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Community Pharmacy Website
Practitioner Services - Suggested Business Times Survey
(13 November 2014)
Over the last few months we have been reviewing how we work in Practitioner Services and how we support both the needs of our customers in balance with increasing the of flexible working arrangements for our staff.
Many of the changes should be invisible to you. However, one change which we want to implement is standardising the normal business hours across all of our services. Currently we operate varying normal business hours across different services, even sometimes for the same customer. We think this is confusing and needs to change.
Resource constraints mean that we cannot significantly extend our normal business hours earlier in the morning, into evenings or weekends. What we can do is try and achieve a better balance between times you would want us to be “open for business” and the resource constraints we have. Therefore I would be grateful if you would complete a very short survey (open until 28th November 2014) designed to capture your preferred choice of normal business hours from three options. Please note that these are the times which we would be officially open for business and if you contacted us outwith these hours we would of course endeavour to respond, but our focus would be on ensuring a good standard of customer service during normal business hours.
Head of Service Delivery
Private Requisition of Controlled Drugs - Pharmacy to Pharmacy Supply
(12 November 2014)
NHS Board Controlled Drug (CD) Accountable Officers and their teams are experiencing some difficulties in monitoring CD transfers between community pharmacies due to the design of the current CDRF(CP) form.
Although not a legal requirement, where one community pharmacy supplies another with CDs, it is good practice for the supplying pharmacy to submit a written CDRF(CP) to Practitioner Services for processing. Information derived from private requisition forms, including the CDRF(CP) is made available to Board CDAOs for monitoring purposes.
Unfortunately, reports on transactions by community pharmacies provide no information on the requesting premises. In addition, the purpose of the request sometimes produces misleading information, e.g. implying that a pharmacy has requested a CD for wholesaling purposes (for onward distribution). This renders much of the data difficult to use meaningfully and has led to unnecessary investigation by Health Boards.
The root cause of the problems encountered would appear to lie in the design of the CDRF(CP) form, which seems to have been based on the format of the Private Prescribers CDRF.
The form has, therefore, been updated to make it more user friendly and Board CDAOs would wish to encourage community pharmacists to use the new standard CDRF(CP) form (updated October 2014).
Further information can be found on the Controlled Drugs section of the Practitioner Services Website.
(29 October 2014)
The Unscheduled Care section of the website has been updated with version 18 of the following information:-
- What's New
- Individual Authorisation form
Please note that they are only producing this in an electronic format.
Updated Form for Public Health Service - Emergency Hormonal Contraceptive
(1 October 2014)
The NHS Circular PCA (P) (2014) 18 advises community pharmacy contractors of an updated form to be used from September 2014 in respect of claims for the provision of Public Health Service – Emergency Hormonal Contraception (EHC).
Contractors claiming monthly PHS EHC payments are required to use this claim form (Annex A) for reimbursement of payment.
Deletions & Changes Made to some of the Online Reports
(18 September 2014)
This information is for all Business Objects Online reporting users. This is to make you aware that there have been deletions and changes made to some of the reports within Online Reporting.
The following three reports have been deleted from Business objects.
- Declared v Actual paid forms and items
- Payment Authorisation Summary
The eSchedule Report has rendered the above two reports as obsolete because the information is now contained within the eSchedule Report (for independent Pharmacy’s) and the Monthly Financial report for corporate and pharmacy groups.
- The Single Prescription Report using serial no.
This report has also been deleted from Business Objects as the serial number is no longer a mandatory field to be captured by PSD and therefore the report is now redundant.
These two reports have been renamed.
|Previous Report||Now called|
|Items paid, values and volumes Report||Items Paid Report|
|New Payment Schedule||eSchedule Report|
Community Pharmacy Bag Deliveries To Bain Square – Missing Labels
(17 September 2014)
We have seen an improvement between July and August 2014 of how many of the prescription claim submissions have Health Board Cipher label attached or some indication of which HB the bag is from. However there is still significant room for improvement. 27.56% of bags had no label vs 44% last month. The figures below are for August Part 2 & whole part deliveries. For the month we receive close to double the numbers below. i.e. about 700 bags to open to identify where they have come from.
