FREQUENTLY ASKED QUESTIONS
INFORMATION
PRESCRIPTION SERVICE
(IPS)
SECTION
PAGE
1
Index
2
Scope of the document
3
About this service
3
Accessing the IPS
4
Managing your NHS Choices Account
5
Personalising Information Using the Cover Note Section
7
Email
7
Information Pathways on the IPS
8
Creating Favourites
9
The Prescribing History
For further advice or guidance contact:
thechoicesteam@nhschoices.nhs.uk
0845 650 4865 or 0845 402 3089
1
IPS FAQs_V2_Final_December 2012
FREQUENTLY ASKED QUESTIONS
1
INFORMATION PRESCRIPTIONS SERVICE (IPS)
Scope
These FAQs have been developed with contribution from participating Trusts and Networks, the
National Cancer Action Team; Patient Information Team, DH and NHS Choices for use by Health Care
Professionals and Public sector workers issuing or prescribing information to patients using the web
based Information Prescription Service (IPS) supported by NHS Choices www.nhs.uk/ips
2
Purpose
To guide and inform health care professionals and public sector workers in the safe use of the web
based Information Prescription Service (IPS). In particular in relation to:
Information Governance
Data Security
Data Storage
Third party use of the IPS
Technical understanding and clarification
3
Definitions
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
Information Prescription Service (IPS)
Information Prescription(s) (IP) (IPs)
National Cancer Action Team (NCAT)
NHS Choices (NHSC)
Department of Health (DH)
Information Governance (IG)
National Information Governance Board (NIGB)
Unique web address or Uniform Resource Locator (URL)
Portable document format (PDF)
To whom this document applies
Developed by
Assurance Provided by
Health care professionals and public sector workers providing
health information to patients using the Information Prescriptions
Service (IPS) www.nhs.uk/ips
Jenny Freeman, Macmillan Information Prescriptions Facilitator
(IPF). Patient Experience Team. NCAT
David Pollard, Technical Assurance Manager, Intelligent Customer
Function, NHS Choices Programme.
Date first published
Date this version published
Mandy Williams, Clinical Lead, NHS Choices Programme
National Information Prescriptions Implementation Operational
Group on recommendation from the IT and Infrastructure group
20th July 2012
December 2012
Review Date
December 2013
Version
Version Two
Acknowledgements to:
Amy Sherman, Barbara Hercliffe, Alyson Brandom, Vicky Malia,
IPFs, NCAT. NHS Choices. Capita. DH.
thechoicesteam@nhschoices.nhs.uk or call 0845 4023089
Authorised for publication by
Contacts:
2
IPS FAQs_V2_Final_December 2012
USING THE INFORMATION PRESCRIPTION SERVICE (IPS) (www.nhs.uk/ips)
FREQUENTLY ASKED QUESTIONS
ABOUT THIS SERVICE
Q1
A1
What is the Information Prescription Service (IPS)?
The IPS is a web based system accessed via www.nhs.uk/ips that allows users to collate
publicly available health information relating to cancer and other long term conditions.
Q2
A2
How do I create an Information Prescription using the online IPS?
Enter condition, select content from the relevant header, click create IP. You can then email,
print or save the Information Prescription as a PDF.
Q3
A3
Who has access to the IPS?
The IPS is a website and is, therefore, available to all web users across the world.
Q4
A4
Who owns the IPS?
The IPS is commissioned by Capita on behalf of the Department of Health for England. IPS is
supplied over the NHS Choices framework www.nhs.uk
Q5
A5
Who is the data controller for the IPS?
The Department of Health is the Data Controller for the NHS Choices www.nhs.uk and as
the IPS is supplied over that framework, they are also the Data Controller for the IPS.
Q6
A6
Does the IPS have National Information Governance Board Approval (NIGB)?
The IPS design is such that it does not (and should not) store an electronic patient care
record nor hold sensitive patient identifiable data (PID). This means that the IPS does not
require NIGB approval.
Q7
A7
Is the IPS a secure site?
The IPS is as secure as any internet based delivery solution and is checked to
ISO/IEC27001:2005 information security management system standards. We take
appropriate steps to maintain the security of the data on our website. The open nature of
the internet means that data may flow over networks without security measures and may be
accessed and used by people other than those for whom the data is intended. Our intention
is that this should not happen and we take measures to ensure that it does not.
ACCESSING THE IPS
Q8
A8
What is the difference between nww.nhs.uk/IPS and www.nhs.uk/IPS ?
NWW and WWW domains point to the same place, but NWW is only available across the
NHS N3 Network and can provide better, quicker access to the IPS.
