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Multiple submission window model for MHSDS

A multiple submission window model for the Mental Health Services Data Set (MHSDS) will be available to providers from April 2020. This will enable providers to resubmit data for each full financial year.

MHSDS has historically operated on a monthly submission cycle, where data providers have two opportunities to submit data: the primary and the refresh submissions. From April 2020, NHS Digital will be implementing a multiple submission model for MHSDS, which will permit resubmission of data for each full financial year. 

This will go live in two different phases:

  1. MHSDS v4.0 2019/20 data refresh: On 1st April 2020 the MHSDS portal will open to allow new and existing data providers to submit/resubmit data for periods from April 2019 – March 2020. The portal will close for 2019/20 data on 21st May 2020. This is an opportunity for i) providers to refresh data they know is incorrect or missing following the issues experienced during the move to SDCS cloud at the start of the 2019/20 and ii) allow new providers to submit retrospectively for the whole year.
  2. For v4.1 of MHSDS: data providers will be able to submit data from 4th June 2020 to ensure a smooth transition between v4.0 and v4.1. Providers will be able to submit MHSDS data to SDCS Cloud continuously throughout the year and a cut of any data submitted by 11:59pm on the 14th working day of each month will be processed (the only exception being June 2020, as the window did not open on the 1st June 2020 the cut is taken on the 23rd June 2020, 14 working days from the 4th June 2020). A final cut of 2020/2021 data will be taken at 11:59pm on 21 May 2021. These monthly submission dates are available on the submit data to the MHSDS page. This will enable new and existing providers to resubmit/correct data throughout the whole 2020/21 financial year.

Providers will now be able to submit and resubmit data for each month from April 2020 to 21 May 2020. There will be 12 months during which April and May data (start of financial year) may be submitted, but only two months for which March data (end of financial year) may be submitted.

The provisional submission window replaces the current primary window and the performance window replaces the current refresh window. Data can then be resubmitted in each update window. The final window will be the last chance to amend data for the financial year. The ‘last good file’ submitted for each month will be used to generate final statistics at the end of the year.

How the submission window model looks

Multiple submission window model for MHSDS in 2020 to 2021

Data submission Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May
Apr Pe U U U U U U U U U U F
May Pr Pe U U U U U U U U U F
Jun - Pr Pe U U U U U U U U F
Jul - - Pr Pe U U U U U U U F
Aug - - - Pr Pe U U U U U U F
Sep - - - - Pr Pe U U U U U F
Oct - - - - - Pr Pe U U U U F
Nov - - - - - - Pr Pe U U U F
Dec - - - - - - - Pr Pe U U F
Jan - - - - - - - - Pr Pe U F
Feb - - - - - - - - - Pr Pe F
Mar - - - - - - - - - - Pr F

Pr: Provisional

Pe: Performance

U: Update

F: Final

Key submission changes data providers need to know about

So that NHS Digital can process the new data effectively there have been several changes to how data is submitted:

  • as per now, each month of data must be submitted in a separate file
  • the SDCS Cloud submission portal will now look different as the month being submitted can be specified by the user
  • there has been a change to the validation applied in the MHS000 Header table. Data item ORGANISATION IDENTIFIER (CODE OF PROVIDER) will now be rejected if the code provided does not match a code that is live in the national organisation identifier code tables for the reporting period. This is designed to improve data quality, by preventing data from flowing that is attributed to an organisation that does not exist at the specified point in time
  • where your organisation has changed during 2019/20 you will need to submit data prior to the organisation change using your log in details for the old organisation
  • there has been a change to the derivation FILE TYPE found in the MHS000 Header table which now indicates how many months after the reporting period the file was submitted. For example, May data submitted in August would show as ‘3’. This replaces the old ‘Primary’ or ‘Refresh’ flag. The change, in conjunction with the reporting period start and end dates, makes it clear how long after the reporting period the data was submitted, and can therefore also be used to identify during which month the submission was made. For example, an extract that relates to data collected during April, and has the code ‘7’, would have been submitted in November

Why the Multiple Submission Model is being implemented

The Mental Health Services Data Set (MHSDS) has historically operated on a monthly submission cycle, where data providers have two opportunities to submit data – the primary submission which opens one day after the end of the reporting month, and the refresh submission, which opens one month after the reporting month.

