In response to feedback from practices and practitioners, PCSE has introduced a new, simple online form for GP payments and pensions administration and queries from 20th December 2017.
The online form should be used to:
Accessing the online form
The online form will ensure the quickest possible response time to your requests and queries. You will be prompted for all the information PCSE needs to process your request.
Once you submit your form, you will receive an acknowledgement email with a copy of your query.
GP practices will receive a flyer available to download here, from their CitySprint courier from week commencing 18th December.
From 20th December 2017, the email addresses firstname.lastname@example.org and email@example.com will no longer be monitored, and all forms and queries must be submitted using the online form. Queries submitted by email prior to 20th December will be responded to, and do not need to be resubmitted using the new form. Any GP payment or pensions queries sent to any other PCSE email address will receive a response with directions to the online form.
PCSE is continuing to process Continuing Education and Training (CET) claims. Whilst we had aimed to process all claims in November for payment in December, unfortunately there are still some claims to be processed. Our dedicated team are working through the remainder as quickly as possible. As each claim is logged, contractors will receive a unique case reference number acknowledging receipt of their claim, ahead of the payment being processed. The acknowledgment will be sent to the email address that the contractor has registered with PCSE.
Our aim is to make all payments in December and January.
Important information regarding personalised prescription pads
Personalised stationery such as prescription pads, are made to order and can take up to three weeks to process and deliver.
Xerox, the supplier of personalised prescription pads has advised that orders placed by 15 December will be delivered in 2017. Any orders for personalised stationery placed from 16 December onwards will be processed by Xerox in the new year.
CitySprint collections and deliveries
Supplies deliveries and medical records collections / deliveries will continue to run on your normal CitySprint delivery day throughout the Christmas period. The exception is for practices whose collection / delivery day is a Tuesday.
Please note, there will not be a collection / delivery on Tuesday 26 December. For practices with a Tuesday delivery day, your last CitySprint visit in 2017 will be Tuesday 19 December. Your next visit will then be Tuesday 2 January 2018. Please take this into account when ordering your supplies in December.
Customer Support Centre (CSC) opening hours
The normal opening hours for the Customer Support Centre are:
08.00 – 17.00 Monday – Friday.
Over the Christmas period the contact centre will be open as usual with the exception of Monday 25 and Tuesday 26 December 2017 and Monday 1 January 2018, when we are closed for the bank holidays.
The window for submitting Continuing Education Training (CET) claims closed on 31 October.
PCSE has a dedicated team logging every claim and contractors will receive a unique case reference number acknowledging receipt of their claim, ahead of the payment being processed.
Over 20% of claims were submitted in the final two weeks before the deadline and the team is logging these as quickly as possible. All claims will be acknowledged in November.
If contractors haven’t had acknowledgment by the end of November, contact our Customer Support Centre (CSC) on 0333 014 2884.
PCSE is aiming to make all payments in November and December.
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 between November 2017 and July 2018.
Further information has been provided to practices individually by email. This has been sent to the main contact we hold for each practice. We thank you for your continued cooperation with this.
For FAQs regarding this please click here
On 2 October 2017, NHS England introduced a new GMS1 form which includes the supplementary questions for patients not ordinarily resident in the UK. NHS England delivered an initial stock of the new form to GP practices and additional stock of the new form will be available to order in the usual way from PCSE Online. Please dispose of any previous versions of the form once the new stock has arrived at your practice.
PCSE has received a limited amount of new stock from the supplier and will initially need to limit the number of units per order. Please be assured that all orders placed will be fulfilled once stock has been received into PCSE.
Practices can download and print the new form which is available here.
Practices can also use the old GMS1 form, alongside the supplementary questions which can be downloaded here. Practices will need to ensure that where a patient completes the supplementary questions, both forms are sent to NHS Digital as a single attachment.
There is currently a technical issue with the GMS3 (temporary resident form) download facility on PCSE Online. We will continue to forward completed forms for your practice by email until the issue is resolved, and will let you know when the facility is restored.
Practices can still use the upload facility on PCSE Online to send completed GMS3 forms to PCSE to forward on to the relevant practice.
