Importance of statutory reporting: EPR implementation

NHS England has recently circulated a letter to healthcare leaders underlining the necessity of complying with nationally mandated returns during the transition to electronic patient record (EPR) systems. This highlights the crucial need for continued data reporting amidst the implementation, posing challenges for practice managers tasked with maintaining compliance

CREDIT: This is an edited version of an article that originally appeared on Digital Health

This directive follows several notable incidents where trusts experienced prolonged challenges in fulfilling statutory reporting requirements post EPR implementation, as observed in institutions like Royal Surrey and St. Peters, Oracle Cerner, alongside Frimley and Manchester, both on Epic platforms.

Maintaining patient oversight amidst EPR deployments

The correspondence, obtained by Digital Health News, underscores the critical importance of retaining an understanding of patient needs throughout the EPR implementation process. It stresses the significance of monitoring both clinical and non-clinical activities to facilitate effective reporting at a national level, thereby supporting financial, operational, and clinical quality oversight.

Addressing reporting interruptions

NHSE acknowledges recent instances where providers encountered disruptions in business-critical reporting, often enduring prolonged periods of cessation due to the challenges posed by EPR implementation. It reiterates that the submission of mandated returns forms an integral part of providers’ licensing obligations, urging them to leverage established governance mechanisms to address identified risks during EPR system rollouts.

Ensuring data integrity amidst challenges

Providers are reminded that even in the presence of data quality or completeness concerns, mandated submissions must proceed. Any arising issues should be promptly communicated to NHS England’s national and regional teams, with particular emphasis on frontline digitisation engagement teams in cases where providers receive EPR funding. NHSE underscores the imperative of treating such challenges as high-severity risks, warranting prioritised remedial actions.

Enhanced governance for EPR deployments

To bolster business continuity assurance, NHSE has introduced augmented governance measures for EPR go-lives. Preceding each EPR deployment, regional directors will present evidence and assurance of a trust’s capability to sustain reporting to the national Quality and Performance Committee, seeking formal approval to proceed. Further details on this process are forthcoming.

Support and guidance for providers

In addition to governance enhancements, NHS England is collating insights from providers with completed EPR implementations to compile an EPR Data Migration and Reporting Reference Guide. This comprehensive resource encompasses aspects of procurement, data migration, governance, testing, and training. NHS England’s frontline digitisation team offers supplementary support through masterclasses, targeted training, and peer networks to facilitate EPR implementation.

NHS England’s letter emphasises the critical need for healthcare providers to maintain statutory reporting obligations during the transition to electronic patient record systems. By proactively addressing challenges and maintaining reporting obligations, practice managers can safeguard the continuity of care and operational effectiveness within their healthcare settings.