Submission process

To ensure that you receive updates and information about the NPID audit, you will need to identify a lead service contact for your unit and send details of this person and their contact details to the NPID audit team at [email protected].

If manually completing the Data Collection Forms you should store locally securely in keeping with Caldicott principles. The information contained within the data collection form should be entered onto the secure web portal, where the data will be linked with data from the Core NDA, HES and PEDW data sources. This combined data will be used to produce the published reports.

To submit data via the web portal, users will need to register for access. The instructions below describe how to register. 

Register for Single Sign On

To access the secure submission portal, register for Single Sign On (SSO).

Complete the user registration form

Download the user registration form from the NPID website. Fill in all of the User details on the form electronically and email the completed document to your Caldicott Guardian for approval. The email address used to create the single sign on account must be the same as the one entered in Part B of the registration form.

Obtain Caldicott Guardian approval

The Caldicott Guardian for your trust should electronically complete the Caldicott Guardian section of the form and save a copy of the document. The completed document should then be sent via email to [email protected] (with subject field titled Clinical Audit: NPID-DB User Registration). It is essential that the Caldicott Guardian themselves email the completed form.

You will receive email confirmation once the form has been processed. You can then log on to the system using your Single Sign On credentials and start to enter data.

Please note any additional users in the future will require a new registration form which will need to be signed by the Caldicott Guardian. Therefore, for ease, it is important to identify all users in the first instance. Please note that if a registered user for the audit leaves your organisation it is your organisation’s responsibility to notify NHS England by emailing [email protected]. 

Data on each patient should be recorded either on the Data Collection Form or directly into the secure online system. If the paper form is used, this must be filed securely in a separate audit folder until the data is submitted using the secure online system and NHS England have carried out their data quality exercise (in case you need to go back to the forms). An additional baby data collection sheet is available to record baby outcome details for pregnancies with more than one baby, for example twins. 

All pregnancies where the first contact with the antenatal diabetes team is after your unit’s start date with the audit are to be recorded into the clinical audit platform.

The audit is continuous, and you can enter data throughout the year at any point, therefore you may find it easier to submit the data soon after the pregnancy ends so that you have access to the patient records should you need to refer to these. NHS England will announce the date for taking a cut of the data, all pregnancies before 31 December for the preceding year need to be completed in the online tool to be included in the next report.  

Certain elements of information from the NPID audit data collection form need to be entered together so that you can save a record. In particular: -

• all of the information in Section A of the form needs to be entered together
• all of the information in Section C of the form needs to be entered in one visit, apart from the Alive at 28 dayS response for live births this can be entered later
• the answer Yes to the ‘Alive at 28 days’ question can only be entered at least 28 days after the pregnancy end date. The record will only be treated as complete once this has been completed

Clinical Audit Platform reports

The Clinical Audit Platform also has a number of reports that can help you to check and use your data. These reports can be found under the Reporting tab within the Clinical Audit Platform.  The reports can be filtered by date range.

Patient view 

This report shows a list of NHS Number, Estimated delivery date and pregnancy end date (if completed) for all records entered by NPID system users at your hospital so that you can see at a glance which records have been entered onto the system and access any record that you need to update.

Records will appear on this report if:

1. The pregnancy end date has not yet been completed and either a user at your hospital entered the pregnancy data, or your hospital is entered as the booking hospital; or 

2. The pregnancy end date was on or before 31 December 2014 and a user at your hospital entered the pregnancy data and/or the baby data; or 

3. The pregnancy end date was on or after 1 January 2015 and your hospital is entered as the booking hospital and/or the delivery hospital.

Data quality checks 

This report shows records entered by NPID system users at your hospital that have an unlikely (but not impossible) combination of date entries. To improve data quality we ask you check that the relevant dates have been entered correctly for any records that appear on this report. The checks are:

• pregnancy ended 7 days over – the pregnancy end date was between 7 and 21 days after the estimated delivery date
• estimated same as entered – the estimated delivery date is the same as the date that the pregnancy data was entered
• live birth before 24 weeks – the outcome was recorded as a live birth, but the gestation as calculated from the estimated delivery fate and pregnancy end date was less than 24 weeks

The conditions for records to be included in this report are the same as those for the patient view report.

This report shows records entered by NPID system users at your hospital for which pregnancy data has been entered, and either

• the pregnancy outcome data is still to be completed, or
• the pregnancy outcome data has been completed for a live birth and the ‘Alive at 28 days’ check has still to be completed. The final column indicates where 28 days have passed since the pregnancy end date for a live birth, so the ‘Alive at 28 days’ check is due for completion

The conditions for records to be included in this report are the same as those for the patient view report.

This allows you to download all completed records entered by users at your hospital in a csv file for your own review and analysis.

Please note that this file will only include records where the pregnancy outcome has been entered, and if the outcome was a live birth, the ‘Alive at 28 days’ check has been completed.

Please also note that for twin or other multiple pregnancies, each row of this file will include all of the data for each baby i.e. the pregnancy data is repeated. The column ‘BabyCountThisPregnancy’ indicates where there are a number of pregnancy outcomes attached to a single pregnancy.

Completed records will appear on this report if

1. The pregnancy end date was on or before 31 December 2014 and a user at your hospital entered the pregnancy data and/or the baby data; or 

2. The pregnancy end date was on or after 1 January 2015 and your hospital is entered as the booking hospital and/or the delivery hospital.

This is a count of pregnancies with a recorded pregnancy outcome for which a user at your hospital entered the pregnancy data (for pregnancies ending on or before 31 Dec 2014) or your hospital is entered as the booking hospital (for pregnancies ending on or after 1 January 2015).

We encourage submitters to use the Clinical Audit Platform reporting function to identify any data quality issues prior to the data submission date. However, following the deadline for submission the NPID team will run data quality checks to understand data completeness and any issues with the data. A report based on booking hospital will be sent to audit leads, you will then have approximately 4 weeks to update your records before a second and final cut of the data is taken for analysis. Any issues that still remain at this point will be cleaned and the records will not be used in the analysis.

Please see the separate guidance on these tables, this was introduced to the Clinical Audit Platform in the 2018 summary data tables. 

Coordination of the data collection