PCSE is pleased to confirm our sponsorship of the Royal Society of Medicine (RSM) annual Patient Safety programme. RSM are internationally renowned for their work in patient safety, and as part of this work, they are holding a series of conferences to provide topical information related to patient safety and to promote the development of the patient safety agenda:
Further details can be found on their website: https://www.rsm.ac.uk/sections/sections-and-networks-list/patient-safety-section.aspx
PCSE has a stand at this year’s NAPC conference, which is taking place 18-19 October at the NEC in Birmingham. If you are attending the conference, please come and visit us at stand L28 to learn more about plans for giving our customers easier access to services through PCSE Online.
The process for receiving GMS3s for patients registered at GP practices is changing. Currently, completed GMS3 forms are emailed to the main contact we hold for each practice. Following feedback, and to further improve security, completed forms will shortly be available to download from the PCSE portal.
From 1 September all GMS3s for patients registered at your practice will be uploaded to the ‘Records’ section of the PCSE portal, ready for you to download.
The main contact we hold for each practice will receive an email notification each time a new form is available for download. If they would prefer not to receive these notifications, they can opt out by selecting the ‘Opt Out’ button which can be found on the header of the GMS3 download page.
The new medical records movement service was rolled-out to practices in phase one (North of England and East Midlands) on 18th July 2017. These practices now receive tracking labels for records deducted from their practice. Records are individually bag and labelled, and then delivered directly to the requesting practices, or into long-term storage.
The new service is working well for practices in phase one and PCSE and NHS England are pleased to confirm that the next phase of the roll-out will go live week commencing 2 October 2017.
Practices in phase two (covering the West Midlands) will receive an email on September 5 2017 which will inform them that their practice will start to use the new service from October. PCSE will send this to the main contact held for each practice. A pack of information will also be delivered to each practice in phase two three weeks prior to the introduction of the service.
Benefits of the new service include:
*The new service remains highly dependent on the timely release of records from storage facilities and from GP practices.
FOR PRACTICES IN NON-LEAD EMPLOYER AREAS ONLY
In order for the correct payment of GP registrar salaries and expenses to be made, a number of forms need to be fully completed. To assist with the completion, PCSE and NHS England have produced a quick guide which covers:
The guide can be downloaded here.
Please note that the payment forms are being updated to take into consideration the new junior doctors contract. We will be in touch when the forms have been changed. For now use the forms on the guide.
If you use a courier service to send your GOS claim forms to PCSE, there is a specific courier address. Please note that as of 29 August 2017 the new address for contractors who use couriers will be:
Capita Intelligent Communications
Building 17, Units 2 & 6
This REPLACES the previous Roundhouse Road address that couriers have been using. Anyone who uses a courier service to send GOS forms to PCSE should use this new address for all deliveries from, and including, the 29 August.
Contractors who don't use couriers should continue to post their claim forms with accompanying tailored submission headers to the usual PCSE PO Box address which remains the same:
Primary Care Support England
PO Box 350
To enable PCSE to respond to email and telephone queries and for you to be able to order supplies, including GOS forms, you are required to register on the PCSE portal.
Portal registration enables PCSE to carry out the necessary identification and vetting checks to respond to enquiries from contractors. Without this, PCSE is unable to respond to enquiries due to data protection.
If your practice is already registered on the portal, the main contact/super user will be able to add or amend additional users. We would encourage you to check the named contacts that are included under your practice registration and update accordingly.
If you or your practice are not currently registered, please email firstname.lastname@example.org with the following information:
For more information about the portal, including adding or amending users, please visit www.pcse.england.nhs.uk/help
Once registered on the portal, your practice will receive regular emails with updates about your service, including future service developments for submission of GOS forms electronically.
The process for making changes to a performer’s inclusion on the National Performers List involves a number of parties. The time taken to process a change varies according to type of request, and is highly dependent on the supply of accurate supporting information from dental practices, performers and NHS England Local Offices.
Based on feedback from practices, we have created this guide to the various types of change notifications and the supporting information required from each party.
NHS England and Primary Care Support England would like to remind GP practices that under no circumstances should the following items be placed inside medical record shipping bags:
The shipping bags are only to be used for the medical records collection service and should only contain medical records. Using the bags to forward any other materials could represent a clinical safety, information governance or health risk.
For information on how to return supplies please click here.
From May 2015, PCSE sites were required to stop redirecting confidential patient information on behalf of GP practices, as this process did not comply with NHS England information governance or current legislation. GP practices should mark envelopes ‘return to sender’ and send the information back (in bulk/ batches if necessary) to the provider who sent it initially. NHS England confirmed this process in a letter to GP Practices in May 2015. Please click here to view this information
To ensure we can process your claims as efficiently as possible please could we ask that you send all your GOS claim forms by the agreed submission dates to the Darlington address below.
