Document filename: Survey Results NICIP to OPCS-4 mapping table Directorate / Programme Architecture,Standards, Innovation Document Reference Project Clinical Terminology TBC Project Manager [Manager] Status Approved Owner Ian Arrowsmith Version 1.0 Author Ian Arrowsmith Version issue date 30/01/2015 Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 Document Management Revision History Version 0.1 0.2 0.3 0.4 Date 14th April 2014 16th January 2015 20th January 2015 30th January 2015 Summary of Changes First draft for comment Amended following comment from reviewers Amended following further review Updated to reflect approval status Reviewers This document must be reviewed by the following people: Reviewer name Elaine Wooler Title / Responsibility Advanced Clinical Terminology Specialist Date 16th January 2015 Version Karim Nashar Clinical Terminology Specialist 9th January 2015 0.2 Ian Spiers Clinical Terminology Specialist 16th January 2015 0.2 Genevieve Cogman Classification Specialist 6th January 2015 0.1 Clinical Imaging Procedures Management Group 20th May 2014 0.1 UKTC Management team 21st January 2015 0.3 0.2 Approved by This document must be approved by the following people: Name Signature Title UKTC Management Team Date 21st January 2015 Version 1.0 Glossary of Terms Term / Abbreviation CIMG What it stands for Clinical Imaging Procedures Management Group HSCIC Health and Social Care Information Centre NICIP National Interim Clinical Imaging Procedures SNOMED CT Systematized Nomenclature of Medicine Clinical Terms Page 2 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 IHTSDO International Health Terminology Standards Development Organisation UKTC UK Terminology Centre RIS Radiology Information System PACS Picture Archiving and Communication System Contact Information This document is produced by: Address: The UK Terminology Centre (UKTC) Princes Exchange Leeds LS1 4HY Telephone: 0300 30 34 777 Email: information.standards@hscic.gov.uk Internet: http://systems.hscic.gov.uk/data/uktc Document Control: The controlled copy of this document is maintained in the HSCIC corporate network. Any copies of this document held outside of that area, in whatever format (e.g. paper, email attachment), are considered to have passed out of control and should be checked for currency and validity. Page 3 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 Contents 1 Purpose of document 5 2 Audience 5 3 Scope 5 4 Background 5 5 Methodology 7 6 Results 7 6.1 Question - What is your job title? 7 6.2 Question - What is your organisation? 7 6.3 Question - Who is your Radiology Information System (RIS) Provider? 8 6.4 Question - Who is your PACS System Provider? 8 6.5 Question - For any other system that uses NICIP or SNOMED CT Code Set, please explain the primary function of this system 8 6.6 Question - Did you know of the existence of a NICIP to OPCS-4 mapping table? 6.7 Question - Does your trust use the NICIP to OPCS-4 mapping table for assigning the imaging procedure instance to a Healthcare Resource Group? 9 9 6.8 Question - Is the coding for PbR carried out in the clinical imaging department or by the clinical coding department of the trust? 10 6.9 Question - Have you found any issues with the NICIP to OPCS-4 mapping table for assigning the imaging procedure instance to specific OPCS-4 codes (e.g. 'missing' contrast code for angiography, disagreement over choice of imaging or site code, etcetera)? 10 6.10 Other feedback 11 7 Discussion 12 8 Conclusion and recommendations 13 9 Appendix 1 – questionnaire 14 Page 4 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 1 Purpose of document The purpose of this document is to describe the results of a survey to inform future development of the National Interim Clinical Imaging Procedures (NICIP) to OPCS-4 mapping table and inform the Payment by Results (PbR) data in the field of Clinical Imaging. 2 Audience This document is written for all stakeholders interested in the development and use of the NICIP to OPCS-4 mapping table. This will include those parties responsible for maintenance of the mapping table and supporting guidance at the Health and Social Care Information Centre (HSCIC), those responsible for policy development at the Department of Health and NHS England, and those that use the table to create their national returns, as well as professional bodies, suppliers and other interested parties. 3 Scope This consultation was only focussed on the use of the NICIP to OPCS-4 mapping table and its use to support PbR processes. It was intended to inform the decision making process regarding plans to adjust the mapping table to meet user requirements or to withdraw the mapping table Recommendations from the survey will be used by the HSCIC to inform decisions on potential further development of the mapping table. 