Community Pharmacy

Frequently Asked Questions

eMAS Pharmacies Introductory Letter (LT001)

Q1 - Why do I have to sign the Declaration?
The Declaration is important:
It is the only way the Programme can be sure that the password has arrived with the right person. In theory it will be possible for someone with access to your details, password and security certificate to send messages to the ePharmacy service as though they were from your pharmacy. The declaration allows us to ensure you have received the password and by agreeing not to disclose it we can be sure that all messages from your pharmacy are genuine. In essence, treat the password as you would a PIN number for your bank cards.
The Declaration is also our assurance that you understand how ePharmacy Services should be used.
Q2 – What happens if I don’t sign the Declaration?
If the Programme does not receive your declaration sheet within 10 days of the letter we will block any messages arriving with your pharmacy identifier or using the security certificate we have provided for you. This enables us to block early any fraudulent messages not sent by your pharmacy – this is for your own protection. As we will not process any messages until we receive your signed Declaration you will not be able to make electronic patient registrations and payment claims, this may delay your payments.
Q3 – What is meant by “limit access”?
In the same way that you keep your bank card PIN secret you must treat this password the same, it is acceptable for you to pass this on to a trusted member of your staff who will be available when your PMR system is upgraded to enable ePharmacy services. Please ensure though that nobody outside of your pharmacy has access to this password, that includes your PMR system supplier. If your supplier needs the password they will ask you to enter it into your system.
Q4 – Who should I authorise to know this password?
A trusted member of your staff that will work with the PMR implementation engineer or helpdesk as the system is upgraded for ePharmacy services.
Q5 – How do I know if my PMR system is authorised?
PMR suppliers have been working with the Programme for many months to add the eMAS application to their products. The eMAS application allows you to generate your patient registrations and payment claims. When a supplier believes the product is ready for use a series of eMAS ‘Fitness for Purpose’ tests are carried out.
Authorised systems are PMRs that have successfully passed the eMAS FfP tests. Note that this authorisation applies to specific versions of each product.
The following suppliers have PMRs that are authorised for eMAS: Cegedim Rx Ltd.; AAH Pharmaceuticals and Enigma Health
Most other PMR suppliers will soon have authorised products as well.
A full list of authorised product versions is available on the Community Pharmacy ePharmacy website: http://www.communitypharmacy.scot.nhs.uk
Q6 - What is an “Authorised ePharmacy point-of-contact”?
An ePharmacy point-of-contact (or ‘EPOC’) is a system that connects directly to the NHSScotland network and sends messages to the ePharmacy infrastructure (the infrastructure is just a series of computers linked together to perform the various functions needed for ePharmacy). An EPOC can send messages for more than one organisation. In most cases, PMR systems send their messages themselves and are therefore the point-of-contact for the organisation that operates them. Note that a ‘system’ can actually comprise more than one physical computer and hence an EPOC can also have more than one computer sending messages.
An Authorised point-of-contact is one that has been declared to the Programme and for which an EPOC reference
Q7 – What is an “EPOC”?
See above.
Q8 – What happens if this is not my contractor code or the password sheet contractor code does not match?
If you have received, by mistake, an incorrect password, or your contractor code is incorrect on the password slip provided, please contact the PSD helpdesk who will arrange for a new password to be generated and sent to you.
Q9 – What is the “software security key”?
You may also hear the software security key described as a ‘security certificate’ or ‘digital certificate’. This is a complex subject but put simply, the software security key is an electronic file that is installed in a point-of-contact (which is usually a PMR system) and then activated with the password provided in the pack. The key enables the ePharmacy infrastructure to identify the point-of-contact and set up a secure link to it whenever it sends a message. So the keys are used to encrypt the messages that you send to the ePharmacy infrastructure and ensure traceability of these messages.
If a PMR in a pharmacy is a point-of-contact and consists of more than one computer, all the computers must have the software security key installed in them.
The software security key can either be installed directly into the system/s by someone in the pharmacy (this may be a PMR supplier engineer, a Health Board person or one of your own staff if you have someone who is qualified and trusted to do it) or installed remotely by your PMR suppliers who are aware of these keys.
Q10 – So what is the password for?
The software security key file is encrypted so it cannot be read (by a person or computer). When the file is installed in a computer the password is used to enable that computer to read and use the key information. We also require the file to be installed so that it ‘not exportable’ which means that no one can take a copy of the file from the computer and install it in another computer. This protects your keys as it means that only someone who has the software security key file AND the password can make the keys usable in a computer.
Therefore you must ensure the password remains a secret known only to you or someone who you trust.
The password must be retained after it has been used, as you may need to install the keys in your computer/s again if there is a problem with the computer or a computer has to be replaced.

