Wheelchairs Data Collection
Indicators
Version 1.3
Contents 1
UNIFY
Line
Number
Line Descriptor
Question
1(a) The total number of patients currently registered with the service – split by
adults and children?
1(b) The total number of open episodes of care (RTT) – split by adults and children?
2(a) The number of new patients referred to the service within the reporting period
– split by adults and children?
2(b) The number of patients re-referred to the service within the reporting period –
split by adults and children?
3(a) The number of patients (split by adults and children) whose episode of care was
closed in the reporting period where equipment was delivered in 18 weeks or less?
3(b) The number of patients (split by adults and children) whose episode of care was
closed in the reporting period where equipment was delivered in 19 weeks or
more?
3(c) The number of patients whose episode of care was closed over the reporting
period where equipment was not prescribed?
4(a) The number of patient referrals (split by adults and children) whose prescription
decision was made in the reporting period and is assessed as
LOW NEED?
4(b) The number of patient referrals (split by adults and children) whose
prescription decision was made in the reporting period and is assessed as MEDIUM
NEED?
4(c) The number of patient referrals (split by adults and children) whose prescription
decision was made in the reporting period and is assessed as
HIGH NEED?
4(d) The number of patient referrals (split by adults and children) whose
prescription decision was made in the reporting period and is assessed as
SPECIALIST NEED?
4(e) The number of patient referrals (split by adults and children) whose prescription
decision was made in the reporting period where no equipment was provided as
they were assessed as none required?
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Contents 2
UNIFY
Line
Number
Line Descriptor
5(a) Following prescription decision, the number of service users (split by adult and
children) which is assessed as LOW NEED for which equipment was handed over to
the patient in the reporting period?
5(b) Following prescription decision, the number of service users (split by adult and
children) which is assessed as MEDIUM NEED for which equipment was handed
over to the patient in the reporting period?
5(c) Following prescription decision, the number of service users (split by adult and
children) which is assessed as HIGH NEED for which equipment was handed over
to the patient in the reporting period?
5(d) Following prescription decision, the number of service users (split by adult and
children) which is assessed as SPECIALIST NEED for which equipment was handed
over to the patient in the reporting period?
6. The current amount spent on wheelchair services annually by the clinical
commissioning group?
7.The number of patient complaints received by the wheelchair service or CCG
In the reporting period?
8. The number of patient compliments received by the wheelchair service or CCG
in the reporting period?
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Question
Number
Version Control
Version
V0.1
V0.2
V1.0
V1.1
V1.2
V.1.3
Date issued
8th January 2015
14th January 2015
18th January 2015
3rd February 2015
6th February 2015
6 February 2015
Changes made
Original Guidance
Updated Guidance
Updated Guidance
Updated Guidance
Updated Guidance
Branding and proof reading
3
Introduction
The National Data Collection is part of the National Wheelchair Commissioning Project.
The questions have been consulted on widely through wheelchair users, service providers
(both individually and through the National Wheelchair Managers Forum), clinicians, NHS
England staff and others.
The data will be collected on a quarterly basis as outlined below:
National Wheelchair data collection dates
Period start
Period end
Data uploaded on
Tuesday 1 April 2015
Tuesday 1 July 2015
Wednesday 1 October 2015
Thursday 1 January 2016
Monday 30 June 2015
Tuesday 30 September 2015
Wednesday 31 December 2015
Thursday 31 March 2016
Monday 14 July 2015
Monday 13 October 2015
Monday 11 January 2016
Monday 11 April 2016
Data will be collected from the relevant wheelchair service provider by the associated
Clinical Commissioning Group (CCG), and then uploaded to the UNIFY system.
Collection Information
Level: Wheelchair Service Provider.
Basis: Clinical Commissioning Groups collect from Wheelchair Service Providers.
The reporting period: This is the three months of each quarter as indicated in the table
above.
Returns: Actual - All data will be submitted centrally via the UNIFY2 system
4
National Wheelchair Data Collection
Q1
(a) The total number of patients currently registered with the service – split by adults and
children?
Definitions
Currently registered – Patients active with the service either through the long term loan
of a piece of equipment or through an open episode of care.
Child – A patient is considered to be a child up to their 18th Birthday.
Adult – A patient is considered to be an adult from the date of their 18th Birthday
onwards.
(b) The total number of open episodes of care (RTT) – split by adults and children?
Definitions
Open Episode of Care – Patient pathway not complete to equipment delivery/received
by Patient, awaiting assessment, equipment, accessories or modification.
