Frequently Asked Questions

AGPN and NPS have received numerous enquires about the PDGPD project. Responses to the most frequently asked questions will be posted below.

Please follow the links for responses:

Why are the Canning tool and MD2 and MD3 the only software supported during the PDGPD project?
Will there be payments to GPs?
What skills will the project facilitators need?
Can you describe the project governance?
Does our Division need to purchase the Canning tool to participate in the project?
How long is the full term of the project?
Will the PDGPD count as an audit activity?
Regarding the Control-Wait arm - is it simply a case of these practices delaying their involvement by 6 months? Do they miss out on anything that the intervention practices receive?
Feedback of GP reports - I believe that this report is generated at a practice level. Is all the data downloaded into an easily interpreted format, e.g. graphs etc? For other reports (Divisional, National), is the data presented in such a way that is easily interpreted or is the Project Facilitator required to generate and format this information for GPs?
At what point in the project do the Project Facilitators initially go out to practices to assist with small group discussions and how often are they required to visit for small group discussions thereafter?
Can you help with more information about practice recruitment?
How can we keep up to date with what is going on?
What do we have to do between now and attending training in September?
Is there a minimum number of GPs required to participate from a practice?
Can we use our own flyer to assist us in recruiting practices?
During the project, how many meetings need to be held with the practice?
How long will the clinical meetings be?
What do we have to do in terms of practice registration?
What Excel worksheet are you talking about?
Does it matter when we send it in? Can we leave it until the 30th?
We have filled in the details for 6 of the 9 practices. Do we send these 6 to you now or wait until we have all 9 practices?
In a previous email you asked us to book the introduction and data management meeting for October. What happens at these meetings?
Will the CPD points for completing a clinical audit activity fall in the 2008-2010 triennium?
Will the clinical audit activity count towards this QUP/PIP year?
How do I keep in touch?

Why are the Canning tool and MD2 and MD3 the only software supported during the PDGPD project?
The Prescribing Data in General Practice Demonstration Project is deliberately limited in scope. It is not intended to be a routine AGPN or NPS program. Rather, it is a demonstration of a "proof of concept". The project aims to demonstrate the feasibility of using data extraction tools to influence quality prescribing in general practice. The feasibility of the concept will be comprehensive evaluated during the project.

NPS and AGPN, in consultation with the project Steering Committee, made a deliberate decision to limit the scope of the demonstration project. Before doing so, we undertook a survey of the practice programs and extraction tools that are currently being used across Australia. When the survey was conducted early in 2008, MD2 and MD3, and Canning proved to be the combination of software that would guarantee a sufficiently large pool of potential Divisions that could be recruited to the project. Vendor capacity considerations in early 2008 also influenced the selection of software for the project. Importantly, the PDGPD is only the first step in development of quality prescribing indicators. Once the PDGPD project is complete, NPS will incorporate the lessons learned into other practice management and data extraction software systems.
Will there be payments to GPs?
The $6000 per practice payments are to Divisions. There is no provision for direct funding for GPs or practices in this project. Please note that $500 of this payment may be utilized by the Division as a payment to general practice for data cleaning. This would, however, be up to the Division's policy position and via local practice negotiation. Further, there are financial and non-financial incentives for GPs to participate. These are listed on page 4 of the Information for GPs and Practices Information sheet found here:
http://agpn.com.au/client_images/266123.pdf
What skills will the project facilitators need?
Divisions will need to ensure appropriately skilled staff are trained and deployed to the project. Project facilitators will need skills in small group facilitation and in data management as well as good general IT skills with a willingness to learn new skills. Experience in data extraction and project management would be an advantage .Training will be provided to staff in Divisions selected for participation via the EOI process. The training and support will cover use of the Canning data extraction tool. All travel and accommodation costs for training will be funded by the PDGPD project.
Can you describe the project governance?
The peak governance group for the project is the PDGPD Steering Committee. This committee is chaired by Dr. Guan Yeo, Chair of Northside Division in Sydney. Other committee members include GPs and Division CEOs. NPS and AGPN staff also participate in Steering Committee meetings. In addition to the Steering Committee, several subcommittees have provided advice during the development phase of the project. These included a Project Implementation Group, a Project Governance Group, a Study Guidance Group and a Clinical Reference Group.
Does our Division need to purchase the Canning tool to participate in the project?
No, your Division will not need to purchase the Canning tool. NPS will fund the Canning tool for participating Divisions for the project term. The publicly available version of the Canning tool will also contain the NPS indicators. Everyone across Australia will have access to the same Canning tool.
How long is the full term of the project?
The full term of the PDGPD is from August 2009 to late 2011. Divisions will receive up to $6000 per group practice for the full term of the project. However, continuation of the project beyond 30 June 2010 is subject to ongoing funding. If funding were to cease in June 2010, Divisions would have completed the bulk of the work, and received 70% of the payment by that time.
Will the PDGPD count as an audit activity?
Yes. Each topic for the PDGPD project will count as a clinical audit for QPI PIP for participating GPs. Each GP will need to attend two facilitated small group sessions and submit a feedback and evaluation form to complete the clinical audit for recognition for QPI PIP, as well as for the RACGP QA&CPD program as 40 category 1 points. For practices starting in August - September this year, the first topic would count as a clinical audit for this QPI PIP year, with the other topic counting for the following year. For those practices starting six months later in the delayed intervention arm, the first topic completion would not be until the following QPI PIP year.
Regarding the Control-Wait arm - is it simply a case of these practices delaying their involvement by 6 months? Do they miss out on anything that the intervention practices receive?

