National eHealth Programme Board Meeting - Minutes

National eHealth Programme Board Meeting - MinutesTime/ Date: 14:00 – 23 rd September 2008Location: SAH – Conference Room A&BAttendees:Paul RhodesRobin WrightMartin EganMarion BainRichard WoottonMichael SullivanDavid HastieAlan GallApologies:Jonathan PryceLiz MacDonaldTony WellsJoe WelsheHealth Programme Director (chair)Chair eHealth Leads group, NHS LanarkshireCo-chair eHealth Leads group, NHS LothianNSS eHealth Medical DirectorDirector, Scottish Centre for TelehealthHealth Finance, SGHDCapital Investment Group (CIG)Director of Finance, NHS GrampianHead of Primary Care Division, SGHDScottish Consumer CouncilChief Executive, NHS TaysideHealth Finance, SGHDIn Attendance:Denise Coia (item 2)Geoff Huggins(item 2)Peter Curry (item 3)Neil Dustan (Item 3)Angela MitchellAlan HyslopHeather StrachanCathy KellyAndy RobertsonJonathan MeddesAlastair BishopMinutes:Iain HornePMO, Mental Health, SGHDHead of Mental Health Division, SGHDeHealth Clinical Lead, NHS FifeProgramme Manager, NISGInterim Head of ProgrammesHead of StrategyeHealth NMAHP leadeHealth Clinical leadDirector, NISGInterim Head of Architecture & DesignHead of Change & BenefitseHealth business manager1. Introduction1.1 Paul Rhodes welcomed Alan Gall, Director of Finance , NHS Grampianto the meeting and formally recorded his thanks to Douglas Griffin,Director of Finance, GG&C for his attendance in previous months. Awelcome was also extended to Cathy Kelly in her new role as eHealthclinical lead and Michael Sullivan from Health Finance to their firstprogramme Board meeting.1.2 The Board formally approved the minutes of the previous meeting.ERDM Ref: F17309361

2. eHealth Mental Health Action Plan2.1 Denis Coia and Geoff Huggins introduced this paper and outlined the 3main areas of work that Mental Health Division was currently involvedin. Firstly looking at common definition to enable collection of routineinformation and benchmark dare; secondly work on an integrated carepathway and thirdly work on the 4 mental health HEAT targets. MentalHealth Division consider that development is required to develop a coredata set that delivers both clinical and business information and aninformation set that delivers this. Mental Health Division were unsure ifthe eHealth programme of work would deliver this. During thediscussion that followed the following points were made:• The eHealth Strategy Board are currently considering priorities andwill discuss further at the next Strategy Board in December and setdirection• The Scottish Centre for Telehealth have identified mental healthand psychiatry and there may be a benefit to having discussionswith SCT.• The suggestion that a consultant from New Zealand be taken onwas based on the fact that NZ were in a similar place to Scotland 9years ago and the knowledge base there would be helpful.• Connecting for Health have appointed a mental health team and areinvolved in collaborative work on clinical outcomes• The patient management system currently being procured would behelpful. The PMS programme board considered there was goodrepresentation from this in NHS boards involved in mental health.• A web based application would be of benefit but in terms ofsequencing the required dataset need to be agreed and thereshould be clarity on the linkages between datasets.• Before the consideration of any financial support Robin Wright andMartin Egan offered to meet to discuss current systems andanalyse gaps and meet with the benchmarking group and reportback to the programme board.ACTION: Robin Wright to discuss mental health input to PMSprogramme. Robin Wright/Martin Egan to meet with Mental HealthDivision to scope issues3. Theatres Full Business Case3.1 Peter Curry and Neil Dustan introduced the full business case whichoutlined the benefits of the introduction of a comprehensive theatremanagement system, which aims to improve services to patients bysupporting planning, scheduling, and optimised use of theatres andresources, leading to reduced costs per case and greater efficiency inTheatre utilisation. The costs of the contract, which were dependent ontake up from NHS Boards were outlined. During the discussion thefollowing points were made.ERDM Ref: F17309362

