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NHS number matching for local authorities
Why it’s important and who can help
Presented by Jill Hepworth and Steve Bennet
NHS Digital
Why are matched NHS numbers important?
• NHS numbers are used as the unique identifier for
uploading information onto the national Spine
• Without a matched NHS number, a child record can
not be uploaded by the local authority
• If a record is not on the Spine, the alert can not be
viewed in an unscheduled healthcare setting
• Vulnerable children will be missed
• The whole aim of CP-IS will not be realised
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What levels should I aim for?
• We ask you to achieve at least 95% of matched NHS
numbers for records with a CPP or LAC before go live
• This includes mothers of unborn children with a CPP
• We expect that you maintain as close to 100% as possible
• We recognise that you may not be able to match some
records
• Records you may not be able to match include asylum
seekers who have not registered with a GP, Sensitive S-
flag records and new-born baby
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How do live sites maintain numbers?
• No one right way
• We have found a variety of ways sites keep their numbers high and this includes:
– Mandatory NHS number field in the electronic system
– Electronic system has a feed to/from national Spine
– NHS number field on a referral form
– Number captured at point of referral by Front Door Team / Contact Centre
– Provided by the MASH / GP / other multi-agency team
– Provided by a health rep at a safeguarding meeting
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What help is there for us?
Steve Bennet – NHS Digital
National Back Office
Demographic Batch Services Bureau
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NHS Number matching for local authorities
Support available from NHS Digital
Presented by Steve Bennet
PDS NBO Service Manager, NHS Digital
27 April 2017
Agenda for today
• Service benefits
• High level overview of DBSB
• Processing files through DBSB
• Problematic NHS numbers
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Benefits of the DBSB to sites
• Data analysis to improve data quality
• Manual tracing
• Response within 5 days
• Service available post-deployment
• Governance already approved
– Looked After Children
– Child Protection Plan
• Adult and Children’s Social Care require IGARD
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High level overview of the DBSB service
• Bulk tracing of client records against PDS
• NHS number validation and tracing
• Secure end to end processing - @*gcsx.gov.uk / @nhs.net
• Multiple automated submissions
• Manual trace
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Processing files through DBSB
• Data must meet file format requirements
• File must only include CP-IS data
• There must be an exact match between supplied and held data
• Name traces are made against both current and historic values
• Watch out for spelling variations e.g. Ann or Anne
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Processing files through DBSB continued
• Note - a person’s registered name(s) in Social Care and in the NHS may differ
• Multiple patient submissions in the same file may be done and may be required – but use the same Local PID
• Wild cards (*) work in name, address and postcode fields - use with caution as risk of false positives
• Address differences are common and cause a ‘no trace’
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Best practice – surname
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2. ADDITIONAL TEXT IN SURNAME SURNAME FORNAME
Bad practice HIRST (MOTHER’S SURNAME BELL) / (PREV BELL) KATRINA
Best practice HIRST KATRINA
1. ALTERNATIVE SURNAME SURNAME ALERNATIVE SURNAME FORNAME
Bad practice CROCKETT/LAWSON SARAH
Bad practice CROCKET LAWSON LAWSON SARAH
Best practice CROCKETT SARAH
Best practice LAWSON SARAH
Top Tip:
• Submit multiple records for the same patient
• Use the same Local PID