4 Background The National Interim Clinical Imaging Procedures code set have been published by the UKTC since 2007 and were approved by the Information Standards Board (ISB) for Health and Social care as an NHS information Standard in December 2009. The ISB scope of approval for use of the standard was “to provide a standard terminology for describing clinical imaging procedures to facilitate identification of images undertaken in an imaging examination, and for the communication of clinical information associated with the identified procedures such as imaging service requests, patient imaging reports, statistical measures of activity and to assist workflow aspects of the business of imaging departments such as resource scheduling.” (DSCN 27/2009 - http://www.isb.nhs.uk/library/standard/125). For further information on the NICIP codes see: http://systems.hscic.gov.uk/data/uktc/imaging To download the code set visit: http://www.uktcregistration.nss.cfh.nhs.uk/trud3 Page 5 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 It was apparent that an extension to this operational code set could potentially assist with the collection of activity data and other secondary uses information such as that required for the KH12 radiation monitoring return and the data required for Payment by Results (now the 2014/15 National Tariff Payment System) in a standardised and nationally consistent manner. The Clinical Imaging procedures Management Group (CIMG), the editorial authority behind the National Interim Clinical Imaging procedures code set, recommended the development of a simple mapping table to support the derivation of consistent HRG assignment for patient activity undertaken in clinical imaging to support consistent national standardised reporting. The NICIP codes (or their SNOMED CT equivalent concepts) are used throughout the NHS in all clinical imaging departments in England and, by virtue of their close alignment with SNOMED CT, have an assigned mapping to OPCS-4. Before the development of the mapping table, evidence from a sample of Trusts in the North West found significant variation between Trusts in the local mapping of imaging procedures to OPCS-4 codes and HRGs. Faced with this evidence the CIMG requested that the team within the HSCIC develop a standard mapping table to make the process less subjective. This table has been distributed as a ‘test’ product since October 2009 with a covering note asking for feedback. Since then, some issues have been notified and amendments made to the table though there are also a few more fundamental issues which need resolution before the table can be considered to be fully quality assured and ready for formal approval. More recently the Department of Health has developed guidance for PbR which ‘requires’ Trusts to use this table to assign OPCS-4 codes in order to assign HRGs, https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/214902/PbRGuidance-2013-14.pdf however, some of the aforementioned issues with the design and content of the table remain unresolved. It has therefore become necessary to determine whether this product either has to be adjusted and confirmed as fit for purpose for Payment by Results (PbR) guidance (when corrected appropriately) or whether the product should actually be withdrawn. The UKTC maintain a Product Development Lifecycle Policy which clearly explains how new and existing products are managed through their entire development from inception to retirement. The policy describes the approach and underpinning processes that allow products to be introduced and/or retired responsibly so that expectations can be set realistically and product statuses are clearly understood. The status values are: 1. 2. 3. 4. 5. In Development Technology Preview Draft for Trial Use Supported Product Legacy Product Decisions to progress a product from one status to another shall be the responsibility of the relevant editorial or governance authority who will need to be provided with sufficient evidence of utility and demand in the stakeholder community. This survey was therefore commissioned to assess where this table is being used currently, how effective and useful it is and whether any additional enhancements are required. Page 6 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 5 Methodology An on-line questionnaire was hosted on the HSCIC consultations portal at https://consultations.infostandards.org from 17th February to 17th March 2014. Stakeholders on UKTC and ISB distribution lists were notified about the consultation by email. The questions were developed within the HSCIC functions responsible for the maintenance of the mapping table and were based upon areas highlighted in previous feedback, particularly that provided by experts at The Royal Marsden Hospital. There was no pilot of the questionnaire which can be found in appendix 1. The responses were collated and presented for review in this document. 6 Results There were 21 responses to the consultation in total though not all questions were answered by every respondent. Names and email addresses were taken so that the results of the survey could be fed back directly to answer any queries raised. Questions were answered as follows 6.1 Question - What is your job title? There were 20 responses to this question and a wide variety of roles reported so the results were categorized into either a radiology department role or a role in the informatics/coding/finance departments, for ease of analysis. Role category Radiology Informatics/coding/finance Not stated/known/applicable Number of respondents 7 13 1 The full list of roles is: Head of Information and Income, RIS Admin, Radiology IT Manager, Finance Manager, Information Design Consultant (Casemix), Clinical Coding Manager, Data Quality Consultant, Income and Costing manager, Payment by Results Project Manager, System