Service Definition: SchoolScreener® Imms with Electronic Consent Contents

Service Definition: SchoolScreener® Imms with Electronic Consent Contents	2

1. Background to SchoolScreener® Imms	3

1.1 SchoolScreener® Modules	3

1.2 Improving data management	3

2. SchoolScreener® Imms	4

2.1 Key benefits of SchoolScreener® Imms	4

2.2 Application & technical requirements	4

2.3 In-school application	5

2.4 Administrative and user portal	5

2.5 Parent Portal (if applicable)	5

3. Onboarding	5

3.1 Detailed demonstration	6

3.2 Client requirements	6

3.3 Configuration and customisation	7

3.4 Training	7

3.4.1 Administration training	7

3.4.2 End user training	7

3.4.3 Reporting & KPI’s	7

4. Implementation and screening process	7

4.1 Data import	8

4.2 eConsent	8

4.2.1 Parent Portal - Registration required	9

4.2.1 Parent Portal - No registration	9

4.3 Assisted Triage	9

4.4 Vaccine administration	9

4.5 Reporting outcomes	10

4.6 Sharing data with other systems	10

4.6.1 SystmOne API	10

4.6.2 CSV uploads	10

5. After sales support	10

5.1 Client Manager	11

5.2 Support site	11

5.3 Help desk	11

5.4 Response times	11

6. Business continuity & disaster recovery	11

7. Orders, Invoices, pricing & payment terms	11

8. Optional add-ons	12

8.1 Email or SMS notifications	12

8.2 Bespoke development	12

8.3 Integration to 3rd party systems	12

8.4 PDS (Patient Demographic Service) NHS number lookup	12

8.5 School Portal	12

8.6 Planning Timeline/School Profile	12

8.7 Clinic Booking	12

Background to SchoolScreener® Imms

Developed by Thomson Screening in conjunction with a school nursing service provider, Lewisham and Greenwich NHS Trust, SchoolScreener® Imms with eConsent is a laptop application for end-to-end management of all school-based immunisation programmes. It improves processes and outcomes by creating service management efficiency at all stages, from electronic consent to reporting. It eliminates the need for paper-based records and forms, saving print and distribution costs and releasing time for clinicians to care for school-aged children.

By making it easier, more convenient and lower risk for parents to give consent, SchoolScreener® Imms helps to improve the uptake of vaccination services. Its cohort view of the real-time status of each child ensures that no child is missed out and that those marked absent can be easily identified and included later. And using SchoolScreener Imms in school can be either online or offline.

1.1 SchoolScreener® Modules

SchoolScreener® Imms uses the same, proven, architecture as other SchoolScreener® products used with over 3 million children. These include:

SchoolScreener® Health Needs (for automated Health Needs/Risks assessments in primary and secondary schools – fully automating all administration, risk reporting, consent and communications);

SchoolScreener® NCMP (for automating NCMP administration and parent communications);

SchoolScreener® Vision (for reception-age vision screening programmes);

SchoolScreener® Hearing (for reception-age hearing screening programmes).

1.2 Improving data management

SchoolScreener® Imms with electronic consent is designed to handle multiple immunisation campaigns simultaneously across a wide area in multiple locations. It is used for all school-age programmes including (but not restricted to) Childhood Flu, DTP/MenACWY, MMR, HPV and catch up programmes.

The cohort view combined with real-time status of each child and automated reporting of immunisation programmes across the locality, means that no child is missed. Providers are able to simply identify children not vaccinated in the first phase of a programme so they can be vaccinated later at school on another visit or in a catch-up clinic. The module automatically includes reports for Trust management and commissioners as well as NIVS, PHE and local EPR’s.

As with other SchoolScreener® applications, SchoolScreener® Imms uses the SchoolScreener® ParentPortal. This enables providers, to the extent they require, to eliminate paper communications to parents and automate consent electronically. This also saves print and distribution costs. Combined with automated triage and locality-wide reporting, SchoolScreener Imms releases the immunisation teams to focus on delivering the vaccine. Automation and efficiency gains are derived from using SchoolScreener® Imms and integration and reporting is available for all SchoolScreener® products (see section 4.5) and we are committed to assisting our clients with interoperability.

SchoolScreener® Imms

SchoolScreener® Imms was developed as an end-to-end immunisation management tool, from eConsent through to the administration of the vaccination and notification back to the parents of the vaccination event. SchoolScreener® Imms supports all immunisation programmes and providers are able to customise the consent forms and registration pages according to their own criteria. Service providers have a whole cohort view of the immunisation programmes at every stage of the process and the application incorporates automated reporting to NHS England..

