Adult Social Care Record (MODS): Adult Social Care Record (MODS) Implementation Guidance

During development of the minimum operational data standard the following stakeholder groups were identified:

Health and adult social care professional bodies Local Government Association - Adult Social Care Adult Social Care CQC registered and non-registered providers NHS - primary, secondary and community care NHS England/Improvement, NHS Digital, DHSC Local Government - other Other central government departments/agencies/NDPBs System suppliers Individuals and their representative bodies (inc voluntary sector) Academia, research, statistics Other professional stakeholders Technology Enabled Care Professional Bodies e.g. PRSB CQC Registered Manager Deputy Home Manager/Care Manager /Deputy Care Manager/Senior Carer/Team Leader Pharmacist/ Pharmacy technician Nurses (currently can access full record if needed) Social workers Care workers - paid or unpaid

195 organisations were engaged, either through webinars or meetings. A diverse mix or roles were identified across the attendees from each organisations and several themes emerged. Personas were developed where the people engaged had similar roles and a similar set requirements.

The focus of the development of the personas for the MODS was to identify end-users of the minimum operational dataset product as a standard i.e. the people who would understand the data specifications, rather than the ultimate end users of the data. These include:

Performance Manager Data Architect Business Intelligence Manager Software Developer Business Analyst Business Lead Systems Integrator Individuals and care workers who will be end-users of the data have been represented during the development of the MODS by DSCR assured solution suppliers, professional bodies and many others listed. However, these users, whilst they do consume and collect data through digital systems build to a specification consistent with the MODS, may not be the users who will be reading the detail of and be configuring systems to capture the MODS formats as part of of their core role, therefore they have not been included in this set of personas.

The following personas and uses of the MODS standard as a product have been identified below:

Sarah - Performance Manager

Background

Sarah is a Performance Manager responsible for data management, system management and professional performance monitoring. Her primary interest is the consistency and quality of data, monitoring performance and interoperability. Sarah receives data from a variety of sources in a range of formats, and needs to combine this information to produce unified reports.

Common titles

• Data Officer
• Performance Analyst
• Reporting Manager
• Data Scientist

Why would they use the product?

Reviewing existing datasets, data standards and preferred definitions to support accurate recording and reporting, resulting in better data quality across health and adult social care. “Having data standards of terminology, would allow us to translate activity into more consistent reporting and interpretations of guidance.”

What are the challenges or barriers in their role?

“From a reporting perspective, the lack of data standards means making comparisons across different provider organisations for the same activity can be inconsistent and misleading.”

As a performance manager I need...	So that...	And ultimately...
To be able to signpost data providers to a central repository with standardised data definitions and collection methodologies	All the people in my own organisation and external organisations who submit their data to me have consistent definitions and consistent data collection methodologies	I can provide aggregate data that is statistically valid, consistent over time, and fit for a wide range of purposes
Access to new data/reporting requirements	I can ensure that our data and recording practices fully reflect the requirements of statutory returns, including the design of new forms/workflow to support new reporting requirements	We can keep better, clearer and more consistent case records, supporting direct care provision, service management and forward planning.
Access to agreed definitions	I can provide a meaningful analytical narrative	My organisation's management team can make sense of complex data
Access to an agreed information governance and data security framework	I can ensure that the sensitive data I receive is being processed and shared appropriately	My organisation has a holistic and accurate picture of people's health, care and support needs

Claire - Data Architect

Background

Claire is a Data Architect who is developing national data specifications and requirements. Her primary interest is creating effective data specifications to support compliance and data quality.

Common titles

• Data Architect
• Data Modeller
• Knowledge Manager

Why would they use the product?

Access to consistent versions of the latest datasets and data standards, with preferred definitions, to support the data specifications being created.

What are the challenges or barriers in their role?

Inconsistent definitions or ambiguous terms.

"There is a lack of consistency when it comes to reporting different activities at different organisations, this makes comparisons more difficult. Having data standards of terminology, would allow us to translate that into more consistent reporting and interpretations of guidance"

