National Opt-Out Processes
Background
We are required to check our data sharing against the national opt-out database. You are not allowed to hold the opt-out status against the record but can maintain a cache of the results for a fixed period but must regularly update it.
There is currently one way this can be checked which is using a MESH mailbox https://digital.nhs.uk/services/national-data-opt-out/compliance-with-the-national-data-opt-out/check-for-national-data-opt-outs-service. In the longer term there will be a an HL7 FHIR API that can be queried https://developer.nhs.uk/apis/optout/overview_ndop.html.
All UKRR databases will need to check the opt out status of any records pulled out to ensure we are meeting the patients preferences. This means we need a process to manage the regular checking and maintenance of opt out status with in the cache limits specified by NHS England or we need to submit each extract data identifiers and verify if all identifiers are eligible for this extract.
Process
We now have a MESH mailbox (MESHUI https://portal.spineservices.nhs.uk/meshui/) which allows us to access the National Opt-Out checking. Currently all members of the systems Team can submit opt out files.
The requirements for using this is to create a .dat file of NHS numbers each on a new line with a comma and LF (NOT CRLF) at the end of each row. This is an example file using dummy NHS numbers taken from NHS Digital website.
example.dat
9000543664,
9000956406,
9000617017,
9000429321,
9000962382,
...The file needs use a a unique name and NHS Digital recommend your mailbox ID, the date the file is produced, and a 4-digit sequence number to show what order that file has been produced in that month, each separated by hyphens.
For example, our organisation with MESH mailbox ID 8HQ50OT001 (Renal Association Id) , that has produced a file on 3 June 2020 and which was the first file produced that month, would use the file name 8HQ50OT001-030620-0001.dat
New message parameters
The mail box is accessed via https://portal.spineservices.nhs.uk/meshui/
Parameter | Value |
|---|---|
Select Message Type | SPINE NDOP External Upholding - (SPINE_NTT_UPHOLDING) |
To | X26HC065 - NHS Digital POS Mailbox |
Attach a document | Attach the .dat file as described above |
Click submit to send the message the response will be received in the next 40 minutes. If the mail message setup is incorrect (such as not filling in subject and message fields ) then no response will be received.
If the file contains incorrect NHS numbers you will receive a file containing a single line:
The file contains one or more invalid NHS Numbers.
The fie seems to accept CHI numbers but they must have leading zeros all numbers must be the correct length.
If successful you receive back a file to download named the same as the message with a .dat extension. The format is the same as the sent file only now it only contains NHS numbers for people who haven't opted out.
OPT OUT File Locations
The file sent should be put in Q:\National OptOut\submitted
The returned file should be put in Q:\National OptOut\returned
A log of file name and its purpose is held in Q:\National OptOut\Submitted Data.txt
References
Check for National Data Opt-outs Service - NHS Digital
National data opt-out checker app - NHS Digital this is an app that can be used to provide a quick check of opt out status. It relies on having a data warehouse of none opt out identifiers.
MESH Mailbox Request Message Exchange for Social Care and Health: mailbox request form - NHS Digital