2.1 Key benefits of SchoolScreener® Imms

Supports uptake of vaccination campaigns by making it convenient, quick and easy for parents to provide consent.

Automated workflow, administration and reporting.

Easy to reallocate work when users are on leave or ill or for new staff.

Eliminate print and distribution costs for consent forms and leaflets.

Increase capacity from existing resources through immediate efficiency gains.

Cohort view shows real-time status of each child.

Minimises time in school and in the office.

No need to visit the office for any activities;

Share workload;

Training and support on-line;

Pick-up activities from colleagues if they are not available; and

Real-time reporting of progress.

Improved Commissioner/Stakeholder relationships via automated reports and dashboards.

Automated NHSE reporting

Improved, GDPR-Compliant data security vs. paper forms.

Proven platform improves clinical risk management and Information Governance

Full training, onboarding, implementation and support included in licence fee

Improves efficiency of follow-up campaigns for absent pupils

2.2 Application & technical requirements

The service has 2 broad components. The screening component requires Windows 10 or later. The administrative component is web based and requires an internet connection.

2.3 In-school application

Screening can be delivered online or offline. In-school, nursing teams require laptops. No internet connection in-school is required. Data is pushed to the Cloud once the laptop is back online and the ‘Synchronise’ button is pressed.

2.4 Administrative and user portal

Administrators can access the full range of functions via a browser (with internet connection). This includes all functions of managing consent and administering vaccinations as well as communicating with parents, creating reports or viewing dashboards. Data can also be fed into other EPR or CHIS systems via APIs or extracts (NIVS). Using the SchoolScreener® automated online administration, administrators or screeners can print letters to parents in bulk, pathway management is automated and all reporting is automated according to Provider requirements. Data management is also coordinated.

2.5 Parent Portal (if applicable)

Parents and carers have access to their Parent Portal account 24/7 from any internet compatible device and providers can use the application to communicate with parents for any reason, not solely vaccination programmes. There are no restrictions, constraints or technical requirements, other than to have a device that’s connected to the internet and able to receive input. The views in the software are all responsive to screen size and adjust automatically to fit the device being used.

Onboarding

Onboarding includes system configuration and customisation, addition of team members, allocation of logins, training administrators to upload the first class lists, supporting the customer in sharing of information between their service and schools (and then parents). Plus, the training and support contained within the onboarding process (see below). If class lists are not available then children can be populated by parent submissions.

Typical implementation schedules are 6 weeks, with the timings of constituent elements in the process shown in the chart below. This forms part of the implementation project plan and client documentation.

An information website is created for each new client, containing information about the on-boarding process.

3.1 Detailed demonstration

A detailed demonstration will be carried out to fully inform the client of the capabilities and customisation of the product so they can maximise the benefits of using SchoolScreener® vision. This is an opportunity for SchoolScreener® staff to understand the clients needs and make suggestions to improve efficiencies. The client can customise the product according to their standard operating procedures

3.2 Client requirements

All customers are provided with a client requirement brief which will detail all the configuration and customisation requirements of the customer. This is a working document which will allow the client to inform SchoolScreener® about pathway information, pass/fail criteria, contact information, users, training log and any other customisation required. Once SchoolScreener® receives the client requirement brief completed by the client the configuration and customisation process will commence. The client will also receive a detailed summary of each step in the process over the coming weeks during implementation. This also specifies what the client needs to do and when.

3.3 Configuration and customisation

Our support team ensures that all new users are loaded into the system with user rights appropriate to their function.

The following are all set up prior to the use of SchoolScreener®:

Logos/branding as per client request;

eConsent forms for all vaccines;

email formats - successful completion of eConsent, vaccination notification;

any programme landing pages (if used in conjunction with the Parent Portal); and

any information leaflets

Videos for school administrators and parents explaining the eConsent benefits and process for them.

3.4 Training

Onboarding consists of user training and customer support. Once set up, SchoolScreener® Imms only requires limited user training. Full training is delivered onsite at client premises or remotely by one of the SchoolScreener® support staff. The training is practical, hands on and encompasses usage of the system. Training is supported by documentation for future reference and all users will have access to the support site.

3.4.1 Administration training

Staff identified as having administration responsibilities will be trained to manage the data and produce all the outcome reports.

3.4.2 End user training

Staff identified as using the product to carry out the vaccination activities will be trained in the use of the off-line and web application. A test environment is included and can be accessed at all times for practice prior to physically carrying out the screening activity.

