Guidance for Non-Emergency Patient Transport Service (NEPTS) dataset

From winter 2024, there will be a consultation with NEPTS stakeholders about the future of the NEPTS dataset.

The data is to be collected via the Strategic Data Collection Service (SDCS) from all the operational NEPTS across an ICS footprint. It is expected that this will include all activity commissioned / contracted as NEPTS, irrespective of who or how it has been commissioned/contracted/provided.

The data items will need to be collected from the individual transport providers and then aggregated by the ICS. This will result in one combined dataset return for each ICS, for each time period.

It is acknowledged that the collection and availability of some of this first dataset could prove challenging but would ask that processes to collect the data are put in place as soon as possible.

This is a count of Eligibility Criteria (EC) assessments not patients.

For the total number of completed patient eligibility assessments - this count is to include all EC assessments that both pass and fail the eligibility criteria for NEPTS. It does not include cancelled EC assessments or queries. 

Where there are multiple EC assessments for the same patient, all assessments are to be included.

For the total number of patient EC assessments that passed the eligibility criteria, the count is the number of assessments that resulted in a pass. The EC data counts will provide a baseline point from which the impact of any changes to how the EC is applied or the operating model in practice can be understood.

In respect of the EC assessments that failed the eligibility criteria and then the EC decision was overturned at appeal, the count is of successful appeals only and is by appeals not patients.   For clarity “an appeal” is classed as an appeal as part of a formal process.   

This is the count of the number of times a patient/patient representative is given advice and guidance on alternative transport options when they are not eligible for NEPTS.  The count is to be done at that point and is a count of the patients.

Provides more context to whether there have been any changes to the number of appeals in addition to the number of successful ones. This data could indicate impacts of operational changes to eligibility criteria processes.

Of note is that appeals process is not a standard approach across all contracts.

Total number of patients contacting NEPTS that were advised of the Healthcare Travel Cost Scheme (HTCS) - this is a count of the number of times an NEPTS contact includes advice of HTCS whether a patient is eligible for NEPTS or not.

The total number of HTCS claims that have been submitted across the ICS within the reporting window, should include all claims irrespective of application route.

The average time calculation for claims received starts from the day the claim was received to be processed and ends on the day the claim was paid (if a claim is received and paid on the same day the time is zero days).

This is a count of the bookings received / processed within the reporting window and is based on booking date, not the journey date.

Where applicable the count will include both the inward and outward journey bookings as two separate bookings.  

This is the count of transport bookings before any are cancelled, aborted, or completed. Where multiple bookings are made, they are to be counted individually.

The split by journey type is to understand the type of bookings being requested.

Bookings split by booking source (telephone or online) – is to identify how bookings are being received. “Online” is defined as when a health care professional or patient accesses the booking system directly via a web-based portal.

Where applicable, all journey counts should include both the inward and outward journeys. For example, an inward journey and an outward journey is two separate journeys.

For cancelled journeys, all cancel reasons are to be included within the count but should not include any aborted journeys.  For aborted journeys, all aborted reasons should be included but not cancelled journeys.

Note, in the future, standardised descriptions and definitions of cancelled and aborted journeys will be identified as part the development of best practice guidance. Currently, your cancelled and aborted reasons are as defined within local contractual agreement.

The time window to be used for a journey classed as “booked on the day” is as defined in the local contractual agreement.

Journeys booked on the day of travel should be included within the total for that journey outcome - cancelled, aborted, or completed.  A separate count is required (by each journey outcome) capturing the number of journeys “of which booked on the day” of travel.

Where a journey includes a two-person NEPTS crew, the NEPTS crew should not be counted as the escort. All types of escorts are to be included within the total i.e., medical, or relative escort.

To complete the data item 'Total number of journeys where the patient is accompanied by an escort split by journey type', the count is to include completed journeys only.

The calculated time is to use the actual time the patient arrived against their recorded appointment time. This data assumes a patient’s appointment time is recorded and the “drop off” time stamp to be used is as per the local contractual agreement. For example, the agreed location patients can be dropped off.  The time stamp used for this measure, should not include any locally agreed performance tolerances against arrival times.

Completed journeys are to be used to identify the split of patient ages across the different journey types. Subsequently, a patient will be counted multiple times if they have completed numerous journeys. The combined totals by age should be equal to the completed journey total. 

All oncology treatment journeys are also to be included within the journey counts within 'outpatients – other'. 

The count of oncology treatment journeys could be a challenge to collect if the clinic/ treatment centre is not currently identified within the journey data as a journey for a course of oncology treatment. However, it is important that these journeys are identified and counted going forward. This count is to include both inward and outward journeys.

This is to include a count of all patient safety incidents - as defined within local contractual agreement.

This figure is to be submitted as a total cost of all operational NEPTS across an ICS footprint. It is expected that this will include all activity irrespective of who or how it has been provided/commissioned.

These figures would help us understand the total value of all patient related transport within the ICS, excluding that via the emergency ambulance contract.

This data will provide insight into how the activity is split between the patient different mobilities as defined by the national standard set of NEPTS mobilities.

Initial analysis undertaken by the NEPTS Review did not find systemic inequalities in the distribution of transport spend by area of deprivation. Generally, areas with a higher Index of Multiple Deprivation recorded a higher spend on NEPTS per person.

However, more detailed information is required to understand whether all are benefiting equally from access to NEPTS, the HTCS and wider transport support.

To understand the count of totals calls received.

The objectives of the new data items are to:

• understand the composition of the NEPTS fleet (number, types, age, owned/leased/subcontracted) 
• to help support the transition to zero emission fleets, and support commissioners evaluate contractors’ performance to mandatory net zero procurement guidance (PPN 06/20 & PPN 06/21).

Data should be submitted on all vehicles used to operate NEPTS contracts, apart from vehicles owned by ambulance trusts, as these are reported in a separate collection.

It is acknowledged that the collection and availability of some of this dataset could prove challenging. We request that processes to collect the data are put in place as soon as possible, and data is submitted on a ‘best endeavours’ basis – this may especially be an issue for smaller subcontractors.

Number of patient journeys carried out by vehicles submitted on 'Vehicle' tab of template only. This supports data quality checks where vehicle information is not available.

If you have a question not covered within this guidance email us at [email protected].