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Archive Year: 2019

August 2019 Reminder to submit estimate of GP (and non-GP) Providers NHS Pensionable Profits/Pay

We have noticed that some practices don’t always submit estimate forms when practitioners leave/join the practice. To Improve processes and to avoid large adjustments at the end of the financial year when you have recieved confirmation from PCSE to say the leaver or joiner's NPL3 has been processed please ensure:

 

 

FAQs on Estimates can be accessed on the ‘Help’ page of the PCSE website.

August 2019 We would like to give you an update on end of year processing

To ensure all GP pension records are fully up to date PCSE have prioritised the processing of historical certificates that have been submitted as part of the amnesty agreed with NHS England. There have been an extraordinarily high volume of certificates submitted this year, due to the amnesty which allowed historic certificates, dating back up to 10 years, to be submitted. During this period, responses to queries may take longer than usual. With the volumes of historic certificates submitted this has meant that not all 2017/18 certificates will be processed in time to appear in the August TRS release on 21 August.However, these will all be processed by October 11 to appear in the December TRS.

Pension records can only be updated sequentially, if certificates from previous years are missing, the most recent years cannot be updated. For instance, if certificates have only been received and processed for the years 2010/11, 2011/12 and 2017/18 then the TRS will only reflect the pension figures up until 2012. Once the missing certificates are submitted correctly and processed then this will update the system fully for the next TRS release.

If you have any questions about your TRS please contact NHS Pensions on 0300 3301 351 or nhsbsa.trs@nhsbsa.nhs.uk.

July 2019 Update on data quality checks on GP practices patient lists

In the June GP bulletin we talked about helping to maintain the quality of GP practice patient lists by running data quality checks on them. So far, we have successfully run the checks on patients aged over 100, these checks will be run every 6 months.  We will keep you updated on the progress of the next phases.

What patient data quality checks are being run next?

To help to answer any further questions you may have about data quality checks we have added some FAQs on the help page of the PCSE website which can be accessed here.

July 2019 Transfer of the Cervical Screening Administration Service

NHS England have confirmed that the Cervical Screening Administration Service will transfer back to the NHS on 1 August 2019 and the service will be managed by the NHS North of England Commissioning Support Unit (NECS).  Commissioning Support Units are part of the NHS and provide a range of services to NHS organisations locally and nationally

Operational responsibility will be taken over by the North of England and Midlands and Lancs Commissioning Support Units (CSUs), who are working with PCSE to ensure a safe transition of the service.

Contacting NHS Cervical Screening Administration Services from 1 August 2019

Some of the contact points for customers and stakeholders will change from 08.00 on 1 August 2019 as part of the service transition.

Email addresses that include ‘pcse’ will change, e.g.

 

Old PCSE email address

New CSAS email address

pcse.screening-preston@nhs.net

CSAS.Enquiries-Preston@nhs.net

pcse.screening-leeds@nhs.net

CSAS.Enquiries-Leeds@nhs.net

pcse.screeninglabs@nhs.net

CSAS.Labs@nhs.net  (this is Leeds, and for Lab use only for all results, enquiries and queries)

pcse.screeninglab-preston@nhs.net

CSAS.Labs-Preston@nhs.net (for Lab use only for all results, enquiries and queries)

pcse.screeningengagement@nhs.net

CSAS.engagement@nhs.net

 

  • Online forms will be hosted on a new NECS website at csas.nhs.uk.  Web content will transfer, including forms such as cease/defer/reinstate.  End users will see no difference to these forms other than a change in branding (see above) and instructions about contact points.
  • Any submissions to PCSE right up to the point of change will be processed.
  • After 1 August 2019, any email sent to previous PCSE inboxes will have clear redirect information for service users.  Similar messages on the PCSE website and cervical screening messages will have redirect links to NECS new website at csas.nhs.uk. This will remain in place for a period of time.
  • The PO Box will change from 1 August for paper correspondence, new details are as follows: PO Box 572, Darlington DL1 9AG.
  • During the transition, telephone contact will continue to be routed through the PCSE Customer Support Centre and the number (0333 014 2884) will remain in place.

In the meantime, please continue to use existing PCSE contact points for requests and queries about the current service.