Analyst/Developer, Divisional Information Manager, PACS & RIS Manager, Clinical Coding Manager, RIS/PACS Admin, SQL Systems Developer, Data Warehouse Administration, Diagnostics Systems & Performance Manager, Information Services Manager, Radiographer, Chief Radiographer 6.2 Question - What is your organisation? There were 19 answers to this question. All but one response were from NHS Trusts, the other was from the HSCIC. Organisation type Page 7 of 16 Number of respondents Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 NHS Trust Other Not stated/known/applicable 30/01/2015 18 1 2 The full list of organisations is as follows: Dartford and Gravesham NHS Trust, Southend University Hospital Trust, Maidstone & Tunbridge Wells NHS Trust, HSCIC, ‘NHS Acute Trust’, Heatherwood & Wexham Park Foundation Trust, Homerton University foundation hospital trust, Doncaster & Bassetlaw Hospitals NHS Foundation Trust, SWBH NHS Trust, The Dudley Group NHS FT, Central Manchester University Hospitals NHS Foundation Trust, BSUH, ESHT (RXC), North Bristol Trust, The Hillingdon Hospitals Foundation Trust, United Lincolnshire Hospitals NHS Trust, University Hospital Southampton NHS FT, Barts Health (Newham), Worcestershire acute NHS Trust 6.3 Question - Who is your Radiology Information System (RIS) Provider? There were 19 responses to this question, though some respondees reported for multiple sites so had more than one RIS supplier resulting in a total of 8 different RIS suppliers. RIS Supplier Zillion Healthcare Software Solutions (HSS) Philips GE McKesson Radwise Radnet Cerner Not stated/known/applicable Number of respondents 1 11 2 1 1 1 1 1 3 6.4 Question - Who is your PACS System Provider? There were 20 responses to this question, though many did not know who their PACS system supplier was and one reported for multiple (two) sites. PACS Supplier GE Sectra Agfa Kodak Synapse Philips Fuji Insignia Intellispace Not stated/known/applicable Number of respondents 2 3 3 1 1 1 1 1 1 8 6.5 Question - For any other system that uses NICIP or SNOMED CT Code Set, please explain the primary function of this system There were 6 responses to this question, with one respondent detailing two systems. System Supplier Page 8 of 16 Nature of system Number of instances Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 Phillips Tomcat Clinical Measurement (Cardio diagnostics) 1 Semahelix Patient Administration System 1 CVIS Cardiovascular imaging 1 Trust Data warehouse (inhouse) Data aggregation and reporting McKesson Patient Administration System 1 iPM Electronic ordering and reporting 1 iReporter - Renaissance Data Warehousing and Reporting 1 30/01/2015 1 6.6 Question - Did you know of the existence of a NICIP to OPCS-4 mapping table? There were 21 responses to this question. Aware of NICIP to OPCS-4 mapping table Number of respondents Yes No 21 0 Some respondents took the opportunity to add comments as follows: Download from TRUD every six months Would like to have applied the OPCS codes, but could never work out how. I did try several times contacting the helpdesk, but despite their suggestions I could not find a document telling me how the OPCS and HRG codes were linked. Why not a simple mapping to the NICIP codes release?? Helped draft the PbR guidance. Now work in the Casemix team in the HSCIC in developing HRGs. Use the mapping to help clinicans, and others, understand the content of HRGs (by using the NICIP/SNOMED to OPCS and then OPCS to HRG mappings) as well as for analysis of the DID. But I didn't know there was a regular update. I have vaguely seen and heard of it but not aware of what it is or what its purpose is. The trust use this when implementing outpatient unbundled radiology 6.7 Question - Does your trust use the NICIP to OPCS-4 mapping table for assigning the imaging procedure instance to a Healthcare Resource Group? There were 21 responses to this question. Use NICIP to OPCS-4 mapping table for HRG assignment Number of respondents Yes No Not applicable 18 2 1 Some respondents took the opportunity to add comments as follows: Yes, used as the starting point but mapping modified after consultation with Clinical Coding. Page 9 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 Not sure - I believe finance think they have managed to apply some codes, but are either unwilling or unable to share how they have done this. Local HRG mapping tables used. This is used for Reference Costs and also in year for SLR and PbR details But we used the version we could find at the time the PbR changes were introduced (for April 13) and have updated it manually after that 2013/14 Local payment - no 2014/15 Rebasing - yes 2014/15 Local payment – more than likely This mapping table is incredibly valuable to us. Before its existence a multi-disciplinary team had to sit down and manually create/review these mappings, which was very time consuming and very inconsistent with neighbouring trusts Very difficult as no national lookup of NICIP to HRG exists But I believe it took a great deal of skill to interpret what the eventual HRG group would be for pBr. Some of the matches did not work either e.g. CABAO apparently worked out to be RA08Z (no contrast) but it always has contrast so mapped to RA09Z 6.8 Question - Is the coding for PbR carried out in the clinical imaging department or by the clinical coding department of