Health Education Yorkshire and the Humber
Health Education Yorkshire and The Humber is one of the 13 LETBs established by Health Education England in 2012/13 to monitor quality and training of students and trainees in NHS England. A part of this process requires a Dean’s Report to be submitted to the GMC twice a year as a spreadsheet recording concerns, recommended actions and progress along with examples of good practice. Each submission typically took one person, a month or more to collate the information from various sources.
Information about concerns and good practice was collected during visits to NHS trusts in the area covered by HEYH and stored in a number of disparate spreadsheets. In addition, the trusts were required to provide feedback on their progress in addressing actions through spreadsheets which had been partially pre-completed by the HEYH QM team. In short, this was a clear case of ‘spreadsheet hell’ and it was felt that there must be a better way of doing this.
HEYH contacted Illuminaries in December 2013 to ask for assistance in designing a database which would allow data for the Dean’s Report to be collected and collated in a more efficient way and to explore the possibility of automatically generating the spreadsheets for the progress update requests to send to the trusts and the Dean’s Report.
It took a couple of intense requirements capture sessions to unpack both the processes and the meanings of the columns in the various spreadsheets. By late January we had agreed a design specification and data model for a web based system, to be hosted by Illuminaries. This would be used by both the HEYH Quality Team to manage visits, concerns, progress updates and good practice and by the trusts to feed back progress. This latter function cut out a level of spreadsheet generation and re-upload by allowing the trusts to provide their feedback directly into the database. HEYH initially had some concerns that this might have been a ‘step too far’ for the trusts but when the idea was presented to a few of them at a meeting in February, it received an enthusiastic response from everyone.
The system went into test at the start of April 2014 and data from the April 2014 Dean’s Report was used to populate the new QM database in May, when the system went live.
Introduction of the online feedback system for trusts, which was initially piloted at four sites, resulted in some refinements to HEYH processes and requests from trusts that they have increased visibility of some of the information held about them in the database. Working closely with HEYH through September and with a couple of iterations, we achieved a solution which everyone was pleased with.
In October 2014, the first Dean’s Report generated entirely from the database was submitted to GMC.
The QM system has since been extended to manage Exception Reports. HEYH has since commissioned Illuminaries to develop a separate online system to help manage the process of GP trainer approval and this is currently being piloted in South Yorkshire
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Latest NewsMajor milestone passed with QM Application
In October 2014, the first Dean’s Report generated entirely from the database was submitted to GMCNational HCV Database - One Year On
In the first 12 months, the centres have recruited over 3000 patients into the study, close to a third of the way to the target of 10,000* and apart from a dip across the Christmas period, the cohort is growing at approximately 100 new patients /week. The number of centres across the UK has also grown, from the original 18 to almost 40. To date the system has scaled up nicely to accommodate the additional load, with no loss of performance evident.read more
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"The system is looking great. You’ve done what the previous contractor couldn’t do"
Sylvia Ward, Deputy Chief Executive, Age Concern Sheffield
"Illuminaries provided creative and imaginative solutions to our data needs and have designed a database that is straightforward to use and has flexible search methods"
Paula Walker, Sheffield and Rotherham Asbestos Group
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Lucia Kempsey, Bettyjoy
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Kathryn Yates, Children’s Food Company
"We had been thinking of implementing an online system to manage course approvals for some time but options were limited due to security considerations. Illuminaries were able to deliver a solution that works within our IT structure and meets all of our requirements."
Daniel Kaye, PDO SYEM
"Illuminaries were fully accommodating to all my needs and have more than delivered on what I had hoped"
Stephen Radley, Consultant Obstetrician, Sheffield Teaching Hospitals
"As you are planning to get Tony to set your database up, you can be confident that the system will work. Tony also ran the Trent HCV database for a number of years, which generated over 25 peer-reviewed publications"
Will Irving, Professor of Virology, University of Nottingham
"I felt it was very productive today and you really have done an amazing job so far with this, it is beyond the expectations I had and to see it in today’s format was really positive"
Vicky Jones, Quality Co-ordinator, Health Education England
"Thanks so much for the quality database. It is a great piece of work. I am demonstrating it today at Willerby and am sure everyone will be impressed."
Julie Platts, Quality Manager, Health Education Yorkshire and the Humber
"[The QM application is] a really powerful development that allows timely review of concerns, streamlining engagement between the Trust and HEYH so helping in the accuracy of reporting and feedback the GMC"
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John Sellars, ICT Consulting
"The good work done by Illuminaries was highlighted by everyone (at the launch event). I personally would like to highlight the extra mile you went to get to this point. So a very special thanks to you both [Tony and Jim]"
Mohamed Naeem, Child Protection Specialist, UNICEF Maldives Country Office
"I would like to express my thanks to all of you as well as Illuminaires for their dedication and patience in delivering a user sensitive system that will help in transforming the work of the Government to plan and effectively deliver protection measures to the troubled communities and families in Maldives"
Manssor Ali - UNICEF, New York
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Joe Wright, Momentum Transport
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Rosemary Clark, Objective 1
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Andrea Bennett, Deputy Nurse Manager / STOP HCV Project Lead
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Katharine Wilkie, Finance Manager, SYFAB
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