Presentation to Blackpool PCT: Awareness and Engagement Sessions Ally Brook Mike Brook Sales Director Product Development Director iQ Pandemic Flu Continuity.

Presentation to Blackpool PCT:

Awareness and Engagement Sessions

Ally Brook Mike Brook

Sales Director Product Development Director

iQ Pandemic Flu Continuity Planner

AGENDA• Introduction and Overview - PowerPoint Presentation

• Questions

• Short Break – Verification of E-mail addresses

• Product Demonstration and Training – Part 1

• Questions

• Product Demonstration and Training – Part 2

• Questions

iQ Pandemic Flu Continuity Planner

• Current Medical Division product portfolio:• iQ Employment Manager

• iQ Health & Safety Manager

• iQ Practice Development Planner

• iQ Quality Indicator Manager

• iQ Drug Manager

• iQ Equipment Manager

• iQ Rota Manager

• iQ Budget Manager

• iQ Disaster Manager

• iQ Pandemic Flu Continuity Plan

Over 3,500 Subscribing Practices are using various combinations of these products

Background to iQ Medical

How is your Practice going to cope when:

• 50% of your Patients are likely to become Pandemic Flu symptomatic

• Almost 30% of those who become symptomatic will require home visits (and that’s in addition to your existing home visit level)

• At the Peak of the Pandemic, your Practice is likely to experience a Staff absence level of at least 35%, for a period of 10 – 15 days

• It is unlikely that a specific Pandemic Flu Vaccine will be in full production until well after the first 15 week Wave has ended

Why use iQ Pandemic Flu Continuity Planner?

Extracts from ‘Half of GPs lack Guidance on tackling Pandemic Flu’ Healthcare Republic News Jan 2008

• Survey of 310 GPs found that 49.4% of GPs felt that

“The DoH had not provided them with sufficient information to prepare them for a Pandemic”.

• Professor Lindsey Davies said: ‘I would like to see GPs prepared for a Pandemic’

‘We released the Pandemic Framework in November (2007) and have sent information packs to GPs, but recognise there is more work to be done.’

‘PCTs should be planning at a local level what to do in the event of a Pandemic. However, the situation is variable around the county’

Why use iQ Pandemic Flu Continuity Planner?

DoH Guidance issued May 2008 – 1

‘Pandemic Flu Planning - Agreement on GP Remuneration’ states:

“All local clinical and administration staff will be expected to work flexibly within their PCT area to provide support under local arrangements in the event of a pandemic. The agreement only applies to practices that make themselves available to support the national and Primary Care Trust (PCT) response to the pandemic outbreak. Any practices that do not participate will only be paid for the work they carried out (routine/non-routine) as specified in the GMS Statement of Financial Entitlements.”

Why use iQ Pandemic Flu Continuity Planner?

DoH Guidance issued May 2008 - 2

‘Principles for GMS practice payments during an influenza pandemic’ states:

“The key principle only applies to practices that make themselves available to support the national and PCO response to the pandemic outbreak. If practices decide not to participate in the response they will only be paid for the work they carry out (routine/non-routine) as specified in the original Statement of Financial Entitlement (SFE) calculations.”

‘Costing methodology for GMS practice payments during an influenza pandemic’ states:

8. To be eligible for the income protection offered to practices under this agreement they must be: a. Actively participating in the national and PCO response to the pandemic, or have

made their resources available to the PCO.

b. Actively supporting their staff in line with any recommendations for good practice within general practice which may be agreed at a national level.

Why use iQ Pandemic Flu Continuity Planner?

DoH Guidance issued May 2008 - 3

In simple terms what does this mean?

• In a Pandemic your Practice may not be able to continue to carry its normal functions either because of:

- a lack of resources - a lack of patients - a lack of planning - or lack of liaison with other Practices or the PCT.

• To ensure you continue to be paid during the Pandemic, you need to ensure you plan and are prepared for this eventuality.

Why use iQ Pandemic Flu Continuity Planner?

1. To ensure your Practice has undertaken Pandemic Planning and is prepared for the Pandemic

2. To ensure you can work with other Practices and the PCT so you can respond adequately during the Pandemic and if necessary, collectively look to reconfigure services in the light of changing circumstances

3. To ensure you continue to be paid during the Pandemic

4. To stop you having to develop from scratch, your own robust, practical and comprehensive Plan based on BSI 25999 principles – saving you many days work

5. Because your PCT have purchased the system, it will cost you nothing other than time

Why use iQ Pandemic Flu Continuity Planner?

iQ Pandemic Flu Continuity Planner – Overview

• A unique planning and management system• A stage-by-stage practical toolkit• Developed with significant input from Practices• 3 versions suitable for 1 – 2 GPs / 3 – 4 GPs / 5 or more GPs• Includes a full suite of pre-formatted sample plan templates for the Practice

to adapt• Includes comprehensive guidance and hints and tips throughout• As much of the work as possible has already been incorporated for the Practice• Includes many supporting information / reference sources and documents for use

during the planning stage and also when the Pandemic hits • Includes the ability for each Practice to look at its’ forecast staffing situation during the

Pandemic• Includes a Real Time Staffing Calculator so you can see your actual staffing position

when the Pandemic does occur• PCT Data Aggregation Module - Enables the Practice to provide Plan and

Real-time Data during a Pandemic to their PCT

Designed to be simple to use….

• Web Based Application with High Security Network resilience.

