Bytes October 2021 Issue

October 2021 NEWS & VIEWS FROM THE C&I TRUST DIGITAL TEAM

Introduction by Jeff Boateng

Executive Director of Digital Services & Informatics It’ great to be able to give you the latest updates of work the Trust Digital Team are doing to make our users experience of technology a positive one. There are a number of projects which the team are currently working on which is in line with our Digital Strategy that will aid new ways of working. The three main areas of work relate to (1) Moving to the cloud (2) Improving our data networks and (3) Progressing our WiFi Improvement programme. Updates have been provided by our project managers in this newsletter. If you would like to know more, or have any comments or feedback, please do not hesitate to get in touch by emailing me at Jeffrey. boateng@candi.nhs.uk

Saying goodbye to a colleague….

I would like to announce that David Jackland, Associate Director for ICT will be leaving the Trust at the end of this year in December.

David has decided to take a break and enjoy the finer things in life.

He will be missed very much and I will be working with colleagues to arrange a Directorate night out to give him a good send off. I am very sorry to see David leave and will miss his expertise coupled with his wit. David has been with the Trust for six years and in that time, he has achieved a lot which made great improvements to our Trust IT infrastructure. Over the coming months, David will be focusing on the Community Mental Health Transformation Digital Workstream and will not be involved with the running of the IT Department.

Evelyn Okpanachi has taken up the role of Associate Director for ICT and comes with a wealth of experience in Digital Transformation. Her most recent appointment was as Head of Digital Implementation at Kent & Medway CCG. I am sure you will join me in making her feel very welcome.

Developing AI in C&I Members of the Informatics Team have been working with me to look at how we develop the use of Artificial Intelligence (AI) to improve some of our processes at the Trust. Artificial Intelligence is an umbrella term that describes a number of technologies and its ability to learn and mimic human thinking like judgmentbased decisions, reasoning and cognition. This opens a subset of technologies like Machine Learning (ML), Deep Learning (DL), and Natural Language Processing (NLP) that C&I can use to its advantage to do more by introducing intelligent automation technologies. This will give clinical services time back to support service users as well as providing a structured and evidence-based approach to caseload management; and identify service users that require crisis and inpatient care. Please watch this space for exciting developments in this area which we will keep you posted about.

Cyber Security I wanted to take this opportunity to remind all staff and service users to be extra vigilant when receiving calls from people that proclaim to be from companies. My elderly retired father was recently contacted by someone who claimed to be from his bank, and they wanted to resolve a debit card issue. The “company” sent a courier to collect his defective card to his home address and then proceeded to try and withdraw large amounts of money.

My father’s real bank resolved the issue and confirmed they would never send a courier to collect a card of theirs. Please be extra careful as one slip could be quite costly. My father is ok but was shocked at the amount of intelligence the scammer had on him!

See our dedicated intranet page

HERE

We hope you enjoy this edition of the Bytes.

Any thoughts or comments, please do get in touch by emailing me at jeffrey.boateng@candi.nhs.uk

Welcome to ICT Hello my name is Evelyn Okpanachi and I am the new Interim Associate Director for ICT. My role is to ensure that the Trusts digital agenda is supported with cost effective IT solutions to enable staff and service users to provide and receive the best care possible. I have over 25 years’ experience in IT across private and public healthcare.

ICT has been reviewing sustainable IT systems and troubleshooting areas that are effecting core business functions. Our plan is to ensure that we are forward-thinking in how we operate and to provide a pleasant user experience with our services.

PMO updates

95%

of the MPLS (Multi-Protocol Label Switching) Estates project, which makes our network speeds faster, has now been successfully completed.

New MPLS Primary and Secondary Data Network lines have been installed at Regis Road, Holloway Road, UCLH, Finchley Road and Forest Road. At Southwood Smith the MPLS Secondary line has been installed and the primary line installation has been booked.

We have all the required hardware to carry out the WiFi installations on the rest of the planned sites and a full proposal to fix the existing issues on the fourth floor St Pancras building is under review.

