This bulletin has been emailed to the main contact we hold at your practice only. Please can you share with colleagues in your practice.
In this bulletin, you will find information on:
Planned Downtime of Exeter Systems
Please share this message with colleagues in your practice who provide cervical screening services
NHS Digital will be carrying out essential NHAIS server maintenance in 28 specific areas over the coming months.
From October 2017 to July 2018 work will be carried out which will affect access to the Exeter system and some PCSE services.
The proposed dates for the work being carried out in each area is available on the PCSE website here.
*** PLEASE NOTE THAT THE DATES ARE SUBJECT TO CHANGE ***
We will keep our webpage updated with any changes so please keep checking for when your area will be affected.
If your area is affected, the Exeter system will be unavailable between the dates shown from 7pm on the start date until 12pm on the end date, and you will not be able to access the system for any screening administration tasks, including downloading the HMR101/5 form. The downtime will also have a small impact on timescales for PCSE processing new patient registrations and de-registrations for practices.
We apologise for any inconvenience this may cause.
Important information regarding the release of medical records
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 will soon be delivering tracking labels for medical records held at practices where the patient is no longer registered.
Practices in phases one and two, using the new records movement service will start to receive labels for outstanding records between November 2017 and January 2018.
Practices that do not yet use the new service will receive labels for outstanding records after they start to use the new service.
Further information is being provided to practices individually in due course by email. We thank you for your continued cooperation with this.
Electronic transfer of medical records
Following on from last month’s bulletin, NHS England and PCSE wanted to provide further clarity on using CDs and portable media for transferring patient records. When a patient moves between GP Practices, GP clinical systems should be used to transfer the electronic record via GP2GP transfer. When this is successful, GPs do not need to reprint the electronic records. In cases where GP2GP is not successful, or not possible, as in the case of records for deceased and deregistered patients moving into archive, full records should be reprinted and placed in the medical record envelope. This is in line with the Good Practice Guidelines for GP Electronic Patient Records.
CDs and other portable media should not be used for transferring patient records since there are issues with security of encryption, access to passwords and the long term viability of the media. NHS England is aware that prior to the improvements to GP2GP electronic transfer, local arrangements have been agreed which allowed alternative transfer methods. Now that GP2GP is available, this is the preferred mode of transfer.
GMS3 form download facility on PCSE Online
There is currently a technical issue with the GMS3 (temporary resident form) download facility on PCSE Online. While work is taking place to resolve the issue, PCSE will forward completed forms for your practice by email, 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.
New GMS1 form – update
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.
GP Payments and Pensions
GP Registrars reimbursements: New medical defence organisation (MDO) claim form – for practices in non-lead employer areas only
A new medical defence organisation form is now in use and available for download from the GP Payments and Pensions section of the PCSE website. Please click here and scroll down to the ‘GP registrar reimbursement’ section under ‘Important payment processes’.
Please be aware, PCSE cannot approve miscellaneous payments. If you require a reimbursement of any utility bills or other miscellaneous reimbursements, please send these to your local NHS England local team.
Payment contract variations – process for approvals
PCSE receives monthly contract variations payment requests directly from NHS England local teams. We are unable to process any payment requests or contract variations sent to us directly from practices. All payments from local teams must be authorised by an approved requestor from your CCG or NHS England local team. As instructed, any payment requests or contract variations that are not from the approved person will need to be returned to practices.
Contacting PCSE payments and pensions
For all payment enquiries, please email us at: firstname.lastname@example.org.
For all pension enquiries, please email us at: email@example.com.
PCSE are processing a high volume of emails. To enable us to respond to email enquiries as quickly and efficiently as possible please only send your enquiry once to the appropriate email address.
Thank you for your patience and support.
Primary Care Support England