the trust? There were 21 responses to this question. Where NICIP to OPCS-4 mapping table used Number of respondents Imaging department Clinical coding department Not stated/known/applicable 10 8 3 Several respondents provided further comments to this question as follows: Bit of both, Imaging select NICIP and the mapping plus input from coding produces OPCS. Data quality issues around imaging use of NICIP - for example coding multiple exams separately when there is a single NICIP code to cover both images. (e.g. codifying an MRI Spine as four separate tests) PBR values have been set on the basis of the number of parts/contrast use/etc, but I have not found any way of mapping for example interventional codes Currently it is the Information and Finance department doing the links between the imaging exam code and the OPCS 4 codes via the mapping table. MAINTENANCE OF DI EXAMINATION CODES - RADIOGRAPHER MAPPING OF NON-ADMITTED CARE CLINICAL CODING/HRGS - INFORMATION SERVICES CLINICAL CODING OF ADMITTED PATIENT CARE CLINICAL IMAGING - CLINICAL CODING DEPARTMENT Imaging assign an NICIP code, which is then translated for grouping. Really niether, we have a look-up mapping table in the data warehouse NICIP codes are added to CRIS within the Radiology department and the national published mapping is relied upon in accordance with PbR Guidance to produce OPCS codes which are grouped to HRG4. We use a spare field in CRIS to add in the HRG against the Exam code. However what would be really helpful would be for the NCIP data set to include the HRG group against the exam code rather than just providing the mapping data table 6.9 Question - Have you found any issues with the NICIP to OPCS-4 mapping table for assigning the imaging procedure instance to specific OPCS-4 Page 10 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 codes (e.g. 'missing' contrast code for angiography, disagreement over choice of imaging or site code, etcetera)? There were 21 responses to this question Encountered issues with NICIP to OPCS-4 mapping table Number of respondents Yes No 12 9 Several respondents provided further comments to this question as follows: Nuclear Medicine is poorly supported in OPCS and we have manually adjust the mapping of NICIP to OPCS where an unbundled HRG is not produced because of the mapping to .9 non-specific code. Many site codes are absent. PBR values have been set on the basis of the number of parts/contrast use/etc, but I have not found any way of mapping for example interventional codes We have taken the table as gospel and manually matched data. Our problems arise from the source system not fully using national codes and so the mapping does not flow completely. I have raised a specific issue regarding dopamine transporter studies (794568) Initially there we're a couple of OPCS codes incorrect, but these have since been amended, not aware of any other issues. We have found a lot of mappings are missing, but then we didn't know there was an updated file My only use of these codes would be ensuring that diagnostics tests are assigned to the right HRG during the reference costing process FURTHER WORK IS REQUIRE IN YEAR TO FURTHER TEST AND REFINE CODING WE HAVE LOCAL DI EXAM CODES THAT REQUIRE LOCAL INTERPRETATION/BUSINESS RULES WE FOUND WE STILL USED RETIRED DI EXAM CODES DURING 2014/15 ROAD TEST WE ARE ABOUT TO GO TO CONSULTATION WITH CLINICAL CODING MANAGER REGARDING MAPPINGS Incorrect code assignment for Portal Vein Sampling Not all NICIP codes have an OPCS-4 equivalent Does not cover all areas with required granularity Any local issues of this nature have been overcome by seeking local coding advice and adding to the TRUD table as we have done with any locally used pseudo NICIP codes. Occasional incorrect code identified on DID, difficult for radiology to access this data, as controlled by Business Intelligence Unit But I believe it took a great deal of skill to interpret what the eventual HRG group would be for pBr. Some of the matches did not work either e.g. CABAO apparently worked out to be RA08Z (no contrast) but it always has contrast so mapped to RA09Z Of those that had encountered issues, 7 were reported by organisations where the table was used by the imaging department (70%) and 4 were reported by organisations where the table was used by the clinical coding department. 6.10 Other feedback Respondents were encouraged to comment on any other aspects of the use of the NICIP to OPCS-4 mapping table not already covered in the survey. The following are the additional comments: Page 11 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 OPCS needs improving in tandem to improvements to NICIP and the mapping between the two. Clear guidance on how to deal with multiple scans at one attendance and the need for radiology staff to use the fewest number of NICIP codes to accurately describe the work that has taken place. Why not a direct mapping released with the NICIP codes? Happy to be involved in any work/queries or whatever from a HRG design perspective if needs be THIS SUBJECT IS HIGH MY AGENDA AND I WOULD WELCOME ANY OPPORTUNITY TO BE INVOLVED IN ANY WAY. PLEASE DO NOT HESITATE TO CONTACT ME ON THE EMAIL ADDRESS PROVIDED Clinical Coding use it as a guide only. However it can be a very busy spreadsheet. If it was easier to read it may be used more. All NICIP codes should