As a data architect I need...	So that...	And ultimately...
Access to past and present data standards, preferred definitions, collection methodologies and terminology hierarchies	I can understand the capabilities and limitations of existing data collections	I can develop new data standards and specifications which overcome any problems identified within existing approaches
A comprehensive glossary of terms used across health and adult social care	I can identify inconsistencies in the definition of terms which may lead to inconsistency in data gathering and/or its interpretation	I can provide a clear set of preferred definitions as part of new data standards and specifications
Access to the level of granularity of current datasets	I can identify areas where too little (or too much) detail is currently being recorded	New data specifications can strike the right balance in terms of the granularity of data capture vs the resource required to capture/analyse it and the value which that analysis will offer
A publishing platform to share draft and final data standards I develop	I can receive feedback from users	New standards can be widely adopted
An agreed conceptual data model	New data standards and specifications can draw on and build on existing standardised approaches	New standards and specifications can be readily implemented
Access to an agreed information governance and data security framework	I can be confident that data suppliers will contribute sensitive data to new data models	New data standards and specifications will give a holistic and accurate picture of individuals' health, care and support needs

Steve - Business Intelligence Manager

Background

Steve is a Business Intelligence Manager responsible for reporting at a regional and national level. His primary interest is in data quality and consistency to support more robust reporting.

Common titles

• Business Intelligence Manager
• Reporting Manager
• Data Manager

Why would they use the product?

Access to consistent versions of the latest datasets and data standards, with preferred definitions, to support the production of consistent and credible reports.

What are the challenges or barriers in their role?

Inconsistent definitions or ambiguous terms.

"There are areas of data standards and guidance that are still open to organisational interpretation... When you apply it to a real-life example, it becomes more difficult, and members of my team – and even some data providers – look to me to decide how to interpret the data we receive."

As a business intelligence manager I need...	So that...	And ultimately...
To be able to signpost data providers to a central repository with standardised data definitions and collection methodologies	All the people/organisations who submit their data to me have consistent definitions and consistent data collection methodologies	I can provide aggregate data that is statistically valid, consistent over time, and fit for a wide range of purposes
Visibility of data standards and their relationship to statutory/regulatory requirements (eg Care Act, Equality Act, Mental Health Act, Mental Capacity Act, CASSG, CQC registration requirements, NICE/SCIE/RCOT guidance, etc)	I have confidence that DSCR/MODS data is fully aligned with statutory and regulatory requirements	I can be confident that the data I receive gives evidence that organisations are compliant with their statutory obligations
To see details of the data standards in use by providers, local authorities and NHS bodies	I can understand whether data is being provided in a standardised digital format, and if not, what the different data formats comprise	I can quickly and efficiently import data from multiple sources into my modelling tools without the need for extensive manual processing
To see details of the personal identifiers used in different data standards/systems	Client/person level data can be aligned with existing data sources about individuals, eg PDS, GP Connect	To avoid duplication of records, so that aggregate data gives a more accurate picture across the whole population
Access to an agreed information governance and data security framework	I can be confident that data suppliers will contribute sensitive data to inform integrated reports	My reports will give a holistic and accurate picture of people’s health, care and support needs at both an individual and an aggregated level

Owen - Software Developer

Background

Owen is a Software Developer for a system supplier. His primary interest is developing a system that provides a clear data structure, meets the needs of customers and is interoperable with other systems.

Common titles and/or roles

• Software Developer
• Systems Architect
• System Manager
• System Supplier
• Systems Analyst
• Data Architect
• Enterprise Architect
• Product Owner
• Product Manager

Why would they use the product?

Accessing datasets, data standards and terminology to ensure they are using the latest datasets, preferred definitions and capturing the required data to meet statutory requirements.

"From a supplier perspective, a standardised terminology would make development and procurement a lot easier."

What are the challenges or barriers in their role?

Inconsistent use of language in health and adult social care, this becomes challenging in procurement.

Changing reporting requirements which mean that data needs to be collected/held differently.

As a software developer I need...	So that...	And ultimately...
To be consulted/informed about changes to statutory requirements, data standards, data gathering requirements, registration requirements etc	I can be fully prepared for changes which will impact on the way our system captures and analyses data	We are able to maintain and deliver an efficient roadmap for our product
To locate data sources about indicators/metrics	I can ensure that data is captured correctly to auto-populate the indicators and metrics our customers need	Our system provides better business value to our customers
To locate person-specific data sources and the data structures they utilise	I can create the functionality to import person-specific data from reliable and trustworthy sources	System users can avoid double-entry and the data quality issues it causes
To access the data standards used across the health and adult social care sectors	Our system can be designed for maximum interoperability	Our system can be an effective tool to support a shared care record
Access to an agreed information governance and data security framework	I can be confident that our system will handle sensitive data appropriately	Our system will give a holistic and accurate picture of people's health, care and support needs

Jordan - Business Analyst

Background

Jordan is a Business Analyst working to implement a new software solution. Jordan’s primary interest is identifying the organisation’s requirements and ensuring the system meets these needs.

