Contributing Data - FAQs
Information for In Practice Systems "VISION" Practices Wishing to Join the GPRD
- What data do we collect?
- Confidentiality
- Data recording - what will the practice need to do?
- Despatching the data to us - how is this done?
- Feedback to practices on data quality
- Payments
- Other requirements
- Keeping in touch
- Where can you get help?
What data do we collect?
Data collection software is built into the Vision system and extracts selected data from your practice computer. The data available to researchers conform with guidelines on patient confidentiality drawn up by the BMA, GMC and the Royal College of General Practitioners. Personal information such as names and addresses is not collected and patient/prescriber identities are encoded so that it is impossible for anyone other than the practice to identify them. The software collects data entered by all staff who use the practice's computer system.
Confidentiality
The GPRD Group has stringent policies on maintaining the confidentiality of personal data, including arrangements for the anonymised data passed to researchers. These policies will be adhered to in respect of your practice's data. Any person or body receiving a copy or extract of your data for approved research purposes are required to re-confirm, in writing, that they will observe confidentiality requirements. We will not disclose to any third party, without your consent, that your practice contributes data to the GPRD.
Data recording - if the practice joins GPRD what will you need to do?
Someone in the practice - possibly the practice manager - will need to take responsibility for ensuring that all relevant practice staff have read the GPRD Data Recording Guidelines and understand what is expected of them. Some new clerical procedures may also need to be set up to ensure that certain information is recorded, e.g. information from out-patient letters.
View the GPRD Data Recording Guidelines
The practice will need to record full information about:
- Prescriptions
- Events resulting in a prescription
- Other significant events (including hospital attendances and referrals)
- Chronic and Recurrent Illnesses
- Contraception and immunisations
- Pregnancy outcomes and childbirth
- Deaths
- Lifestyle (drinking, smoking, BMI)
- Registrations
Typically, much of this information will need to be recorded during - or immediately following - patient consultations. This will probably be recorded by the doctor, but other practice staff may also need to be involved.
If you want to receive help with your data recording before joining GPRD, Primary Care Information Services (PRIMIS) is a no-charge training and support service designed to help primary care organisations improve patient care through the effective use of their clinical computer systems. Working through locally-funded information facilitators, the PRIMIS Team provides training and support in information management skills, data quality analysis and feedback, and a comparative analysis service focused on key clinical topics. PRIMIS is funded by the NHS Information Authority and is based at the Division of General Practice at the University of Nottingham, with regional centres in Manchester, Guildford and Bristol.
View the PRIMIS website
Despatching The Data To Us - How Is This Done?
Our Data Collection Team will liaise with your practice to commence collections. They provide full instructions and a telephone support service. This has worked successfully with over 430+ other Vision practices, so it should not cause any great difficulty.
We start with an initial collection of all the historic data (for the selected items), for your patients. These is called a Full Data Collection (FDC). If your practice used VAMP Medical before Vision, a Full Data Collection Type 2 will be performed next. This will be undertaken to extract OXMIS terms previously entered in VAMP Medical using the OXMIS dictionary. Following on from this, the practice performs regular smaller collections (Incremental Data Collections or IDCs). These are done approximately every 6 weeks.
For each FDC data collection we will send you:
- a floppy disk containing data collection software
- a tape (for the initial collection) or if you prefer another form of media, e.g. data-stick, DVD
- a postage pre-paid package for you to use in returning the media to us.
- a set of instructions.
The facility to download data is already part of your Vision system. The initial extraction of records for the Full Data Collection can take some hours, depending on the size of the practice, the amount of data recorded and the efficiency of the system. After extraction the data needs to be copied to the media sent out to you (a process that only takes minutes). Neither process will prevent others from using the computer system concurrently.
The regular IDC's are usually very quick and straightforward: they can be performed on any PC that has Vision softwarre. The files can now be zipped and sent to GPRD over the NHS Net. This is the most popular form of data submission by practices. If you wish to have more information on this or any of the above please contact the Collections Team at collections@gprd.nhs.uk.
Feedback to Practices on Data Quality
Following loading of each data collection into the GPRD, we will send you reports on the quality/completeness of the data submitted.
- Where these reports indicate you are not meeting the required standard you will need to take some action to improve recording, e.g. to review procedures and/or to remind staff to record the required information. Our staff are always able to provide support and guidance for this.
- Where we identify that key items of information are missing we will ask you to amend the relevant records. For example:
- to enter the date and cause of death for a deceased patient
- to enter the outcome of pregnancy for a woman recorded as pregnant more than 10 months ago
- to enter a birth record (including the condition at birth) for newly-registered babies
- to correct registration details where these are incorrect or missing.
Payments
These are made to practices that supply data of appropriate quality and completeness. The amount is currently 25p per patient per year and payments are made quarterly, starting after the successful extraction of the FDC.
Other Requirements
As a contributor, we expect the following from your practice:
- You will be expected to provide anonymised follow-up data, as and when required, to verify and enhance any research based on GPRD records from your practice. Fees will be paid for this. Details are available on request.
- You must ensure that the use of your computer system for GPRD purposes is registered under the Data Protection Act. We can provide guidance if required.
Keeping in touch
We are always present at the annual NVUG conference and we also attend the NVUG roadshows.
Where can you get help ?
GPRD staff are available to give you advice and receive your comments. You can phone us on:
- +44 (0)20 7084 2998
For Data Collections or for messages outside office hours, contact us:
- The GPRD Helpdesk: +44 (0)20 7084 2383
- or fax: +44 (0)20 7084 2041
- or email admin@gprd.com
If you have questions or want an information pack:
- Call us on +44 (0)20 7084 2998
- Or e-mail admin@gprd.com
Or write to:
General Practice Research Database Group
Medicines and Healthcare products Regulatory Agency
15th Floor Market Towers
1 Nine Elms Lane
London
SW8 5NQ
If you want to join
Please complete the on-line application form or download a printable application form (pdf) and return it to the following FREEPOST address: GPRD Freepost LON 10978 London SW8 5YY