• The Patient Management System will include a module on theatresmanagement although this is not one of the early modules andseveral boards require a theatre management system urgently.The theatres project board also consider that the product outlined inthe theatres full business case is ‘best of breed’.• The fact that there were no firm assurances from boards to sign upto this product weakened the status of this business case. Therewould be an expectation that Boards signing up would cover up to50% of the population. That commitment should be given in writing.The Board also agreed that where Scottish Government andBoards were making investment decisions based on the decisionsof other boards, there should be a financial consequence for Boardswhich subsequently withdrew. The Theatres procurement shouldestablish this principle. Possibly consider for this (and future)national projects that Boards have to opt out as opposed to opt in.The eHealth Programme will issue these letters.• The project team and board members considered that these writtenassurances would be obtained.• The Board agreed that the project should go ahead in principlewith the proviso that Capital Investment Group are content with thewritten confirmations. Subject to these confirmations there will beno requirement to come back to the programme board and thebusiness case presented can be considered approvedAction: eHealth programme to write to NHS Boards to obtainwritten commitment to their participation.4. Integration Platform update.4.1 Jonathan Meddes updated the board on progress in the provision ofan NHSScotland Integration Platform. The A&D team were alsoseeking approval fro the current course of action. This is an essentialmilestone in delivering the architecture vision. The following keymilestones were highlighted:• A demonstrator project would be taken forward to validate thetechnical design. The proposal will be submitted the Octoberprogramme board• OBC to the October programme board• Full Business case approved by March 2009• Funding available and initiate solution delivery/commissioningoptions April 20094.2 During the discussion the following points were made:• Martin Egan indicated that NHS Lothian would be extremely keen tobe involved in the demonstrator project.• Capital Investment Group should have sight of the business casebefore the next programme board4.3 The Board approved the proposed course of actionERDM Ref: F17309363

Action: Jonathan Meddes to submit OBC and demonstratorproposal to October programme Board5. Benefits Governance5.1 Alastair Bishop introduced the paper on enabling a benefits-driveneHealth strategy through improved benefits governance. The keypoints were that by actively managing benefits as the foundation ofeHealth projects, we:• adopt a way of working that successfully delivers improvements topatient care, supported and enabled by use of technology;• provide clear justification for decisions to invest in new eHealthprojects;• gather evidence to demonstrate effective use of resources andvalue for money;• develop a common "language" to help clear communicationbetween eHealth and clinical professionals.5.2 This paper was discussed at the Strategy Board who endorsed theadoption of this benefits-driven approach for new eHealth projects andinvited Alastair to the next Strategy Board to provide more detail onimproving performance through the benefits driven approach.5.3 The Board noted the contents of the paper and the Strategy Board’sendorsement.6. Benefits Model6.1 Alastair Bishop outlined the Benefits model that will be used by theChange and Benefits team (the embedded powerpoint presentation isattached)\\SA02EDCPF\home\U117396\c&B.ppt6.2 The Board endorsed this approach7. Strategy Board Update.7.1 Alan Hyslop introduced 2 papers that were discussed by the StrategyBoard. One outlined the eHealth programmes business case and theother was on the prioritisation of eHealth funds and activity. TheStrategy Board were robust in their questioning around the need forincreased concentration on benefits. A revised paper will be submittedfor consideration to the Strategy board in December.7.2 The paper on prioritisation outlined that, of the current eHealth funding73% was for ‘business as usual’, a further 19% had been committed toprojects already underway and the Strategy Board were to discussbest utilisation of the remaining 8%. Two approaches were outlined.ERDM Ref: F17309364

The first one looked at around 18 less specific commitments andsought to weight them. Given the differing nature of these projects it isextremely difficult to do this. The other approach suggested is thatnational funds should focus on speeding up activity on the key nationalapproach to Electronic Patient Record development, the Clinical Portal.The Strategy Board approved, in principle, the recommendation thatthe work developing the Clinical Portal should proceed subject to theproviso that the eHealth programme should provide a more detailedpaper outlining the benefits and consequences of this approach to theStrategy Board in December.7.3 The Board noted recommendation of the Strategy Board.8. AOB8.1 Date of next meeting 22 October 2008ERDM Ref: F17309365