Exploring the Shared Care Plans Dashboard
The Shared Care Plans dashboard turns the information captured in Shared Care Plans into useful clinical and operational insight.
In just a few clicks, you can see:
- where care plans are being created
- which organisations are using Shared Care Plans most
- which types of forms are being completed
- the status of care plans
- patterns and differences between organisations
Getting started
1. Log in
Go to the Shared Care Plans dashboard https://www.core.blackpear.com/apps/pip/
Enter your username (email address) and password.
Tip: If you have forgotten your Password, click the Forgotten Your Password link on the bottom of the page. This should open a Password Reset page. Simply enter your Email Address. Should you have any issues please do not hesitate to contact support on Support@Blackpear.com
2. Choose your role
Select the role that best describes how you will use the dashboard. Your role helps you view the dashboard from the perspective most relevant to your work.
For example:
- Data Analyst
- Clinical Practitioner
Tip: Data analyst data does not contain Personal Identifiable Data (PID) and will be used for this tutorial
3. Open Shared Care Plans
Select Shared Care Plans.
You will see three interactive doughnut charts:
Organisation | Type | Status
These provide an at-a-glance view of the Shared Care Plans data across your ICB.
Tip: Don't just look at the charts—interact with them. Hover, click and explore. The dashboard allows you to move from a high-level overview to the detail behind the numbers.
About the example figures: The counts used to illustrate the Type and Status charts below come from a live export of 411 shared care forms (test-environment data).
1. Organisation
The Organisation doughnut shows the GP practices where their registered patients have a Shared Care Plan.
Each segment represents an organisation, with the size of the segment reflecting the number of forms associated with that organisation.
Explore the data
Hover over a segment
Hover your mouse over any segment to see the number of forms for that organisation.
Look beneath the doughnut
The organisations are listed underneath the chart, starting with the organisation with the highest number of forms and descending to the lowest.
This gives you a quick way to identify organisations with higher or lower levels of activity.
Click a segment
Click an organisation's segment to filter the dashboard. The selected organisation is displayed together with the corresponding Type and Status information.
This allows you to move from:
Which organisation? → What forms? → What status?
What could this tell you?
The Organisation view can help you identify:
- organisations with high levels of Shared Care Plan activity
- organisations with relatively low activity
- differences in adoption between practices
- where further investigation, support or engagement might be useful
Clinical insight: A high or low number of forms does not, on its own, indicate good or poor practice. Consider the size of the organisation, patient population and clinical context before drawing conclusions.
2. Type
The Type doughnut shows the different kinds of form being completed.
Each segment represents a form type, with the size of the segment reflecting the number of forms of that type. This is where you see what clinical purposes Shared Care Plans are being used for across your ICB.
Explore the data
Hover over a segment
Hover your mouse over any segment to see the number of forms of that type.
Look beneath the doughnut
The form types are listed underneath the chart, from the most common down to the least. Use “+ Show More” to reveal the full list. In this export the most common form types are:
| Form type | Forms |
| First contact form for Community Mental Health Services | 88 |
| Electronic Palliative Care Co-ordination System Record for SIDeR | 64 |
| DIALOG for CMHS dataset | 60 |
| MHS Update form for CMHS Dataset | 39 |
| SIDeR non palliative care special note | 38 |
| SIDeR Advance Care Plan | 32 |
| SIDeR Comprehensive Assessment Plan | 26 |
| Somerset Treatment Escalation Plan and Resuscitation Decision | 24 |
| All other form types | 40 |
| Grand total | 411 |
Click a segment
Click a form type's segment to filter the dashboard to that type, so you can see which organisations use it and what status those forms are in.
What could this tell you?
The Type view can help you identify:
- which clinical uses dominate (here, community mental health and palliative care forms)
- which form types are used rarely
- how the mix of form types differs between organisations
- a form type common in one practice but absent in another — a useful prompt for a conversation
Clinical insight: As with organisations, counts describe activity, not quality. Different practices serve different populations, so a different mix of form types is often expected rather than a concern.
3. Status
The Status doughnut shows where each form is in its lifecycle. In this dataset the statuses are Shared, Closed, Submitted and Draft.
Each segment represents a status, with the size of the segment reflecting the number of forms in that state. It gives you a quick sense of how much work is complete and how much is in progress.
Explore the data
Hover over a segment
Hover your mouse over any segment to see the number of forms in that status.
