ELECTIVE SURGERY 2009/10 QUALITY ACCOUNT Table of Contents 2 STATEMENT ON QUALITY – ELECTIVE DAY CASE SURGERY 4 OUR GOALS ABOUT OUR QUALITY ACCOUNT BOARD APPROVAL 4 4 5 PRIORITIES FOR IMPROVEMENT – PATIENT SAFETY 6 RELATED GOALS PLANNED ACTIONS FOR 2010/11 PERFORMANCE INDICATORS CURRENT PERFORMANCE – PATIENT SAFETY INCIDENTS 6 6 6 6 PRIORITIES FOR IMPROVEMENT - CLINICAL EFFECTIVENESS 7 RELATED GOALS PLANNED ACTIONS FOR 2010/11 PERFORMANCE INDICATORS CURRENT PERFORMANCE – PATIENT RECORDS AUDIT 7 7 7 8 PRIORITIES FOR IMPROVEMENT - PATIENT EXPERIENCE 9 RELATED GOALS PLANNED ACTIONS FOR 2010/11 PERFORMANCE INDICATORS CURRENT PERFORMANCE – COMPLAINTS 9 9 9 9 REVIEW OF SERVICES 10 PARTICIPATION IN CLINICAL AUDITS – NATIONAL PARTICIPATION IN CLINICAL AUDITS - LOCAL 10 11 RESEARCH 11 PARTICIPATION IN CLINICAL RESEARCH 11 GOALS AGREED WITH COMMISSIONERS 11 USE OF THE CQUIN PAYMENT FRAMEWORK 11 WHAT OTHERS SAY ABOUT CLINICENTA 12 STATEMENTS FROM THE CQC FEEDBACK FROM SERVICE USERS – PATIENT SATISFACTION SURVEY 2009 FEEDBACK FROM REFERRERS 12 12 14 2 3 FEEDBACK FROM COMMISSIONING PCTS, LINKS, OSCS 15 DATA QUALITY 15 NHS NUMBER AND GENERAL MEDICAL PRACTICE CODE VALIDITY INFORMATION GOVERNANCE TOOLKIT ATTAINMENT LEVELS CLINICAL CODING ERROR RATE 15 15 15 REVIEW OF QUALITY PERFORMANCE 2009/10 16 INTERNAL IMPROVEMENT PROGRAMME CLINICAL GOVERNANCE RISK MANAGEMENT INFECTION PREVENTION AND CONTROL CLINICAL AUDIT PROGRAMME PHARMACY SERVICE IMPROVEMENTS SUMMARY 16 17 19 19 20 20 20 3 Statement on Quality – Elective Day Case Surgery I am pleased to present on behalf of the Clinicenta Board, the Quality Account for our Elective Surgery service for 2009/10. Clinicenta has been offering free elective day case treatments to NHS patients in north London since January 2009. We offer a range of day case procedures covering: general surgery; ear, nose and throat; orthopaedics; ophthalmology; gynaecology and urology. This range is set to increase during 2010/11 to include inpatient orthopaedic services. Services are currently provided at the Advanced Surgery Centre, Colindale. The planned increase will see us widening our service provision to Highgate Hospital and Holly House, Buckhurst Hill during 2010/11. Our Goals At Clinicenta, we are dedicated to providing every patient with the best possible care and clinical excellence. Our goals are: • • • • • To treat all of our patients with dignity and respect in a way we would like ourselves or our families to be treated To deliver healthcare to the highest of professional standards, using experienced and qualified staff To listen to patients, staff and partners, and respond to all raised concerns To continuously strive to improve the services we provide by seeking and delivering best practice To achieve high levels of patient experience, developing open and trusted services through feedback on our care via direct contact with service users, patient satisfaction surveys or clinical audit The provision of high quality services is at the heart of what we aim to achieve. In this respect, our goals are deceptively simple, but we know that achieving them will require continuous planning, time and effort. About Our Quality Account The Quality Account for Elective Surgery illustrates the progress we have made towards our goals during our first year of operations, and our planned improvements for the coming year. 4 4 It has been developed after discussion from service users, referrers, service commissioners and staff at every level of the organisation, including those who deliver the service day-to-day. Over the past year, we have done well in some areas as the results of our patient satisfaction survey shows. Lessons have also been learned and these very much influenced the service improvements that we made in 2009/10 and our further service improvement priorities for 2010/11. As a result, we think we will see real quality improvement over the coming year. Board Approval This quality account has the full backing of the Clinicenta Board. Our Directors are satisfied that it provides a fair and accurate account of our performance in 2009/10 and our service improvement priorities for 2010/11. By order of the Board Simon Hopkinson Chief Executive Officer, Clinicenta 5 5 Priorities for Improvement – Patient Safety Related Goals To deliver healthcare to the highest of professional standards, using experienced and qualified staff Planned Actions for 2010/11 • • • • • To fully establish a revised, integrated clinical governance structure to ensure that our staff and the service they provides continues to meet the required standards for good quality clinical care To further develop our infection prevention and control frameworks and programme to ensure best outcomes for patients, and compliance with the forthcoming regulatory Code of Practice for Infection Prevention & Control, to include: o Formal reporting processes against agreed infection prevention and control programmes o Monitoring of hospital infection prevention and control audit results and action planning o Development and monitoring of infection surveillance programmes at each of our clinical sites To implement a new clinical audit programme with a view to identifying future service improvement priorities To also review national audit data related to our case mix on a regular basis To continue to improve our staff health and safety training, building on the existing programme Performance indicators • • • Number of patient safety incidents Number of infections Performance against audit criteria Current performance – patient safety incidents In 2009/10, Clinicenta saw electives patients on 1,668 occasions. Of these, 1214 were outpatient visits and 454 were day case admissions. 