Reconfiguration checklist

ICB rename

A CCG has been renamed and there have been no boundary changes there should in principle be no need for the RA manager to take further action for the RA aspects prior to 1 July 2022. For CCGs impacted by boundary changes refer to Reconfiguration Guidance ICB boundary changes.

The National RA team aim to schedule several teams meetings about the RA aspects of ICS Implementation at appropriate points through the run up to 30 June 2022 to discuss steps that need to be taken in more detail and obtain updates on progress in readiness for implementation of the RA aspects of CCG renaming and boundary changes on 1 July 2022.

Whilst organisations will not be closing this is a good time for your organisation's RA Manager and ,or RA Agent can run an Active Smartcard Users report against CIS to identify active smartcard users for your organisation. Similarly, they can run the 'Positions in organisations' report to review current positions and check for unused positions that may need closing. As part of this housekeeping work, it's essential that RA managers use this opportunity to ensure all system generated positions (known as SysPos) have been revoked.

ICB boundary change 

Where a CCG has been renamed ICB geographic location and there have been boundary changes there is a need for the existing RA manager to take further action as a matter of priority in readiness for 1 July 2022.

For changes to RA parenting. An RA08 form will need to be submitted by the organisation's RA manager where boundary changes are involved. ODS are responsible for adding and removing organisations RA parents on the CIS, but are not responsible for the migration of RA hierarchies for example individual GP practices and pharmacies. The new organisation will need to follow instruction from the RA community for assistance with this activity.

For the CCGs that are subject to boundary changes they will need to initiate the processes needed to prepare for BAU Splits and Mergers. This will involve changes to the RA parenting for the child organisations (such as GP practices and pharmacies). 

As with all changes of this type the CCG RA Manager will, as applicable, need to cover the following:

• identify the ODS codes for the GP practices and pharmacy that are to be moved to another CCG
• set up a dialogue with the CCG RA manager to which the GP practices or pharmacies are moving to or from which GP practices or pharmacies being sent to agree a plan of action well in advance of the changes that must be implemented on 1 July
• relevant CCGs to utilise BAU splits and mergers processes to prepare for bulk RA reparenting of the child organisations to the destination CCG for implementation on 1 July 2022

The National RA team aim to schedule several teams meetings about the RA aspects of ICS implementation at appropriate points through the run up to 30 June 2022 to discuss steps that need to be taken in more detail and obtain updates on progress in readiness for implementation of the RA aspects of CCG renaming and boundary changes on 1 July 2022. 

Whilst organisations will not be closing this is a good time for your organisation's RA manager and or RA agent can run an active smartcard Users report against CIS to identify active smartcard users for your organisation. Similarly, they can run the positions in organisations report to review current positions and check for unused positions that may need closing.

As part of this housekeeping work it is essential that RA managers use this opportunity to ensure all System Generated Positions (known as SysPos) have been revoked.

To ensure that all in-flight referrals made by GP practices, whose boundary will be changing after 30 June 2022, can continue to be managed (booked or amended). In e-RS, the destination or new CCG or commissioning organisation is responsible for ensuring that certain mandatory pre-requisite steps have been undertaken in e-RS.

Inflight referrals are where patients have previously been referred to a primary care service prior to 30 June 2022, and who have yet to book their first hospital or clinic appointment. These steps include the comparison and management of appropriate e-RS commissioning ‘rules’ from the predecessor CCG to the destination CCG.

The management of these rules can only be undertaken within e-RS via the e-RS Commissioner role for the new CCG and not centrally by NHS Digital.

Impact 

If GP practice's ODS codes are reparented before the commissioning rules have been managed and updated, then this will impact patients who have been previously referred to local services. This will result in patients not being able to book their first hospital or clinic appointment or update their referral online via the Manage Your Referral website or via the NHS App resulting in a possible delay to care.

Action

Impacted CCGs or commissioning organisations must assign a nominated e-RS lead to undertake the e-RS changes. They should contact the national e-RS support team in the first instance by emailing [email protected], confirming which CCG they represent. The national e-RS support team will provide all necessary guidance and support to ensure minimal impact to referrers and patients as a result of these changes. The deadline for this action is 31 January 2022.

Any activity within areas moving from one CCG/ICB boundary to another, that is reported to you by your contracted providers using your current CCG code, must be amended so that it is reported to using the Sub ICB Location code for the area it is moving into. Ultimately, this is your contracted providers responsibility. However, the CCG should inform contracted providers, during contract negotiations, to ensure that they have updated their CCG/Sub ICB Location reference data. 

Similarly, any national reporting system or service that the CCG submits data / reports to using the current CCG code, must be reviewed for those areas impacted by boundary changes. Activity for geographic areas moving from one CCG/Sub ICB Location to another should be submitted / reported under  the code of Sub ICB Location into which is it moving from new CCG code from 1 July 2022.

Further guidance

Engage with your contracted providers to encourage that service contracts and reporting routes have been appropriately handled.