• Each User Site chooses most appropriate size option for their Practice

• Uses software Practices are familiar with: (Word, Excel, PowerPoint, Internet Explorer & Acrobat Reader)

• It is a practical solution – not information

• A Stage-by-Stage approach – also gives the Practice lead the ability to delegate some of the stages to other staff members, which will also lead to ownership secure engagement

….Designed to be simple to use

• The “Practice Lead” simply needs to consider adopting or revising content to suit

their own Practice’s individual circumstances

• Zero Data entry duplication

• Prior to ‘going live’, content is personalised with specific PCT information – to reduce data entry

• Initial Plan should take maximum 15 - 20 man-hours to complete

• Reviewing and updating should take 2 > 3 hours, every 3 – 6 months

How it will benefit General Practices ….

• Ensures you have service / business continuity plans in place and are prepared for this

eventuality

• Based on best-practice Continuity Management Principles, follows the principles and processes of BSI-25999

• Staff do not need to be knowledgeable about Pandemic Flu, nor experienced in Continuity Planning, to produce the Plan

• Enables Practices to develop their knowledge and awareness of the topic and associated issues

• Designed to be undertaken in a logical, staged manner in view of high Practice workload and more pressing short-term priorities

….How it will benefit General Practices

• Pre-formatted documentation keeps workload to a minimum

• Includes a suite of pre-designed Notice, Leaflet & Poster Templates for use during the Pandemic

• Enables a Practice to identify its “must-do” services and those which can be temporarily suspended

• Automatically calculates a Practice’s planned staffing levels, surpluses and deficiencies, dependent on Maximum Absence Rate, and on a daily basis during a Pandemic

• Helps identify multi-skilling training requirements in preparation for the Pandemic

The 6 Parts of iQ Pandemic Flu Continuity Planner

Part 1 – Essential Initial Steps

Part 2 – Vital Briefing Information

Part 3 – Introducing it into your Practice

Part 4 – Input information and produce the Plan

Part 5 – Supporting documentation for use during the Planning Phase

Part 6 – During the Pandemic

The 6 Parts of iQ Pandemic Flu Continuity Planner

Part 1 – Essential Initial Steps:

Secure Practice Partners’ commitment to the programme, given other more ‘pressing’ issues.

Ensures understanding of the effects of the financial, staff training & record-keeping commitment so that principles and processes of BSI 25999 are followed

• Practice Pandemic Flu Service Continuity Policy

• Practice Lead - Quarterly Report to the Partners Template

The 6 Parts of iQ Pandemic Flu Continuity Planner

Part 2 – Vital Briefing Information:

MACRO LEVEL:

• Succinct, comprehensive briefing document on Pandemic Flu incorporating latest Planning and Response Guidance for England

MICRO LEVEL:• Practice Pandemic Flu Impact Assessment Template Enables a Practice to grasp the estimated impact that a Flu Pandemic will have on its workload and resources.

The 6 Parts of iQ Pandemic Flu Continuity Planner

Part 3 – Introducing it into your Practice:

Guidance on introducing Pandemic Flu Continuity Management into your Practice:

• Gaining an understanding of the Plan’s Principles and Processes

• Introducing Pandemic Flu Continuity Management into your Practice and embedding it into your Practice’s Culture

The 6 Parts of iQ Pandemic Flu Continuity Planner

Part 4 – Input information & Produce the Plan: Six Stage process – full guidance and prompting is provided:

1 – Understand your Practice – Key Practice & Staff details

2 – Determine the Critical Functions at the Optimum and Absolute Minimum Service Levels

3 – Determine the Resources and Tasks for each Critical Function at the Absolute Minimum Service Level

4 – Ratify / change / expand the suite of pre-formatted Checklists for use by the Continuity Lead

5 – Final Plan is automatically compiled from information inputted in Stages 1 > 4

6 – Send Plan Data to your PCT

Part 5 – Supporting Documentation for use

during the Planning Phase:• Pandemic Flu Event Log• Automatically generated Pandemic Emergency Contact Information Card for Staff• Customisable PowerPoint presentation template to advise Staff of the Plan content and their likely involvement• Comprehensive reference• Plan Distribution / Stored Locations Summary• Undertake Plan Reviews, + Testing & Exercising Training to ensure the Plan continues to be fit for purpose• Training Exercise Record Template• Extensive Infection Control Guidance

The 6 Parts ofiQ Pandemic Flu Continuity Planner

Part 6 - During the Pandemic:Supporting documentation

A suite of pre-designed Notices and Leaflet Templates to use during the Pandemic

Real Time Operational Module

Uses ACTUAL data on staff absences on a daily basis to provide a real-time analysis of the ACTUAL staff resources available for that day and a FORECAST for the next six days (Headcount and Hours) and compares this with the minimum resources needed to maintain each Critical Function at its Absolute Minimum Service Level

Send Real-Time Data to your PCT

The 6 Parts ofiQ Pandemic Flu Continuity Planner

PCT Data Aggregation Capability

Data which can be aggregated from each Practice

AT THE PLANNING STAGE: - Their Complete Pandemic Flu Continuity Plan (suitably adapted to comply with Data Protection Act)

- Their Flu Continuity Plan’s Forecast Staffing Level Analysis

DURING A PANDEMIC: - Their Real-Time Operational Management Summary for Staffing Resource and Absence analysis on a daily basis

• Once Practices submit their information, the PCT is able to assess the collective Practice Resources and work with Practices and GPs to re-configure services in the light of changing circumstances

• Telephone Help / Advice / Support from the PCT and iQ

• Ensure principles and processes of BSI 25999 continue to be followed

- Ongoing ability for PCT-specific information to be included

- System will be updated to incorporate new Guidance information as and when it is available

Support