Requirement ID

Requirement Text

Level

GP-MI.1-01

Each data submission will cover one calendar month

Between midnight (00:00) on the first day of the calendar month being reported and 23:59 on the last day of the calendar month being reported inclusive. For example, if the report is being produced in November 2015 then the reporting period will be between midnight (00:00) on the 01/10/2015 and 23:59 on the 31/10/2015 inclusive

MUST

GP-MI.1-02

Data to be submitted to The Authority on a monthly basis in the month following the reporting period

If the reporting period is October, then the data will be submitted in November i.e. a retrospective collection

MUST

GP-MI.1-03

Data to be submitted to The Authority within 10 working days of the end of each reporting period

If the reporting period is October, the data will be submitted within 10 working days after 31^st October

MUST

GP-MI.1-04

Data to be submitted through the nominated The Authority Data Collection Service

This is the Secure Electronic File Transfer (SEFT) portal and details on using this are embedded below:

• Secure Electronic File Transfer (SEFT)

• Creating Automated SFTP Transfers - Guidance 

MUST

GP-MI.1-05

Data to be submitted in the format prescribed by The Authority

This is as a csv file and Suppliers have a choice between two templates, as below. Blank templates will be made available on the last working day of each month via the relevant SEFT folder.

1. Long and skinny csv template.csv

2. Tabular csv template.csv

Suppliers will inform The Authority which template they will be using

MUST

GP-MI.1-06

CSV data submissions will contain all fields in the same order as defined in the CSV file structure table and all applicable data as defined in the Data Fields Definition section.

MUST

GP-MI.1-06a

Where a Supplier is not required to provide or cannot provide certain fields, these fields will be included within the data submitted, but left blank, rather than giving a value of '0'.

Suppliers will inform The Authority where there are fields that they are required to return but are unable to do so and explain the reasons for this.

MUST

GP-MI.1-07

Data will only be returned for Practices which have approved the collection using CQRS

A list of the ODS codes of all Practices which have approved the collection will be made available to Suppliers as a csv file on the last working day of each month via the relevant SEFT folder.

Upon receipt of the data, The Authority will validate that the latest version of this list has been applied

MUST

GP-MI.1-08

Suppliers to have a process for checking data quality in reports before they are submitted

MUST

GP-MI.1-09

Suppliers to ensure that the processes used to produce reports preserve the meaning of data items from one reporting period to the next, so that the content of a report can be compared between periods

In cases where the Supplier does need to change the process for producing reports in a manner that means reports cannot be compared between reporting periods, they will alert the The Authority Primary Care Data team

MUST

Field ID

Data Item

Definition

Format

Level

H1

report_period_start

First day of reporting period which the report covers (the 1st of the month prior to the month in which the data is being submitted i.e. if data is being submitted in July 2018, this field will be 01/06/2018).

Date (dd/mm/yyyy)

MUST

H2

report_period_end

Last day of reporting period which the report covers (the final day of the month prior to the month in which the data is being submitted i.e. if data is being submitted in July 2018, this field will be 30/06/2018).

Date (dd/mm/yyyy)

MUST

H3

Supplier 

Name of Supplier returning the data.

String (63)

MUST

H4

Supplier_system

Name of Solution for which data is being returned.

String (63)

may

H5

Supplier_ system_version

Version number of the Supplier Solution used at the practice.

String (63)

may

H6

gp_practice_code

The GP Practice Code for the GP Practice for which the data is being returned.

String (6)

MUST

Field ID

Data Item

Definition

Format

Level

619a

update_demographics_online_trans_count

Total number of demographics update transactions: (this is the number of transactions involving an update of Patient demographic details, NOT a count of the fields updated; where a transaction includes the update of multiple demographic information fields, this should only be counted as a single transaction) 

• via any Citizen Service

• for Patients who are associated with at least one LOSA who is registered to use any Citizen Capability on their behalf whether as 'self' or 'proxy'

• at any time within the reporting period

Numeric (integer)

may

608

total_online_transactions_count

Total number of transactions recorded by the Solution:

