Guidance

Data extraction protocol for secure settings

Updated 30 November 2018

The prison National Drug Treatment Monitoring System (NDTMS) data items to be extracted for a local audit of continuity of care should include the following:

• first name
• surname
• date of birth
• sex
• client reference (PNOMS ID)
• initial reception date
• drug 1
• drug 2
• drug 3
• discharge reason
• prison exit date
• prison exit reason
• prison exit destination (DAT code)
• referral on release status

These fields should be populated for each client released from the establishment and recorded on NDTMS as transferred to community treatment services. The criteria for the extract includes:

• discharge reason = transferred 바카라 사이트“ not in custody
• prison exit date = [between the dates agreed to be covered by the audit]
• prison exit reason = released
• prison exit destination (DAT code) = [DAT code of receiving partnership who will be undertaking the audit]

To produce the NDTMS extract for populating the audit template spreadsheet, the provider in the participating prisons should follow these instructions:

1. Take a local extract from the data entry tool

Take a local extract from the data entry tool (DET) or local case management system on which NDTMS data is recorded. This will include clients바카라 사이트™ full names to share with the community treatment service. Ensure the extract is in 바카라 사이트˜values바카라 사이트™ not 바카라 사이트˜code바카라 사이트™ for ease of interpretation.

To filter the extract to give only the relevant clients, follow these steps:

Step 1: Turn on filters, by highlighting the top row of the extract (spreadsheet) and then in the 바카라 사이트˜Home바카라 사이트™ tab, click on 바카라 사이트˜Sort & Filter바카라 사이트™ and then select 바카라 사이트˜Filter바카라 사이트™ from the dropdown list.

Step 2: Highlight column EPISODID, select 바카라 사이트˜Data menu바카라 사이트™ and click on 바카라 사이트˜remove duplicates바카라 사이트™.

Step 3: When the box below appears, ensure 바카라 사이트˜expand the selection바카라 사이트™ is ticked and click 바카라 사이트˜remove duplicates바카라 사이트™.

Step 4: When the box below appears, click 바카라 사이트˜unselect all바카라 사이트™, scroll down and click EPISODID and click 바카라 사이트˜OK바카라 사이트™ 바카라 사이트“ this will ensure that only one row per episode is extracted.

Step 5: Find header EXITD 바카라 사이트“ click on the arrow to the right of the header and then in the drop-down box untick 바카라 사이트˜select all바카라 사이트™ and select only those clients who exited the prison in the time frame agreed for the audit (for example, the last quarter).

Step 6: Ensure 바카라 사이트˜blanks바카라 사이트™ is not ticked.

Step 7: Find header DISRSN 바카라 사이트“ click on the arrow to the right of the header and then in the drop-down box untick 바카라 사이트˜select all바카라 사이트™ and tick only those client with a discharge reason of 바카라 사이트˜transferred 바카라 사이트“ not in custody바카라 사이트™ (code 83).

Step 8: Find header EXITRSN 바카라 사이트“ click on the arrow to the right of the header and then in the drop-down box untick 바카라 사이트˜select all바카라 사이트™ and tick 바카라 사이트˜released바카라 사이트™ (code R).

Step 9: Select the whole worksheet by clicking the box in the top left hand corner between 바카라 사이트˜A바카라 사이트™ and 바카라 사이트˜1바카라 사이트™.

Step 10: Right click and then copy and paste the data into a new spreadsheet, selecting 바카라 사이트˜values바카라 사이트™ under paste options.

Step 11: Delete all columns from the extract other than: FIRSTNAME (the header may be something other than FIRSTNAME depending on the local software system but it will be the column that contains the clients바카라 사이트™ full first name 바카라 사이트“ not their initial), LASTNAME (the header may be something other than LASTNAME depending on the local software system but it will be the column that contains the clients바카라 사이트™ full last name 바카라 사이트“ not their initial), DOB, SEX, CLIENT, INTRCPTD, DRUG1, DRUG2, DRUG3, DISRSN, EXITD, EXITRSN, EXITDEST, RTOAGNCY 바카라 사이트“ this should result in a spreadsheet with just these headers.

Step 12: Save this as 바카라 사이트˜Clients transferred from HMP XXXX between DDMMYY and DDMMYY바카라 사이트™.

2. Ensure each local authority only receives details of clients transferred to them

To do this:

Step 1: Turn on filters, by highlighting the top row and then in the 바카라 사이트˜Home바카라 사이트™ tab, click on 바카라 사이트˜Sort & Filter바카라 사이트™ and then select 바카라 사이트˜Filter바카라 사이트™ from the dropdown list.

Step 2: Find header EXITDEST and click on the arrow to the right of the header.

Step 3: Untick 바카라 사이트˜select all바카라 사이트™ and select the code for the first DAT of interest.

Step 4: Select the worksheet by clicking the box in the top left hand corner between 바카라 사이트˜A바카라 사이트™ and 바카라 사이트˜1바카라 사이트™.

Step 5: Right click and then copy and paste the data into a new spreadsheet, selecting 바카라 사이트˜values바카라 사이트™ under paste options.

Step 6: Save this as 바카라 사이트˜Clients transferred from HMP XXXXX to XXXX (DAT) between DDMMYY and DDMMYY바카라 사이트™.

Step 7: Return to the spreadsheet saved as 바카라 사이트˜Clients transferred from HMP XXXX between DDMMYY and DDMMYY바카라 사이트™, untick the previously selected DAT code and select the next DAT code of interest.

Step 8: Repeat this process to produce a spreadsheet for each partnership of interest.

3. Share the information securely

Once you obtain the relevant authorisation to share this information with the community services, you should establish a secure transmission method (such as the Criminal Justice Secure Mail (CJSM) email with additional 7-zip encryption). Using this secure transmission method, you can send the treatment provider the spreadsheet of clients that were transferred to them.

You should be very careful to ensure that each provider is sent the correct spreadsheet to prevent any accidental data breaches.