Best practice – forename 1. EXTRA TEXT IN FORENAME SURNAME FORNAME
Bad practice THOMAS ALEX (BOY) / (TWIN) / (JR) / (MARK)
Best practice THOMAS ALEX
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2. ABBREVIATED FORENAME SURNAME FORNAME
Bad practice HIRST KATHERINE
Best practice HIRST KATHERINE
Best practice HIRST KATIE
Best practice HIRST KA*
3. SPELLING UNSURE SURNAME FORNAME
Bad practice HOLLOWAY MAE / MAY
Best practice HOLLOWAY MAE
Best practice HOLLOWAY MAY
Top Tip:
• Submit multiple records for the same patient
• Use the same Local PID
Best practice – double barrelled names
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1. SURNAME SURNAME FORNAME
Best practice SULLIVAN-SMITH JOHN
Best practice SULLIVAN SMITH JOHN
Best practice SULLIVAN JOHN
Best practice SMITH JOHN
2. FORENAME SURNAME FORNAME
Best practice SMITH SALLY-ANNE
Best practice SMITH SALLY ANNE
Best practice SMITH SALLY
Best practice SMITH ANNE
Best practice SMITH SALLY-ANN
Best practice SMITH SALLY ANN
Best practice SMITH SALLY
Best practice SMITH ANN
Top Tip:
• Submit multiple records for the same patient
• Use the same Local PID
Best practice – punctuation errors 1. PUNCTUATION FORENAME SURNAME FORNAME
Bad practice COLE MICHAEL,
Bad practice COLE MICHAEL;
Best practice COLE MICHAEL
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2. PUNCTUATION SURNAME SURNAME FORNAME
Bad practice O’NEIL. JEREMY
Bad practice O;NEIL JEREMY
Best practice O’NEIL JEREMY
Top Tip:
Only use punctuation if it is part of the name
Best practice – previous names
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2. PREVIOUS SURNAME SURNAME PREVIOUS/ALERNATIVE SURNAME FORNAME
Bad practice PARNUM SMITH TREVOR
Best practice PARNUM TREVOR
Best practice SMITH TREVOR
1. PREVIOUS FORENAME SURNAME FORNAME PREVIOUS/ALERNATIVE FORENAME
Bad practice PIERCE HAZEL MARIE
Best practice PIERCE HAZEL
Best practice PIERCE MARIE
Top Tip:
• Previous/Alternative Forename and Previous/Alternative Surname are NOT
used for batch tracing
• Submit multiple records for the same patient
Best practice – unborn children
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Top Tip:
• An unborn child will NOT be on PDS
• CP-IS indicator will be placed against the mother
2. PREVIOUS SURNAME DATE OF BIRTH SURNAME FORENAME GENDER
Bad practice 20170207 HANSELL UNBORN 0
Best practice USE THE MOTHER’S DETAILS
Best practice – gender 1. MALE SURNAME FORNAME GENDER
Bad practice LOGIE DEAN MALE
Best practice LOGIE DEAN 1
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Permissible Values
1 – Male
2 – Female
0 – Not Known
9 – Not Specified
Top Tip:
There must be an EXACT MATCH between the submitted and held record
2. UNSURE SURNAME FORNAME GENDER
Bad practice SMITH SAM 0
Best practice SMITH SAM 1
Best practice SMITH SAM 2
Best practice – post code
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Top Tip:
• Use wild cards – for example use *
• If not known at all - leave it out
1. UNKNOWN POSTCODE
Bad practice UNKNOWN
Best practice NULL
2. PARTIAL POSTCODE
Bad practice BL1 XXX
Best practice BL1 *
3. PARTIAL POSTCODE
Bad practice HA8
Best practice HA8 *
Best practice HA*
Best practice – address
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UNKNOWN ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 ADDRESS 5
Bad practice THE WARREN PARSONS LAND DROVE NOT KNOWN BANBURY
Best practice THE WARREN PARSONS LAND DROVE DODDINGTON BANBURY
UNKNOWN ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 ADDRESS 5
Bad practice 12 CROSS LEYS N/A N/A
Best practice 12 CROSS LEYS CHIPPING
UNKNOWN ADDRESS 1 ADDRESS 2 ADDRESS 3 ADDRESS 4 ADDRESS 5
Bad practice MAGNOLIA HOUSE BANBURY ROAD NULL NULL
Best practice MAGNOLIA HOUSE BANBURY ROAD MILCOMBE TADLEY
Top Tip:
• Actual address information only
• Wild cards are available
• There must be an EXACT MATCH between the submitted and held record
Contact the bureau
• 01704 554022
• 01704 224599
• www.digital.nhs.uk/National-Back-Office/Contact
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