Aneurin Bevan Health Board

Aneurin Bevan Health Board Information Governance Committee Minutes of the meeting held on 10 February 2010, 2pm, in the Small Boardroom, Mamhilad House Present: Prof Janet Wademan - Independent Member (ICT) Chair Wendy Bourton - Independent Member (Third sector) Vice Chair Cllr Brian Mawby - Independent Member (Local Authority) In Attendance: Bryony Codd - Head of Corporate Governance Steven Harding - Assistant Director of Informatics Kate Hooton - Assistant Director of Patient Quality and Safety Richard Howells - Head of Information Governance Diane Richards - Record Services Manager Dr Grant Robinson - Medical Director Apologies: Richard Bevan - Board Secretary Cynthia Henderson - Head of Health Records IGC 1002/01 IGC 1002/02 Welcome and Introductions The Chair welcomed members and guests to the second meeting of the Information Governance Committee. Declarations of Interest The Committee noted that the previous declarations of interest remained extant. There were no new declarations of interest and no declarations in any specific item on the agenda. IGC 1002/03 Draft Minutes of the Information Governance Committee 24.11.10 Status: DRAFT 1

The draft minutes of the meeting held on 24 th November 2010 were approved as accurate. IGC 1002/04 Action Sheet An Action Sheet from the minutes of the meeting on the 24 th November was considered. The Committee reviewed the Action Sheet and the following updates on actions not included on the Agenda were noted: IGC 2411/03-b: The Chair reminded the committee that they are able to invite attendees to the meeting as they feel appropriate. This action would remain on the log. IGC 2411/05 b: It was agreed that an overview of mandatory information governance training and a scoping document for a Training Needs Analysis would be developed. Action: RH Also, the Assistant Director of Informatics and Head of Information Governance were meeting with Locality Directors to discuss information governance requirements in Primary Care and feedback on this would be provided at the next meeting. Action: SH/RH The Medical Director highlighted that, prior to the reorganisation, Gwent was at the forefront of integration. They were the first to develop the Integrated Health Record. Also, the development of Clinical Workstations which primary and secondary care staff can access has proved very useful. IGC 2411/05-b: The Medical Director reported that conversations were ongoing regarding the development of the OD agenda and informatics will be one element of this. This action to stay on the log. IGC 2411/06-b: The Assistant Director of Patient Quality and Safety updated that objective measures regarding the effectiveness of incident reporting were being prepared by the Quality and Patient Safety Committee. It was explained that the Health Board is moving to a web based DATIX system for incident reporting and measures can be developed as part of this process. Implementation will commence in June Status: DRAFT 2

2010 and a report on progress will be prepared for the next meeting. Action: KH IGC 2411/06-d: It was agreed that a patient story would be presented at the next meeting, with a focus on the tracking of records. Action: KH / RH IGC 2411/09-b: It was agreed that the complete set of Information Governance Policies would be presented to the March meeting. Action: RH IGC 2411/14: The Medical Director reported that Health Records would remain within facilities at present, however it is recognised that it will move to information in the future, in line with the development of electronic health records. Becoming paper light is part of the 5 year informatics strategy. It was confirmed that this included issues in primary care, noting that primary care was generally more paper light than the acute / community setting. It was agreed that an action column would be added to the action log in order to capture progress. Action: BC IGC 1002/05 Matters Arising IGC 2411/04: The Assistant Director of Informatics clarified that the Information Governance Strategy was one element of the Informatics Strategy. The Informatics Strategy reflects both national and local issues. The Informatics Strategy will become a part of the AOF. It was agreed that the Informatics Strategy would need to be submitted to the Executive Team. It was agreed that the Assistant Director of Informatics would circulate the draft Strategy for comment. This would then be submitted to the Executive Team prior to the March meeting of this Committee. Action: SH IGC 1002/06 Update from the Chair Status: DRAFT 3

The Chair updated that she had attended 2 meetings with Informing Health Care. The Chair had raised concerns regarding the implementation of Myrddin and its interdependencies at the first meeting. It was agreed that Gwyn Thomas, Chief Information Officer, would be invited to future meetings. IGC 1002/07 IGC 1002/08 Terms of Reference The Chair informed the Committee that the Terms of Reference had been approved by the Board. Information Governance Position Statement The Head of Information Governance will provide a position statement, as at the 24 th February 2010, to the next meeting. Action: RH IGC 1002/09 Information Governance Strategy 2010-13 The Head of Information Governance outlined the 3 year Information Governance Strategy, which includes the aims and principles for the Health Board. The Head of Information Governance highlighted that information governance is the responsibility and ownership of each individual within the organisation, with the Information Governance Department providing support. The Independent Member (Third sector) raised the issue of Information Governance Stewards. The Head of Information Governance stated that these were included within the Strategy and that Aneurin Bevan Health Board was the first organisation in Wales to develop these roles. The Head of Information Governance outlined the role of the Steward as being people who would take the lead for information governance in their area of work. Staff would be able to go to that person for advice regarding the sharing of information, security, data quality etc. The Chair asked whether there would be an online community for stewards. The Head of Information Governance stated that a community could be established via the intranet. The Information Governance Committee approved the Information Governance Strategy 2010-2013. Status: DRAFT 4