Look beneath the doughnut
The statuses are listed underneath the chart. Across this export the status mix is:
| Status | Forms | Share |
| Shared | 165 | 40% |
| Closed | 139 | 34% |
| Submitted | 61 | 15% |
| Draft | 46 | 11% |
| Total | 411 | 100% |
Click a segment
Click a status segment to filter the dashboard — for example, click Draft to see which organisations and which form types have unfinished forms.
What could this tell you?
The Status view can help you identify:
- how much information is actively shared versus sitting in draft
- whether a particular practice has an unusually large backlog of Draft forms (combine with the Organisation filter)
- a rising Draft count over time, which can indicate a workflow or training issue worth following up
Clinical insight: A form's status reflects workflow, not clinical quality. Some drafts are legitimately in progress; the value is in spotting patterns, not individual records.
Going deeper on the dashboard
“Focus on…” themed views
Below the three charts, the More… section has a “Focus on…” selector. Choosing a theme reveals extra breakdowns drawn from within the forms. Selecting End of Life, for example, adds doughnuts for Preferred Place of Care, Preferred Place of Death, Actual Place of Death, Advance Care Plan, ADRT status, CPR status and Lasting Power of Attorney (Health, and Property & Financial Affairs).
Tip: Use the “Download as image” button to capture the charts — including a themed view — as a picture to drop straight into a report or slide.
Age and Sex of Person
Further down the page, the “Age and Sex of Person” table breaks the current selection down by age band and sex. It respects any filters you have applied, so you can, for example, focus on End of Life and see the age/sex profile of just those patients. The “Show Details” button reveals the underlying records (subject to your role and permissions).
Exporting and using your data in Excel
The charts are ideal for at-a-glance insight, but sometimes you need the numbers themselves — to build your own tables, track change over time, combine the figures with other information, or share them with colleagues who don't use the dashboard. The Shared Care Forms view can be exported as a CSV file and opened in Microsoft Excel.
Companion workbook: A worked Excel workbook — “Shared_Care_Forms_Analysis.xlsx” — accompanies this guide. It contains the 411-form export plus ready-made tabs for By Organisation, By Type, By Status, Organisation × Status, Age & Sex and Trend, each with a chart, all driven by formulas that update if you paste in a fresh export.
Handling patient data: The records in this test environment are fictional test patients. In live use, however, a Clinical Practitioner export contains real Personal Identifiable Data (PID) — patient Name, Date of Birth, NHS Number and Postcode Sector — so treat any live export as confidential clinical data: store it in an approved location, share it only with those entitled to see it, and delete it when no longer needed. If you only need counts and trends, export using the Data Analyst role, which contains no PID.
1. Export the data
Set the dashboard to show exactly the data you want — anything you export reflects the filters currently applied on screen.
- Apply any filters you need. Use Add New Filter, or click a segment of the Organisation, Type or Status doughnut. Leave everything unfiltered to export the whole ICB.
- Click Download as CSV (top right of the page).
- Save the file to a secure, approved location with a clear, dated name — for example sharedCareForms-2026-08-19.csv. The naming should be handled automatically and the download should also include a JSON file with metadata about the file
Tip: The dashboard always shows live data, and the “Last updated” line tells you how current it is. Click Refresh, then export — the dated CSV becomes your record of what the figures looked like on that day.
2. Open the file in Excel
Double-click the CSV to open it, or — for the cleanest result, so NHS numbers, codes and dates are read correctly — import it:
- Open a blank workbook, then go to Data → From Text/CSV.
- Select the exported .csv file and click Import.
- Check the preview, then click Load.
Turn the data into a table: click any cell and press Ctrl + T. Tables make sorting, filtering and PivotTables much easier.
Tip: NHS Number and Organisation Code can lose leading digits if Excel treats them as numbers. Importing via Data → From Text/CSV lets you set those columns to “Text” so they stay intact.