Q9
Does accessing IPS via N3 mean that the IPS is more secure and less open than the World
Wide Web?
No, N3 routes back to host domain www.nhs.uk/IPG. N3 routing is just a way of reaching
the IPS whilst remaining on NHS infrastructure. This can allow IPS to be identified as being
higher priority web traffic and, therefore, availability on NHS sites should be higher than the
normal WWW address.
A9
3
IPS FAQs_V2_Final_December 2012
Q10
A10
Why does the URL change to www.nhs.uk/IPG event if I type in the above address?
www.nhs.uk/IPG is the route domain address.
MANAGING YOUR NHS CHOICES ACCOUNT
Q11
A11
How do I create an account for the IPS?
Click on register and follow the on screen instructions to create an account with NHS Choices
that can be used with IPS. You register with the site by entering an email address and
creating a password. You can personalise your account further to request specific health
information from NHS Choices.
Q12
A12
What do I do if I don’t receive the account activation email?
Make sure you check your email inbox and also your junk folder as the activation email may
have gone into there. The email will be from NHS Choices. If you still can’t find it, contact
the NHS Choices Helpdesk on thechoicesteam@nhschoices.nhs.uk or call 0845 650 4865
Q13
A13
How do I log in to my IPS account?
Go to the website and click ‘logon’ in the top left hand corner of the screen. Follow the
instructions to enter your email address and the password you chose when you registered.
Q14
A14
What do I do if I can’t log in to my account?
If you can’t remember your password click the ‘forgotten your password’ link and follow the
instructions. If you are putting in your correct details and are still unable to log in, contact
the NHS Choices Service Desk on thechoicesteam@nhschoices.nhs.uk or call 0845 650 4865.
Q15
A15
Can other people see my personal information on NHS Choices?
NHS Choices views its users’ privacy as paramount, and barring legal order, will not divulge
any correspondence or personal information it may hold about them without their prior and
explicit permission
Q16
Does it make a difference if I use a personal or business email address when I create an
account on NHS Choices/IPS?
Any valid email account can be used, however, you should adhere to local and national
Information Governance practice. If you are using the account for professional use i.e.
health professional in an organisation it is best practice to use your corporate email address.
A16
Q17
A17
Where are my account details stored?
All accounts are held on the NHS Choices infrastructure, which is Department of Health
contract.
Q18
A18
Is my account with IPS or NHS Choices?
The account is with NHS Choices, the management site for IPS. The account can be used on
both sites.
Q19
A19
Is it acceptable to create a team account with multiple users?
Although it is technically possible to do this, it is deemed to be poor practice. Users need to
ensure that they adhere to both local and national Information Governance policies.
4
IPS FAQs_V2_Final_December 2012
Q20
A20
Q21
A21
If the account is in my name and I leave my post, can the account be transferred to another
user?
Your account should be deactivated through the NHS Choices Service Desk via
thechoicesteam@nhschoices.nhs.uk or call 0845 650 4865. Any files should be saved to a
local shared drive as per your Trust policy.
If I have a single user account and I leave my post how can I ensure there is a record of the
prescribing history for the Trust?
You can save copies of the IPs created as PDFs and store them on a local shared drive as per
your Trust policy. Please note, however, that if any of the PDF information assets have
expired since the IP in the prescribing history was created, parts of the data may no longer
be available.
Q22
A22
If I leave my post and deactivate my account, what happens to my prescribing history?
Deactivated accounts are removed from NHS Choices and stored offline to provide audit
capabilities in accordance with UK and EU Data Protection Legislation.
Q23
If a PDF uploaded to the IPS as a patient information asset is revised as part of the 2 year
review process how are my favourites affected?
This depends on how the asset is replaced. If the asset remains unchanged, then the
favourite is also unchanged. If the asset is replaced with a newer version, with the
same file name and is located in the same place, then the favourite will still work, otherwise
it will not appear in the favourite.
A23
PERSONALISING INFORMATION USING THE COVER NOTE SECTION
Q24
A24
What is the cover note?
The cover note allows users to input the patient name and surname, with their consent, as
well as health worker details in order to personalise the Information Prescription. In
addition free text can be added to create a summary sheet of the information prescribed.
Q25
A25
How do I create a cover note?
You must create an account with NHS Choices and log in to access the cover note section.
Q26
A26
Why can’t I find the personalised cover note section?
The cover note section is the last tab on the information pathway after NHS Choices
Information, Specialist Charity Information, Local Information and Directory Information.
You must be logged on to be able to access the cover note section.
Q27
A27
Can I enter a personal message in the cover note?
