ERYC Standard PH Contract
Administering Authority:
Provider Name:
Contract Title
Contract Number:
Service Area
Service Type:
Contract Type:
Start Date:
End Date:
Extension Options:
Authority Lead Officer:
Amendment Date:
East Riding of Yorkshire Council
Oral Health Epidemiology Programme
OHEP/2015
Oral Health
Public Health Oral Health Service
Block Contract
1 April 2015
31 March 2017
up to One further year at the ERYC sole discretion
Paul Wolstencroft
N/A
APPENDIX A - SERVICE SPECIFICATIONS – ORAL HEALTH EPIDEMIOLOGY PROGRAMME
1.
POPULATION NEEDS
1.1
National/Local Context and Evidence Base
Standardised and co-ordinated dental epidemiology surveys have been undertaken nationally
since 1985. As a result, the UK has one of the best oral health databases in the world. Data
obtained from these local surveys, together with the centrally commissioned decennial
national surveys of child and adult health, have been and continue to be used in:
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The assessment and monitoring of oral health needs.
The planning and evaluation of oral health promotion programmes.
The planning and evaluation of the provision of primary and specialist dental services.
The monitoring and reporting of the effect of water fluoridation programmes.
Health Profiles for England.
2.
KEY SERVICE OUTCOMES
2.1
Local Outcomes
Information will contribute to the oral health needs assessment, the JSNA and inform
development of Oral Health and Health and Wellbeing strategies. Data from the surveys will
inform planning of services, evaluation of health improvement programmes including the
health monitoring of the effectiveness of water fluoridation. Information will enable monitoring
of oral health and identify inequalities. The 5 year old dental indicator is listed in the Public
Health Outcomes Framework (Department of Health, 2012).
3.
SCOPE
3.1
Aims and Objectives of Service
Aim(s):
In order to fulfil the local authority’s statutory function as described in the statutory instrument
the service will be responsible for the planning and delivery of annual local surveys as part of
the DPH Intelligence Programme in accordance with the national survey protocols. 1
1
The NHS Bodies and Local Authorities (Partnership Arrangements, Care Trusts, Public Health and Local Healthcare)
Regulations 2012 Statutory instruments 2012 No 3094 Local authorities became responsible for dental public health functions
described in Statutory Instrument 2012 No. 3094 , Part 4 from April 2013.
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ERYC Standard PH Contract
Objective(s):
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3.2
Identification of the survey population
Sampling size identified in agreement with the Local Authority and Consultant in Dental
Public Health
Sampling process in accordance with national protocol and in agreement with Dental
Epidemiology Coordinator (DEC).
Work in collaboration with staff in the establishments including support staff and
parents/carers to actively support the positive consent process to ensure the
representativeness of the sample;
Trained and calibrated dental examiners, assisted by appropriately trained assistants will
undertake the collection and recording of clinical and non-clinical data
All cleaned data including word documents should be forwarded to the DEC in
accordance with the national protocol reflecting described timeframes
Population Covered
As described in the Dental Public Health Intelligence programme and timetable, and any
locally determined oral health survey requested by the Local Authority.
3.3
Interdependencies
Achievement of the programme will require a flexible and collaborative approach and will the
Provider to work with a number of individuals and agencies, including but not limited to:
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3.4
Consultant in Dental Public Health – Public Health England
DEC and Senior Public Health Manager (PHE)
Director of Education – Local Authority
Director of Public Health – Local Authority
Others dependent upon the population group being surveyed (for e.g., schools, nurseries
including other potential residential settings.
Local Authority Public Health analysts to support more detailed analysis
Programme Outline
The fieldwork team will comply and be familiar with the standards and procedures laid down
in the relevant national protocols (http://www.nwph.net/dentalhealth/) which may alter each
year depending on the population being surveyed.
The planning and organisation of the survey will be carried out by the field work team. Staff
are required to attend training and calibration events, comply with the sampling process, and
liaise with schools or other establishments to gain access to specified target populations.
Equipment used in the survey remains the responsibility of the Provider. It is important that
efforts are directed to support the consent process through partnership working with staff from
schools/residential establishments, supporting healthcare staff and parents/guardians.
Data collection will use Dental Survey Plus 2 and storage and back-up of data will be in line
with local and national Information Governance requirements. The survey data will be made
available to the DEC after being cleaned as per the requirements laid out in the relevant
protocol. The process will be planned, executed and completed to the timeframes in the
national protocol.
3.5
Methodology
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ERYC Standard PH Contract
Suitable clinical examiner(s) will be identified by the service along with sufficient support staff
for administration, recording and data entry, and these staff will be relieved of clinical duties to
allow for all activities to be undertaken within the prescribed timescale.
