GP Data Collection Tool
What data is ISD collecting?
Why are we collecting this data?
When are we collecting this data?
Supporting Documentation?
News and Updates
Contact Details
What data is ISD collecting?
All GP practices have a contractual obligation to provide the following data to cover a 12 month period:
- individual staff data - job roles, contract type, hours/session worked, age and gender
- finance data - aggregate information on the income and expense of running a general practice (such as rent, insurance and water), the income of practice staff (including salaried GPs), and the income of GP partners
- workforce data - Aggregate information on absences (sick leave, maternity/paternity leave, parental leave and special leave) and vacancy information for in hours staff employed by the GP Practice
Why are we collecting this data?
The 2018 Scottish General Medical Services Contract, a requirement which is set out in The National Health Service (General Medical Services Contracts) (Scotland) Regulations 2018, is a joint agreement between the Scottish Government and the BMA setting out the need for robust and reliable data about general practice. Understanding the effect of geography, list size, the makeup of the practice population, etc. on the cost of providing primary care services and the actual cost of running a GP practice, whether in an urban or rural setting, is essential to negotiating a contract that meets the needs of GPs and their patients across Scotland.
The workforce information collected will replace part of the National Primary Care Workforce Survey which ISD regularly carries out on behalf of the Scottish Government. This is an important source of information to support workforce planning for primary medical services.
When are we collecting this data?
The data collection exercise was launched in two phases. The first, released in November 2019, relates to the collection of Workforce information. The second, released in December 2019, relates to the collection of income and expenses information. At that time, the online tool was also refreshed so that when practices logged in the option of entering income and expenses information was available. There are no changes on how practices login or access the tool as part of the refresh, and further guidance has been provided with an updated User Guide and Reference Guide.
It has been agreed with the BMA and Scottish Government that Practices must submit the required information by the end of January 2020.
Supporting Documentation
GP Data Collection Tool Reference Guide 
[456KB]
GP Data Collection Tool Staff User Guide [370Kb]
GP Data Collection Tool Staff Members Form 
[19Kb]
GP Data Collection Staff Leaflet [243Kb]
GP Data Collection Data Protection Notice [219Kb]
GP Data Collection Data Protection Impact Assessment (DPIA) [651Kb]
Frequently Asked Questions [149Kb]
News and Updates
Thank you to everyone who has contacted us via the mailbox, we are working our way through the emails and responding to your queries as quickly as we can.
As a reminder there are two mailboxes to support staff during the data collection period:
- NSS.GP_Data_Collection_Tool@nhs.net - use this mailbox for general enquires, questions over workforce data, information governance, timelines
- NSS.gpcontractdatacollection@nhs.net - use this mailbox for questions relating to the income and expenses data
General Guidance
1. Submitting the Return
Only after all the data has been entered for both the Workforce and Finance fields should you select 'Submit Final' button at the top right of the screen. We can only accept ONE submission per practice.
2. Income and Expenses Spreadsheet
If your practice has not yet sent the income and expenses spreadsheet on to your accountants, it is recommended that you make necessary arrangements to send this on to them to complete.
Once you receive your completed spreadsheet back from your accountant, please enter the data from the 'Practice' tab into the data collection tool. The data in the 'Practice' tab is pre-populated from the fields your accountant has entered in the 'Finance' tab. Please do not amend any of the fields in the 'Practice' tab. There is no requirement for you to forward us the spreadsheet after you have completed all the fields in the tool and made your final submission.
3. Logins/New/Current Submission
Please remember to select 'my current submission' if you have already started a submission and returning to it to add more information. DO NOT select 'begin your submission' option as this will create a new blank submission for your practice, and contain none of the data you previously entered.
You can find 'my current submission' from either from the menu on the left hand side of the screen or if you scroll down the landing page you will see a link for you to select and your current submission will open up for you.
If you have a second login for your practice, please remember to ensure that whoever is now working on the submission is selecting 'my current submission'. A number of you are splitting the workforce data entry and the finance data entry.
FAQ
We have updated our FAQ document - please have a look at this. Additional guidance has been provided on a number of questions including:
- GP Sessions - additional guidance
- Special Leave - what should be recorded under this category
- Accounting period to use
- Staff who work in a GP practice but are employed and fully funded by the Health Board, should not be included in the returns
- When working out holiday entitlement for staff, if they work compressed hours, please calculate days holiday based on the total number of hours work not by the pattern of hours worked per day
Contact Details
You can contact the GP Practice Data Collection team by emailing: nss.gp_data_collection_tool@nhs.net or by writing to:
GP Practice Data Collection Team,
NHS National Services Scotland,
Information Services Division,
Gyle Square,
1 South Gyle Crescent,
Edinburgh. EH12 9EB.