Information for Local Reporters

What is the role of the NCEPOD Local Reporter?: NCEPOD Local Reporters act as a link between the non-clinical staff at NCEPOD and individual hospitals. The role includes compiling and sending datasets requested by NCEPOD and acting as a named contact for information sent by NCEPOD.

Guidelines for NCEPOD Local Reporters are available here. The Adobe Acrobat reader is required which is free to download here.
What data does NCEPOD request from Local Reporters and how should it be submitted?: Identification of Sample Cases and Completion of Questionnaires
For all studies NCEPOD will request that firstly the Local Reporter identifies the patients to be included from the hospital information systems and secondly disseminates the blank questionnaire(s) supplied by NCEPOD to the relevant clinician. In some instances the questionnaire may be sent directly to the clinician by NCEPOD but we have found that if the Local Reporter oversees the dissemination of questionnaires then a better response is achieved as the Local Reporter is better placed to track the questionnaires.

It is also hoped that by providing Local Reporters with information about the studies in advance they will have the opportunity to contact the relevant specialties to inform them about the study and what will be required of them.

Where possible data such as a list of sample cases should be submitted to NCEPOD as a password protected e-mail attachment. Unless specifically requested patient name, address and telephone number should never be supplied, as they are not relevant to our work.
What are OPCS and ICD-10 codes and how are they used by NCEPOD?: The Office of Population Censuses and Surveys (OPCS codes) and the International Statistical Classification of Diseases and Related Health Problems format (ICD-10 codes) are both standard formats used throughout the NHS to ensure a formalised method of classifying procedures and diagnoses respectively. NCEPOD uses these codes to identify sample cases for individual studies. For each study the relevant codes would be specified in advance by NCEPOD.

The independent sector do not use the same coding systems and may therefore submit text or, if applicable, use the BUPA Schedule of Procedures.
What other sources of information do NCEPOD use?: When determining an expected sample size for a study we often require extra information to aid us, such as the number of specific procedures or diagnoses in the previous year. Hospital Episode Statistics (HES) in England, Patient Episode Database in Wales (PEDW) and the Department of Health, Social Services and Public Safety (DHSSPINI) in Northern Ireland are all used to provide this data.
What happens to data once it reaches NCEPOD?: All data is handled with strict confidentiality procedures. Physical data is kept locked in filing cabinets and electronic data is held in a password-protected database. Only selected staff have access to this data and no clinician ever has access to identifiable data, this includes NCEPOD clinical co-ordinators.
How does participation in NCEPOD relate to CPD?: As part of the methods used to collect information on patient care, confidential questionnaires are sent to consultant clinicians. These questionnaires require consultants to review patient notes and answer a series of questions related to the management of patients under their care. This process gives them an opportunity to reflect on various aspects of patient care. This activity has continuing medical and professional developmental merit. Consequently, NCEPOD recommends that consultants who complete NCEPOD questionnaires keep a record of this activity which can be included as evidence of internal / self directed Continuous Professional Development in their appraisal portfolio.
How can Trusts self assess their compliance with NCEPOD recommendations?: A simple tool to allow hospitals to assess themselves against the recommendations from this report and to track action where necessary. This tool is suitable for amendment by each hospital as appropriate.