• transaction took place at any time within the reporting period

• Solution logins (each individual login should be counted separately; this DOES include re-logins after a system time-out) 

• via View Record - Citizen Solution (each view/access of: any part of the Full Care Record, elements of the Detailed Coded Record, Summary Information Record, letters; if any element is viewed/accessed multiple times within the reporting period each view/access should be counted separately) 

• via Appointments Management - Citizen Solution (Appointment scheduling transactions, Appointment cancellation transactions) 

• via Prescription Ordering – Citizen Solution (Prescription ordering transactions; where multiple items are included within a single transaction, this should only be counted once) 

• via Communicate With Practice - Citizen Solution (messages sent from Patient to practice, messages sent from practice to Patient) 

• all transactions from update_demographics_online_trans_count (field 619a)

Numeric (integer)

may

1010

total_login_count_p

Total number of logins to a Citizen Service:

• at any time within the reporting period

• by LOSAs

• where the Citizen Service being logged into is provided by the same Supplier as provides the Patient Information Maintenance - GP Solution for the Practice

Numeric (integer)

may

1011

total_login_count_p1

Total number of logins to a Citizen Service:

• at any time within the reporting period

• by LOSAs

• where the Citizen Service being logged into is provided by a different Supplier than provides the Patient Information Maintenance - GP Solution for the Practice

Numeric (integer)

may

Field ID

Data Item

Definition

Format

Level

513

new_online_Patient_count

Total number of Patients registered for at least one Citizen Service as at report_period_end who:

• were registered for any Citizen Service for the first time during the reporting period (this does NOT include Patients who were previously registered, but for whom service access was changed during the reporting period.)

• are active at the Practice (this DOES include Patients who moved from 'inactive' to 'active' during the reporting period)

• had a VUA created and associated with their record, which enables the use of any Citizen Service on their behalf whether as 'self' or 'proxy' (this is a count of Patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)

Numeric (integer)

may

511

new_vua_count

Total number of VUAs enabled for the use of at least one Citizen Service as at report_period_end where:

• VUA was created by the Practice during the reporting period (this does NOT include VUAs that were previously created, but where service access configuration was changed during the reporting period. It DOES include VUAs where the status changed from 'inactive' to 'active' during the reporting period)

• VUA account is active and associated with at least one Active Patient whether as 'self' or 'proxy' (VUAs that enable both 'self' and 'proxy' association should only be counted once)

Numeric (integer)

may

512

online_Patient_count

Total number of Patients registered for at least one Citizen Service as at report_period_end who:

• were registered for any Citizen Service as at report_period_end (this DOES include registrations completed within or at any point before the reporting period)

• are active at the Practice

• have a VUA associated with their record, which enables the use of any Citizen Service on their behalf whether as 'self' or 'proxy' (this is a count of Patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)

Numeric (integer)

may

510

vua_count

Total number of VUAs enabled for the use of at least one Citizen Service as at report_period_end where:

• VUA was created by the Practice and exists at report_period_end (this DOES include VUAs created within or at any point before the reporting period)

• VUA account is active and associated with at least one Active Patient whether as 'self' or 'proxy' (VUAs with both a 'self' and 'proxy' association should only be counted once)

Numeric (integer)

may

409

online_appointment_enabled_status

Functionality status in the Patient Information Maintenance - GP Solution at the Practice for enabling the use of Appointments Management - Citizen Capability for booking and/or cancelling Appointments as at reporting_end_date.

Flag (0, 1, 2, 9)

MUST

514

online_Patient_appointment_count

Total number of Patients registered to use Appointments Management - Citizen Capability as at report_period_end who:

• were registered to use Appointments Management - Citizen Capability as at report_period_end (this DOES include registrations completed within or at any point before the reporting period)

• are active at the Practice

• have a VUA associated with their record, which enables the use of the Appointments Management - Citizen Capability on their behalf whether as 'self' or 'proxy' (this is a count of Patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)

Numeric (integer)

MUST

410

online_prescription_enabled_status

Functionality status in the Patient Information Maintenance - GP Solution at the Practice for enabling the use of Prescription Ordering – Citizen Capability as at report_period_end.