To give some idea of what this looks like, see the 3 cages of unlabeled bags waiting to be opened last week at Bain Square. Each bag has to be opened to identify which HB cage the bag should be put in for processing.
Correctly labelled bags should look like the pictures below:
The problem is that when unlabelled bags are opened (to discover what HB they are from) there is often such a mess inside due to the absence of rubber bands to secure the prescriptions that once opened, the bag needs to be processed or set aside as it is likely that the prescription forms would get mixed up with other similarly opened bags.
Bag contents can be a mixed up mess which obviously take much longer to sort out and prepare for scanning.
Whereas what we would prefer to find is shown below.
Practitioner Services need elastic bands round the bundles of forms before they are put in the bag, and Health Board labels on the bags. If the Pharmacy has run out of labels they can get more from CPS. In the interim they can use a black felt tip marker to label the bag with the health board of the Pharmacy. Without these, considerable extra work is generated for Bain Square NHS staff in processing these submissions.
ePharmacy Downtime - Sunday 21 September 2014
(17 September 2014)
On Sunday 21st September 2014, the ePharmacy system will be subject to a period of planned maintenance. The maintenance period will allow addition of storage to support the new eOphthalmic service. The maintenance period is scheduled for between 12:00 and 14:00. Through this time the ePharmacy service will be unavailable but will be limited to approximately 30 mins within the maintenance period.
Updated User Guide for PCR 9.2
(3 September 2014)
This website has been updated with the latest user guide for PCR 9.2.
The key changes in version 9.2 that have been updated in the user guide are:
- Post Code and CHI validation when creating or editing patients
- Smoking Cessation Review Page now has a “Return to home page” link
- Smoking cessation record contact
- “Mouth Spray” and “Oral film strips” added as products
- No validation on contact date (date can be in the past)
- CO reading possible values are now 0-50.
- Smoking cessation confirm quit date and record contact (CHI/date of birth validation)
- Submit 4/12 week smoking cessation data (CHI/date of birth validation)
N3 service moving to SWAN
(28 August 2014)
Your N3 service will be migrating to the new ScottishWideAreaNetwork (SWAN) service. The migration programme will start from August 2014.
During the migration process, can you ensure that your N3 router is left switched on overnight as this is when the migration takes place. This should have no impact on you.
Any issues with your network should be reported as normal to the ePharmacy Helpdesk on 0131 275 6600.
Please note that you may receive a “Are you thinking of leaving BT?” letter (see example), you can just disregard this.
Further information on SWAN can be found here.
Smoking Cessation Service
(22 August 2014)
Since the introduction of the support for Smoking Cessation service through the Pharmacy Care Record (PCR) application on 1st July a number of issues have been identified on submitted quit attempts.
1 - Initial data capture of patient information
The smoking cessation database requires some additional CHI number validation over what PCR currently applies by checking that the date of birth and gender in the CHI number matches that in the patient data and initial data capture. A release of PCR at the end of August will add these further validation checks but in the meantime please take care to check the accuracy of these values
Contractors are also requested to enter the full telephone number for the patient including STD code as part of the initial data capture to support the follow-up process.
2 - Postcodes that do not exist
The Smoking Cessation database validates postcodes against a postcode reference file. Please be as accurate as possible when capturing patient postcodes.
3 -Test patients having entries submitted
The PCR user guide identifies 3 CHI numbers that can be used for test patients (all 5’s, 7’s and 9’s) that are excluded from a number of PCR validation and submission functions including smoking cessation submission. What appear to be test patients have been submitted to the smoking cessation database. Please do not use alternative test CHI numbers in smoking cessation submissions as the smoking cessation database will be used as the basis of HEAT reporting and remuneration calculations.
4 - Submissions with Quit dates before the 1st July 2014.
We have received a number of quit attempts with a quit start of before 1st July. Contractors are reminded that quit attempts started prior to 1st July should be managed to completion through the paper process with request for remuneration submitted on the Annex E form. Quit attempts started from 1st July will be remunerated on patient counts from PCR submissions extracted automatically with no requirement to complete the Annex E form. Detail can be found in the published circular :- http://www.sehd.scot.nhs.uk/pca/PCA2014(P)13.pdf
Contractors are also reminded that, as per the service specification (http://www.sehd.scot.nhs.uk/pca/PCA2014(P)12.pdf ), CHI numbers are required on the CPUS form supporting smoking cessation service for item re-imbursement to be made.
