice SMITH SALLY ANNE

Best practice SMITH SALLY

Best practice SMITH ANNE

Best practice SMITH SALLY-ANN

Best practice SMITH SALLY ANN

Best practice SMITH SALLY

Best practice SMITH ANN

Top Tip:

• Submit multiple records for the same patient

• Use the same Local PID

Best practice – punctuation errors 1. PUNCTUATION FORENAME SURNAME FORNAME

Bad practice COLE MICHAEL,

Bad practice COLE MICHAEL;

Best practice COLE MICHAEL

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2. PUNCTUATION SURNAME SURNAME FORNAME

Bad practice O’NEIL. JEREMY

Bad practice O;NEIL JEREMY

Best practice O’NEIL JEREMY

Top Tip:

Only use punctuation if it is part of the name

Best practice – previous names

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2. PREVIOUS SURNAME SURNAME PREVIOUS/ALERNATIVE SURNAME FORNAME

Bad practice PARNUM SMITH TREVOR

Best practice PARNUM TREVOR

Best practice SMITH TREVOR

1. PREVIOUS FORENAME SURNAME FORNAME PREVIOUS/ALERNATIVE FORENAME

Bad practice PIERCE HAZEL MARIE

Best practice PIERCE HAZEL

Best practice PIERCE MARIE

Top Tip:

• Previous/Alternative Forename and Previous/Alternative Surname are NOT

used for batch tracing

• Submit multiple records for the same patient

Best practice – unborn children

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Top Tip:

• An unborn child will NOT be on PDS

• CP-IS indicator will be placed against the mother

2. PREVIOUS SURNAME DATE OF BIRTH SURNAME FORENAME GENDER

Bad practice 20170207 HANSELL UNBORN 0

Best practice USE THE MOTHER’S DETAILS

Best practice – gender 1. MALE SURNAME FORNAME GENDER

Bad practice LOGIE DEAN MALE

Best practice LOGIE DEAN 1

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Permissible Values

1 – Male

2 – Female

0 – Not Known

9 – Not Specified

Top Tip:

There must be an EXACT MATCH between the submitted and held record

2. UNSURE SURNAME FORNAME GENDER

Bad practice SMITH SAM 0

Best practice SMITH SAM 1

Best practice SMITH SAM 2

Best practice – post code

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Top Tip:

• Use wild cards – for example use *

• If not known at all - leave it out

1. UNKNOWN POSTCODE

Bad practice UNKNOWN

Best practice NULL

2. PARTIAL POSTCODE

Bad practice BL1 XXX

Best practice BL1 *

3. PARTIAL POSTCODE

Bad practice HA8

Best practice HA8 *

Best practice HA*

Best practice – address

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UNKNOWN ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 ADDRESS 5

Bad practice THE WARREN PARSONS LAND DROVE NOT KNOWN BANBURY

Best practice THE WARREN PARSONS LAND DROVE DODDINGTON BANBURY

UNKNOWN ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 ADDRESS 5

Bad practice 12 CROSS LEYS N/A N/A

Best practice 12 CROSS LEYS CHIPPING

UNKNOWN ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 ADDRESS 5

Bad practice MAGNOLIA HOUSE BANBURY ROAD NULL NULL

Best practice MAGNOLIA HOUSE BANBURY ROAD MILCOMBE TADLEY

Top Tip:

• Actual address information only

• Wild cards are available

• There must be an EXACT MATCH between the submitted and held record

Contact the bureau

• NBO-DBSB@nhs.net

• Kpugh@nhs.net

• 01704 554022

• Steve.Bennet@nhs.net

• 01704 224599

• www.digital.nhs.uk/National-Back-Office/Contact

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www.digital.nhs.uk

@nhsdigital

enquiries@nhsdigital.nhs.uk

0300 303 5678 www.digital.nhs.uk/cpis