15 May 2008

Policy on publication of the "Find a Clinic" directory

Dear Colleague

I would like to take this opportunity to update you on the outcome of the May 2008 Authority meeting and decisions taken relating to the process for publishing data in the "Find a Clinic" directory. The Authority examined the issues surrounding the publication of the "Find a Clinic" directory. The decision was to provide clear guidance on the route to publication that balances the importance to patients of the data supplied by centres while taking account of the burden of work.

The Authority agreed the following in relation to publication of "Find a Clinic":

1. the publication of "mixed" data sets;

2. use of directions to enforce compliance;

3. a set deadline for publication of Find a Clinic data; and

4. incorporation of the policy into the Code of Practice.

What does this mean?

1. "Mixed" data sets will be published.  At the publication date centres that have cleared their verification reports, will have their confirmed data published. Where a centre has not cleared its verification reports this information will also be published as "unconfirmed data" with an additional column for the patient age range "age unknown". This will contain the data that the centre has not allocated to the patient age bands during the confirmation process.  Confirmed and unconfirmed data will be clearly identified on the "Find a Clinic" directory

2. Centres are responsible for clearing verification and error reports. However failure to do so prior to the publication deadline will not be used as a reason for withholding the data supplied by the centres for publication. Directions will shortly be issued specifying to centres the data confirmation process and reports they must clear and by when. Failure to do so will be brought to the attention of the appropriate licence committee. 

3. The publication date will be a set deadline upon which results will be published for all centres. Any amendments to data or confirmation of data made after the publication date will be actioned only at quarterly intervals, and not at any other time. This will remove any perceived advantage to delayed publication. 

4. The process for publication of the "Find a Clinic" directory will be reflected in the next version of the Code of Practice.

As I am sure you are aware, the HFEA is currently compiling the data you supplied to us regarding early pregnancy data at your centre for the 2007 calendar year. The deadline for centres to have their information published as "confirmed" on the "Find a Clinic" website will be 20th June 2008. 

This is to allow the HFEA time to consolidate the data prior to publication on 1st July 2008.  Centres that have not completed the confirmation process by 20th June 2008, will have their data published on the "Find a Clinic" directory as "unconfirmed". This information will be published alongside the 2005 live birth data in a similar style to the 2007 early pregnancy half year data. The next opportunity for changing this status to confirmed data will be on 1st October 2008. 

In addition we shall be including IUI and GIFT clinics and services in the "Find a Clinic" directory. This will include any results received by the HFEA for the period 5/07/07 to 31/12/07.

The Authority policy emphasises the importance of the information provided by centres. It will now be backed up by directions. Failure to comply will be dealt with by the appropriate licence committee and will not be a reason for non publication. 

As we move through this process the team and I would welcome your feedback on ways to improve the process and the data published. If you have any queries regarding the process for the 2007 early pregnancy data please contact your assigned QA representative.

Yours sincerely

Richard Cullen

Director of Information Management