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GP bulletin Issue 2 - 2017 October

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.


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.


Medical Records
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 

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’.


Miscellaneous payments

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: pcse.gp-payments@nhs.net.
For all pension enquiries, please email us at:


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.


Performers Lists
Work is currently being undertaken to ensure that the time taken to complete NPL2 and 3 cases will be significantly shorter by the end of this year. More information on the new processes and timescales will follow in due course.
The Performers Lists team now has monthly calls with the NHS local offices to answer any queries and provide updates on the Performer List service line. If your practice would like to raise a query on these calls, please do so with your local team.

To ensure all patient registrations are processed in the most efficient manner we recommend that the free text field within the clinical system isn’t always used. The free text field is not mandatory and if text is entered this can stop the registration going through the system automatically, resulting in manual intervention at PCSE. This can delay the registration slightly as it will only be processed fully once the PCSE team have reviewed and actioned it.
Here are some widely used examples of where free text is submitted but isn’t required:
“Identification seen”
“New registrations”,
“New Birth/Baby”
“GMS1 Signed”
“Passport/Marriage certificate/ID seen”
Example of how the free text field could be used
We would recommend that the free text field is used on the Clinical System for any additional information that would support and assist in tracing a patient or if re-registering a patient under Choice of GP e.g. where your practice agree to maintain the patient on their list but are not providing home visits.

Future Service Developments

The vision for primary care support services is to transform what were previously locally managed operations into a modern and efficient national customer-focused service. Currently, PCSE Online (which has also been referred to as the ‘PCSE Portal’) provides GP practices with a quick and easy way for ordering and tracking their NHS stationery.  Practices can also use PCSE Online to track the status of in and out bound paper medical records and to transfer GMS3 forms.  

As part of the service transformation programme, PCSE Online will also give practices easier access to a wider range of services, including payments and pensions payments, screening administration support and performers lists applications and changes.

GP Payments and Pensions
PCSE Online will provide a straightforward way to submit multiple claims, access pension information, look up payment statements and view expected payment dates.
Further information, including the benefits of the new service, can be viewed 

Cervical Screening
The new cervical screening call/recall services will be accessed via PCSE Online. The functionality will be the same, but PCSE Online will have a different look and feel and be intuitive to use.  It will offer greater flexibility to manage ceasing and deferring notifications at any point during the screening cycle, the ability to upload the relevant cease and defer forms online (including those requiring patient signatures), easy access to Prior Notification Lists for GP practices and the opportunity to download the HMR101/5 form.  Further information, including the benefits of the new service, can be viewed here.
Performers Lists
PCSE will be introducing a simple, online service for submitting and tracking performer list applications. The self-service functionality will enable performers to amend their own details via PCSE Online. Further information, including the benefits of the new service, can be viewed here.

PCSE Sponsors the Royal Society of Medicine (RSM) Annual Patient Safety Programme

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
At PCSE, clinical governance principles and processes are used routinely to ensure that the support services we provide help the NHS deliver high quality primary care for patients, and to ensure that nothing we do harms peoples’ health.
Click here to find out more about the work of our clinical governance team.

Contacting PCSE

To make it simpler for practices to know who to contact in PCSE for what, an enquiry form is available on the PCSE website: www.pcse.england.nhs.uk/contact-us
The form contains all the required fields PCSE will need to process your query, and selecting the ‘type of enquiry’ ensures your query gets to the right team as quickly as possible


Best wishes
Primary Care Support England