Online Reporting has a new report and an addition to an existing report
(20 August 2014)
We have added additional service flags to the CPUS report and also created a new report regarding Flu Vaccines that can now be viewed within the Online Reporting Portal:
- The CPUS Report - a Service Flag has been added to this report. The report lists your CPUS forms and items and now it includes the service and sub service flag. Below is an example of the new service flags:
|Service Flag||Sub Service Flag|
Hints & Tips: To review a particular service or sub service you could save the report to excel and filter on the service or sub service flag.i.e. The gluten free service, Emergency Hormonal Contraception, Smoking Cessation.
- A NEW Report has been added to online reporting – its is the “Flu vaccines on GP10a forms”. This report details all the flu items passed for payment.
Hints & Tips: Use this report to check that payment has been processed as expected for your flu vaccines.
Health advice for students from NHS Inform
(20 August 2014)
If your pharmacy is based near a college or university, you'll no doubt be preparing for an influx of new students over the next couple of months. NHS inform is reminding students starting university and college this year to prepare ahead. For many, this is the first time living away from home and, particularly for overseas students, it can be hard knowing where to go for health care.
NHS inform have a dedicated Freshers' Health section to which you can signpost your customers.
This year, we are promoting two key messages:
- To register with local services – we can offer advice on how to find local GPs, Dentists and Opticians. Students can search by postcode on the website for the closest practice.
- If feeling unwell, the Know Who To Turn To website explains where you should go for medical advice and information in Scotland, depending on the circumstances.
If your pharmacy uses Facebook and Twitter, you could get involved when we send out messages via these social media channels. NHS inform provides a wealth of advice on health issues relevant to young people and information about Scottish services such as Smokeline, Breathing Space, Sexual Health Scotland, Take Life On and Drink Smarter and talking about what they should have in their First Aid kit.
Please join in if you can!
Safe Summer in Scotland - NHS Inform
(31 July 2014)
With the start of the school summer break the team at NHS inform have been busy creating content for the NHS inform website which will help to advise people about having a safe and healthy holiday, whether at home or abroad.
The dedicated 'Safe Summer in Scotland' section provides a range of information and advice which includes:
Staying safe in the sun
- avoid the sun between 11am and 3pm
- if you have to go out stay in the shade
- if outdoors, protect your skin - use sunscreen (of at least Factor 15)
- wear a hat, sunglasses and light coloured loose fitting clothes (preferably cotton)
The Fit For Travel site provides information for people travelling abroad and has general advice on a range of health and travel related topics including:
- safe preparation of food
The resource also links to a host of external resources information such as the Age UK booklet on Staying Cool in a heat wave, Health Protection Scotland's what do I need to know about ticks and tick borne diseases? And the Know and Respond Scotland service.
NHS 24 Medical Director Professor George Crooks said: "It is always a good idea to be prepared whether on holiday at home or abroad and the wide range of information available at www.nhsinform.co.uk can help you do just that. Whether it is finding out what vaccinations to have before travelling, what to do when an upset tummy strikes or how to deal with insect bites, the information is readily available.
“If you take regular medication, make sure you have enough to last for your whole trip. Remember to order and pick up your repeat prescription in plenty of time before your departure to prevent any last minute delays or unnecessary panic.
“It is essential to always wear sunscreen when out in the sun, even in the UK. I would urge everyone to use a high factor sunscreen to protect themselves against the sun’s harmful rays. And if you are planning any picnics or barbecues in the coming weeks, it is important to keep food refrigerated until you leave home and use a cool box or bag to transport fresh food, particularly if you are taking meats or dairy products.
"By taking these simple steps, you can help minimise or even prevent minor health problems from ruining your holiday."
All these handy hints and tips can be found in the 'Safe Summer in Scotland' section and will be available until the end of August.
The Importance of correctly completing CPUS Prescription Forms
(2 July 2014)
Following the changes to the Smoking Cessation Service, Practitioner and Counter Fraud Services have noted a significant number of CPUS forms where the GPHC number, GP reference number and especially the CHI number, have not been added or completed in their entirety. The Pharmaceutical Services Specification - Provision of a Smoking Cessation Support Service at Appendix A - NRT Service Procedure section details: “Complete a CPUS form for each supply of NRT made. Ensure that the patient’s CHI number is recorded on the form for payment”. To help prevent any data discrepancies, can you please ensure all fields are entered in their entirety.