3.4.3 Reporting & KPI’s

Management teams will be given access to the administration portal where they will be able to pull off any report types in csv format or analyse the KPI data which can be shared with relevant 3rd parties as the personal identifiable data has been removed. Data is at child level for reporting to CHIS, SystmOne and NIVS for example and at school level for the data collection tools that are required.

Implementation and screening process

The data flow through the system is documented below:

4.1 Data import

Class lists can be uploaded in .CSV format files. A sample file is available and can be used to obtain the data from 3rd parties (local authorities, schools etc.) where necessary. We train and support administrative staff in the upload process. If class lists are not available the children can be updated in real-time or by the parent forms, where used with the Parent Portal. If using the PDS (Patient Demographic Service) NHS number look up, the children’s records will be checked. This process runs overnight and will highlight to the users which records are conflicted or not found.

4.2 eConsent

At the beginning of each immunisation programme links are sent out via school so that parents can access the Parent Portal and fill in their child’s eConsent. Local and national information leaflets can be added to the portal (in any language) for parents to download and read. The views are responsive to any screen size, so are equally accessible on mobile devices as well as desktop, laptop, etc. Where information is available in languages other than English, this can also be included.

Parents complete the questionnaire regarding the child’s general health (triage questions) and provide consent for vaccination. Parents with more than one child requiring vaccination will need to complete this process for each child, as each child’s data is kept separate and secure.

The immunisation service offers parents the opportunity to give consent to multiple vaccination programmes at one time. In this case, common triage questions are asked only once. For the avoidance of doubt, parents must provide individual consent for each vaccine in the group. Vaccine alternatives (e.g. nasal or intramuscular flu) are fully supported as well as multi-stage campaigns, such as MMR that require follow ups. The time interval between vaccines is displayed to avoid mistakes. This ensures that the correct procedures are always followed.

School administrators can have access to the system in a read-only capacity to help increase parent engagement in the vaccination programme and chase outstanding eConsent.

Each parental consent received is a unique event, recorded and auditable. Multiple consents may be obtained; these are ordered by date and time so the most recent is used. On administration, the record is locked, no further changes are allowed.

Parental or carer consent to hold data is embedded within the system. During the registration process parents are presented with terms and conditions for using the eConsent portal including the conditions for holding their data. The legal basis for holding the data is Thomson Screening acting as Data Processor on behalf of the Data Owner, the client. The text presented to parents is fully customisable to meet local needs. Parents will need to agree to these terms prior to proceeding. They also have access to the Thomson Screening Privacy Policy.

We recognise that not all parents will be willing or able to use eConsent, so the electronic version will also accept consent given over the phone to staff or via paper copies, uploaded.

As soon as the eConsent process is submitted by the parents, it becomes available for the school vaccination service clinicians to view.

There are options for providers depending on their requirements or preferences.

4.2.1 Parent Portal - Registration required

The parents create a secure Parent Portal account which they access and fill in the eConsents. Consent status can be amended up until the point of the vaccine administration. They can manage all of their children in the Parent Portal and receive email notifications, leaflets or secure messages from the immunisation teams.

4.2.1 Parent Portal - No registration

The parents access a form but no registration is required. The parent receives an email regarding the successful submission of the eConsent and can still receive notifications.

4.3 Assisted Triage

Responses provided by the parents are visible to clinicians. Consent and triage question responses are automatically matched to the children on the class lists (where available). Where this cannot be done, for example if names given deviate from those in the lists, a manual override facility is provided.

Only clinicians can access the child's health information provided by parents. Access is controlled via login. SchoolScreener® Imms automatically highlights records in need of attention, where a response deviates from the one required to pass triage. In situations where no ‘risk responses’ were given; the system automatically marks the triage as PASS. Clinicians can override triage decisions, as necessary. Any “at risk” response requires manual triage by the nurse.

Internet access is not necessary in-school. If no internet connection is available, when vaccinations are complete, the user simply connects to the internet later and selects "Sync". This pushes the data into the secure Cloud.

Once triage is passed, an indicator on the cohort view goes green.

4.4 Vaccine administration

Each child for vaccination is asked questions by the clinician at the time, to confirm it is safe to administer the vaccine (‘nurse checklist’). Locality-specific requirements can be incorporated for this stage. These responses are recorded too. Any contra-indications are immediately apparent to the clinician. Children can be marked as ‘Absent’, ‘Refused’, ‘Postponed’, or ‘Removed’.