Child – A patient is considered to be a child up to their 18th Birthday.
Adult – A patient is considered to be an adult from the date of their 18th Birthday
onwards.
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National Wheelchair Data Collection
Q2
(a) The number of new patients referred to the service within the reporting period – split
by adults and children?
Definitions
New – New patients to the service.
Not a current active service user – If the patient has previously been registered with the
service but is ‘Inactive’ and all equipment has been returned this is a new referral .If
equipment is still on loan then this is a re-referral)
Child – A patient is considered to be a child up to their 18th birthday
Adult – A patient is considered to be an adult from the date of their 18th birthday
onwards
The reporting period – This is the three months of each quarter as indicated on page 4.
(b) The number of patients re-referred to the service within the reporting period – split by
adults and children?
Definitions
Re-referred =A patient already registered with the service requesting a new episode of
care - this includes requests that may result in advice, minor reviews, assessments, visits
or further equipment)
Child – A patient is considered to be a child up to their 18th birthday
Adult – A patient is considered to be an adult from the date of their 18th birthday
onwards
The reporting period – This is the three months of each quarter as indicated on page 4.
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National Wheelchair Data Collection
Q3
The number of patients (split by adults and children) whose episode of care was closed in
the reporting period where equipment was delivered In:
(A) 18 weeks or less?
(B) 19 weeks plus?
(C) No equipment prescribed?
Definitions
Closed Episode of Care – Patient pathway is complete, i.e. equipment, assessment,
accessories or modification received by patient)
Child – A patient is considered to be a child up to their 18th Birthday.
Adult – A patient is considered to be an adult from the date of their 18th Birthday
onwards.
The reporting period – This is the three months of each quarter as indicated on page 4.
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National Wheelchair Data Collection
Q4
The number of patient referrals (split by adults and children) whose prescription decision
was made in the reporting period and is assessed as
(A) Low Need
(B) Medium Need
(C) High Need
(D) Specialist Need
(E) no equipment provided – patient is assessed as none required
within the following timescales:
 1 to 2 weeks (0-14 days inclusive)
 3 to 4 weeks (15-28 days inclusive)
 5 to 6 weeks (29-42 days inclusive)
 7 to 8 weeks (43-56 days inclusive)
 9 weeks+
(56 days+ inclusive)
Definitions
Prescription
– The
of the
clinic
made byNeed,
a wheelchair
Please
refer todecision
annex one
foroutcome
definitions
of (a)
Lowassessment
Need, (b) Medium
(c) High Need,
service
assessor
(dSpecialist Need.
Referral
Date
– The
the referral
is received
at is
the
local
wheelchair
The
starting
point
forDate
this element
of the
collection
the
‘Referral
Date’ service
to the date the
th
Child
–
A
patient
is
considered
to
be
a
child
up
to
their
18
Birthday.
‘Prescription Decision’ was made.
Adult – A patient is considered to be an adult from the date of their 18th Birthday
onwards.
The reporting period – This is the three months of each quarter as indicated on page 4.
Referral
Triage &
scheduling
Assessment
Prescription
Handover
Review
Clock starts with date referral received into service. Clock ends on date ALL prescribed equipment handed
over to patient.
Question 4
Process starts with date
referral received into service.
Process ends on date the
assessment and/or clinical
decision is completed, or
prescription decided.
Question 5
Process starts on date the
prescription is decided.
Process ends on date (last)
equipment is handed over to
patient.
Figure 1: Top Line: A simplified wheelchair Service Pathway
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National Wheelchair Data Collection
Q5
Following prescription decision, the number of service users (split by adult and children)
which is assessed as
(A)
Low Need
(B)
Medium Need
(C)
High Need
(D)
Specialist Need
for which equipment was handed over to the patient in the reporting period within the
following timescales :
 1 to 2 weeks
(0-14 days inclusive)
 3 to 4 weeks
(15-28 days inclusive)
 5 to 6 weeks
(29-42 days inclusive)
 7 to 8 weeks
(43-56 days inclusive)
 9 weeks plus
(56 days+ inclusive)
Definition
Handed over = Where all equipment identified in the ‘prescription decision’ is delivered
to the wheelchair user or where existing equipment is modified/adjusted to meet the
‘prescription decision’
The reporting period – This is the three months of each quarter as indicated on page 4.
Guidance notes
Please refer to annex one for definitions of (a) Low Need, (b) Medium Need, (c) High
Need, (d) Specialist Need.