Any questions specifically about the service transfer can be emailed to necsu.cervicalscreening@nhs.net

 

July 2019 New Cervical Screening Prior Notification List (PNL) guide

To ensure that women are invited for cervical screening at the appropriate time it is important that PNLs are completed accurately and regularly on Open Exeter by GP practices. To help GP Practices do this, we have produced a PNL guide which covers the following topics:

We hope that you find the information useful

July 2019 Important information about GP patient data lists

To ensure patients are always receiving the right level of care from their GP it is essential that all GP practice patient lists are kept up to date. The list of patients held for your patients on NHAIS is very important as this is the list which is used to, invite patients for cancer screening, childhood vaccination programmes, calculate the practice payments and identify where a patient’s medical record and other clinical histories should be sent. PCSE has now commenced the list reconciliation project, requesting a copy of the patient list from the GP practice’s clinical system and comparing this to the list held on the NHAIS system to identify any differences.

The 10 day timescale

Patient data requested from your practice must be received by PCSE within 10 days of the request. This is as per the guidelines laid out by NHS England and is set at that level to ensure the data is as accurate as possible when compared to the NHAIS system. We appreciate that this timeline may feel tight but it is necessary, due to the speed and volumes of changes amongst patient lists with new registrations, amendments and deductions of patients that take place on a daily basis.  If a practice does not respond in these timescales, PCSE is required to notify the responsible commissioner, delegated CCG or NHS England regional team who will work with the GP practice to complete outstanding actions.

The process

Once the data is received by PCSE we will assess it against the current NHAIS data and highlight any discrepancies to you to review. The whole process should be completed within 40 days from start to finish. The next routine list reconciliation request will be in 3 years’ time, unless there was a requirement for an additional reconciliation due to a list size discrepancy or change of clinical system before that date.

The diagram below explains the process in more detail:

July 2019 Cervical screening correspondence

Due to an administrative error, Capita discovered that some emails and letters relating to cervical screening were not processed correctly.

This has caused a delay in 16 women receiving their invitation to cervical screening. There is no indication any harm has been caused as a result. Capita apologises for this delay and those affected have now been contacted.

A further 99 women should have been removed from the programme, but this was not actioned. These requests have now been processed and the women concerned have also been contacted to apologise for the delay.

A full review has been undertaken, working closely with Public Health England and NHS England, which found that the majority of the items were correctly handled through another route, as part of the NHS Cervical Screening fail safes that are in place.

If you are a GP who has been contacted by any patients who are concerned that they could have been affected please advise that they would have received a letter directly from PCSE regarding this matter.

June 2019 New guide to patient registrations

To keep you up to date with registration processes, we have produced a simple and easy to use Guide to Patient Registrations which is available to download from the PCSE website here.
 
Your practice will also receive a printed copy of the new guide with your usual CitySprint collection/delivery during June.
 
We hope you find the information useful. The Guide to Patient Registrations covers the following topics:


  • How is patient registration information updated?
  • Overview of the Registrations process
  • Using the High Security setting on your practice clinical system
  • GP Links and GP Codes
  • Confusions and duplicates
  • Tips for smooth patient registrations
  • Common reasons for rejection of patient registrations
  • Guidance on Residential Institute (RI) Codes
  • Requesting the removal of patients from your practice list
  • Process for registering an adopted patient
  • Process for registering a patient gender re-assignment  

 

Please note:
 
The new guide will be updated regularly, so please check the ‘Registrations’ page of the PCSE website to ensure you are reading the most up to date guidance.
 
www.pcse.england.nhs.uk/services/registrations


June 2019 Data checks on GP practice patient lists

On behalf of NHS England, PCSE has started to contact GP practices to conduct data checks on practice lists.
 
There are two types of data checks - data quality checks and list reconciliation. These checks are important to ensure patients are accurately registered with practices, and therefore included in relevant screening programmes.
 

Data Quality Checks
Data quality checks ensure that the registration details for specific patient groups are up to date.
 
PCSE will contact either the GP practice, or the patients concerned directly to ask them to confirm that the details held for them are still accurate.
If the practice is required to verify the details for the patients, PCSE will send email instructions from PCSE which outline the steps they need to take to complete the request.
PCSE has already started to contact a small number of GP practices to verify the registration details of patients aged over 100. This work has been rolled out nationally to all practices in England starting in May 2019.

