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March 2019 Pharmacy Bulletin

Welcome to the latest edition of the Pharmacy bulletin, which includes updates on:
 
How do I opt in or out of receiving the monthly hard copy drug tariff?
Top tips for completing Market Entry applications
Submitting enquiries to the Market Entry team
New online form to replace paper applications for Market Entry
 
How do I opt in or out of receiving the monthly hard copy drug tariff?

In line with NHS England’s sustainable development strategy and commitment to make services available online where possible, we are encouraging pharmacies to make use of the online version of the Drug Tariff.

The online Drug Tariff is available to view on the NHS Business Services Authority website (see link above), providing timely access to the very latest information. The latest version is available three working days prior to the start of each month. You can also view any updates that have been made to the published version online.

All pharmacies were given the option to opt in to continue to receive the hard copy drug tariff in December 2018. Any pharmacies that did not inform PCSE of their wish to opt in will not receive a monthly hard copy.

Pharmacies can opt in or out of receiving the monthly hard copy of the drug tariff at any time. Please email dtbsurvey@nhs.net with the following information:
- Your name
- Your business name and address
- Your business opening hours
- ODS/Practice code  (if you do not know this please contact the Exeter Helpdesk on 0300 3034 034 or email: exeter.helpdesk@nhs.net)

Please state whether you are opting in or out.

If you are opting in please include information on any days you are not open and alternative delivery instructions for those days.

To receive a hard copy of the drug tariff next month, please inform us that you wish to opt in by the 15th day of the month.

Top tips for completing Market Entry applications
 
PCSE is responsible for processing Market Entry applications on behalf of NHS England.  To help applicants accurately complete the forms, we have put together some useful tips.  These are based on omissions or errors that are commonly made on applications we receive*.

  • Please do not leave any sections blank. If there is a section that is not applicable to you or your application, please state this on the form.   PCSE will return incomplete forms, where fields are left blank or information is missing, with a request to add the relevant information or mark n/a. 

 

  • Ensure the correct Health and Wellbeing Board (HWB) is named in the relevant section of your application form.  You should select the HWB for the area where you are applying for the pharmacy premises to be.  General  information about HWBs is available from the King’s Fund who have a HWB directory which might help you find out your local HWB.

 

  • Clearly state the applicants name in section 1.1.  For example - if you are applying as a body corporate, add the name of the body corporate in this section as well as the correspondence address.  

 

  • If you are applying for a change of ownership, please include the current pharmacy trading name and full address in section 2 of the application form.

 

  • Check that you have included the correct ‘Core’ and ‘Supplementary’ opening hours.


*PCSE Market Entry is precluded from offering detailed guidance on how to complete an application but these tips have been provided to help applicants avoid common mistakes.
 
Submitting enquiries to the Market Entry team
 
Enquiries and queries should be emailed to the Market Entry team, with the case (CAS) reference number clearly displayed within the email subject header.  The CAS number ensures all correspondence relating to a specific application can be easily identified and attached to the correct file.
 
If you have not been provided with a CAS number, please enter relevant reference information in the email subject header. For example this could include:

  • Name of applicant
  • Proposed pharmacy address & postcode
  • Name of body corporate
  • Registered office address & postcode

The email address for PCSE’s Market Entry team is:  PCSE.marketentry@nhs.net

New online form to replace paper applications for Market Entry

Later this year, the new approach for pharmacy applications will see the replacement of multiple paper forms with one single online application, accessible via PCSE Online.

The newly developed online form to replace the 30+ paper forms that currently exist for Market Entry applications is now being tested. It will include not only Market Entry and Change of Ownership, but also Market Exit and Consolidations, and Opening Hours Changes.

The new system will provide a straightforward online application process that is automatically checked for completeness before applications are submitted. 

Some of the benefits of the online form include:

  • Applicant will be guided to complete only the fields that are relevant to their application and organisation type. They will be able to save a draft and upload relevant files such as floorplans and maps with their applications
  • Real time validation to prevent incorrect information being submitted 
  • More ‘right first time’ applications
  • Acknowledgement email and reference to confirm an application has been received 
  • Facility to download pdfs of applications
  • Option to view and track the status of open applications on PCSE Online
  • NHS England will be able to access and update the application status directly

Following internal testing by PCSE (with some NHSE participation), the new system will then be subject to User Acceptance Testing with NHS England and other stakeholders, before a trial period for ‘early adopters’ is followed by the national roll-out expected later this year.
 



February 2019 Open Exeter Password Reset Information

Primary contacts for Open Exeter (usually the practice manager in a GP practice) can reset passwords and add other users in their NHS organisation directly. Instructions on how to do this can be found here.

Organisations already using this facility have found this to be the quickest and easiest way to manage access control within their organisation and have two Primary Contact accounts in place to support this.

How to set up a new primary contact at your organisation:

  • Download and complete the form available here for GP practices or here for non-GP practices. Complete this form even if you are an existing Open Exeter user
  • The form will require a hand written signature from either an existing Primary Contact, Lead GP or GP Partner – electronic signatures cannot be accepted
  • Submit the form via our online enquiries form on the contact us page of the PCSE website. Select ‘Open Exeter’ from the drop down menu

If the user also requires financial access, a Lead GP or GP Partner should submit this request and the completed form via our online enquiries form. The submission must include their nhs.net email address and clearly state they authorise access to practice finance for the particular user.

If your primary contact is not available, or you are the primary contact and you require PCSE to manually re-set your password, please contact us via our online enquiries form. Please include your nhs.net email address and your Open Exeter user code to be reset. Usually password re-set requests are completed by the team within a maximum time of five working days.

January 2019 New information pack for GP practices

To keep you informed of changes and improvements we are making to our services, we will be communicating more frequently with GP practices during 2019.