57

% of Trust users have now been migrated from MobileIron to the new InTune solution and messages have been sent to ask users to book their migration.

C&I is working with The London Procurement Partnership (LPP) to develop a business case for a further three year contract for EMIS EPR (a clinical application to manage patient records).

The digital PODs project team is currently engaging with some senior stakeholders considering a relocation of the three deployed PODs to a different site. Once processes are in place the PODs will be managed locally. The PODs have been deployed and the IT Team is ready to install the tablets.

The scheme loan scheme to refer patients for Digital Inclusion Support, including the loan of devices, is ready to be implemented and a Go Live date is being agreed.

Visit the Trust intranet for more information on the scheme. https://intranet.candi.nhs.uk/ict-support/ict-projects/digital-inclusion-scheme

New projects update Two new exciting projects developing at the Trust are:

Management and Supervision Tool (MaST) is a dashboard that uses predictive analytics to generate insights which support staff to deliver high quality, effective mental health care.

Consultant Connect is a smart communications tool which can be configured in many ways to improve communications between any health care professionals.

PMO recruitment update A new Digital Project Manager has recently joined the PMO Department. Gaurav Babbar will be leading the new Management and Supervision Tool (MaST) project as well as other project requirements.

Update from Laurine Hanna,

Chief Clinical Information Officer (CCIO) The first is around the implementation of a new app called Consultant Connect. Technically, this is (fairly) straightforward – the real challenge is in figuring out how it impacts on the users workflow and makes stuff better, and safer, for staff and patients.

In August, C&I went live with a project called HealtheIntent which shows big promise in terms of helping us work together, across all primary and secondary health providers in north central London to improve the physical health of people with serious mental illness. We are starting small and testing out hypotheses as we go. One of our R&R teams will be adopting this new tool shortly – keep reading this blog to find out how they go!

The final priority is strategic. In January 2020 the Trust approved a new digital strategy little guessing what was is store for the year to come. We are preparing a briefing on key changes and achievements over last 18 months (infrastructure, infrastructure, infrastructure), new national policy changes and how we address the formidable challenges that remain.

Informatics updates from Karthik Chinnasamy Data quality in Carenotes and IAPT clinical systems C&I has scored 95.5% in the quality of our data against a target set by the Data Quality Maturity Index report of 95%. The report, published by NHS Digital, highlights the importance of data quality in the NHS and focuses on a set of core data items identified as being important to commissioners and regulators.

QlikSense upgrade: The Trust reporting and data visualisation tool, QlikSense, is scheduled to be upgraded to the latest version during the last week of September 2021. The latest version includes hundreds of new, general and industry-specific features which are crucial for enhancing the Trust’s digital capabilities. Among the advantages of using upgraded QlikSense are new features to enable more in-depth analysis and easier navigation.

EMIS Data Migration: The Digital Team has established connectivity and started to receive live patient data to core teams from EMIS EPR System. Although Initial testing of datasets is in progress, the Digital Team is working with core teams to understand the current business processes as part of the gap analysis being conducted. Loading the extract into the Trust data warehouse is not fully automated but work is under way to automate this in the very near future.

Core Team KPIs: The Digital Team is liaising with several teams across the Trust in finalising existing and new key performance indicators (KPIs) for internal as well as external reporting. This includes constant engagement with different teams, including the new core teams and multi-agency primary care teams.

Data Security and Protection Toolkit (DSPT) Mahwish Noor, Head of Information Governance and Data Protection Officer

IG Training Thank you to those who have completed their mandatory IG training.

The Data Security Awareness IG training is part of our core skill set that must be completed by all staff on an annual basis.

You can complete the IG training by accessing it via ESR here or attend one of the MS teams IG training session by contacting cyber.security@candi.nhs.uk

Records Management NHSX has now published ‘The Records Management Code of Practice 2021’. This is a critical document for anyone who is involved in decisions around keeping health and care records. It provides guidance on how to keep records, including how long to keep different types of records. The IG team will update current records management policies to reflect any changes.