Vaccine batch numbers and expiry dates are added to the record of each child receiving vaccination. These can be added automatically, via the QR Reader supplied, or manually.

If children miss a vaccination they are easily identifiable and can be included in catch up sessions or invited to a clinic using the clinic booking tool.

4.5 Reporting outcomes

Parents can be notified by email that their child has received the vaccination. These emails are customisable by the client.

Reports are generated automatically by cohort, school or district level. This saves a lot of time for administrators and service managers. It helps to improve stakeholder relationships and ensures that commissioners are fully informed in a timely manner.

Reports can be generated in real-time at child or school level. We understand that reporting requirements change over time and we adapt our reports to reflect these changes. We support NIVS, Data Collection Tool, CHIS and are supportive of any other integrations where possible.

Information for reports are also supplied fully anonymised by removing all personal identification fields prior to reporting. Reports are generated from a copy of the database without PIDs.

Automated reporting is also available on resource management across the provider Locality giving the Provider the tools it needs to identify opportunity reallocate tasks across the locality.

4.6 Sharing data with other systems

Vision test result data can be shared with third party systems, such as child health record systems via API or data export in CSV format.

4.6.1 SystmOne API

SchoolScreener currently automates data to TPP SystmOne via an API

4.6.2 CSV uploads

SchoolScreener currently enables reporting to CHIS and NHS digital via bespoke reports available in the system

After sales support

All prices include product updates and upgrades and full technical support.

5.1 Client Manager

Each new client is assigned a dedicated client manager who will guide you through the onboarding and implementation process. The client manager will be your point of contact for configuration and customisation updates and regular service review meetings.

5.2 Support site

A support site with a full library of user guides and general FAQs is available to all users 24/7.

5.3 Help desk

Full technical support is included as part of the licence fee. Support is provided between the hours of 9am and 5pm, Monday to Friday excluding public holidays, in line with service provider clients’ requirements. Support is provided via email, a ticketing system, telephone or web chat.

5.4 Response times

Responses are on the same business day of receipt of request.

Business continuity & disaster recovery

The service expands in-line with demand. We use a major, UK-based hosting Provider who are approved suppliers to G-Cloud 14 and DSP Toolkit compliant.

SchoolScreener® is DSP Toolkit and GDPR Compliant.

All data (including backups) are held in data centres in England. Our data centre is ISO certified, PCI DSS compliant and secured to UK government IL4 standards, which delivers exceptional levels of data security at all times. Cisco ASA Firewalls are used as standard.

Orders, Invoices, pricing & payment terms

Full details of pricing are included in the Pricing Document.

The minimum contract term is 12 months, although it can be fixed for multiple years to suit the needs of the customer.

Payment terms are 30 days from the date of invoice. Payments which are not processed in this time may be subject to late payment charges, in line with the Late Payment of Commercial Debts (Interest) Act 1998, at the discretion of Thomson Screening Solutions. Any and all late payment charges will be communicated in writing to the named contract manager in the Purchaser organisation.

All prices exclude VAT, which will be added at the prevailing rate.

Optional add-ons

As well as the other SchoolScreener® modules available to purchase the following are available:

8.1 Email or SMS notifications

With automatic notifications in SchoolScreener®, you can alert parents when they have a confidential message waiting for them in the SchoolScreener® ParentPortal. Just as confidential data, such as vision screening results, shouldn’t be supplied in unsealed envelopes, they shouldn’t be sent by email either. So, we supply them in the SchoolScreener® ParentPortal. The notifications tell the parents to login to the secure app to see their child’s results.

8.2 Bespoke development

Additional development time can be purchased to create bespoke reports, specific non-general functionality or other requirements.

8.3 Integration to 3rd party systems

Aside from the technical aspects of integration, there are also administrative and time-consuming aspects, for which we need to charge, on an as needed basis.

8.4 PDS (Patient Demographic Service) NHS number lookup

PDS Look Up is available using SchoolScreener®. The software checks overnight the NHS Spine for NHS numbers and auto-populates the NHS numbers with children screened, eliminating approximately 95% of manual matching; also improving data quality and integration with other NHS systems.

8.5 School Portal

The school portal allows you to share non-identifiable data with schools regarding the health outcomes of the children within their school community.

8.6 Planning Timeline/School Profile

A feature which allows the client to plan the delivery of the service and document a view of the school health profile which can be reported.

8.7 Clinic Booking

An online booking function which allows parents to book into a catch up clinic to allow teams to carry out activities which were missed in school. The booking system has clinic locations, time slots and slot capacity.