Your practice should receive an envelope of information with your CitySprint collection/delivery towards the end of January/beginning of February. It will be addressed for the attention of the practice manager and contains important information for various members in your practice on:

Annual pension administration

 

Details on actions required and timescales for end of year pension administration.

  • Please can you share these with practitioners in your practice.
  • You can also download a copy of this information here.

 

New online form for requesting urgent medical records

 

From 1 March, all urgent medical record requests should be sent to PCSE using the new online form.

 

  • Please can you share this flyer with your medical records administration team.
  • You can download a copy of this flyer here.

 

Sending cervical screening requests and queries to PCSE

 

PCSE has recently launched a new online form for all screening requests and queries. The flyer outlines the benefits of using the form.

 

  • Please can you share with your practice nurse / screening lead.
  • You can download a copy of this flyer here.

 

Submitting Locum pension contributions online

 

Details for Locums on how to submit and pay their pension contributions online.

 

  • Please can you share with Locums in your practice. 
  • You can download a copy of this flyer here.

 

 

We appreciate your help in getting the right information to the right people in your practice.

 

 

 

January 2019 Information for GP practices regarding pink tracking labels for record movements

You may have recently noticed that some tracking labels being delivered by CitySprint, or affixed to the front of medical records are pink instead of white.
 
This is a temporary measure to help us manage a change in Stop ID codes for some practices.
 
What is a Stop ID?
Stop IDs are codes shown on the top left of medical record tracking labels, and are used by CitySprint to identify your practice.
 
What do the pink tracking labels mean?

Pink labels are currently being used by CitySprint to help identify practices whose Stop ID is changing.

You don’t need to do anything differently with the pink labels.  Please affix them to the front of the medical records bags as usual.

 


To help ensure a smooth transition for practices with new Stop IDs, we would appreciate your support in releasing all records which you received tracking labels for in 2018 by 28th January 2019.
 


Has my practice Stop ID changed?
Any practice whose Stop ID is changing was informed by email in December 2018. The email was sent to the main contact we hold for each affected practice.

January 2019 Important update for practitioners and GP practices regarding pension administration

Annual end of year pension administration

NHS Pensions has confirmed that the following pension forms and associated guidance notes have now been published, and are available to download from the NHS Pensions website here.

Pension forms and associated guidance notes have now been published:

  • GP tiered contributions guide - explains GP tiered contribution rules, 'annualisation' and the reimbursement process for employee contributions overpaid in 2015/16 and 2016/17
  • GP and non-GP providers annual certificate of pensionable profits (partnership / single-hander) 2017/18
  • Estimate of NHS pensionable profits / pay form 2019/20
  • Type 2 medical practitioner self-assessment forms 2015/16, 2016/17 and 2017/18
  • Type 2 medical practitioner amnesty form - for use when forms not already submitted from years 2009/10 to 2016/17
    2015 Scheme GP tiered contributions: annualisation calculator and user guidance note
  • GP and non GP providers annual certificate of pensionable profits (limited company) 2017/18

Downloadable guide to pension administration

PCSE has worked with NHS England and the BMA to create a guide to end of year pension administration which can be downloaded here.

As part of the requirements of the NHS Pension Scheme Regulations, GPs need to return their GP Provider Annual Certificate of Pensionable Income or the Type 2 Medical Practitioner Self-Assessment form to PCSE within 11 months of pension year end; i.e. by 28 February. It is a legal requirement for GPs to complete and submit these documents each year.

Important: If practitioners do not submit pension documentation for any one year it will result in an incomplete pension record which may affect Annual Benefit Statements (Total Reward Statements), Annual Allowance statements, etc.

If there is an incomplete pension record, practitioners will be contacted directly by PCSE. Further information on this is provided below.

Important information regarding pension adjustment payments

***Once PCSE has processed your end of year certificates we will automatically adjust the next contractual payment run to account for the arrears or overpayments. Members do not need to take any action.***

However, we recognise that some members may wish to make a payment before the end of the 18/19 tax year. In order to do this you must submit your end of year certificates first. You can then make an ad-hoc payment via online banking. PCSE’s customer support centre can provide NHS England’s bank details over the phone. They can be contacted on 0333 014 2884.

When making a payment it is important to enter the reference in the following format:
Practice code – year ending for example: P82004YEND2018
If the correct payment reference is not used, the payment cannot be quickly allocated to the correct fund. This delay may result in the amount being deducted again from the practice’s next contractual payment.

Hand-written signatures

PCSE can now accept forms without a hand-written signature as long as the contact email address when submitted is an nhs.net email address.  If you do not have an nhs.net email address you will need to ensure that the form has a handwritten signature.

If documents are submitted without a hand-written signature, and no nhs.net email address is provided when the documents are sent to PCSE via the online enquiries form, the document(s) will be returned to the sender for re-submission.

Ongoing review of pension scheme data

As you may be aware, NHS England is carrying out a complete review of all pension scheme data, led by an independent pension’s expert.

This will involve an analysis of all practitioner pension information. If the review shows any gaps in data, practitioners will be contacted directly by PCSE with clear advice on what to do next. This may involve submitting pension documentation for years where there are gaps.

Annualisation reimbursement process

If during Scheme years 2015/16 and 2016/17 you were a member of the (new) 2015 NHS Pension Scheme (i.e. not a 1995 or 2008 Section protected Scheme member) the rate of employee contributions you paid was based on your annualised GP pensionable income. You will soon have the opportunity to review the rate of contributions you paid in those years. In January 2019, further information will be available on the Practitioner page of NHSBSA/NHS Pensions’ website including a reimbursement claim form:
www.nhsbsa.nhs.uk/member-hub/information-practitioner-locum-and-non-gp.

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