6 6 During the year, patient safety concerns were reported and investigated on five occasions. Three of these were designated as “near misses” which meant that while no patient came to any harm, their care fell short of the standard that we aspire to. Two were designated as incidents. Remedial actions were put into place for both the incidents and near misses. In percentage terms, all of the above amounted to 0.3% of the total number of patient visits, or 1% of the total number of day cases. Our aim is to improve on this in 2010/11. Priorities for Improvement - Clinical Effectiveness Related Goals To continuously strive to improve the services we provide, by seeking and delivering best practice. Planned Actions for 2010/11 • • • To continue to improve our internal performance monitoring systems to support the day-to-day management of service activity - to include further refinement of the current patient tracking (PTL) arrangements for 18 weeks. Our new Management Reporting Model is the initial stages of development (see Internal Improvement Plan section below), and this will be the focus of further work in 2010/11 as we think it will play a significant role in high quality service delivery To embed new operational service models, constructed during our 2009/10 Internal Improvement Programme, within each clinical site To undertake monthly patient records audits, building on previous work to ensure that patient records continue to meet acceptable standards of completeness and quality Performance Indicators • • • 7 Achievement against contracted performance requirements Achievement against 18 weeks Achievement against audit criteria 7 Current performance – Patient Records Audit Audit Purpose A full audit of Elective Surgery Patient Records was commissioned by the Clinicenta Director of Clinical Innovation and Governance in March 2010, to demonstrate the completeness of patient clinical records. Audit Scope All patient records held at the Advanced Surgery Centre were audited. The audit covered the following types of the patient record, checking for an acceptable standard of completeness: Outpatient Notes Outpatient notes Outpatient letters Pre-operative assessment notes Consent forms Surgery Notes Pre-admission notes Theatre Notes Recovery Notes Anaesthetic Records Discharge Summaries Audit Criteria Records were audited against the following standards defined by the Clinicenta Associate Medical Director: • • • • • • • Presence of outpatient notes or an outpatient letter for every patient whose referral was accepted Pre-Operative assessment notes completed where the patient was listed for surgery Consent forms completed where the patient was listed for surgery Pre-admission notes where the patient was admitted for surgery Theatre and recovery notes where the patient was admitted for surgery Anaesthetic notes where the patient was admitted for surgery and where applicable for patients who had Local Anaesthesia Discharge summaries for patients who had completed surgery Results The results demonstrated that the generation and filing of discharge summaries for patients going home after surgery was our biggest issue, and a rectification plan is now in place to resolve this. The results did not give rise to any particular concerns around the practice of individual staff members. 8 8 Priorities for Improvement - Patient Experience Related Goals To treat all our patients with dignity and respect in a way we would like ourselves or our families to be treated. To listen to patients, staff and partners, and respond to all raised concerns. To achieve high levels of patient experience, developing open and trusted services through feedback on our care via direct contact with service users, patient satisfaction surveys or clinical audit. Planned Actions for 2010/11 • • • • To send out referrer satisfaction questionnaires in order to gain regular feedback from referrers, with a particular emphasis on service quality To meet regularly with: Primary Care Trusts; Local Involvement Networks; and, Overview and Scrutiny Committees, as appropriate, to ensure there is two-way dialogue as well as continued feedback on service performance To review and improve patient fact sheets for surgical procedures (in response to our 2009 patient satisfaction survey) To complete clinical due diligence work to extend our services for patients in north-central London (Highgate) and north-east London (Buckhurst Hill) in