These two submission windows are currently the only opportunity that healthcare providers have to submit data for that specific reporting period. If data is found to be incorrect or missing, this results in an inaccurate reflection of mental health services when viewing data and analytical reports. This inflexibility has resulted in additional data collection burden on healthcare providers.

It has therefore been agreed that the multiple submission window model described in Information Standard DCB0011 Amd 43/2019 is implemented in advance of the implementation date of MHSDS v4.1 i.e. within financial year 2019-20.

How providers should change submission behaviour

Providers must continue to submit a month’s data at least once in the provisional or performance window and only employ the multiple submission window model where:

  • a provider was unable to provide data during the initial launch of MHSDS v4.0 on the SDCS Cloud platform
  • a new provider starts submitting data mid-year for the first time
  • a significant issue was identified in a provider’s submission for that month which requires resubmission

NHS Digital and NHS England will be regularly monitoring the number of resubmissions of providers. They will be highlighting misuse of the resubmissions and any issues to NHS England regional colleagues, and commissioners, as part of the quarterly Deep Dives.

 

Year to date submission model guidance for submitters

We have provided some guidance for submitters on resubmission. 

How NHS Digital will use the data submitted as part of the Multiple Submission Model

NHS Digital will continue using data submitted during the first two submission months (the Provisional and Performance windows) to produce monthly official statistics. Therefore, the data submitted as part of the Multiple Submission Model window will not be used to update the monthly statistics throughout the year, although it will be used at the end of the year to update and finalise monthly publications.

The data submitted by providers as part of the Multiple Submission Model window will also be used in NHS Digital’s Mental Health Bulletin Annual Report.

NHS Digital will continue using data submitted during the first two submission months (Provisional and Performance data) to calculate the Data Quality Maturity Index.

How NHS England and Improvement will use the data providers submit as part of the Multiple Submission Model

Once Phase 1 of the Multiple Submission Model window closes (2019/20 data, see timelines on the Multiple Submission Model web page), NHS England will update all performance metrics and measurements calculated with the MHSDS using the most up to date data submitted as part of the Multiple Submission Model window.

Throughout 2020/21, NHS England will only use data submitted in the Provisional and Performance windows to conduct Quarterly Deep Dives and to track performance and operational metrics on a monthly basis. This data will also be used to calculate the metrics published in the NHS Mental Health Dashboard. It is therefore important that mental health providers continue to submit a month’s data at least once in the provisional and performance window, and that they ensure that this data is of the highest quality the first time it is submitted.

Once the Multiple Submission Model window closes at end of year, NHS England will use the most up to date data submitted to update performance metrics and measurements. This model will then continue in future years.  

Payments & CQUINs

The data retrospectively submitted in Phase 1 of the Multiple Submission Model for the MHSDS v4.0 2019/20 data refresh will not be used for 2019/20 CQUIN payments. We will therefore be publishing data for commissioners based on data submitted as part of the Provisional and Performance windows. This is because the Information Standard DCB0011 Amd 43/2019 was published after 2019/20 CQUINs started. We however recognise that it is at commissioners’ discretion whether they decide to use data submitted as part of the Multiple Submission Model window to award CQUIN payments.

Moving forward (2020/21 and beyond) NHS England will use the most up to date data available to inform the award of CQUIN payments.

How other organisations will use the data that providers submit as part of the Multiple Submission Model

MHSDS data will continue to be used in the current range of products and many of these will use the updated data available during the year.

NHS Digital extracts are built from data generated at window-close snapshot time. Extracts will reflect the most recently submitted version of data and will not be available for earlier data submissions that have been replaced.

Therefore, the data included in the extracts will be the latest data as at the last end of a specific reporting period point, as set out in the submission timetable.

This means that analyses undertaken for any annual audits conducted externally to NHS England (e.g. Early Intervention Psychosis – National Clinical Audit of Psychosis) will be using any updated data submitted by providers as part of the Multiple Submission Model window. This also applies to data used for the NHS Oversight Framework, and used by the Care Quality Commission, Public Health England and NHS Improvement.

Find out more

This change follows consultation with a range of stakeholders and the publication of the Information Standard Notice (ISN) for the Mental Health Services Data Set (MHSDS) v4.1 (commencing April 2020).

We will be running a webinar in April 2020 to outline how to use the MHSDS multiple submission window model. Details and how to book are available on the MHSDS events web page.

Slides and “Q&A” from the webinar on 26 February are available on the Multiple Submission Window Model webinar page.

Last edited: 29 May 2020 1:11 pm