Acceptable Use Policy FAQs

Q11 - What is meant by “proper use of ePharmacy services applications” in point 1?
Proper use is the intended use of the ePharmacy infrastructure in processing patient registrations, consultations and prescriptions in accordance with the specifications for each service. It also covers security, performance issues and behaviour that might be considered fraudulent.
The PMR and GP applications and the testing that these applications undergo before they are authorised for use will cover most aspects of proper use of the services. But users also have responsibilities and the Policy is intended to draw these to your attention.
Q12 - Points 2 and 4 mention “messages”, how do I send these messages and ensure the information is included in them as required?
The messages are the electronic messages sent between users systems and the ePharmacy Infrastructure, these are in a language called “XML”. All authorised supplier’s systems have been written in a way that automatically ensures that all the necessary details are included within the messages generated and sent to the ePharmacy Infrastructure. The details are either fixed information, often called ‘standing data’, such as the organisation name, etc. which are entered when the system is first set up, or information which will be requested when the system is used.
The public certificate (the certificate that is used to hold and distribute the public key) associated with any private key that is compromised will be 'revoked'. Revocation of a certificate means that it is made invalid for the purpose for which it was issued. Revocation is accomplished by adding the revoked certificate details to a Certificate Revocation List or CRL. The ePharmacy infrastructure holds a list of revoked certificates and checks every message sent from a point-of-contact to ensure that the point-of-contact is not using a revoked security key.
Users will have to ensure that ‘standing data’ changes are entered in a timely way so that the messages always contain up to date details.
Q13 - Point 5 mentions an “Authorised ePharmacy point-of-contact”, what is that?
An ePharmacy point-of-contact (or ‘EPOC’) is a system that connects directly to the NHSScotland network and sends messages to the ePharmacy infrastructure (the infrastructure is just a series of computers linked together to perform the various functions needed for ePharmacy). An EPOC can send messages for more than one organisation. Systems that send their messages themselves are therefore the point-of-contact for the organisation that operates them. Note that a ‘system’ can actually comprise more than one physical computer and hence an EPOC can also have more than one computer sending messages.
An Authorised point-of-contact is one that has been declared to the Programme and for which an EPOC reference and security keys have been created.
Q14 - What is the “NHSnet/N3 Code of Connection” in point 6?
This is an agreement that any organisation with systems connected to the NHS network has to sign. A copy is available on the Community Pharmacy ePharmacy website: http://www.communitypharmacy.scot.nhs.uk
Q15 - What is the “public key/private key pair” mentioned in point 8?
“Public key/private key pair” is the more formal technical description of the content of the software security key provided for installation in a point-of-contact. This is a complex subject but put simply, the software security key is an electronic file that is installed in a point-of-contact and then activated with the password provided. The key enables the ePharmacy infrastructure to identify the point-of-contact and set up a secure link to it whenever it sends a message.
You may also see the software security key described as a ‘security certificate’ or ‘digital certificate’, these terms really only apply to the public key. As suggested by the name, a public key can be made public to others who need to know it. The private key however must always remain confidential to the organisation that owns it – it is the private key that is protected by the software security key file password. Both keys are used to encrypt the messages that you send to the ePharmacy infrastructure and ensure traceability of these messages.
Point 8 is a formal statement of an organisation’s responsibility for protecting the software security key details.
Q16 - Point 10, what does “digitally sign” mean?
Digital signing is usually about using a private key (see Q14) to identify the user who created a piece of information. As the private key is used to form the ‘digital signature’ only the owner of the key could have created the information. NHSScotland has not yet implemented digital signing of information by individual users, but the ePharmacy infrastructure has been designed to support this, with minimum change, when it is introduced.
Currently, ePharmacy messages are signed by the point-of-contact’s private key. Point 10 is intended to make it clear to users that they must only use their own organisation’s system and keys, and that keys and identifiers must not be used by another organisation. These are important constraints.
Q17 - Point 11, what does “compromised” mean?
A private key would be deemed compromised if it were made available to, or even suspected as having been made available to, any person not authorised to have access to it. Revealing the password for a software security file would also have the effect of compromising the keys in the file, i.e. it is not possible to be certain beyond doubt that the private key is in use on another system.
Q18 - Point 13, what is the purpose of this? What is “access diversity”
The ePharmacy infrastructure has been designed to handle the normal workload presented by the GP practices and pharmacies in Scotland, including normal workload peaks, with some margin for safety. The expectation is that after the ePharmacy services are introduced, most activities will be carried out much as before and that use of the service applications can be included naturally into these processes. This point encourages that behaviour to try to ensure that no unnecessary workload peaks occur which might degrade performance for users.
Access diversity is a means of spreading out the message workload presented to the ePharmacy infrastructure by randomising the times at which organisations can carry out specific ‘housekeeping’ activities. Typically this might mean that organisations perform updates randomly within a time window rather than all at the same time.
There is no intention to limit access for ad hoc activity or to cause any change to normal working practice.
Q19 - Does Point 14 mean that messages can only be sent one at a time?
No, this point is about protecting all users from a deliberate attempt to block service by a user continuously sending messages. Normal working practice that causes several messages to be sent sequentially is anticipated and entirely acceptable.