have an OPCS-4 equivalent A simplified mapping table would be useful without the historic mapping The process to add codes needed was too long winded We support the idea that there be a standard mapping table to make the process less subjective in terms of PbR process and commissioner challenge between Providers. Please include the HRG group against the exam code in the NCIP table 7 Discussion Though the sample size of respondents is not large, it is possible to interpret some important trends and issues from the survey results. The indications are that the mapping table is widely used but that 11 out of 18 of the users have encountered issues in using it. Conversely there are also some users who have not encountered any issues, though it is not clear from this simple survey whether it is being used in the same way in every organisation and it may be that the issues have just not yet been detected. Some of the issues reported are regarding perceived shortcomings in OPCS-4 (eg lack of codes for nuclear medicine) or the lack of understanding of coding conventions by imaging staff. This survey and prior experience suggests there is a cultural difference between the perspective of those in the imaging department with those in the coding department. For instance in the imaging department there would be an understanding that an angiogram would need a supplementary code assigned (not currently incorporated in the table design) which would be described as an issue by that type of user. Equally the expert coder, working in isolation from the imaging department would never know it needed the supplementary codes and not report this as an issue. Some respondents called for a direct NICIP to HRG mapping table, for which there have been requests before from other users (not participating in the survey). The expert advice is that it is important that the OPCS-4 codes are identified accurately and comprehensively for the appropriate HRG to be assigned using the grouper software. The primary reasons for the production of the mapping table was to assist those responsible for providing the mandated national returns and to improve the level of consistency between them. Those organisations which are applying considerable local effort to enhance the nationally prepared files are obviously making it more usable for their local circumstances but also potentially decreasing the consistency of the returns. A balance is needed to ensure as much as possible can be done to the national product to minimise the amount of local tailoring. Therefore where common issues are identified then a Page 12 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 decision has to be made on whether to adapt the national table accordingly, issue more comprehensive guidance or leave users to their own devices. The CIMG suggested it would be reasonable to address some of the shortcomings rather than withdraw the mapping table . 8 Conclusion and recommendations There is significant evidence that this mapping table is of use to the intended target community and that it should be progressed to a supported product when advised by the CIMG. It will be important for the UKTC to ensure all build processes are robust and fit for purpose to ensure that adequate Quality checks are in place and that tools are efficient and reliable. There are also a number of potential enhancements that could be made to the content of the table as evidenced by this survey such as new OPCS-4 codes for nuclear medicine and the addition of contrast codes to the table for those procedures which are known to always utilise contrast. Implementation guidance should be enhanced significantly with use cases described so that patterns are more easily assigned the correct OPCS-4 code or codes wherever the process takes place (with a recommendation that coding expertise and imaging knowledge are used jointly). Page 13 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 9 Appendix 1 – questionnaire Name Position Email address Organisation Radiology Information System provider PACS system provider Any other system that uses NICIP or SNOMED CT code set please explain the primary function of this system (please enter multiple if necessary) System 1 Primary Function System 2 Primary Function System 3 Primary Function Did you know of the existence of a NICIP to OPCS-4 mapping table Page 14 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 Yes 30/01/2015 No Comment Does your Trust use the NICIP to OPCS-4 mapping table for assigning the imaging procedure instance to a Healthcare Resource Group Yes No Comment Is the coding for PbR carried out in the clinical imaging department or by the clinical coding function of the Trust Imaging Coding Department Comment Have you found any issues with the NICIP to OPCS-4 mapping table for assigning the imaging procedure instance to specific OPCS-4 codes (eg ‘missing’ contrast code for angiography, disagreement over choice of imaging or site code, etcetera) Yes No If yes, please elaborate Page 15 of 16 Copyright ©2013 Health and Social Care Information Centre Results of survey on usage of national interim clinical imaging procedures to OPCS-4 mapping table V1.0 30/01/2015 Please provide any other feedback you wish to provide on any related item in the box below Page 16 of 16 Copyright ©2013 Health and Social Care Information Centre