GP Reference Numbers
- Smoking Cessation & Emergency Hormonal Contraception
Please continue to enter GP code 99996 in the GP Ref Number box for prescriptions written for the above Public Health Services.
- Gluten Free & Urgent Supply (Unscheduled Care)
Prescriptions for Gluten Free & Urgent Supply require the GP prescriber code, so that the budget for these can be allocated back to the GP Practice. You can access a list of GP prescriber codes in the Unscheduled Care section of the Community Pharmacy Website.
Online reporting - Access to the dashboard
(8 July 2014)
The dashboard is now available for all independent and corporate users.
The dashboard was introduced in two phases. The initial phase, implemented at the end of January 2014, gave access to the online reporting Standard Report users. This was mostly independent pharmacy users or corporate users that have online reporting access for one store and not access to the whole corporate group. The final phase delivered a dashboard suitable for the corporate and pharmacy group online reporting users.
PCR version 9 is now available
(26 June 2014)
New features include:
- Smoking cessation support tool assessments (Smoking cessation support tool reports)
- Find CHI (on National CHI Database)
Smoking cessation support tool assessments
Accessible from the support tools tab, this function provides pharmacists with the ability to record details about a patient who wants to stop smoking. Information recorded in PCR aligns with the Smoking Cessation Minimum Dataset and is submitted to the national smoking cessation database at specific intervals during the quit attempt.
Please read section 8 of the PCR User Guide for version 9 for details of creating and maintaining smoking cessation support tool assessments.
From the “patient details” page (only when adding a new patient), the “Find CHI” function can be used to search the National CHI database if the CHI is not known. This function is primarily intended to support the creation of patient records for smoking cessation support tool assessments.
Please read section 3.5.2 of the PCR User Guide for version 9 for details of the Find CHI function.
Welcome to the new NHS Tayside section of the Community Pharmacy Website
(11 June 2014)
NHS Tayside have been working very closely with Practitioner Services to redesign their section of the Community Pharmacy website, which was launched today.
We hope that you find the site user-friendly and that it contains relevant information to assist you in your day to day work.
We welcome comments/feedback and suggestions to improve the page. For example, if you think there is anything missing which would be helpful to you and your colleagues, please let us know. You can feed your comments /suggestions into Tina Robertson or Marion Manzie.
Breast Screening Information for Healthcare Professionals
(4 June 2014)
NHS Health Scotland have published three new breast screening briefing sheets containing the latest information to support health professionals when discussing and answering questions that women may have regarding the Scottish Breast Screening Programme.
- Breast Cancer in Scotland: Up to date statistics on breast cancer incidence, mortality, prevalence, survival and discussion of the epidemiological risk factors relating to breast cancer.
- Breast Cancer Screening in Scotland: An overview of the Scottish Breast Screening Programme.
- Informing Women about the Benefits and Risks of Breast Screening: Discussion of the findings of the Independent Marmot Breast Screening Review.
These professional briefing sheets complement the patient information leaflet which is sent to all women along with their breast screening appointment letter. Women are encouraged to visit the NHS Inform Screening Zone for further information to support them to make an informed choice about breast screening.
NHS Health Scotland have produced these briefing documents with the support of a specialist advisory group with representation from National Services Division, Scottish Government, Screening Board Coordinators and the Scottish Breast Screening Service.
If you have a specific query about the screening programme, please contact the Service Manager of your local Breast Screening Centre.
If you would like to provide NHS Health Scotland with feedback on these materials, please visit www.healthscotland.com/contact/feedback.aspx
The Scottish Government will also be promoting breast screening as part of the Detect Cancer Early programme from the end of May. This will be a targeted social marketing campaign rolling out across the 6 screening regions and will focus on where uptake is currently poorest and information about the programme is most needed. A full suite of campaign collateral will be available including a short demystifying film of Elaine C Smith having a mammogram at a breast screening unit. Anything you can do locally to support the campaign, such as showing the video on screens within your practice, will enhance the effectiveness of the campaign. Further details can be found at www.getcheckedearly.org.