the coming year. Performance Indicators • • • Number of complaints/ compliments Patient satisfaction Referrer satisfaction Current performance – Complaints In 2009/10, we received a total of 8 formal complaints: 4 were from referrers and 4 were from patients. The 4 referrer complaints mainly related to administrative aspects of our service, and the secretarial service at the Advanced Surgical Centre has been increased as a result. The 4 patient complaints were all linked to problems experienced after discharge. This represents a relatively small percentage of the 1668 patients that we saw during the 9 9 year (0.2%), but this is not a cause for complacence, particularly as our service will be expanding. We have since reviewed all of our processes related to discharge as part of our Internal Improvement Plan. Review of Services During 2009/10 Clinicenta provided and/or subcontracted 1 NHS service for elective day case surgery (this excludes our primary care and community-based health services which are not required to produce a quality account until 2010/11). Clinicenta has reviewed all of the data available to them on the quality of care of its elective day case service. The income generated by the NHS service reviewed in 2009/10 represents 10 per cent of the total income generated from the provision of NHS services by Clinicenta for 2009/10. The review of service incorporated a systematic review of service delivery as part of its Internal Improvement Programme. Participation in Clinical Audits – National During 2009/10, 1 national clinical audit and no national confidential enquiries covered NHS services that Clinicenta provides. During that period Clinicenta participated in 100% of the national clinical audits and national confidential enquiries which it was eligible to participate in. The national clinical audits that Clinicenta participated in during 2009/10 are as follows: National Elective Surgery PROMs The national clinical audits that Clinicenta participated in, and for which data collection was completed during 2009/10, are listed below alongside the number of cases submitted to each audit or enquiry as a percentage of the number of registered cases required by the terms of that audit or enquiry. National Elective Surgery PROMs Hernias – 19 forms submitted* (50%) Varicose veins – 5 forms submitted* (45%) Hip replacements – Not applicable Knee replacements – Not applicable *Source: PROMs Hospital Liaison Team 10 10 The reports of no national clinical audits were reviewed by the provider in 2009/10 and Clinicenta intends to take the following actions to improve the quality of healthcare provided: Review national audit data related to case mix, as part of our revised audit programme. Participation in Clinical Audits - Local The report of 1 local clinical audit was reviewed by the provider in 2009/10 and Clinicenta intends to take the following actions to improve the quality of healthcare provided: Main Actions Arising from the Patient Records Audit • A local policy has been developed, detailing individual responsibilities for patient records standards, management and approvals • A process for the day-to-day checking of patient records for completeness is to be implemented, following staff training • A plan is now in place for monthly quality audit of patient records – see also section on Priorities for Improvement – Clinical Effectiveness Research Participation in Clinical Research The number of patients receiving NHS services provided or sub¬contracted by Clinicenta in 2009/10 that were recruited during that period to participate in research approved by a research ethics committee was 0. This is because Clinicenta does not presently undertake clinical research. Goals Agreed with Commissioners Use of the CQUIN payment framework Clinicenta income in 2009/10 was not conditional on achieving quality improvement and innovation goals through the Commissioning for Quality and Innovation payment framework because the Clinicenta elective surgery service does not use any of the NHS National Standard Contracts and is therefore not eligible to negotiate a CQUIN Scheme. 11 11 What Others Say About Clinicenta Statements from the CQC Clinicenta is not required to register with the Care Quality Commission for its elective surgery service at present. Clinicenta is not subject to periodic reviews by the CQC for its elective surgery service. Clinicenta has not participated in any special reviews or investigations by the CQC during the reporting period. Feedback from Service Users – Patient Satisfaction Survey 2009 Patient feedback from the patient satisfaction survey conducted on Clinicenta’s behalf by the Picker Institute in December 2009 has been positive, and is summarised below: 12 Picker Score for 2009 National Outpatient Survey** Patient Response Clinicenta Score* Patient offered a choice of appointment time Yes 68% 34% Admission date changed by hospital Yes 27% 22% If drove to appointment they found a place to park Yes 67% 59% Doctor always gave answers the patient could understand Yes 84% 64% Always had trust and