Applicable Date
(dd/mm/yyyy)
Name of Host
Organisation
Host Organisation
ODS Code
Secondary Uses Service
Shared Services Registration Form
Glossary
1

Constituent Organisation: an organisation which has agreed for a Shared Service Organisation
to extract SUS on its behalf. The Caldicott Guardian of each constituent organisation must
explicitly signify their agreement to the Shared Service arrangement by completing Appendix A
of this form.

Shared Service Organisation: An organisation with its own ODS code of the form YDDxx, set
up to extract data on behalf of constituent organisations

Host Organisation : The NHS organisation which will provide the infrastructure and
governance to support a Shared Service
Introduction
Facilities have been set up in SUS to enable Shared Services Organisations, such as a Health
Informatics Service and shared commissioning services (see 2 below), to process data on
behalf of their constituent organisations. This facility allows the Shared Service to see all of the
data held on SUS that is visible to the constituent organisations. To implement this, the Shared
Service will need to:
■
■
Register as a Shared Service with the NHS Organisation Data Service (ODS); and
Inform the SUS Helpdesk to enable SUS to be set up to handle each shared
service.
Specific guidance for Shared Services can be found on SUS Shared Service Guidance under
the section ‘Setting up a Shared Service & Specialist Commissioning Service’.
2
Shared Commissioning Services
Care should be taken to ensure that the level of access is appropriate when choosing to set up
a Shared Service within SUS, this is particularly true in the case of some Shared
Commissioning Services.
Within SUS, a Shared Service is given access to all of the data which is visible to each of its
Constituent Organisations. In the case of a Shared Commissioning Service which is
responsible for managing the contracts between a local trust and other PCT’s this level of
access may not be appropriate.
For instance, PCT A is responsible for managing the contracts between Trust X and PCTs B
and C. In this case it would not be appropriate for PCT A to see all of the data for Trust X nor
would it be appropriate for PCT A to see all of the data for PCTs B and C. In this case a more
appropriate solution would be for Trust X to make PCT A a Copy Recipient on all CDS records
where PCT B or C is the Commissioning organisation.
Secondary Uses Service (SUS) jointly delivered by Health and Social Care Information Centre and NHS Connecting for Health
For updates on SUS http://www.ic.nhs.uk/sus
For queries about SUS: bt.sus.helpdesk@bt.com 0845 600 2558 HSCIC enquiries@ic.nhs.uk 0845 300 6016
Page 1 of 5 (V2)
3
Informing the SUS Programme
This form has been created to facilitate communications with the SUS Programme. The host
organisation of shared services arrangement should complete the form and also obtain explicit
authorisation from each constituent organisation’s Caldicott Guardian using the form at
Appendix A:
■
■
4
Send an electronic version to Health and Social Care Information Centre, Contact
Centre at enquiries@ic.nhs.uk;
If electronic signature for the Caldicott Guardian is not available please send a
paper version, signed by the host organisation’s Caldicott Guardian to the Contact
Centre, Health and Social Care Information Centre, 1Trevelyan Square, Leeds, LS1
6AE
Shared Services Organisation Information
The information provided on the attached form will enable:
■
The Shared Service definitions to be set up in SUS to provide access to relevant
data;
■
The SUS Programme to receive verification of the Shared Service organisational
and information governance arrangements from the local Caldicott Guardian.
Please note that failure to provide relevant information to the SUS Programme or to gain sign
off by the Caldicott Guardians of all constituent organisations, means it will not be possible to
enable access to SUS on a shared services basis. This reflects the conditions of the Ethics
and Confidentiality Committee (ECC) Section 251 support for SUS to operate shared services
access arrangements.
The SUS Programme will review the Shared Services every two years. The Caldicott
Guardian will be contacted to ensure that the services are still set up correctly.
5
Termination of Shared Service
The breach of any of the terms of this Shared Service may result in the immediate termination
of access to the Shared Service.
6
Changes to the Shared Service
Changes to the Shared Service must be communicated to Health and Social Care Information
Centre by the host organisation; this includes any organisation changes to the constituent