Reconfiguration toolkit which contains further guidance and the necessary forms to be completed and submitted to ODS, so that:

• any additional OC1 contacts can be registered for your ICB/former STP and Sub ICB Location/former CCG
• new site codes can be created
• new Caldicott Guardian (CG), Senior Information Risk Owner (SIRO) and Information Asset Owner (IAO) contacts can be registered

Systems connecting with Spine have Spine endpoint identifiers, also known as 'Party Keys', containing an organisation's code. The dissolving organisation must ensure that endpoints for any systems in use, accessing Spine, are either migrated over to the new organisation code, or deactivated by their System Supplier. It's the responsibility of the system supplier to migrate or deactivate endpoints, so that legacy endpoints can be deleted.

Further guidance

Engage with your system supplier to either move or deactivate all active endpoints. The DIR team can assist System Suppliers.

Notify NHSmail (via [email protected]t) of proposed organisation merger or acquisition. The NHSmail service team will provide guidance to support the moving of accounts into the correct organisation.

Note

When organisations are closed in NHSmail it is a 'soft close' and so existing accounts will continue to function, but new users and user policies will not be able to be created. 

An option to instigate a managed merger is also available upon request. Contact [email protected] for further information or refer to the NHSmail closed organisation guidance.  

Providers should continue to submit data about their services according to the organisation codes that exist at the time of that activity. From the July primary data submission onwards (August submission window), submitters should include the code for the relevant sub-ICB location in their data set submissions in the ORGANISATION IDENTIFIER (CODE OF COMMISSIONER) field.

In practical terms, this will mean that the same code should be submitted in this field as would previously have been submitted prior to the August window, apart from any codes affected by boundary changes.

If data from prior to July is resubmitted using the Multiple Submission Window Model (MSWM), the commissioner (CCG) who was responsible at that time should be submitted.

When an organisation or ODS code is to be closed, any past publications or incidents recorded on the DSPT should remain a matter of public record. Further changes to a DSPT toolkit assessment (or reporting of new incidents) under a closed ODS code should cease.

Permissions should be removed from existing DSPT users (allowing a short period for transition). An administrator for the organisation can do this (removing their own access last). The new ICB should raise a call with the National  Service desk to create the organisation on the DSPT and check or arrange access.

Notify HSCN for any migration of services from one organisation to another.

The HSCN programme has published a HSCN Migration Checklist (Search on 'ODS' to be signposted to relevant sections).

Learn more about ODS guidance with regard to HSCN’s Connection Agreement.

Ensure CCG's member GP practices are linked to new CCG's HSCN contract.

There will be no impact as there is no new coding being issued for July 2022. For further information contact the team [email protected]. 

For the most up to date information regarding the establishment of ICBs please see the recent communication on the SUS+ What’s New page.

For further information contact the team [email protected]

If you're using National Care Records Service (NCRS) to ensure access to service notifications and audit history contain accurate information for organisation name and correct ODS code.

1. Update smartcards for any NHS healthcare worker with activity code B0107 to view child protection plan information assigned to their smartcard:

• new organisation (ODS) codes must be added to smartcards      
• see the NHS smartcards and CIS section of this checklist for further information

If you are using an integrated solution. To ensure access to service notifications and audit history contain accurate information for organisation name and correct ODS code. 

2. Reconfigure integrated solution new organisation (ODS) codes must be included. New organisation (ODS) codes must be included.  

If you are using a solution connected to the SPINE via an SMSP. To ensure access to service notifications and audit history contain accurate information for organisation name and correct ODS code.

1. Update smart cards for any NHS healthcare Worker with activity code B0107 view child protection plan information assigned to their smartcard.

• new organisation (ODS) codes must be added to smartcards      
• see the NHS Smartcards and CIS checklist section 

For further information contact the CP_IS team.  

There will be no impact as there is no new coding being issued for July 2022. For further information contact the team. 

There are a number of steps to go through:

• list all the current SDRS data feeds, their associated CCG cohorts, the recipient organisations and their ODS codes, and their MESH mailbox names.  This information needs to come from the appropriate live services cell.
• contact each of the recipient organisations to identify the (rough) implementation date for the data feed(s) and a summary of the purpose and use case for the feed(s), confirming that the purpose is for direct care or not. The PDS Access Team will provide a customised form to capture this information.
• establish how each CCG is impacted by the implementation of ICBs and Neighbourhoods, through engagement with the ICB Implementation Team.
• the PDS Team will then assess each case, to consider if the purpose and use case are still valid, and whether or not SDRS is still a suitable solution.  Where either or both of the validity of the purpose/use case and the suitability of SDRS is questionable, the customer organisation will be engaged with.  This will not necessarily be a quick process, so early engagement with the PDS Access Team is essential.
• where the purpose/use case and SDRS validity are deemed to be satisfactory, then the PDS Access Team will initiate the implementation of the new SDRS feed.  If not, then alternatives will need to be discussed with the customer organisations.

Requesting organisations must be legal entities.  Feeds are often in place for shared care record scenarios, but generally shared care records ‘organisations’ are not legal entities.  Therefore, the requesting organisation must be a lead health or care organisation, or a supplier.

Approval routes are different for direct care and non-direct care cases.  The former are approved by the PDS Access Team on behalf of the PDS Information Asset Owner (PDS IAO) and the latter are approved by the NHS England PDRM Team, which will need to be involved.

The timing of all this needs to be carefully planned to coordinate with the overall ICB Implementation Plan.

Contact email: [email protected]