All practices randomised to the control arm will receive the QI activity including the installation of the Canning tool six months after those practices in the intervention arms receive it. Control practices will be eligible for the same incentives and benefits and incentives as those randomised to the intervention arms.
Feedback of GP reports - I believe that this report is generated at a practice level. Is all the data downloaded into an easily interpreted format, e.g. graphs etc? For other reports (Divisional, National), is the data presented in such a way that is easily interpreted or is the Project Facilitator required to generate and format this information for GPs?
The GP feedback reports will be available to practices via a secure website. The data will be viewable as aggregated practice data, aggregated Divisional data and aggregated national data for each indicator. In addition to graphs, the data is displayed in a table format for each indicator. The output from the website has been designed to be printed for GPs in practices. The printed indicator results will be interpreted in small group face to face discussions involving the Project Facilitator and participating GPs within the practice.

Importantly, no information identifying patients, GPs or the practice will leave the practice. No identifying information will appear on graphs. Practices will be identified through an anonymous identifier only.
At what point in the project do the Project Facilitators initially go out to practices to assist with small group discussions and how often are they required to visit for small group discussions thereafter?
Project facilitators will be required to facilitate data quality processes as well as small group discussions, and evaluations. Initial introduction to practices and data cleaning is scheduled for the first three months of the project. Small group discussions will follow the data cleaning processes. For each of the two clinical topics, CHF and HT, facilitators will visit the participating practice two times. (i.e. 4 visits for the two clinical topics only). This visit information is laid out in detail on page 3 of the PDGPD project EOI Information sheet for general practices and GPs document on the AGPN website.

See http://agpn.com.au/client_images/266123.pdf

We are currently developing a timeline of activities that we hope to distribute over the next week.
Can you help with more information about practice recruitment?
We’ve received a number of requests for more information to help with recruiting practices. The attached document ‘Practice recruitment information final’ has been provided for this purpose.
How can we keep up to date with what is going on?
In the lead up to the September training days, we are setting up a weekly facilitator teleconference to provide you with an opportunity to discuss project-related questions. The teleconference is scheduled for each Thursday commencing next Thursday 27 August at 11am-12pm Sydney time. These sessions are optional. If you wish to join in, please (free) call 1800 333 703, mention to the operator that you would like to join the NPS Prescribing Data teleconference chaired by Michelle Koo, and they will connect and introduce you to the group.
What do we have to do between now and attending training in September?

Confirm your training attendance (if you haven't already done so), and arrange your flights and accomodation. Let us know if you have any special dietary needs.
Recruit the agreed number of practices - if you are really struggling to reach your agreed numbers, please contact us as soon as possible.
Comple the recruitment sheet (Excel spreadsheet) with practice and GP details and return to us by 30 September 2009.
Book appointments for your introduction and data meeting for October - bearing in mind practices need advance notice of appointments and you will be ready to go once you are trained.
Where possible, get participating practices and GPs to read the information sheet and sign the consent form - if it is not feasible to meet with them face to face prior to your introduction and data meeting, it is OK for them to sign it just prior to the first meeting. In the meantime, you may wish to email/fax the ethics-approved information to them.
Is there a minimum number of GPs required to participate from a practice?

The PDGPD Project has been designed as a suite of quality improvement strategies at a practice level. In order to be able to demonstrate any improvements in short term patient outcomes and for the success of the quality improvement activity for each practice, it is recommended that at least a majority of the GPs in a practice should participate.

When recruiting practices, the more GPs in the practice that are enrolled in the project the more likely it will be that any difference in outcomes identified in the evaluation of the project will be statistically significant.
Can we use our own flyer to assist us in recruiting practices?

Yes you can. Note that regardless of whether you use a flyer, you MUST use the information sheet approved by the RACGP Ethics Committee.

Also any flyer you develop must meet the following criteria:
- the flyer must be submitted to NPS and AGPN for approval prior to distribution
- include the title of the project, which is "Prescribing Data in General Practice Demonstration Project"
- if an abbreviation is used, it is PDGPD Project (after it has already been spelled out in the leaflet)
- both the AGPN and NPS logos must be included (in alphabetical order, ie AGPN then NPS)
- the flyer must state that the project is being conducted by the National Prescribing Service in collaboration with the Australian General Practice Network, the project is a quality improvement activity, the project includes a major evaluation for which ethics approval has been obtained from the RACGP Ethics Committee
- practices must have Medical Director 2 or Medical Director 3 to participate.
During the project, how many meetings need to be held with the practice?