confidence in doctor Yes 94% 82% Doctors did not talk in front of patients Yes 92% 87% Member of staff never said one thing and another member said another Yes 90% 87% Patient involved in decisions about care and treatment as much as they wanted to be Yes 78% 69% 12 Always given enough privacy Yes 96% 89% A member of staff completely explained the risks and benefits of the operation or procedure Yes 74% 68% A member of staff completely explained what would be done in the operation or procedure Yes 80% 78% A member of staff completely explained how the operation or procedure had gone Yes 70% 70% A member of staff completely explained the purpose of medicines Yes 78% 76% A member of staff completely told them about medication side effects to watch for when going home Yes 63% 39% A member of staff completely told them about any danger signals they should watch for after they went home Yes 47% 29% Hospital staff told them who to contact if they were worried about their condition or treatment after they left hospital Yes 96% 69% Received copies of letters sent between hospital doctors and their GP Yes 54% 41% Overall rating of care received as excellent Yes 83% 40% Recommendation definitely of hospital to friends and family Yes 98% 69% * A total of 52 questionnaires were completed. ** Picker results are based on the average scores among the 74 NHS trusts who conducted the 2009 Outpatient survey with the Picker Institute. Respondents were also given the opportunity to add their comments to the survey questionnaire to tell us firstly, if there was anything good about their care and secondly, if there was anything that could be improved. Respondents were very positive about all of our staff, including doctors, nurses, managers and receptionists, referring to them as professional, friendly, happy, supportive, caring, respectful, attentive, kind, helpful, informative and warm. 13 13 Things mentioned as particularly good were: • • • • • • • • The hospital was very clean The room had its own en-suite facility Being pleased to meet the consultant on arrival and for him to be with them at the theatre Being made to feel welcome Processing was quick Excellent lunch provided Being checked regularly Being given as long to rest as needed Issues mentioned by respondents to improve included: • • • • • • • • • Being vague about dressings and when to change them No fact sheet given about Hysteroscopy/ Mirena Coil until after procedure Seeing surgeon too soon post-operatively when they were still tired and sleepy Nurses not offering the personal touch the consultants offered Computerised system needed speeding up Too many questions to fill in Long waiting time prior to theatre Provision of car parking spaces for patients No letter of confirmation prior to admission; had to chase up but nobody called back leading to unnecessary stress on the day These issues were fed into our improvement priorities for both 2009/10 and 2010/11. Feedback from Referrers We have had quite a lot of feedback, including some constructive criticism, from General Practitioner referrers during our first year. Our response has been as follows: Initially, some General Practitioners suggested our Choose and Book site did not lend itself to easy referral, insofar as it wasn’t always clear what electives procedures were on offer from Clinicenta. We have worked to improve this. Similarly, some of the procedure codes listed in or General Practitioner information booklet was not felt to be in a “GP-friendly” format. We actually enlisted one of the referring General Practitioners to rework the booklet to make it more easy to use. In addition, some General Practitioners wanted to be able to upload the Clinicenta referral form onto their own medical information system (EMIS) in order to speed the transfer of patient data onto the form. We now provide the form in both PDF and Windows formats to enable them to do this if they wish. 14 14 During 2009/10 we have built a good working relationship with the PCT referral hub in Camden, which has helped us to streamline the referral process in many instances and maintain good communication if queries arise. We are now working with the Barnet PCT referral hub with a view to doing the same. In 2010/11 we plan to instigate more formal referrer satisfaction audits – an audit brief for this has been already been drafted, with a view to starting to audit General Practitioner/referrer satisfaction during the coming year. Feedback from commissioning PCTs, LINks, OSCs Clinicenta’s Elective Surgery service was established in 2009, and during its first year of operation formal feedback from service commissioners has mainly been channelled through regular joint service review meetings with NHS London, who oversee the electives contract. Clinicenta will be working to improve feedback mechanisms with our commissioning Primary Care Trusts (PCTs), Local Involvement Networks and Overview and Scrutiny Committees (OSCs) in 2010/11. Data Quality NHS Number and General Medical Practice Code Validity Clinicenta did not submit records during 2009/10 to the Secondary Uses Service for inclusion in the Hospital Episode Statistics which are included in the latest published data. Information Governance Toolkit Attainment Levels The Clinicenta score for 2009/10 for Information Quality and Records Management assessed using the Information Governance Toolkit was: Not assessed in 2009/10. This will be assessed in 2010/11 Clinical Coding Error Rate Clinicenta was not subject to the Payment by Results clinical coding audit during the reporting period by the Audit Commission. 