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Waiting List Validation 

Validation is determining the status of a patient through a clerical review of the available patient information, and then taking the next clerical action.


The next clerical action could be:

  • Discharging the patient - for example, if the consultant has stated in a clinic letter that the patient is to be discharged to the GP, or if the patient has DNA'd twice, meeting the Trusts criteria for an administrative discharge

  • Escalating the patient to the Trusts attention – for example where the patient has been found to be at clinical risk, or if a clock start date readjustment will lead to a 104-week breach

  • Moving the patient to the correct waiting list – for example, applying a clock stop to remove the patient from the RTT PTL and ensuring the patient is now on the Non-RTT (follow-up) waiting list

  • Making a correction so that the pathway is an accurate reflection of the patient journey - for example, amending an RTT code from a 30 (first definitive treatment provided) to a 34 (decision not to treat) if the original code was applied incorrectly

There are many uses for validation, but typically validation programmes of work will fall into the following categories:

  • RTT validation

    • Removing pathways inflating the RTT PTL that should not be included in RTT reporting:

      • Discharges – Where the patient has been discharged but remains on the RTT PTL.

      • Non-RTT - pathways that remain on the RTT PTL after the patient has received first definitive treatment or has been placed on active monitoring.

      • RTT exclusions - active pathways that have yet to be discharged or receive first definitive treatment, but are not subject to RTT reporting e.g., it is a non-consultant-led service.

      • Duplicates – Where multiple instances of the same pathway are present on the PTL.

  • Non-RTT (Follow-Up) validation

    • Removing unnecessary activity from the waiting list where the activity is no longer required. This is typically because the activity has already taken place but the appointment request was not closed down upon. outcoming the appointment, or where there is no longer clinical value in the appointment taking place

    • Escalating patients that are found to be at risk of clinical harm, for example, if a patient has been found to be ‘lost to follow-up’.

    • Identifying patients that are appropriate for being placed on a PIFU (patient-initiated follow-up) pathway.

  • Diagnostic waiting list validation

    • Determining whether the patient has had the diagnostic undertaken, whether the report has been conducted, whether the patient requires subsequent care and which waiting list they should be on (RTT or Non-RTT).

  • Data quality validation

    • Where the Trust is aware of a data quality issue and needs to determine the status of a group of patients, for example, a large volume of referrals that remain open where the Trust needs to confirm the patient journey has been or is being managed appropriately.

  • Migration support validation

    • When a Trust is transferring from one EPR/PAS to another, ensuring that only the appropriate records have been migrated, and performing any post-migration data corrections if any unexpected issues arise resulting from the migration.

  • Cancer waiting list validation

    • Ensuring that the Trusts cancer patients’ journey is being managed appropriately and that the Trust position against the cancer waiting times standards is accurate.

Source Group are leaders in NHS data validation by every metric, including:

  • NHS Trusts Provided with validation support = 82

  • Pathways validated = 3.2 million

  • NHSEI national validation programmes delivered = 3

  • RTT Training = 70 NHS Trusts

  • Validation outcomes data SET = 1.9 million validations

  • Validation audit data set = 100,000 validations audited

  • PAS/EPR Systems = delivered validation projects using 23 EPR/PAS

  • Supporting the NHS with validation since 2009 = 14 years


As such, we are the organisation best placed to support any Trust or Health Board with validation and to provide assurance on the accuracy of their waiting lists.

Assurance that your patients are in the safest hands 

 Guaranteed outcomes within budget and to deadline

 Immediate impact, sustained improvements 

Best Practice Validation Methodology

Source Group conceived and utilises best practice validation methodology

Our Experience

Delivered three national and multiple regional NHSE/I commissioned data quality programmes

First organisation to successfully deliver a live national PTL

Analysed over 200 million pathways spanning 137 Acute Trusts 

Validated over 3 million pathways across 75 Acute Trusts 

Provided RTT training to over 70 NHS Trusts

“I would highly recommend Source Group as a validation provider

and Clear PTL as a validation management tool”  


Tracey Sentance – Head of Operations - United Lincolnshire Hospitals NHS Foundation Trust

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