For each topic, there will need to be at least one introduction and data meeting, and two clinical meetings. So at least three meetings, two of which are clinical meetings. However, you may find it necessary to split the introductory meeting from the data meeting (some of you have been wondering where the total of four meetings came from). And in some cases, additional clinical meetings may be required. So, it really depends on the practice needs ultimately.
How long will the clinical meetings be?

We anticipate that these meetings will take approximately an hour.
What do we have to do in terms of practice registration?

Collect the required information from the participating practices. Type in the details into the Excel worksheet: note that it is one Excel worksheet per practice (see the tabs at the bottom of the Excel file) and you will need to complete a worksheet for every recruited practice. Email the Excel file to dataprescribing@nps.org.au as soon as possible, but not later that 30 September 2009.

You will receive a copy of the email returned to practices. Do not attempt to log in as the practice as you will be prompted to change their password. Your email will contain information about randomisation for the practice.
What Excel worksheet are you talking about?

The Excel worksheet (called the PDGPDP Practice registration form) was sent to you on 17 July 2009 and resent on 11 September 2009.
Does it matter when we send it? Can we leave it until the 30th?

Yes, it does matter. Once our internal registration system 'goes live' (expected to be 17 September) we will start to process the information that you send in. So, the sooner we get the information, the sooner the information can be queued for processing. Once this information is processed by NPS, practices will then receive their PDGPD Practice ID and password which they will need to start the project. So, where at all possible, do NOT wait until 30 September.
We have filled in the details of 6 of the 9 practices. Do we send these 6 to you now or wait until we have all 9 practices?

If possible, we would prefer to receive all the information in one go. However, we realise this may not always be feasible. In that case, yes, please send us what you have now (as long as it is not one at a time!) and send the rest later.
In previous email you asked us to book the introduction and data management meeting for October. What happens at these meetings?

See below for brief information on each meeting (more information will be provided during training). The introduction and data management meeting can be run together. It is important, however, that the data extraction tool is already installed and a baseline extraction performed BEFORE the data management meeting. Make sure you leave enought time to run the data extractions.

Introduction meeting
Suggested duration : 30 minutes
What's covered: Project Facilitator and the lead GP explain the overall purpose of the project and inform relevant practice staff of their involvement. The meeting covers the various components and stages of the project with the corresponding timeframes.
Who needs to be there? As as many participating GPs as possible to attend this meeting because they will be largely responsible for the accuracy of theown data and the practice data, and they will also need to attend the peer group meetings and review patients' management.

Data management meeting
Suggested duration : 30 minutes
What's covered: Practice staff participating in the project are trained in how to use the data extraction tool, how to clean practice data and interpret results.
Who needs to be there? All practice staff involved in data cleaning and/or using the tool need to be there. Also, encourage as many participating GPs as possible to attend this meeting because they will largely be responsible for the accuracy of their own data and the practice data.
Will the CPD points for completing a clinical audit activity fall in the 2008-2010 triennium?

Yes, they should. Based on the plan, all GPs will complete a clinical audit cycle for at least one, if not two, clinical topics before the end of 2010. (GPs in the wait control group should still be able to complete at least one cycle.) A complete cycle involves attending the initial clinical meeting, reviewing patients, attending the follow-up clinical meeting, and submitting an evaluation feedback form.
Will the clinical audit activity count towards this QPI/PIP year?

Depends. the QPI/PIP year goes from 1 May to 30 April. The conclusion and reporting data (to NPS) of a clinical activity determines the year in which the QPI/PIP activity qualifies. Bearing in mind the components of a complete cycle (see above question), as long as the cycle is completed and reported to NPS by the Project Facilitator before the end of the current QPI/PIP year (30 April 2010), it will count towards the current QPI/PIP year. Practices in group 1 and 2 (starting with a clinical topic) should be able to complete one clinical topic in time for it to count in the current QPI/PIP year. Practices in the wait control group will definitely not be able to, and may have to undertake other activities to ensure they qualify for this year's QPI/PIP. The Practice Toolkit will provide further information on this.
How do I keep in touch?

There will be monthly teleconferences for facilitators based on the information provided to NPS at the training events. For October these will be held on 8 October (4-5pm Sydney time) and 14 October (10-11am Sydney time). You should already know to which group you have been allocated. The teleconference company will telephone you on the number already provided to NPS. From November these will be held on the 1st Thursday of every month (4-5pm) and 2nd Wednesday of every month (at 10-11am Sydney time). Facilitators will be expected to submit their written report prior to the teleconference and give a short verbal report at the teleconference. It is expected that at least one facilitator from each network will attend the teleconference.