Appendix 2

Inform ODS when change is considered - at least 5 months before legal change.

Changing organisation activities

Inform ODS of potential change – action NHS England System Assurance and Regulation Team (SART) or authorising body.

Prepare legal documents (if statutory body).

Read ODS toolkit and reconfiguration checklist – action by affected organisations.

Carry out impact assessment, identifying systems, services and platforms that use ODS codes. 

Decide new structure of new organisation, which ODS codes retained or dissolved - action by affected organisations.

ODS activities

Send toolkit and reconfiguration checklist to organisations.

Engage changing organisations to give guidance and signpost.

NHS England Provider Transformation team engagement or authorising body for change.

4 to 12 weeks before new legal date.

Change organisation activities (refer to toolkit and reconfiguration checklist)

Inform ODS of new sites.

Inform ODS of site code closures.

Inform ODS of organisational relationships. 

Register new organisation contacts (OC1s).

Add or remove Registration Authority Parent.

Register Caldicott Guardian, Senior Information Risk Owner and Information Asset Owner. 

Test systems and reports with reserved and new ODS codes.

Sets up system and service activity (for example, NHS.net Connect accounts transferring from the predecessor organisation code).

Communicate changes to system suppliers and consumers.

ODS activities

Create and publish new ODS codes.

Communications – Add change details to ODS newsletter and website. 

NHS England Provider Transformation team engagement or authorising body for change. 

Liaise with Care Quality Commission (CQC) regarding social care provider codes required.

Liaise with Care Identity Service (CIS) to ensure the name change is reflected accurately on the Spine. 

Liaise with NHS Prescription Services regarding ODS setting up new ePACT codes for FP10/prescription pads for new sites (where applicable) which have transferred - also any prescribing cost centre codes that need to be transferred.

4 weeks to day of new legal date.

Changing organisation activities

Inform stakeholders. 

Prepare for operational closures (Part 2).

ODS activities

Change organisation name(s).

Communications – Add change details to ODS newsletter and website. 

Predecessor codes legally closed and new authoritative codes legally open and effective.