Common titles

• Business Analyst
• Systems Analyst

Why would they use the product?

Accessing a catalogue of datasets, data standards and terminology to ensure the system being implemented meets the organisation’s needs and also captures all statutory information in the correct format to support interoperability and reporting requirements.

What are the challenges or barriers in their role?

Gathering the full range of requirements around the data and fields required.

Changes within the sector that create new language and reporting requirements which need to be factored into system implementation.

“Sometimes new terms are introduced via new legislation, and they become part of the standardised vocabulary, e.g. needs assessment. Others come in through custom and practice or the evolving relationship between care providers and care recipients. Terminology is always evolving”

As a business analyst I need...	So that...	And ultimately...
To identify all the potential functional and non-functional requirements of the new system	The information collected in and generated from the system will be unambiguous, consistent and comprehensive	The system will meet business needs
To be aware of all statutory and mandatory data standards, both current and forthcoming	The system can be implemented to meet current and future reporting needs as far as possible	Future development and implementation costs can be reduced and/or delayed
To access good practice in data management as evidenced by the data catalogue	The new system can incorporate non-mandatory elements which reflect good practice across the health and adult social care sectors	Ensure there is flexibility for the system to meet specific local information needs
To access existing data standards	I can ensure that the new system will be interoperable with others	Reducing the need for manual intervention, double-entry and potential data quality issues
Access to an agreed information governance and data security framework	I can ensure that the new system specification will reflect the need to handle sensitive data appropriately	The new system will give a holistic and accurate picture of people's health, care and support needs

Raj - Business Lead

Background

Raj is leading the procurement of a new software solution for his organisation.

He is responsible for evaluating suppliers to find systems that meets the service and statutory requirements and provides the most cost-effective solution for the organisation.

Common titles

• Procurement Officer
• Procurement Manager
• Business Lead

Why would they use the product?

Using the catalogue of datasets and data standards to check which standards are mandated to ensure the systems he is procuring meet the statutory requirements.

What are the challenges or barriers in their role?

A variety of systems available that use different data specifications and terminology to capture information.

Lack of clarity around which standards are mandated and need to be included in the procurement process.

Different understanding of terms like ‘carer’ which can cause confusion when explaining requirements to system suppliers.

As a procurement officer I need...	So that...	And ultimately...
Standardised terminology which I can reference when writing our system specification	I can ensure that both my organisation and all system suppliers have the same understanding of terms used in our procurement documentation	My organisation is exposed to reduced risk in respect of procuring a system that is fully fit for purpose
To verify which standards are mandated	I can ensure the systems I am procuring meet statutory reporting requirements	The organisation is exposed to reduced risk in respect of meeting its statutory and regulatory requirements
To identify existing data collections and data sources, and the structures/data standards to which they operate	I can identify opportunities for system integration and interoperability	My organisation can secure value for money through streamlined and integrated systems and processes
Access to an agreed information governance and data security framework	I can ensure that the new system specification will reflect the need to handle sensitive data appropriately	My organisation is exposed to reduced risk in respect of information governance and data security

Adam - Systems Integrator

Background

Adam is a Systems Integrator and his primary interest is enabling interoperability between health and adult social care systems. Adam improves the ways systems can interact and information can be shared to create digital shared care records.

Common titles

• Data Engineer
• Systems Architect
• ETL (Extract, Transform, Load) Developer

Why would they use the product?

Using a data catalogue of consistent datasets, data standards and terminology will support the development of system integrations. These integrations will be more effective if system developers and data officers are using the same terminology and data specifications.

What are the challenges or barriers in their role?

A variety of systems that use different data specifications and terminology to capture information.

Organisations understanding how two or more systems can work together to create an effective integration.

Security, data protection and cultural implications for sharing data between organisations.

As a systems integrator I need...	So that...	And ultimately...
To understand the content and format of different data sources	I can extract the required information from the most appropriate source	I can create a standardised master record
To transform data extracted from different sources into a consistent format	Heterogeneous data can be shared across multiple systems	Front line professionals can have a single view of all the information held about an individual
Design a target data model into which to load different data sources	I can provide data analysts/data scientists with a common data model	To allow them to interrogate multiple sources
To understand the quality and provenance of all my data sources	I can offer data analysts/data scientist, within the common data model, the context of the source data as well as the data itself	Users of the common data model can be clear about the limitations of the data they are accessing
Access to an agreed information governance and data security framework	I can ensure that the new system specification reflects the need to handle sensitive data appropriately	The new system will give a holistic and accurate picture of people's health, care and support needs