 
Other patient group checks will follow, including:

  • patients aged under 16 recorded as living alone
  • patients recorded as living in demolished properties
  • patients recorded as being registered at student accommodation for over four years (for this group PCSE will contact the GP and then the patient)
  • addresses with apparent multiple occupancy (for this group PCSE will contact the GP and then the patient)
  • Patients that migrated to England 12 months ago - for this group, PCSE will contact patients directly to verify details)

 
List reconciliation
In addition to the data quality checks, PCSE has also started to contact practices regarding patient list reconciliation. This work involves PCSE contacting practices to request a copy of the patient list from their clinical system. PCSE will compare it with the patient list for the practice held on NHAIS (the national patient records database).
 
Practices will be contacted by PCSE with a request to send a file for reconciliation once every three years. The timescale set for practices to respond to PCSE’s request is 10 days, as agreed with NHS England. This timescale has been set because patient lists are constantly changing with new registrations, amendments and deductions of patients, data checks need to be completed in a relatively short timeframe to ensure the process is completed as accurately as possible
.

June 2019 GP Pension update about end of year certificate processing and submitting estimates

The PCSE GP Pensions team is currently working through a high volume of document submissions and queries. During this period, responses to queries and cheque processing may take longer than usual.
 
Estimate of GP (and non-GP) Providers NHS Pensionable Profits/Pay
In order to avoid large adjustments at the end of the financial year please ensure:


 
FAQs on Estimates can be accessed on the ‘Help’ page of the PCSE website.

May 2019 Cervical Screening: Deferral periods must not exceed 18 months

When deferring a woman’s screening invitation please ensure the deferral period does not exceed 18 months.

Through the Prior Notification List (PNL) process, GPs may defer a woman’s screening invitation and notify PCSE by submitting a deferral form which has now been standardised.

In line with guidance published in the ‘NHS cervical screening call and recall: guide to administrative good practice’ the GP practice must specify how long the deferral is for in multiples of six months, up to a maximum time of 18 months.  So, a woman may be postponed for 6, 12 or 18 months at any one time and the appropriate section of the form must clearly state the date in dd/mm/yyyy.

How to upload a completed deferral request via PCSE's online form

All deferral forms should be submitted via the online form.

  • Go to the Contact Us page and select ‘Screening – Cease/Reinstate/Defer’ from the drop down menu under enquiry type
  • Complete the mandatory fields and upload the deferral form
  • Submit the request

PCSE will acknowledge receipt of the form and update accordingly.  You will receive a case reference number should you need to follow up on your submission.

Details of the new deferral form was shared in the December GP bulletin along with the new reinstate and ceasing forms which are all available to download on our Screening for GPs and Nurses page.

May 2019 Services transferred from Anglian Community Enterprise to PCSE

As part of Primary Care Support England’s (PCSE) commitment to providing national, consistent services for primary care, we have now transferred all support services previously delivered by Anglian Community Enterprise (ACE) in Clacton to PCSE.

Affected organisations and practices have been informed. The service they receive will not change but all email, postal correspondence and telephone contact should now be directed via PCSE’s Customer Support Centre (CSC) and online enquiry forms.

Please do not direct any enquiries or correspondence to the ACE office as it is closed and they will not be available to respond.

Any enquiries relating to GP Payments, GP Pensions, Cervical Screening administration or Ophthalmic Payments can be submitted via the online forms that are available on the Contact Us page.

The forms contain all the required fields PCSE needs to process enquiries.  Selecting the relevant ‘enquiry type’ will ensure your query or request gets to the appropriate team for the quickest possible response time. 
 
You can also contact the Customer Support Centre on 0333 014 2884.  The opening hours are 08.00-17.00, Monday-Friday.
 
Online form and telephone contacts are each allocated a case reference number, so we can track and keep you updated on the progress of your query and you can follow-up if required.
 
Any postal correspondence should be sent to our secure storage and distribution centre at:

Primary Care Support England, PO Box 350, Darlington, DL1 9QN

If you wish to courier your documents to us, please note there is a separate address for courier firms to use: 

  • Capita Intelligent Communications, Building 17: Units 2 & 6, Lingfield Point, McMullen Road, DARLINGTON, DL1 1RW

The ACE fax machine has also been decommissioned and is no longer available.

 

April 2019 End of Year Pension Administration - Frequently Asked Questions (FAQs)

We have added some new FAQs regarding end of year pension administration topics such as adjustment payments and Total Reward Statements (TRS) to the GP Pensions page of the website. Please click here to view.

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.

January 2019 Total Reward Statements

For frequently asked questions regarding NHS Pension Total Reward Statements, please click here.

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