15 15 Review of Quality Performance 2009/10 Internal Improvement Programme A major quality improvement venture in 2009/10 was the implementation of a systematic Internal Improvement Programme. This enabled us to really “take stock” of the Elective Surgery service at the end of its first year, and to focus on quality issues that had arisen during the course of that year, particularly with regard to our internal communications, documentation and general performance monitoring. This programme is summarised below. In January 2010 Clinicenta commenced a 3-month intensive review of all operational processes within the Elective Surgery service, engaging staff at all levels of the organisation in order to give an “end-to-end” process review. The aim was to directly address short term quality issues, whilst building longer term service capability. The DMAIC improvement framework was used for this, which can be summarised as follows: • • • • • Define the goals of the improvement activity clearly Measure the current process performance Analyse the current process to find ways of eliminating the gap between current performance and desired goal Improve the current process Control the new process This framework, backed by brainstorming sessions, process mapping, challenge definition and root cause analysis, was utilised by staff during a series of facilitated workshops and working parties in order to develop, and follow through on, agreed improvement action plans. Staff entered into the process with great enthusiasm, and the following main actions were completed: 16 • Publication of revised operating models for each the Advanced Surgery Centre and Highgate Hospital o These models define role responsibilities and provide practical step-by-step processes for each part of the operational service - from referral through to patient discharge • The development of supporting Standard Operating Procedures (SOPs) o These document each process step within the Operating Model, in detail, for staff training purposes and for easy reference o The SOPs include: Use of the Clinicenta Electronic Patient Record Patient Record Management 16 Management of samples and images Checks and communications for outpatient clinics Cancellation of clinics/ surgery Management of medical staff Patient scheduling and transfer Improved performance monitoring The need for better performance information to guide and enhance day-to-day management of services, and inform discussions with service commissioners was strongly highlighted during the service review. A list of required performance indicators was drawn up from a service perspective, and a Performance Manager was then appointed by Clinicenta to oversee the development of a Management Reporting Model comprising 3 levels of performance report, as follows: Level 1- Management Information Packs: These give both operational managers and clinical staff a monthly overview of how their service is performing, and where improvements can be made. Level 2 – Data and Trend Analyses: These provide a more detailed breakdown of monthly service performance by referring Primary Care Trust, which to aid joint service review with service commissioners over the coming year. Level 3 – Senior Leadership Team Reports: These incorporate the most critical aspects of the Level 1 and Level 2 reports to enable the Clinicenta Senior Leadership Team to stay fully in touch with service performance and trends, and monitor service improvement initiatives. An added bonus was that the Internal Improvement Programme was incredibly useful as a means of bringing a relatively new workforce together to pool their knowledge and build stronger bonds. It has also informed our improvement priorities for 2010/11, in terms of ongoing performance monitoring and staff training to fully embed the revised processes into dayto-day clinical practice. Clinical Governance Clinical governance seeks to improve the quality of patient care through a culture of staff learning and continuous service improvement. The main objectives are to: 17 Use resources efficiently 17 Develop staff in line with their professional and service needs Promote organisational learning from events Deliver clinically effective services Provide a good patient experience During 2009/10, Clinicenta reviewed its clinical governance processes and updated its governance policies at both a corporate level and an individual service level. The Elective Services Governance Committee now meets each month to review and agree actions related to service development, staff training, risk management, infection control and clinical service audit. The diagram below demonstrates how this work flows through to the Clinicenta Board, management and leadership teams and clinical services. Experiences gained at a service level are, in turn, fed back through the committee structure to help inform decisions about further service developments and initiatives. 