3. Understand the columns
The export contains one row per shared care form. A Clinical Practitioner export has 20 columns:
| Column | What it means |
| Name | Patient name. (PID) |
| Date Of Birth | Patient date of birth. (PID) |
| Sex | Patient sex. |
| NHS Number | Patient NHS number. (PID) |
| Core Pseudonym | A non-identifying reference used to link records without exposing identity. |
| Form | The type of care form — matches the Type doughnut. |
| Status | Shared, Closed, Submitted or Draft — matches the Status doughnut. |
| Organisation | The GP practice where the patient is registered — matches the Organisation doughnut. |
| Organisation Code | The national ODS code for that practice. |
| Postcode Sector | The first part of the patient's postcode. (PID) |
| Created | When the form was first created. |
| Author / role / organisation / code | Who created the form, their role and organisation. |
| Last Updated | When the form was most recently changed. |
| Updated by / role / organisation / code | Who last changed the form, their role and organisation. |
4. Worked example: from export to insight
These steps use the export of 411 forms. Follow along with your own file — the method is identical. The companion workbook already contains all of these built out.
An example of the data and how this could look can be found Here
4a. Count forms by organisation (PivotTable)
- Click any cell in your table, then choose Insert → PivotTable → OK.
- Drag Organisation into Rows.
- Drag Form into Values; ensure it reads Count.
- Sort the count column Largest to Smallest.
You get an immediate ranking of activity by practice — the top practice alone holds 248 of 411 forms (60%).
4b. Break each organisation down by status
Drag Status into the Columns area of the same PivotTable to cross-tabulate every practice against Shared, Closed, Submitted and Draft — ideal for spotting a large Draft backlog in one practice. (See the Org × Status tab of the companion workbook.)
4c. Turn it into a chart
- Click anywhere in the PivotTable.
- Choose PivotTable Analyse → PivotChart.
- Pick Clustered Column (or Stacked to show the status mix within each practice).
The chart refreshes whenever you update the data via Data → Refresh All, so the same workbook serves next month's export.
4d. Quick filtering (no PivotTable needed)
Use the filter arrows on the table header to slice the raw list — for example filter Form to Electronic Palliative Care Co-ordination System Record for SIDeR and Status to Shared for a working list of active EPaCCS records.
5. Ideas for using the exported data
- Track adoption over time — keep a dated export each month and chart the total number of forms to show growth or plateau across the ICB (see the Trend tab).
- Board and assurance reporting — drop a PivotChart into a slide or report to show activity by practice, form type or status.
- Target engagement — identify practices with low activity that might benefit from support or training.
- Spot backlogs — watch the Draft count by practice to find forms that were started but not shared.
- Understand your case mix — see which form types are most and least used, and how that varies between practices.
- Analyse authorship — use the Author role and Author organisation columns to see which roles and organisations create and update forms.
- Compare fairly — bring in practice list sizes to express activity as forms per 1,000 registered patients rather than raw counts.
Clinical insight: As with the dashboard charts, the numbers describe activity, not quality. A high or low count is a starting point for a conversation — always consider organisation size, patient population and clinical context before drawing conclusions.
Appendix — Data Analyst export columns (provisional)
Provisional: This appendix assumes the Data Analyst export is the Clinical Practitioner export with the four Personal Identifiable Data (PID) columns removed. It has not yet been checked against an actual Data Analyst export, so confirm the exact columns before relying on it.
The Data Analyst role is designed to contain no PID. On that basis, the expected columns are:
| Column | In Data Analyst export? | Note |
| Name | Removed | PID — patient identifier. |
| Date Of Birth | Obfuscated | PID. Date of birth is present but obfuscated so that age & sex calculations remain the same, but exact date of birth is not present. |
| Sex | Kept | Non-identifying. |
| NHS Number | Removed | PID — patient identifier. |
| Core Pseudonym | Kept | Links records without exposing identity. |
| Form | Kept | Matches the Type doughnut. |
| Status | Kept | Matches the Status doughnut. |
| Organisation | Kept | Matches the Organisation doughnut. |
| Organisation Code | Kept | National ODS code. |
| Postcode Sector | Removed | PID — partial location. |
| Created | Kept | Form creation date/time. |
| Author / role / organisation / code | Kept | Who created the form. |
| Last Updated | Kept | Most recent change. |
| Updated by / role / organisation / code | Kept | Who last changed the form. |
Open question: because the Age and Sex table still appears for Data Analysts, the export may include an Age or Age Band column in place of Date of Birth. This will be confirmed once a Data Analyst export is available.
Impact on the worked examples: The By Organisation, By Type, By Status, Org × Status and Trend analyses all work identically on a Data Analyst export, since they rely only on non-PID columns. Only patient-level detail (Name, DOB, NHS Number, Postcode) is unavailable.
Need help? Contact the support team at support@blackpear.com.
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