Records Management Code of Practice - NHSX Specialist IG training The following Information Governance e-learning courses are now available to you. These courses are mandatory for staff working in the Trust Digital team but all permanent members of staff can access them.

The courses are designed to give you an insight into how Information Governance is involved in the work you do and provide opportunities to improve your understanding in data protection based on the UK General Data Protection Regulations (UK GDPR).

These courses are free and can be found on ESR but you have to search for them as they are not part of your mandatory core competency requirements. If you feel that your staff would benefit from these courses being made mandatory, speak to the training team.

If you have any problems accessing your ESR or any of the modules email Training@candi.nhs.uk

Phishing email We need everyone to be vigilant about opening emails that could carry a computer virus or other malicious software.

To test our resilience as an organisation, the Information Governance Team sent out a fake “phishing” email on 20 April, to see how staff reacted; 694 people opened the email and, of them, 410 clicked on the link within it – that is 59%. If the email had been a genuine cyberattack, our IT system would have been vulnerable. A cyber-attack on healthcare services in Ireland last week led to cancelled appointments and some departments being temporarily closed to all but emergency care. The effects are ongoing, and it could take weeks to fully recover.

We need everyone to be alert:

• Check emails before you open them to ensure you recognise the sender

• Do not click on links within emails unless you are confident about the sender

• Do not open or download attachments unless you know what they are

• Report to ICT Service desk via ICT Service Desk ICTService.Desk@Candi.nhs.uk

GP opt out If you don’t want your identifiable patient data to be shared for purposes except for your own care, you can opt-out by registering a Type 1 Opt-out or a National Data Optout, or both. These opt-outs are different, and they are explained in more detail below. Your individual care will not be affected if you opt-out using either option. Further information can be found here: General Practice Data for Planning and Research (GPDPR) - NHS Digital

IG courses available are: Data Protections and Data Protection Impacts Assessments (DPIA), Freedom of Information (FOI), Cyber Security and Information Governance for IT Teams, Records Management and Data Quality and Subject Access Requests (SAP).

Control of Patient Information (COPI) Notices – extended until March 2022 In the early stages of the pandemic, the Government issued new, temporary, rules around the sharing of patient information during COVID. This Control of Patient Information (COPI) Notice has now been extended until March 2022. The COPI Notices have been updated and can be seen here.

Service Delivery update ServiceNow Development IT are making good progress on the development of ServiceNow to improve the efficiency of IT Support. ServiceNow is a ticketing tool that processes and catalogues customer incidents and service requests.

The Service Now enhancements we are making aim to improve the way IT tickets, IT equipment and software requests are raised and managed, as well as providing visibility and the status of these tickets all in one place.

Testing is taking place functionally (IT) and from an end user experience during October to ensure that the new enhancements deliver the expected outcomes.

IT Asset Amnesty The IT Amnesty started earlier last month and has helped old unused IT equipment to be returned and re-used where is needed within the Trust. Please return any unused IT equipment.

IT Service Desk update Microsoft Intune will soon be our official Mobile Device Manangement (MDM). MDM enables IT admin to securely monitor and manage Trustmobile devices that access sensitive business data. Moving to MDM will keep us on course for going cloud based.

A new Service User Tablet loan scheme for service users to provide them with access to technology went live on the 27 September which is part of our Digital inclusion project.

We have carried out succcessful office moves at our newest site Regis Road and also at a revived site 592 Holloway Road and an existing site Southwood Smith Centre office. All Teams are now up and running with the IT department playing their vital role in this being done efficency.

As part of our support for onsite and remote working we are currently installing or have installed Yealink - MS Teams Video Conferencing UNITS for Meeting Rooms to the following locations:

• Regis Road • St Pancras • Peckwater Centre • Highgate Mental Health Centre Finally, I would like to remind all staff that the ICTService.

Desk@candi.nhs.uk email address is not functioning correctly so please use the following email address to send through your IT issues or requests. cinhsft@service-now.com IT Service Desk 0203 317 7200

Dean Wyatt, Lead Nurse for ePMA / Chief Nursing Information Officer NHS.net offboarding project For this update I wanted to focus on the closure of NHS.net accounts and our transition to candi.nhs.uk. accounts as our sole email system..