18 18 Risk Management Over the past year we have revised and improved our internal risk management system to ensure that key service risks are identified, documented, robustly managed and monitored. The Risk and Audit Committee plays a key role in this respect by, among other things, providing risk and audit information for consideration by the Electives Services Governance Committee. For example, each monthly governance meeting now incorporates a detailed review of the Elective Surgery Risk Register, to which identified service risks are regularly added and graded. Identified risks that are thought to be significant are also escalated to the Corporate Risk Register for further review and action planning. Key achievements in Risk Management in 2009/10 The Clinicenta Incident Reporting and Management Policy has been revised (including the Serious Untoward Incidents Policy) The Incident Report form has been revised and re-launched along with staff training on how to use it Staff training has also been undertaken for nursing and theatre staff for: o Health and Safety o Risk assessment o Lone working o Accident reporting – including needlestick injuries o Complaints o Confidentiality Baseline Risk Assessments have been performed for: o Equipment o Waste o Lone Working o Aggressive Behaviour o Needlestick Injury o Slips/trips/falls o Travelling In addition, all MHRA, DH and NPSA safety alerts and best practice guidance relevant to Elective Surgery activity has been circulated to staff and acted upon as necessary. Infection Prevention and Control Clinicenta has been developing its Infection Prevention and Control programme and frameworks during 2009/10 with the help of experts in the field, in order to ensure compliance with the forthcoming Code of Practice for Infection Prevention & Control. This work has also informed our improvement priorities for 2010/11, which include: 19 19 Formal reporting processes against agreed infection prevention and control programmes Monitoring of hospital infection prevention and control audit results and action planning Development and monitoring of infection surveillance programmes at each of our clinical sites Clinical Audit Programme During 2009/10 Clinicenta appointed an Audit Manager to help develop and oversee a systematic audit programme for all of our clinical services, including Elective Surgery during the coming year. A Health and Safety audit has already been carried out at the Advanced Surgery Centre. This took place on 7th June and the audit report will shortly be released. Pharmacy Service Improvements Clinicenta initiated pharmacy reviews at the Advanced Surgery Centre in December 2009 and April 2010. Reviews were based on Care Quality Commission inspector standards for the storage and handling of medicines, prescribing and administration of medicines these standards form part of the due diligence process for all new Elective Surgery sites. The Acute Surgery Centre’s pharmacy service provider, Edgware Community Hospital (part of Barnet and Chase Farm NHS Trust), attended the first review and has since worked with Clinicenta and the Advanced Surgery Centre on several practice improvements, mainly around drugs storage. The Clinicenta Medicines Policy has also been updated. The focus for in 2010/11 will be to work with the new Elective Surgery sites to ensure pharmacy service standards are fully met. Summary This Quality Account gives a fair and open assessment of what we have achieved in 2009/10 and main areas for quality improvement in 2010/11 for our Elective Surgery service. As the service was only launched in January 2009, it has been a year of intense learning on our part, which has been further underpinned by: 20 Patient and referrer feedback A wide-ranging assessment by staff of the service we are offering to patients 20 Our own, internal review of our clinical governance, risk management, infection prevention and control, pharmacy and clinical audit arrangements This has not always been easy, but it has been worthwhile and has helped us to identify and prioritise the service quality initiatives that are already being implemented and will continue to be implemented and regularly reviewed over the coming year. 21 21 Obtaining Further Copies of Our Quality Account Our 2009/10 Quality Account for Elective Day Case Surgery can be downloaded from: www.clinicenta.com Hard copies are also available on request from: Quality Account Clinicenta Ltd Hampden House Monument Business Park Warpsgrove lane Chalgrove Oxford OX44 7RW Clinicenta Ltd Suite 27, Hampden House Monument Business Park Warpsgrove Lane Chalgrove Oxford OX44 7RW Tel: +44 (0) 1865 893293 Fax: +44 (0) 1865 893299 www.clinicenta.com ELE014.0