New Payment Schedule - Version 2.8
(29 May 2014)
We have updated the new payment schedule information pages located within the Online Reporting section of the website.
A 'change log' has been added to this section. To be aware of any changes made to the e-schedule, please check this section on a monthly basis.
NHS 24 Online BSL Interpreting Service
Do you have Deaf customers in your pharmacy?
Did you know that Deaf people generally have poorer health and a higher incidence of mental health problems? This is directly linked to communication with health care professionals. Communication barriers can be removed by the provision of support such as British Sign Language (BSL) interpreters.
British Sign Language (BSL) users can now access NHS 24 using the NHS 24 online BSL interpreter. As part of this service, NHS 24 provides free online BSL interpreting for appointments in Scottish health boards.
If you have a Deaf patient whose preferred language is BSL, you can use the online interpreter to communicate. The interpreter should be able to see the deaf person and hear you and relay the information between you.
If you would like to use this service in your pharmacy, you need a computer with a webcam and sufficient broadband connection to support a video call. If the internet connection is not fast enough, the video can be blurred, lose sound or freeze and interpretation is not possible.
You can use any type of computer or tablet, PC or Mac.
For more information or help setting up the service in your pharmacy, please email Elizabeth.Lenagan@nhs24.scot.nhs.uk
Your Health, Your Rights
(28 March 2014)
NHS inform have published information about health rights online in the Your Health, Your Rights zone.
You might find this useful to provide information for customers on issues covered in The Charter of Patient Rights and Responsibilities. Topics covered include,
- Access: your rights when using NHS health services in Scotland
- Hospital waiting times: how quickly you should receive hospital care
- Communication and participation: the right to be informed, and involved in decisions, about health care and services
- Confidentiality: how the NHS protects your personal health information
- Respect: the right to be treated with dignity and respect
- Safety: the right to safe and effective care
- Feedback and complaints: how to have a say about your care and have any concerns dealt with.
Please signpost your customers to our information if they are unsure about their rights. We can help with questions such as how to see your health records, health care for overseas visitors, information for carers on caring and consent, information for young people on consent and confidentiality.
This information is also available through the NHS inform help line: 0800 22 44 88, which is open 8am-10pm, seven days a week or www.nhsinform.co.uk/Rights
Updated to Endorsing Guide - V1.5
(6 March 2014)
An updated Electronic Endorsing guide is available here. This guide is produced by PSD, in conjunction with CPS, to allow contractors to understand and maximise their use of electronic endorsing.
The following sections of the Endorsing Guide have been updated in the latest Endorsing Guide V1.5 :-
- Sections 184.108.40.206 and 220.127.116.11 have been updated to clarify Part 7U requirements.
- Appendix 4 has been updated to reflect PSD's Whole pack/Special Containers pricing rules.
Dashboard for Online Reporting
(30 January 2014)
Practitioner Services have implemented a dashboard to help you get the maximum benefit when using online reporting. This enhancement will introduce a quicker way for you to determine and locate which report to use in order to find the information that you are looking for.
The dashboard is available in the first instance to those users that have access to the “Standard folder” for online reports; this is generally independent pharmacies or possibly corporates that have access to the one store and not online access to the whole corporate group.
To use the dashboard, login to Business Objects and access your online reporting account in the usual way and follow these instructions.
Are you ready for the new Gluten-Free Food Service?
(29 January 2014)
Circular PCA(P)(2013)29 announces the introduction of the new Gluten Free Food (GFF) Additional Pharmaceutical Service on a trial basis. It details a timetable, includes Directions and the service specification and details remuneration arrangements under the Drug Tariff.
From February 2014, both adult and paediatric patients with a confirmed diagnosis of either Coeliac Disease or Dermatitis Herpetiformis will be able to benefit from a community-pharmacy based Gluten-Free Food (GFF) Service. This is a National initiative introduced by Scottish Government.
NHS inform have produced a series of information pages for patients and health professionals
- Am I eligible for the new Scottish Gluten-free Food Service?
- Gluten Free Diet
- Dermatitis herpetiformis
- Coeliac disease
NES Pharmacy have produced a support pack to help pharmacy teams with the delivery of the Gluten Free Food service.
