What data does NCEPOD request from Local Reporters and how should it be submitted?

Identification of sample cases
For all studies NCEPOD will request that the Local Reporter identifies a group of cases to be included. These cases will either be identified from the hospital information systems or through prospective collection with the aid of study contacts. Either way the data must be submitted on a password protected Excel spreadsheet. Unless specifically requested, patient name, address and telephone number should never be supplied, as they are not relevant to our work. These should be returned to NCEPOD through the ncepod@nhs.net email address.

Please do not put the password in the same email or into a follow-up email. Please telephone us on 0207 251 9060 and leave the password with any staff member who answers.

We also suggest that you use a random password, not, for example, ‘NCEPOD’ or your hospital name or the study name.

Dissemination of questionnaires
We ask Local Reporters to pass on the blank questionnaire(s) supplied by NCEPOD to the clinician caring for the patient in the case that was selected. In some instances the questionnaire may be sent directly to the clinician by NCEPOD but we have found that if the Local Reporter oversees the dissemination of questionnaires then a better response is achieved.

Returning case notes
For each case selected we will ask for extracts of the case notes to be returned to us. The preferred method for this is for you to scan them and send as a PDF, password protected, to ncepod@nhs.net. Please then phone us on 0207 251 9060 to inform us they have been sent and to provide us with the password.

If this is not possible then please photocopy the notes and send securely by post in the plastic envelope(s) provided or securely packaged to our freepost address:

Freepost licence number is RTBS - XCXG - RGLA
Abbey House
Ground Floor
74-76 St John Street

We recommend that all case notes are sent via recorded delivery. To use Royal Mail recorded delivery, you need to add £1.10 onto the freepost envelope.