Contributing Data - FAQs
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 data such as names and addresses are 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 use of the data for research. 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.
In order to fit in with best practice and guidelines from, amongst others, the Information Commissioner and the GMC, we have developed a system to
allow individual patients to ask us not to collect the anonymised information relating to them. For further details on this Single Patient Opt-Out Scheme, please contact us.
View Confidentiality Guidelines
Data recording – what will the practice 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
Doctors will need to record information about:
- all significant consultations
- reasons for prescribing drugs (indications)
- all out-patient referrals, including the reason for referral (diagnosis or symptom)
- outcomes of pregnancy
- birth details (for newly registered babies)
- contraception (particularly for women attending family planning clinics)
- lifestyle (drinking, smoking, BMI)
The practice will also need to ensure that the following information is recorded:
- significant past medical history for all newly registered patients
- information about hospital admissions, A&E attendance, etc
- significant medical information contained in outpatient letters, discharge summaries, etc
- significant tests/investigations and results
- dates and causes of deaths
- home visits
- any prescriptions not issued through the computer
- vaccinations and immunisations
We are aware that requirements from the GP Contract and QOF mean much of the information will be recorded.
Data collection – 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 480 other Vision practices. The facility to download data is already part of your Vision system and only requires initialisation, a simple procedure, to become active.
We start with a large initial collection (Full Data Collection) of all the historic data for your patients. Please tell us if your data are held on a bureau system (e.g. at the PCT or HA) or hosted by INPS so we can arrange the first collection with them. For practices which used VAMP Medical (VM) software before Vision, a second smaller Full Data Collection, called an FDC2, will be required to collect the original OXMIS codes entered in VM. These would be followed by smaller, regular collections (Incremental Data Collections or IDCs). These are done approximately every 6 weeks.
Because of its size, the first data collection has to be transferred onto electronic media usually a USB memory stick. Subsequent collections are usually sent via emails over the secure NHSnet. If you are unable to do this for any reason, please let us know. In all cases, we provide the collection instructions (telephone and hard copy), the appropriate media, and, where relevant, a secure postage pre-paid package for returning the collection to us.
The initial extraction of records for the Full Data Collection takes some time depending on the size of the practice, but will run unattended and can be carried out while your system is in operation. The regular IDC's are usually very quick and straightforward; they can be performed on any PC that has Vision software. The files can now be zipped and sent to GPRD over the NHSnet. 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.
Data payments
These are made to practices that supply data of appropriate quality and completeness. The amount is currently 10p 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 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.
- You will be expected to provide anonymised follow-up data, answer questionnaires, etc. as and when required, to verify and enhance any research based on GPRD records from your practice. Fees will be paid for this in line with the leaflet ‘Verification services’.
View the GPRD Verification services
GPRD are looking for GPs who, periodically, want to advise GPRD on project protocols, GP remuneration and the conduct of approved studies and become a member of the GP advisory committee. Please indicate your interest by emailing the GPRD Helpdesk at the address below.
Keeping in touch
We are usually present at the annual NVUG conference and we also attend the UK road shows.
Where can you get help?
For queries prior to joining,
please phone: 020 7084 2383 or email: gpservices@gprd.com
For data recording you can phone: 020 7084 2761 or 2383
For any queries regarding data collection or for messages outside office hours, you can contact the GPRD
Helpline: 020 7084 2383 or fax: 020 7084 2041 or
email: 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 printable application form (pdf) and return it to the following FREEPOST address:
GPRD Freepost
LON 10978
London
SW8 5YY
