Health Education Yorkshire and the Humber

Quality Management

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

    Contact Us

    Please feel free to contact us for a free, no obligations discussion about your IT requirements. You can contact us by phone, email or via our contact form.

    contact us

    Latest News

    We are now Cyber Essentials and IASME accredited

    We are now pleased to announce that we have passed Cyber Essentials and IASME governance

    We are moving!

     We are moving on the 18th April 2019.

    read more

    "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

    "You were provided with quite a complicated design for an e-commerce site, they created the 'shop' whilst keeping the design as we wanted. They also provided great value for money."

    Lucia Kempsey, Bettyjoy

    "I really have appreciated the time and trouble you’ve taken to help me set up, especially as I’m so unused to using computers!"

    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"


    "You people are so helpful"

    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

    "The very odd occasion I have required assistance, you have been very responsive in helping me resolve the problem"

    Joe Wright, Momentum Transport

    "Illuminaries provided a systematic and logical approach through the workshops to help clarify the data requirements and functionality of the system that would meet our business needs. This approach saved time and ensured both parties were clear about what was required"

    Rosemary Clark, Objective 1

    "I have just input the first patient onto the [Cirrhosis] database. Nice and easy, straight forward and only took 10 mins if that."

    Andrea Bennett, Deputy Nurse Manager / STOP HCV Project Lead

    "So far it’s been remarkably painless going live, so I just want to say thank you for your fantastic work. We’ve had some really positive comments, and I don’t think there have been any negative ones."

    Katharine Wilkie, Finance Manager, SYFAB

    "The flexibility demonstrated by Illuminaries, their readiness to consider and their ability to implement appropriate, alternative technologies into the laboratory’s business IT systems have proved to be of considerable help during a time of hectic and often profound business change."

    Business Systems Manager, Syngenta