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March 2018 Important - CitySprint arrangements over the Easter period

Please note that there will be a temporary change to CitySprint delivery/collection days over the Easter period.

Normal CitySprint collection/delivery date Re-scheduled CitySprint collection/delivery date
Thursday 29th March As normal
Friday 30th March Tuesday 3rd April
Tuesday 3rd April Wednesday 4th April
Wednesday 4th April Thursday 5th April
Thursday 5th April Friday 6th April
Friday 6th April Monday 9th April
Tuesday 10th April As normal

If your practice is due to be closed on the rescheduled date, please can you take this into account when ordering your supplies over the next few weeks, to ensure you have adequate stock.

Please note that PCSE Online will continue to display your usual delivery and collection dates over this period.

If you have any queries regarding supplies, please click here and complete our online enquiries form.

March 2018 Registration process for adopted patients

It is important that GP practices are aware of the steps that need to be taken when a patient is adopted. Following the process will ensure continued patient care and ensure there isn’t an impact on your practice payments.

When a patient is adopted, they are given a new NHS number and must be registered as a new patient at your practice. All previous medical information relating to the patient needs to be transferred into a newly created medical record.

The process is as follows:

  • The National Back Office send the patient’s new NHS number and any other amended details (e.g. name, address) to PCSE
  • PCSE sends the GP practice a deduction notification for the patient and emails the main contact we hold for the practice (if available) the new details for the patient  
  • GP practice accepts the deduction and registers the patient using the new details provided by PCSE. Important: Do not update the patient’s original record with their new NHS number. If this happens they will not be registered and will miss out on continuity of care
  • PCSE sends a new patient medical record envelope with the patient’s updated details to the GP practice
  • GP practice creates new patient record using new details, and transfers all previous medical information from the original medical record. Any information relating to the identity or whereabouts of the birth parents should not be included in the new record.


It is important that practices complete the new registration for the patient within five working days to ensure no interruption to patient care.

For further information please click here to download our guide for GP practices.


February 2018 End of year pension administration

The deadlines for submitting annual pension forms are approaching. You can download a pensions administrations timeline here.

How to submit your forms

  • The PCSE enquiries form is the most efficient way to submit all pensions forms.
    • Please select ‘GP Pensions’ as the type of enquiry.
    • You will be asked to complete some details and then under ‘pension query’, select the name of the form you are submitting
    • You will be provided with the option of submitting a query or uploading a form
    • The form size must be no more than 3.2mb per attachment. Please ask your local IT support for guidance on reducing the size if your document is too large
    • Up to five forms can be submitted – please ensure the form type matches the enquiry subject
    • Use your NHS email account when completing the online form where possible
  • Please ensure all forms have a signature. NHS pension regulations stipulate that PCSE is unable to process any forms that do not have a signature present on the document.
  • Accountants can submit the forms on behalf of practitioners, providing they have been signed by the practitioner.
  • If there are any errors or missing information on your end of year submission, we will email to let you know. If you are required to make any amends to the initial form you will need to resubmit the documentation using our online service. As a result we will close down the initial case and you will receive a new case reference number when you re-submit the documents.

Forms can also be posted to Primary Care Support England, PO Box 350, Darlington, DL1 9QN.


The deadline for practitioners to submit their Annual Certificates or Self-Assessment forms is 28th February 2018

Please note, any practitioner who has historically not submitted one or more annual pensions document will not be able to see a more recent earnings statement reflected via their total rewards pension statement.

PCSE will use the information provided on the certificate/self-assessment to reconcile payments collected from the practice and arrange to correct any under or over payments to the practice. If submissions are not made by 28 February, practitioners will see a delay in accessing up to date information on their Total Reward Statement when NHS Pensions updates them.

The deadline for GP practices to submit their Estimate of GP (and non-GP) Providers NHS Pensionable Profits/ Pay form to PCSE is 1 March 2018.

If the provider’s estimate is not submitted by 1 March, PCSE is unable to make any necessary adjustments to the pension deductions required from the practice and will continue to take pension contributions based on 2017 figures.

Pension shortfall payments

  • If you need to pay an end of year shortfall pension payment and want to pay via online banking, please enter the reference in the following format:

Practice code – year ending – GP’s full name

For example: P82004YEND2017- DR John Smith

Then, please use the enquiries form to submit your self-assessment or annual certificate and enter the same reference number when prompted.

  • If you need to pay an end of year shortfall pension payment and want to pay by cheque, please send this to Primary Care Support England, PO Box 350, Darlington, DL1 9QN. Please make a note on your certificate that you have sent a cheque payment.

January 2018 Outstanding medical records - FAQs

Over the last year, some practices have reported that they have not received medical records they were expecting. Following a detailed analysis, it was found that the largest proportion of records were still with the previous GP practice where the patient had been registered.

In order to move these outstanding records from previous to new practices, PCSE has been delivering tracking labels for medical records held at practices where the patient is no longer registered.

Practices in phases one and two of the new records movement service started to receive labels for outstanding records between November 2017 and January 2018.

Practices in phases three and four will receive labels for outstanding records in due course.

Further information is being provided to practices individually by email. We thank you for your continued cooperation with this.

For FAQs regarding this please click here

January 2018 Obtaining GP prescribing numbers, G referral codes and local codes

When a GP joins a new practice they will need to complete an NPL 2/3 (change to circumstance or status). Details on the performers list change notification process are available here.

PCSE will send the performer a change notification confirmation letter which includes their prescribing number, G referral code, and their local code. 

It is important that GP codes used at previous practices are not used in new practices. This would result in new patient registrations being assigned to the previous practice and the patient’s medical records would also then be sent to there.

Practice's that require these codes for GP's joining their practice should ask the GP for a copy of their change notification confirmation letter.