organisation.
7
Contact
If any issues arise in completing this form, please contact Health and Social Care Information
Centre, Contact Centre on (call 0845 300 6016) or email enquiries@ic.nhs.uk
Secondary Uses Service (SUS) jointly delivered by Health and Social Care Information Centre and NHS Connecting for Health
For updates on SUS http://www.ic.nhs.uk/sus
For queries about SUS: bt.sus.helpdesk@bt.com 0845 600 2558 HSCIC enquiries@ic.nhs.uk 0845 300 6016
Page 2 of 5 (V2)
SUS Shared Services Organisation
Q No
Question
Response
1a
Name of Host organisation
1b
ODS code of Host organisation
1c
Name of Shared Service Organisation
1d
ODS Code of Shared Service Organisation
(YDD code)
2
List the NHS organisations participating in
the shared services arrangement by name
and ODS code,
1-
(please extend the table to fit in the number
of participating organisations)
234-
3
What is the purpose of the Shared Service?
If the response is ‘no’ to any question, please explain what arrangements are in place on
the subjects in the questions, ie Q4 - management arrangements, Q5 & Q6 - information
governance and accountability, Q7 – registration processes.
4
Does the Shared Service have formal
management arrangements (e.g.
management board, SLA’s) with
participating organisations?
5
Does the Shared Service have locally
auditable information governance policies
with clear lines of accountability to ensure
controlled access to patient identifiable data
in a locally secure environment?
6
Does the Shared Service have clear terms
of reference for the appropriate use of
data?
7
Will the Registration Authority/Agent for the
host organisation be the only agency within
the organisations in that shared service
allowed to create User Role Profiles (URPs)
containing the organisation code for the
Shared Service Organisation?
8
Is the data being downloaded into an
appropriately controlled and secure
environment as mandated by the
Information Governance Toolkit?
Secondary Uses Service (SUS) jointly delivered by Health and Social Care Information Centre and NHS Connecting for Health
For updates on SUS http://www.ic.nhs.uk/sus
For queries about SUS: bt.sus.helpdesk@bt.com 0845 600 2558 HSCIC enquiries@ic.nhs.uk 0845 300 6016
Page 3 of 5 (V2)
9a
Would you like to receive Managed Service
Extracts for your constituent organisations?
(Note: Shared Service Managed Service
Extracts are delivered the day after the
extracts for individual organisations.
Shared Services are asked not to submit
online extracts during the day that the
Managed Service Extracts are being
produced.)
10
Name, address and contact details
(including email address) of Caldicott
Guardian of host organisation
11
Caldicott Guardian signature (paper or
electronic copy)
12
Name, telephone number and email
address of person completing and
submitting this form
If electronic signature for the Caldicott Guardian signature is not available please send a signed paper
copy of this form to The Contact Centre, Health and Social Care Information Centre, 1 Trevelyan Square,
Leeds, LS1 6AE
Secondary Uses Service (SUS) jointly delivered by Health and Social Care Information Centre and NHS Connecting for Health
For updates on SUS http://www.ic.nhs.uk/sus
For queries about SUS: bt.sus.helpdesk@bt.com 0845 600 2558 HSCIC enquiries@ic.nhs.uk 0845 300 6016
Page 4 of 5 (V2)
Appendix A
Shared Service organisations are responsible for obtaining the explicit authorisation from each
constituent organisation’s Caldicott Guardian using this form. For each participating organisation listed in
answer 2, a separate Appendix A form must be completed. Please use the copy and paste function to
add additional forms.
Name
of Shared Service
Organisation
Shared Service
Organisation ODS
Code
Name
of Constituent
Organisation
Constituent
Organisation ODS
Code
I acknowledge that <insert name of Shared Service> will access SUS data on behalf of <insert
constituent organisation name>
1
Name, address and contact details
(including email address) of Caldicott
Guardian
2
Caldicott Guardian signature (paper or
electronic copy)
3
Date
Please send electronic version to Health and Social Care Information Centre Contact Centre at
enquiries@ic.nhs.uk or send a paper version to the Contact Centre, Health and Social Care Information
Centre, 1 Trevelyan Square, Leeds LS1 6AE
Secondary Uses Service (SUS) jointly delivered by Health and Social Care Information Centre and NHS Connecting for Health
For updates on SUS http://www.ic.nhs.uk/sus
For queries about SUS: bt.sus.helpdesk@bt.com 0845 600 2558 HSCIC enquiries@ic.nhs.uk 0845 300 6016
Page 5 of 5 (V2)