The starting point for this element of the collection is the date of prescription decision not
the date of referral.
Referral
Triage &
scheduling
Assessment
Prescription
Handover
Review
RTT Pathway Referral to treatment
Clock starts with date referral received into service Clock ends on date ALL prescribed equipment handed
over to patient.
Question 4
Process starts with date
referral received into service.
Process ends on date the
assessment and/or clinical
decision is completed, or
prescription decided.
Question 5
Process starts on date the
prescription is decided.
Process ends on date (last)
equipment is handed over
to patient.
Figure 1: Top Line: A simplified wheelchair Service Pathway
9
National Wheelchair Data Collection
Q6
What is the current expenditure on wheelchair services annually by the Clinical
Commissioning Group?
Definition
Current expenditure – This is the financial value (£0,000,000 in whole pounds), for annual
Clinical Commissioner Group spending on the Wheelchair Service Provider.
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National Wheelchair Data Collection
Q7
The number of official patient complaints received by the Wheelchair Service Provider or
the Clinical Commissioning Group in the reporting period?
Definition
Complaint – A statement that something is unsatisfactory or unacceptable (Oxford
English Dictionary)
The expression of dissatisfaction or grievance usually arising from a core reason
The reporting period – This is the three months of each quarter as indicated on page 4.
Guidance notes
The complaint following the NHS procedure can be to either the organisation that
provided the healthcare (the Wheelchair Service Provider) or the organisation which
commissioned the service (the Clinical Commissioning Group)
Complaints may be made in writing or by email but all evidence must be auditable and
have arisen through official sources.
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National Wheelchair Data Collection
Q8
The number of official patient compliments received by the Wheelchair Service Provider
or the Clinical Commissioning Group in the reporting period?
Definition
Compliment – A written statement of praise, admiration or congratulation.
The expression usually arising from a core reason
The reporting period – This is the three months of each quarter as indicated on page 4.
Guidance notes
The compliment following the NHS procedure can be to either the organisation that
provided the healthcare (the Wheelchair Service Provider) or the organisation which
commissioned the service (the Clinical Commissioning Group)
Compliments may be made in writing or by email but all evidence must be auditable and
have arisen through official sources.
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Annex A
National wheelchair data collection definitions
Low
Need
Medium
Need
High
Need
Occasional users of wheelchair with relatively simple needs that can be readily met
Do not have postural or special seating needs
Physical condition is stable, or not expected to change significantly
Assessment does not typically require specialist staff (generally self-assessment or
telephone triage supported by health/social care professional or technician)
Limited (or no) requirement for continued follow up/review
Equipment Requirements – Basic, non-modular wheelchair (self or attendantpropelled)/standard cushion/up to 1x accessory/up to 1x modification
Daily users of wheelchair, or use for significant periods most days
Have some postural or seating needs
Physical condition may be expected to change (e.g. weight gain / loss; some
degenerative conditions)
Comprehensive, holistic assessment by skilled assessor required
Regular follow up / review
Equipment requirements – Configurable, lightweight or modular wheelchair (selfor attendant propelled) / low to medium pressure relieving cushions / basic
buggies / up to 2x accessories / up to 2x modifications
Permanent users who are fully dependent on their wheelchair for all mobility
needs
Complex postural or seating requirements (e.g. for high levels of physical
deformity)
Physical condition may be expected to change / degenerate over time
Very active users, requiring ultra-lightweight equipment to maintain high level of
independence
Initial assessment for all children
Comprehensive, holistic assessment by skilled assessor required
Specialist
Need
Regular follow up/review with frequent adjustment required/expected
Equipment requirements – Complex manual or powered equipment, , fixed frame
chairs, high pressure relieving cushions, specialist buggies, up to 3x accessories /
up to 3x modifications / needs are met by customised equipment.
Highly complex postural or seating requirements (e.g. for high levels of physical
deformity)
Physical condition may be expected to change / degenerate over time
Permanent users who are fully dependent on their wheelchair for all mobility
needs
Comprehensive, holistic assessment by skilled assessor required
Regular follow up / review with frequent adjustment required / expected
Equipment requirements –
o Highly complex powered equipment with specialist controllers
o Tilt in space chairs
o Seating systems on different chassis
o Complex manual wheelchairs with integrated seating systems
o 4 or more accessories/4 or more modifications/highly complex
modifications that needs are met by bespoke
equipment/specialist controls/devices that require Integration
with other assistive technology drivers
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