IGC 1002/10 Aneurin Bevan Health Board Status Report: Transition Handover Outstanding Tasks The Assistant Director of Informatics provided an update on the outstanding actions from the Transition project of the reorganisation, and highlighted the two tasks which were red : Health Records procedures This work will be completed by the summer. Business Continuity Plan This relates to the data centre and there is a separate report on the agenda. IGC 1002/11 Electronic Tracking of Health Records The Records Services Manager presented a report outlining the increasing number of hours spent searching for records which have been removed from their original location or not returned to the library areas. Although a tracking system was in place, it was not always adhered to. It was agreed that the Medical Director would send a letter to staff to remind them of the importance of tracking, that Clinical Directors would be tasked with dealing with this issue, and that Information Stewards would act as champions in this area. Action: GR / RH A review would then be undertaken in 6 months to see if there had been an improvement. The Assistant Director of Informatics stated that a Business Case for the relocation of records and scanning had previously been prepared. This would require time (12 months) and capital funding. It was agreed that a copy of the Business Case would be brought to the next meeting. Action: CH IGC 1002/12 Management of Special Operations The Head of Information Governance presented a proposal for the Management of Special Operations. This is a single point of contact for special operations for criminal investigations for which resource was required to collate and copy records. The Head of Information Governance outlined 5 options within the paper, and the Committee agreed that option 3 would be the preferred option the Head Status: DRAFT 5

of Information Governance as the Single Point of Contact for the Health Board. IGC 1002/13 Integrated Health and Social Care Records The Independent Member (Local Authority) raised the point that Dr Chris Jones, author of the Primary and Community Services Strategic Delivery Programme, had stated that the most important thing to improve lives would be a single health and social care record. BM enquired as to whether this was progressing within Aneurin Bevan Health Board. The Medical Director agreed that this should be done and that the Health Board was working towards it. Some aspects of this are already in place, such as the Unified Needs Assessment. The Head of Information Governance highlighted that the Frailty programme will also include a unified assessment process. IGC 1002/14 Peer Review: Use of personal equipment when recording patients The Head of Information Governance updated the Committee that he had looked for guidance in other organisations in Wales, with Trusts in England, and with the Department of Health regarding the recording of images and voice; and that the ABHB policy was more detailed than any others. Brian Mawby left the meeting IGC 1002/15 IGC 1002/16 Whole System Diagram It was agreed that the Chair and Head of Information Governance would meet outside of the meeting to discuss the type and frequency of information shared between Aneurin Bevan Health Board and other organisations to gain a birds-eye view of the data flows and the complexity of the whole system Status Report: PAS Replacement Project The Assistant Director of Informatics provided an update on progress to re-establish the PAS replacement project. It was highlighted that the inaugural meeting of the Project board will be held on the 19 th February 2010. This meeting would need to re-assess the risk log and reflect on the WAO concerns within their 2009 report. Status: DRAFT 6

The Assistant Director of Informatics also highlighted that the go live dates for other organisations were already slipping which may have an impact on the Aneurin Bevan Health Board early start date. The Chair raised concern that any further slippage would be a significant risk to the organisation and that this Committee needs to understand the critical path from Hywel Dda, with dates and deliverables and any variances from the plan. It was agreed that this would be a standard agenda item for this Committee. Action: SH IGC 1002/17 Second Data Facility Risk The Assistant Director of Informatics provided an update regarding the development of a second data facility for Aneurin Bevan Health Board. This facility would be based in the national data centre for the public sector in Wales, which will be built in Blaenavon. The Assistant Director of Informatics highlighted that the completion date has slipped from April to July 2010 as a result of legal processes. It was agreed that SH would confirm that all legal issues are now complete. Action: SH The Assistant Director of Informatics also highlighted that the annual costs for use of this managed space were unknown at present, but advice had been received that the Health Board is likely to receive either a low or nil cost rental for the early years due to the significant amount of priming capital put into the facility by Informing Healthcare. The Information Governance Committee raised concern that the costs were still unknown and it was agreed that regular updates would be provided to the Committee. Action: SH IGC 1002/18 PSBA Gwent Neighbourhood Network (GNN) The Assistant Director of Informatics provided background on the above project, which was created by the Welsh Assembly Government to consolidate fragmented public sector spending on telecommunications circuits. Status: DRAFT 7

The Health Board has placed an order on WAG PSBA for circuits for the new YAB Hospital and it wass hoped that these could be delivered under the new GNN design. However, this may not be possible as, although Agreements in principle have been received from each of the 10 public sector bodies in Gwent, two organisations were yet to sign up to this agreement. The Assistant Director of Informatics confirmed that a briefing had been provided to the Chief Executive. It was agreed that the Assistant Director of Informatics would write to Gwyn Jones, Chief Information Officer, to outline the critical dates for YAB. Action: SH IGC 1002/19 Incident Report: Loss of Incoming Power The Assistant Director of Informatics provided an incident report regarding the complete loss of incoming power to the IT Services Data Centre in Mamhilad. There was no loss of service however, this still poses a risk as, on review of the fault it was discovered that there was a problem with other electrical connections. The Assistant Director of Informatics will be liaising with works and estates to develop a plan to undertake this work as it will require down time on the server and the impact of this needs to be kept to a minimum. It was agreed that an update would be provided at the next meeting. Action: SH IGC 1002/20 Freedom of Information The Head of Corporate Governance provided an update on the number of Freedom of Information requests received, and responded to since the 1 st October 2010. The Committee requested that further information is provided regarding the source of the request. Action: BC IGC 1002/21 Digital Technology Group Minutes The Committee noted the minutes of the Digital Technology Group. It was agreed that the structure and Terms of Reference for each of the supporting groups would be reported to the Information Status: DRAFT 8

Governance Committee at its next meeting. Action: SH IGC 1002/22 Audit: Information Security at department and wards The Head of Information Governance provided a report following an audit of information security. This audit was part of the work programme for the Information Governance Department. The recommendations from the audit will be reported to the individual wards / departments and an action plan agreed to take forward any issues. The Committee expressed their thanks to the Information Governance Team in undertaking these audits, and gained assurance from the encouraging results. IGC 1002/23 Date and Time of Next Meeting Tuesday 30 th March 2010, 2pm, Boardroom, Mamhilad House Status: DRAFT 9