Smokeline Marketing Campaign 2014
27th January and 12th March 2014
(24 January 2014)
NHS 24 is running a Smokeline marketing campaign over the next six weeks. The main focus of the campaign is digital, supported by radio advertisements, pharmacy posters and local events.
Smokeline is Scotland's national stop smoking helpline. Smoking cessation advisers can offer advice during or prior to quitting, behavioural support, information on using NRT and send out quit packs.
Pharmacies are now a key service for smoking cessation and we see a real opportunity for Smokeline to work in conjunction with pharmacists to support clients throughout their quit attempt.
Have you thought about promoting Smokeline to your clients when they come in for their NRT? You could encourage clients to use smokeline to chat through cravings and as an extra source of support throughout the week in between visits to the pharmacy. We hope that Smokeline can be a really useful resource to reinforce the pharmacy service, and ultimately, to help quitters succeed.
Smokeline is open every day from 8am-10pm
- Phone free on 0800 84 84 84
- Web chat through the Can Stop Smoking website www.canstopsmoking.com
- Text CALL to 83434 for a Smokeline adviser to call you back
Recall of Jext adrenaline pen 150micrograms and 300micrograms
(12 December 2013)
Further to the recent MHRA Class 2 medicines recall for specific batches of Jext® 300 micrograms and Jext® 150 micrograms, which will have been dispensed after 8th May 2013, it is hoped that you will find the following additional information useful:
- ALK-Abello has advised that the attached GP, Pharmacy and patient letters will be sent to the relevant healthcare professionals for their information/use.
- The patient letter clearly details the affected batch numbers and actions to be taken by patients and /or their carers.
- As a result of this recall, the MHRA are advising that patients with pens from the affected batches of Jext® make an appointment with their GP or clinic to obtain an alternative device and receive any necessary training. The only alternative device is EpiPen®
- Arrangements have been made to import some units of EpiPen® from the USA. As detailed in the MHRA advice, the US pens have been re-packaged with a UK carton and patient information leaflet. The attached patient group letter from MEDA, the current UK license holders for EpiPen®, highlights the difference in the labelling of the USA and UK products. Patients who receive an imported product will also receive a letter to explain the differences. MEDA has advised the expiry date of these imported pens is expected to be March 2015.
- As per the MHRA advice, patients with a Jext® device from the affected batches ONLY should have an EpiPen® prescribed, with training provided if required.
- Jext recall 2013 GP letter
- Jext recall 2013 Pharmacist letter
- Jext recall 2013 Patient advice
- Jext recall 2013 EpiPen Patient Letter
Changes to Contractor Payment Information
(21 November 2013)
Following internal discussions and with Community Pharmacy Scotland, Practitioner Services has revised the timing of ceasing paper schedules to contractors originally planned for October dispensing, paid December.
It is now our intention to cease producing and sending paper schedules to contractors for December dispensing, paid February therefore the last calendar month contractors will receive a paper schedule is January 2014.
Pharmacy Care Record (PCR) version 8.0 is now available
(07 November 2013)
PCR Version 8.0 has now been released and includes new features that support:
- Warfarin high risk medicine care risk assessment
- Gluten-free support tool assessment
PCR version 8.0 also includes:
- Link to PCR after successful authentication
- Date picker control on all date fields
- Updated report: complex dispensing patient =”yes” (Sub-types now shown in report view)
Chronic Medication Service Claims
(28 October 2013)
Practitioner Services is continuing to see an increased amount of Chronic Medication Service (CMS) claims coming through with instalment dispensing endorsements applied. Please remember – Instalment dispensing endorsements are NOT VALID for CMS claims therefore they should not be applied. If a GP indicated instalment dispensing on a CMS serial prescription, then you should contact the GP practice and inform them this is not allowable under CMS.
Top 5 Prescription Submission Tips
- Securely band prescriptions before placing in transit bags or boxes;
- Remember to add your Health Board or contractor number to the transit bag or box;
- Band separately all non standard forms e.g. Stock Orders, Forms with invoices/PC70s;
- Remember to include your GP34 Declaration form, only record the forms you are submitting;
- Please don't use staples - to attach supporting documentation, paper clips are the preferred option.