When populating the cover note you must ensure that you do not enter any ‘sensitive
patient identifiable data’ that may create a link between the recipient of the information
and their condition. Wording such as “Please find enclosed information you have
requested” should be used here.
Q28
Can the IPS be used as a patient record and provide details of diagnosis or future
appointments?
No, the IPS should not ever be used for this purpose as doing so would contravene the use of
the system and potentially breach patient confidentiality.
A28
5
IPS FAQs_V2_Final_December 2012
Q29
A29
How do ‘web’ users know that they must not enter sensitive patient identifiable data?
Text above the free text box reminds users not to enter private or sensitive data – see
below.
“Cover Note: Please do not enter private or sensitive patient data”
Q30
A30
If I am creating an Information Prescription with a ‘cover note’ for somebody else such as a
patient, friend, carer or relative, namely a third party, do I need to tell them that I have
entered their name and surname on the IPS?
Yes, best practice would suggest that third parties are made aware that their data is being
entered and stored on a website.
Q31
A31
What constitutes ‘sensitive patient identifiable data’?
This is down to both national and local IG leads and Caldicott Guardians to set definitions
but a general definition would be if you could identify an individual and their condition.
• Full name alone (First Name, Surname) is not classed as ‘sensitive PID’
• A combination of details such as ‘First Name, Surname’ plus post code or ‘First Name,
Surname’ plus date of birth is classed as ‘sensitive PID’
Q32
If I don’t put a patient name into the cover note, does this mean I can put more information
into the free text box such as a diagnosis or a hospital number?
The free text box should never be used for storing sensitive or confidential data.
A32
Q33
A33
How long is the information prescription stored for?
Data entered on the IPS is stored indefinitely and in accordance with the Data Retention
periods stipulated by:
1. Data Protection Act 1998
2. Access to Health Records Act 1990
3. Freedom of Information Act 2000
4. Access to Medical Reports Act 1988
The link and Information Prescription will remain live for one year after creation and an
auditable record of activity held for up to 7 years in line with DH Policy and national
legislation.
Q34
A34
Is the IPS designed to be used by staff or patients?
The IPS website is designed to be used by health care professionals on behalf of a patient
and directly by patients and carers or other members of the general public.
Q35
A35
Is the name of the patient saved or shown on the cover note?
No, there is no record of the first name or surname fields on the cover note either when it is
printed or when it is emailed. The first name and surname fields are only stored and visible
in the prescribing history. This data will be used for no other purpose than this.
Q36
A36
Is the information in the free text box saved and shown on the cover note?
Yes, the information in the free text box is saved and visible on the printed or emailed cover
note.
6
IPS FAQs_V2_Final_December 2012
Q37
A37
Is the personal data entered on the ‘cover note’ section stored securely?
Data entered into the IPS is stored on NHS Choices/nhs.uk infrastructure which is secure as
internet facing corporate systems and is checked to ISO/IEC 27001:2005 information security
management system standards.
Q38
A38
How will data entered on the ‘cover note’ section of the IPS be used?
Any data entered in the cover note section will not be used for any other purpose than to
populate the prescribing history.
Q39
A39
What are ‘chunks’ of information?
These are short paragraphs of information for patients that can be included in the cover
note section by dragging and dropping into the adjacent space. Chunks are only available
when you access the cover note section and only for some conditions. You must be logged
into NHS Choices to access the chunks and realise this additional level of functionality.
Q40
A40
I can’t find the ‘chunks’ on the Information Pathway?
The ‘chunks’ of information with the drag and drop options sit under the personalised cover
note section on some information pathways. You must be logged on to be able to access the
cover note section.
EMAIL
Q41
A41
Is it safe to email patients from the IPS
Email is not a secure service, but as the IPS does not hold any sensitive or confidential data,
then it is safe to send to an email address that you have gained consent to use.
Q42
A42
Can I email a relative on behalf of the patient?
If the patient and relative both consent to this then you can email information to a relative
on behalf of a patient.
Q43
A43
Is the email address of the patient stored on the IPS or by NHS Choices?
No, the email address is not stored and must be entered each time an Information
Prescription is created. However, NHS Choices are required to retain audit data for a period
of time. Data from the IPS is stored in accordance with the Data Retention periods
stipulated by:
1. Data Protection Act 1998
2. Access to Health Records Act 1990
3. Freedom of Information Act 2000
4. Access to Medical Reports Act 1988
Once this time period has elapsed, then the record is destroyed in accordance with UK and
EU legislation. The link and Information Prescription will remain live for one year after
creation and an auditable record of activity held for up to 7 years in line with DH Policy and
national legislation.