Flag (0, 1, 2, 9)

MUST

516

online_Patient_prescription_count

Total number of Patients registered to use Prescription Ordering – Citizen Capability as at report_period_end who:

• were registered to use Prescription Ordering – Citizen Capability as at report_period_end (this DOES include registrations completed within or at any point before the reporting period)

• are active at the Practice

• have a VUA associated with their record, which enables the use of the Prescription Ordering – Citizen Capability on their behalf whether as 'self' or 'proxy' (this is a count of Patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)

Numeric (integer)

MUST

411

online_communication_enabled_status

Functionality status in the Patient Information Maintenance - GP Solution at the Practice for enabling the use of Communicate With Practice - Citizen Capability as at report_period_end.

Flag (0, 1, 2, 9)

may

518

online_Patient_communication_count

Total number of Patients registered to use Communicate With Practice - Citizen Capability as at report_period_end who:

• were registered to use Communicate With Practice - Citizen Capability as report_period_end (this DOES include registrations completed within or at any point before the reporting period)

• are active at the Practice

• have a VUA associated with their record, which enables the use of the Communicate With Practice - Citizen Capability on their behalf whether as 'self' or 'proxy' (this is a count of Patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)

Numeric (integer)

may

420

online_document_view_enabled_status

Functionality status in the Patient Information Maintenance - GP Solution at the Practice for enabling the use of the Document Access Level Record Access Service as at report_period_end.

Flag (0, 1, 2, 9)

MUST

524

online_Patient_document_view_count

Total number of Patients registered to use the Document Access Level Record Access Service at report_period_end who:

• were registered to use the Document Access Level Record Access Service to view documents as at report_period_end (this DOES include registrations completed within or at any point before the reporting period)

• are active at the Practice

• have a VUA associated with their record, which enables the use of the Document Access Level Record Access Service to view documents on their behalf whether as 'self' or 'proxy' (this is a count of Patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)

Numeric (integer)

MUST

413

online_record_view_enabled_status

Functionality status in the Patient Information Maintenance - GP Solution for enabling the use of the Full Record Record Access Service as at report_period_end.

Flag (0, 1, 2, 9)

MUST

522

online_Patient_record_view_count

Total number of Patients registered to use the Full Record Record Access Service to view their Full Record as at report_period_end who:

• were registered to use the Full Record Record Access Service to view their Full Record as at report_period_end (this DOES include registrations completed within or at any point before the reporting period) 

• are active at the Practice

• have a VUA associated with their record, which enables the use of the Full Record Record Access Service to view documents on their behalf whether as 'self' or 'proxy' (this is a count of Patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)

Numeric (integer)

MUST

412

online_summary_record_view_enabled_status

Functionality status in the Patient Information Maintenance - GP Solution for enabling the use of the Summary Information Record Record Access Service as at report_period_end.

Flag (0, 1, 2, 9)

MUST

520

online_Patient_summary_record_view_count

Total number of Patients registered to use the Summary Information Record Record Access Service to view their Summary Information Record as at report_period_end who:

• were registered to use the Summary Information Record Record Access Service to view their Summary Information Record as at report_period_end (this DOES include registrations completed within or at any point before the reporting period)

• are active at the Practice

• have a VUA associated with their record, which enables the use of the Summary Information Record Record Access Service to view documents on their behalf whether as 'self' or 'proxy' (this is a count of Patients associated with VUAs, NOT of the VUAs. Patients with both a 'self and 'proxy' association should only be counted once)

Numeric (integer)

MUST

622

coded_record_view_enabled_status

Functionality status in the Patient Information Maintenance - GP Solution for enabling the use of the Detailed Coded Record Record Access Service as at report_period_end.

Flag (0, 1, 2, 9)

MUST

623

coded_online_Patient_record_view_count

Total number of Patients registered to use the Detailed Coded Record Record Access Service to view their Detailed Coded Record as at report_period_end who:

• were registered to use Detailed Coded Record Record Access Service to view their Detailed Coded Record as at report_period_end (this DOES include registrations completed within or at any point before the reporting period)

• are active at the Practice