Relevant members of the fieldwork team will be supported to attend all necessary training and
calibration events provided at regional level. The service will only use a clinical examiner and
assistant who are successfully calibrated at the relevant regional calibration session, using
guidance provided by BASCD.
Examiners who do not conform to the diagnostic criteria will need to re-trained and recalibrated or replaced. The fieldwork team will be familiar with, and comply with the standards
and procedures laid down in the relevant national protocol. This includes compliance with the
sampling process, approach to specified target populations, gaining of consent, application of
measures and storage, back-up and handling of data. The sample size will be in agreement
with the Local Authority and Consultant in Dental Public Health.
The agreed sampling process will be in accordance with the DEC who will confirm its validity
before the survey commences. It is essential that the positive consent process should reflect
that described in the national protocol.
Any difficulties in gaining entry to schools/establishments and gaining consents should be
raised with the Consultant in Dental Public Health as a matter of urgency.
Data will be collected and processed using the correct version of Dental Survey Plus 2
software, which will need to be compatible with the service computer(s), as described within
the relevant protocol. The field work team will ensure that all data is handled confidentially in
line with Data Protection legislation.
3.6
Programme Timetable
The provider will ensure:
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4.
the service is planned, executed and completed in the nationally agreed timeframes and
in accordance with the Nationally agreed protocols;
Anonymised data will be forwarded in the relevant format securely to the DEC as
described in the national protocol, within stipulated timeframes;
The fieldwork team will provide an annual timetable describing the DPH Intelligence
programme within 15 Business days of the issue of the DPH requirements;
All participating Staff and equipment to be appropriately trained and calibrated
Consent rates will be a minimum of 65% of identified sample sizes.
the survey data is cleaned and transferred securely to the DEC and a copy of Appendix Q
(summary information sheet from the protocol) must be forwarded to the Commissioner
on completion of the survey once all data has been collected.
The provider will meet monthly with the ERYC authorised officer and Consultant in Dental
Public Health to report on progress and any issues that affect the satisfactory delivery of
the survey programme.
CONSENT
Valid consent must be sought for all participants examined in line with the national protocol.
Where a dental need is seen, the participant or guardian must be advised to seek a further
dental examination by either their own general dental practitioner or provided with information
on how to access NHS dental services.
5.
STAFFING
It is the Providers responsibility to ensure sufficient staff are trained and calibration (provided
by the DEC) is undertaken prior to the start of the fieldwork to ensure data collection, cleaning
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ERYC Standard PH Contract
and transmission of secure data will be undertaken in line with the relevant national protocol
and timetable.
The Provider will ensure sufficient suitable clinical examiner(s) along with sufficient support
staff for administration, recording, data entry, data cleaning and transmission of data to the
DEC within the timetable.
6.
INSURANCE
The Successful Provider must evidence that they have and will maintain the minimum
insurance levels as detailed below and that the cover will operate in respect of Public Health
Service contracts issued by the Local Authority:
7.
Employer Liability
£10 million
Public Liability
£10 million
Professional Indemnity/medical negligence
£10 million
PAYMENT MILESTONES
Payments will be made on the evidenced completion of the milestones detailed below on
receipt of an accurate Providers invoice as detailed in Appendix E.
The ERYC Authorised Officer will; at the monthly meeting, review the evidence provided and
agree the achievement of milestones. Once agreed he will authorise a full or part payment
which will not exceed the amounts below however, at his discretion he may authorise a part
payment if satisfied of the progress made on other milestones. These will be done on a
monthly basis and will be a percentage for the contract price for that specific year only.
The provider will be required to attend monthly review meetings organised by the ERYC
Authorised Officer to validate and evidence the completion of milestones.
Where a milestone is not fully achieved the Lead Officer may authorise a reduced payment at
their sole discretion, the remaining sum will become payable on verified completion of the
milestone. Where a milestone is not then achieved the ERYC reserve the right to re-claim any
monies paid for the delivery of incomplete milestones or those not achieved.
Payments will not under any circumstance be paid in advance for work not already
undertaken.
Refer to the Appendix E documentation for the payment process details.
Milestone:
Maximum percentage of
annual
contract
price
payable:
Completion of relevant staff training and calibration events
prior to contract commencement or within one calendar month
of contract commencement and submission of the programme
of work
20
Achievement of a minimum consent rate of 65% for the year
25
Achievement of fully reaching the target population for the year
(ensuring a balanced population from across the whole of East
25
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ERYC Standard PH Contract
Riding as agreed by the ERYC Authorised officer in
consultation with the PH E Dental Consultant)
Preparation and submission of the anonymised data in
accordance with the DEC requirements
15
Confirmation from PH E that the data is as required, accurate
and complete.
15
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