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This guidance is to support breast screening services in the management of, and best practice for, screening office administration. All breast screening services BSSs in England are commissioned to provide the service by a regional commissioning team against a national service specification number The national service specification requires that regular screening programme board meetings are held between the breast screening management team, commissioning team and SIT , and with screening quality assurance service SQAS input.
The frequency of these meetings is given in the service specification. The senior leadership team of the BSS must attend, including the:. Services are monitored against the NHS BSP consolidated standards which specify acceptable and achievable thresholds of performance. Data is typically collected from 1 April to 31 March. SQAS uses the data to review and measure service performance. BSSs should regularly review the data within service and at screening programme board meetings.
BSSs should be able to report the reasons for any of the standards not being achieved. The data provides regional teams with a means of monitoring the performance and activity of BSSs against the service specification. The return is a record of the progress of each screening episode from invitation to either return to screening or final diagnosis. The return is generated within the national breast screening system NBSS. Training slides for completing KC62 returns are available.
The KC63 records breast screening activity for all women within a BSS or health area, particularly relating to coverage information and episodes with an open status at the time of data extraction. Guidance is available on the use of information in NHS population screening programmes. It explains how and why the programmes collect and process data, covering:. BSSs should work locally with their clinical governance and IT teams to make sure the NHS information security policy is referenced for use within their service.
All staff have a contractual responsibility to safeguard patient information and should be familiar with national and local policies. The BSS host trust has a responsibility to ensure that:. Guidance on GDPR explains any changes organisations may need to make in order to comply with EU general data protection regulations which are applicable even though the UK is not an EU member state.
All data transfers must follow the guidance provided in Information security management: NHS code of practice.
When screening is undertaken at various sites there must clear trust agreement for the secure transfer of patient identifiable paperwork and electronic media between locations. For example, this may include for someone who is screened on a mobile unit, or someone who chooses to be screened at a different screening service to the one they are invited to attend.
For paperwork there needs to be a clear local policy based on the right results pathway to ensure direct transfer securely from site to site. Encrypt all patient identifiable information for electronic transfer, including via email. Use an NHSmail account nhs. You can set up an email account via NHSmail. Send patient identifiable information separately from other information. Issue a password separately, for example via a separate secure email message or a telephone call once the data is received.
Use secure electronic transfer for information, particularly to GP practices, where possible. However, if this is not possible, use 2 sealed envelopes one inside the other to send all confidential external correspondence. Clear arrangements should be in place for the receipt and dispatch of all materials sent out for reporting, such as pathology samples.
Do not provide patient identifiable information over the telephone to an unverified enquirer. Where individual personal information is involved, call the requester back to verify their identity and their right to access the information. External requests for individual personal information should be submitted in writing.
For disclosure of information that is not personally identifiable for example, an appointment date , verify the identity of a caller in accordance with local procedures ahead of disclosure of information. There should be secure methods for the transfer of electronic media between screening clinics where remote screening takes place. All data or PACS transfers between sites need to be secure and adhere to local trust protocols. All portable storage media must be encrypted in line with NHS Digital guidance.
Use the image exchange portal IEP when transferring images between services, trusts and symptomatic services. Their contact details are:. The BS Select support service is available from to , Monday to Friday excluding English public and bank holidays.
Access to the NBSS website is authorised by the national breast screening team. Contact them at PHE. YPAScreening nhs. It provides a single point of contact for dissemination of information about NBSS. Site features include:. NBSS support is provided by Hitachi. The service desk contact details are:. Report any NBSS problems to the service desk as soon as possible to enable all relevant information regarding the issue to be given to the NBSS support team.
Anyone from a screening office or their local IT can raise a support call via email or telephone. Hitachi uses the ASD to manage support calls and changes. As a minimum, at least one person in the screening office usually the office manager is issued with login details to access the ASD portal. Through the portal you can log new calls, check on the status of existing calls, and provide updates. When the NBSS team updates a call, an email from the ASD is sent to the person who raised the call if they have an account, otherwise to the nominated contact for the screening office.
These emails can also go to other members of staff if they ask to be added to the watch list for that particular call. There must be a nominated person within the BSO as a primary screening office contact for Hitachi. This nominated individual must make sure that all of the messages from Hitachi are circulated as necessary across the breast screening service.
This will include liaising with local IT when communications state that input is required. The nominated person or people are included on the distribution list for NBSS email communications.
These newsletters are a source of information and SOMs should familiarise themselves with the information they contain. It is essential that any required actions specified in newsletters or release notes are taken in a timely manner.
Inform Hitachi if any nominated contacts within the BSO change, or there are any email address changes. There must be a nominated person within the screening service who acts as a system manager. Those with access to NBSS System Management must make sure that their deputy or another member of staff also has access in case they are absent. Seek advice from the NBSS Support team to understand the potential impact before making any type of change within this application.
The system manager provides each user with an individual user name. Advise the user that their password is confidential and must not be given to anyone.
Users must use their own accounts — if that account does not give them access to the functions they require, the system manager should modify the account using the options in NBSS System Management. Do not use generic user accounts accessed by multiple people. All NBSS accounts must be for an individual named user. The user names are recorded against changes made in NBSS and this informs the audit trail.
If a user is unable to log on to NBSS because they have forgotten their password, it is the responsibility of the system manager to confirm that this user is permitted to access the system, and to reset their password. Only in exceptional circumstances and subject to express permission from the national breast screening team, may the NBSS support team provide assistance with password resets. There must be at least one nominated person within the BSO who is a superuser.
This can be a film-reader or a senior member of the admin team. This needs to be done by a system manager. In exceptional circumstances a superuser can amend film-reading results entered on NBSS by another member of staff, if the film-reader is not available to do so themselves.
For functional change requests:. When the maximum is reached, the next person trying to access the system is blocked. SOMs should determine how many licences are needed based on the maximum number of users at any one time. Take into account all users of NBSS , including:. If the business case for extra licences is justified, the cost is covered by the annual NBSS IT Service Charge which is invoiced by the national breast screening team direct to your trust.
All breast screening services were initially supplied with one Crystal licence by the national breast screening team. The licences are computer-specific and need to be uninstalled from an old PC and installed on any new replacement PC.
Failing to transfer the licence means the service has to purchase a new one. An additional Crystal licence is required if a service uses more than one PC for writing crystal reports. Crystal report writing access is required for the management of the NBSS Crystal national templated letters for screening call and recall including results.
Save reports within the local NBSS reports folder. Follow the steps below to find the file path location for the NBSS folder. There are 3 types of reports available for download. These are:.
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Breast screening: screening office management
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