Implementation Guide for NHS ICBs

A comprehensive guide for commissioners and clinical teams looking to implement the Digital Health Passport across their Integrated Care Board area.

Implementation Overview

Timeline: 12-16 weeks from approval to go-live Investment Level: Varies by population size and scope Support Model: Dedicated implementation team with ongoing clinical and technical support

Phase 1: Planning & Governance (Weeks 1-4)

1.1 Data Protection Impact Assessment (DPIA)

Complete DPIA with our pre-prepared templates
Review data flows and storage
Approve information sharing agreements
Sign data processing agreements

TMA Support: DPIA template, IG expert consultation

1.2 Clinical Safety Sign-Off

Review Clinical Safety Case Report
DCB0129 and DCB0160 compliance
Hazard logs and risk management
Clinical Safety Officer approval

TMA Support: Full clinical safety documentation provided

1.3 Procurement & Contracting

Available Routes:

G-Cloud Framework (Crown Commercial Service)
SCAL (Secure Cloud Adoption List) status
Direct award for innovation projects
SBRI follow-on procurement

Contract Terms:

Flexible pricing models (per-user or population-based)
SLA guarantees (99.9% uptime)
Data sovereignty (UK-hosted)
Exit strategy and data portability

1.4 Stakeholder Engagement

Key Stakeholders to Engage:

ICB Clinical Directors
Primary Care Networks (PCNs)
GP practice managers
Respiratory nurses
Pharmacy teams
Patient participation groups
Schools (if targeting children)
CCG quality leads

TMA Support: Stakeholder engagement toolkit, presentation materials

Phase 2: Technical Integration (Weeks 3-8)

Obtain NHS Login credentials
Configure scopes and permissions
Set up repeat prescription access
Test authentication flow

TMA Support: Technical integration guide, test accounts

2.2 GP System Integration

Supported Systems:

EMIS Web ✅
SystmOne ✅
Vision (in progress)

Integration Points:

Read codes for condition registers
Medication history
Appointment data
Clinical observations (peak flow, etc.)

Timeline: 2-4 weeks per practice system

2.3 Single Sign-On (SSO)

Configure for staff access to dashboards
Set up user roles and permissions
Test with pilot users

Phase 3: Clinical Setup (Weeks 5-10)

3.1 Pathway Design

Work with clinical leads to configure:

Local asthma action plan templates
Medication formulary alignment
Escalation pathways
Quality improvement metrics

3.2 Nurse Training Programme

Training Modules:

Platform overview (30 minutes)
Creating digital action plans (45 minutes)
Patient onboarding (30 minutes)
Monitoring and follow-up (30 minutes)

Delivery: Virtual or in-person, recorded for ongoing access

Certification: TMA training certificates for CPD

TMA Support: Dedicated training team, practice visits if needed

3.3 Practice Readiness

Identify champion practices for early adoption
Set up practice workflows
Configure repeat prescription routing
Test end-to-end patient journey

Phase 4: Communications & Recruitment (Weeks 6-12)

4.1 Internal Communications

TMA Provides:

Staff briefing materials
Practice newsletter content
Intranet assets
FAQ documents

4.2 Patient-Facing Communications

NHS-Branded Materials:

Waiting room posters
Prescription bag inserts
SMS templates
Social media assets

Digital Channels:

ICB website content
GP practice websites
Patient portals
NHS App integration (future)

We have evidence of successful recruitment through:

TikTok: Targeted at young people
Instagram: Visual storytelling
Facebook: Parent groups

TMA Support: Social media content calendar, creative assets, paid media guidance

4.4 School Engagement (if applicable)

School nurse liaison
Parent information sessions
Teacher briefings
Care plan sharing workflows

Phase 5: Go-Live & Support (Weeks 12-16)

5.1 Soft Launch

Start with 1-2 champion practices
Monitor for issues
Gather rapid feedback
Iterate based on learning

5.2 Phased Rollout

Expand to early adopter practices
Stagger by geography or condition
Maintain support capacity
Monitor key metrics

5.3 Ongoing Support Model

For Patients:

In-app help center
Email support (response within 24 hours)
Phone support (during business hours)
Community forum

For Practices:

Dedicated account manager
Clinical liaison nurse
Technical support desk
Quarterly review meetings

Phase 6: Monitoring & Evaluation (Ongoing)

6.1 Dashboard Access

Real-Time Metrics:

User registrations and activation
Engagement rates (daily/weekly active users)
Clinical outcomes (A&E visits, medication adherence)
Patient satisfaction scores

Reports:

Monthly summary reports
Quarterly board reports
Annual evaluation

6.2 Quality Improvement

Regular data review meetings
Feedback loops with practices
Continuous platform improvements
Local customization requests

Success Factors

What Makes Implementation Successful?

Executive Sponsorship: Senior clinical and management buy-in
Clinical Champions: Enthusiastic GPs or nurses who advocate
Clear Pathways: Well-defined referral and onboarding processes
Adequate Resources: Time for training and patient recruitment
Communication: Regular updates to all stakeholders
Patience: Adoption takes time, expect 6-12 months to reach steady state

Common Pitfalls to Avoid

Insufficient stakeholder engagement upfront
Rushing through DPIA and clinical safety
Inadequate practice training
Poor patient communication
Lack of ongoing monitoring

Case Studies

Learn from others who have successfully implemented:

Pricing & Investment

Contact our team for detailed pricing based on:

Population size
Scope of deployment (conditions covered)
Level of integration required
Support package selected

Request a Quote

Next Steps

Initial Discussion: 30-minute call with our team
Demo: Full platform demonstration for stakeholders
Business Case Support: We'll help build your internal case
Implementation Kick-Off: Once approved, we begin Phase 1

Schedule a Call | Download Implementation Checklist (PDF)

Implementation Guide for ICBs