Q44
A44
7
If I enter an incorrect email for the patient will I be notified?
No, the IPS does not receive notification of bounced or returned emails.
IPS FAQs_V2_Final_December 2012
INFORMATION PATHWAYS ON THE IPS
Q45
A45
What is an information pathway?
An information pathway holds patient information pertaining to a particular condition
Q46
A46
How do I access the information pathways?
Enter a description in the condition box on the home page of the IPS or search the A-Z
Q47
A47
Why can’t I add information from more than one pathway into the Information Prescription?
The IPS was not designed in this way and you can not move information between pathways.
Q48
A48
How do I save work in progress?
You can save the work in progress by clicking create information prescription button,
making a note of the unique serial number and returning to it later to edit via the
prescribing history. Please note the IPS is not designed to be used as a clinical audit tool, the
medical record should always hold a record of the information prescribed.
CREATING FAVOURITES ON THE IPS
Q49
A49
What is a favourite?
A favourite is an information prescription that you may use repeatedly as a basic template
for an IP that you can amend and personalise to create a new IP.
Q50
A50
How do I create a favourite that I can use again?
The option to create a favourite is only available if you are logged in. First assemble an IP
adding any content that you want to be able to use again as it is, or tailored for a new
patient. Click ‘Create Information Prescription’, at the bottom of the new screen add a short,
meaningful title to ‘favourite name’ and click on ‘save favourite’.
Q51
A51
How do I find my favourite again?
The favourites are stored at the top of the information pathway to which they apply. For
example, a favourite related to lung cancer can be found under the lung cancer
pathway/condition.
Q52
A52
How do I use a favourite?
Select the favourite from the relevant pathway, you will then see a message ‘your content
has been included’ you can then tailor the favourite as required by adding more information
or adding or changing the message in the cover note. Create the new Information and
email, print or save. The favourite will not be changed, but a new IP will have been created.
Q53
A 53
How do I make a permanent change to one of my favourites?
Log in to your IP account and choose the ‘Manage Your Favourites’ option along the top of
the screen. Click on the favourite you wish to amend to open the IP, make the changes
required, for example; add another piece of information or change your contact details.
When you have made the changes click save, your favourite has been updated.
Q54
If a PDF uploaded to the IPS as a patient information asset is removed from the system how
does this affect my favourites?
The asset will not be available inside of the favourite. The favourite will not be removed
from your favourites section as it is a container capable of hosting more than one asset.
A54
8
IPS FAQs_V2_Final_December 2012
Q55
A55
How many favourites can I create?
There is no limit to the number of favourites you may create per condition.
THE PRESCRIBING HISTORY
Q56
A56
What is the ‘prescribing history’?
The prescribing history lists all the information prescriptions; by first name and surname,
that the logged in user has created on the IPS. It includes the unique serial number.
Q57
If the prescribing history lists all patients by first name and surname, how do I tell the
difference between John Smith and John Smith?
Every time an Information Prescription is created a unique serial number is also created and
linked to that IP. Users creating IPs for and on behalf of patients should ensure that the
unique serial number is stored within the patient care record whether that is a paper record
or electronic record.
A57
Q58
A58
How do I store the unique serial number in the patient care record?
There are a number of ways in which you can store the unique serial number.
You can print out the cover note and file in the paper health care record.
You can cut and paste the content of the cover note into a Trust IT system with shared
access such as electronic patient care record.
You can save the IP as a PDF and save it into the Trust IT system with shared access such
as electronic patient care record.
You can cut and paste the URL (which contains the unique serial number) into the
electronic patient record. You should be aware when doing this that if an information
asset is removed from the system or deleted this will affect the contents of the URL. See
section on ‘Managing your NHS Choices account’ for further information.
Q59
A59
Can I delete the Information Prescriptions (IPs) I didn’t use from my prescribing history?
You can not delete IPs from your prescribing history, however, you can request for this to
be done through the NHS Choices Service Desk. Deleting items from the prescribing history
will prevent IPs from being displayed in the prescribing history although they may remain on
NHS Choices for audit purposes.
Q60
A60
Why do I have duplicates of the same IP in my prescribing history?
All IPs created are stored whether they are completed or not, if changes are made to a
completed IP then a further copy is saved and created. Please note the IPS was not designed
to be used as a clinical audit tool, the medical record should always hold a record of the
information prescribed.
For any further advice or technical queries please contact:
thechoicesteam@nhschoices.nhs.uk or call 0845 4023089
9
IPS FAQs_V2_Final_December 2012