Submitting forms to the Preston office or anywhere other than Darlington could result in delayed payments.
All GOS claim forms with accompanying new tailored submission headers, should be sent to:
Primary Care Support England
PO Box 350
If you would like to courier forms to us, there is a separate address that courier firms should use, which is:
Capita Document & Information Services (PCSE)
Faverdale Industrial Estate
A list of all claim form submission dates for each area can be found here.
Your support in this matter will enable us to ensure we can make your payments according to the agreed timescales.
Planning is underway for the August 2017 registrar trainee programme to ensure all registrars are added to the National Performers List in a timely manner.
To ensure PCSE can process any reimbursements due as smoothly as possible we have produced some guidance on the information required from practices.
New registrar placements (for areas where there is no lead employer)
In order for payments to be set up for new registrar placements, please ensure:
Registering new patients at your practice
Whilst all clinical systems are slightly different, we have pulled together some hints and tips to help ensure patients can be registered at GP practices as smoothly as possible. Please click here for further details.
National rollout of the new records movement service
NHS England and Primary Care Support England (PCSE) can confirm that the new records movement service will start to be rolled-out to all practices nationally. The new service should improve the process for all practices. Please download our records roll-out bulletin for further information.
As part of PCSE’s commitment to providing a supportive service for the national call/recall cervical screening programme, we hold a monthly operational review meeting with regional representation from Screening and Immunisation Leads (SiLS) and laboratory colposcopy.
The meeting is an opportunity to look at ways we can improve how we work together, hear your feedback and share updates. It is chaired by Kirsty Wenzel, Head of Screening at PCSE, and takes place monthly via teleconference and quarterly face-to-face. If you are interested in joining the National Operational Review meeting or would like to find out who your representative is, please contact Kirsty Wenzel at email@example.com
Based on feedback from our service users, PCSE has set up the following, new, dedicated email address for all ophthalmic payment queries:
Please could we ask that you use this new email for all future ophthalmic payment queries and application submissions. This will ensure your email gets to the right team as quickly as possible. The team will then log, review and respond to your query.
When emailing PCSE, please include the following information in the body of your email:
You will receive an acknowledgement email, with a unique case reference number, when our team has started to process your enquiry. If the team do not require any further information from you, your request will be processed.
Please note, for security reasons, we can only log, action and respond to emails where the information, as described above, has been provided. If this information isn’t included in the email, we will respond and request the information before reviewing the query or taking any further action.
Based on feedback from our service users, PCSE has set up a new dedicated email address for all Market Entry applications and queries:
Please use this new email for all future Market Entry queries, which will ensure your email gets to the Market Entry team as quickly as possible. The team will then log, review and respond to your query. For further information on the Market Entry application process, please click here.
At the beginning of the year we announced that PCSE would start individual processing for GOS3 and 4 forms. We began this new process on a phased rollout and practices in those areas have now started to receive itemised statements for GOS3 and 4 claims, allowing for easier reconciliation.
The phased roll out has been carefully monitored to ensure that all form processing meets the required quality levels and we are satisfied this is being achieved. We are now planning to rollout to the other areas from this month (June 2017) and practices will be informed when the new process will be introduced in their area.
GOS 1 forms will continue to be batch processed for all areas as they have been historically.
From 1 April, 2017, all additional pharmacy payments should be submitted to your NHS England Regional Local Team (RLT).
Your RLT will authorise the claim, and instruct PCSE to enter the payment in the Local Payment Application (LPA) via a monthly payment schedule. The payment will then be included in your next payment paid directly by NHS BSA.
For all new queries and claims, please contact your RLT.
From 3 April 2017, all urgent medical record requests should be made using the new form which can be downloaded here.
Completed forms should be emailed securely to: PCSE.firstname.lastname@example.org from an nhs.net email address. Please put 'Urgent record request' in the email subject line.
Please only use this form if your request is clinically urgent, or if the request is in relation to adoption; gender re-assignment; witness protection; or a safeguarding investigation.
Amended regulations came into force on 5 December 2016, relating to consolidation applications. PCSE is working with NHS England to assess the potential impact these changes may have on the market entry process.
An application form and supporting guidelines on submitting consolidation applications will be published by NHS England in the next two months. In the interim, a draft application form is available and can be requested by emailing us at: email@example.com, putting ‘Market entry application’ in the email subject line.