Do we need NHS.net to send confidential information?

NHS Digital have established the “secure email standard”, which enables organisations to accredit their own email system.

This means that an accredited email system provides an equivalent level of security to sending via NHS.net to secure email domains (e.g., to @NHS.net addresses).

We have begun the accreditation process, please do keep an eye out for further communications for when this is confirmed. Once this is in place, you can start to use your candi.nhs.uk address for sending to the approved secure email domains (a full list is available in the updated email policy).

Why are we doing this?

At a National level, a decision was taken that organisations that manage their own Office 365 system (such as us) must offboard from the NHS.net service following their transition. We needed to implement Office 365 to enable our organisation to function as the first wave of the pandemic reached our shores.

What is going to happen?

A period of dual-running was requested and agreed to enable teams to transition using the equivalent candi.nhs.uk functionality while maintaining continuity of the NHS.net platform.

Data from shared mailboxes will be migrated into the C&I environment – this will be replicating the exact state of the NHS. net shared mailbox (i.e., read/unread status, sub-folders etc). To minimise disruption, this will take place over a weekend, planned for 20/21 November.

Our accounts on NHS.net will then be marked for closure by 21 November and four weeks following this (19 December) access to NHS.net will no longer be possible. During the four week period, auto-forwarding will be in place. Following this date, a generic non-delivery email will alert senders that the email address is no longer valid.

What do I need to do?

1.

Ensure that any clinical information is stored in the respective Electronic Patient Record and deleted from NHS.net prior to the switch off.

2. Save any non-clinical information that you wish to keep to your OneDrive.

3. A Transition Checklist will be made available for team managers and shared mailbox owners to assist with co-ordinating the necessary tasks to take place before the transition date and during the four week closure period.

4. Set your email signatures and your automated replies (out-of-office) in accordance with the templates once we are confirmed as a secure email platform.

5. Keep an eye out for communications on this project – keep yourself up-to-date. There will be user guidance and communications templates for staff to use and further guidance on the use of shared mailboxes.

6. If your area is not currently represented at the NHS Mail Working Group, please make sure that you do send a representative – it is a useful forum to raise concerns and issues with the project team.

7. Read the updated Email Policy – is a 5-10 minute read.

8. Any questions email mycandi@candi.nhs.uk, eduardo.fernandez@candi.nhs.uk or myself dean.wyatt@candi.nhs.uk.

Infrastructure update A year has passed since the IT Infrastructure Manager Jamie Lee joined.

I thought this would be a good time to reflect on our infrastructure changes over the last year and what is coming up over the next 6-12 months.

During Jamie’s first year with the Trust, the Infrastructure Team has completed the migration of 18 Trust sites to an improved digital network. We have completed an upgrade of our Mitel telephone system to Cloud based telephony and have made improvements to our Guest Wi-Fi service whilst also expanding Wi-Fi across Trust sites. We have also increased our Internet and Health and Social Care Network (HSCN) connections to increase their speed. Unfortunately we suffered a major outage in March this year, which has identified many more areas we need to improve.

Looking at what’s coming up, there is a business case to move most of our IT infrastructure to the Cloud. We are planning to complete our network upgrades to provide improved network bandwidth, moving on to the bigger sites and the main hospital sites. We have further business cases for Wi-Fi modernisation, an overhaul to support modern ways of working and a future network. We are also looking at our datacentre and infrastructure strategy as part of the move to Cloud. Within IT, there is always plenty to do, and there is no sign of things slowing as we forge ahead with digital transformation and enablement.

The ICT Service Desk This team acts as the single point of contact between ICT services and staff. This is where you can submit enquiries, log incidents, get help and request changes.

To report an IT issue please use the contact details below, with your name and details of the issue/fault. Your request will be logged automatically and you will receive an automated email which includes your reference number, which we recommend you keep a note of.

Telephone: 020 3317 7200 Email: cinhsft@service-now.com

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