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GP Payments

  • Please submit all general GP payment enquiries using the 'Enquiries' form. Click here to view FAQs regarding this form.
  • Payment schedules and instructions from RLT and CCGs only should be sent to PCSE.Payments@nhs.net

PCSE is responsible for administering the following payments to GP practices:

  • Global sum payments
  • PMS contract baseline payments
  • Drugs payments (prescribing and dispensing)
  • Childhood immunisations payments
  • Seniority payments
  • Ad-Hoc payment instructions (Locum/Premises/Rates)
  • GP trainee payments and expenses (For non-lead employer areas)
  • GP training grant payments
  • Enhanced Service payments via CQRS
  • Quality and Outcomes Framework payments (aspiration)
  • Quality and Outcomes framework payment (achieved)
  • Public Health Immunisation Schedules payments
  • GP retainers
  • Local Medical Committee levies-depends on contract type

Click here for GP Pensions

 

 



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FAQs

GP trainee reimbursements (for practices in non-lead employer areas only)

We have produced a 'how to' guide to help you view GP trainee payments on Open Exeter statements. You can view it here.

Every time a GP trainee starts at a new practice, a salary set-up form is required to order to claim reimbursements for them.

PCSE will reimburse the practice for the GP trainee with a salary based on information which has been provided to PCSE by the practice.

Please ensure all information is completed on the relevant form to avoid delays in being reimbursed.

  • Around 12 weeks prior to general practice placement, local HEE schemes should inform all GP training practices of the new GP trainee
  • A form to set up reimbursements is completed once for the entire time the GP trainee is at the practice. PCSE cannot accept invoices. The relevant form should be completed by the practice as the employer with information from the trainee and trainer.
  • 6 weeks prior to placement, the practice should send the relevant payment set up form to the address(es) on the form.

PCSE will set up the salary scales as published on the NHS Employers website for 2017/18: http://www.nhsemployers.org/case-studies-and-resources/2017/08/pay-and-conditions-circular-md-1-2017  (Page 5 for 2016 contract and Page 17 for 2002 contract)

The form you need to complete to claim reimbursement for your GP trainee will depend on the contract they have signed. There is a form for GP trainees on the 2002 contract and another for GP trainees on the 2016 contract. The form required will also vary depending on the area you are based in.

Click on the relevant link in the table below:

From 1 August 2018, PCSE is no longer responsible for reimbursing GP trainee salary and expenses in the Thames Valley area. The lead employer for this area is now the Pennine Acute Hospital NHS Trust. Further information is available at www.pat.nhs.uk/education-and-research/lead-employer.htm

 

2002 contract

2016 contract

Yorkshire and the Humber

Click here for form

Click here for form

Wessex

Forms are available through your local HEE office

Forms are available through your local HEE office

MN37 / 2002 contract form notes

  • Only basic salary is required as enhancement is fixed and if LTFT (%)
  • Increment date needed- on hospital pay slip or from HEE (especially for those who have taken time out of training etc). There space on the form if it is not on the payslip
  • Please ensure you send the trainees most recent pay slip with the completed pay form
  • MN37 2002 salary levels to be checked every April – available on NHS Employers website

2016 contract form notes

  • Salary information: basic salary plus and pay protection / cash floor
  • PCSE need to know pensionable and non pensionable salary
  • Please check with the GP trainee for any relevant pay protection, which can result in an addition to the standard 2016 contract pay. They could have documentation from a previous post
  • Signature of Practice Manager or Finance Manager is required (and GP trainee if possible)

Relocation claims are paid in some areas when changing practice. Claims need to be approved by both HEE and NHS England before being paid by PCSE.

  • Download GP trainee relocation expenses form here
  • Send the completed form to your local HEE office
  • HEE will then send to the NHS England local team (RLT) for authorisation, who will then instruct PCSE to make payment

Please inform PCSE of any of the following changes to your GP trainee’s circumstance:

  • Maternity leave / paternity leave / shared parental leave / adoption leave
  • Annual leave accrued during maternity leave
  • Sick Leave (where pay is affected)
  • Termination of contract
  • Additional trainers grant (for Wessex and Thames Valley only)
  • ARCP extension
  • Planned extension (in the same practice)
  • Change of hours
  • Other leave (please specify)

If you are in Wessex - please complete a Pay2 form available from your local Health Education England (HEE) office. Please complete and submit the form to HEE. HEE will check the form and submit to PCSE to make the payment.

If you are in Yorkshire and The Humber click here.

From 1 August 2018, PCSE is no longer responsible for reimbursing GP trainee salary and expenses in the Thames Valley area. The lead employer for this area is now the Pennine Acute Hospital NHS Trust. Further information is available at www.pat.nhs.uk/education-and-research/lead-employer.htm

If a GP trainee working in your practice is going on maternity leave, please inform your local HEE programme office with the following information as soon as possible prior to maternity leave commencement:

  • Date maternity leave is starting
  • Allowance required (SMP or maternity allowance)
  • Date of return (as soon as known) as well as any accrued annual leave due

A new salary reimbursement form should be completed and sent to HEE as soon as possible prior to the GP trainee's return so that salary payments can be re-started correctly.

Pay is affected by sickness leave according to length of service. In order to ascertain when sickness pay should be applied please refer to the guidance available here:  https://www.bma.org.uk/advice/employment/leave/study-professional-and-special-leave/leave-gp-trainees.

  • The GP trainee submits sickness certificate to practice manager
  • The practice completes the change in circumstance form (with GP trainee where possible) and sends with the sickness certificate to the local HEE office
  • HEE processes the information and send the forms to PCSE

There are two types of expenses that GP practices claim back directly from PCSE – Mileage and MDO claims. These expenses are paid by HEE through PCSE.

Download the mileage form here

Download the MDO form here

Important information for both claims:

  • These forms should be completed by the GP trainee and then approved by an authorised member of staff at the practice
  • The form then needs to be sent from the practice (not from the GP trainee directly) to PCSE via the PCSE enquiries form
  • PCSE will contact you in the event of any missing or conflicting information.

Mileage

  • All mileage claims need to be submitted on the template
  • GP trainees need to submit the form monthly to their practice for authorisation
  • GP trainees will use the same form every month to be able to ascertain correct mileage rate (regular user / standard user)
  • Please ensure all mileage claims include the car engine size

MDO claims

  • The General Practice portion of medical defence payments are reimbursed by HEE through PCSE
  • The claim form is completed by the practice manager and trainer
  • All fields on the form are to be completed including the hospital element (which is not reimbursable). If you have queries about the hospital portion, the medical defence provider will be able to supply this information

Training grants are paid directly to the practice by PCSE once approved by NHS England.

Non-lead employer areas

  • When the relevant salary set-up form has been processed and a salary has been set up, the training grant will be paid automatically with the salary
  • This can be viewed on the practice’s Open Exeter statements under ‘Trainee payments’

Lead employer areas

In areas where there is a single lead employer for GP trainees and PCSE reimburses training grant only, most training grant payments will now be processed as a contract adjustment and should be seen under the ‘variance details’ section of your main payment and will be coded as ‘TRAG’.

The training grant payment description will include the doctor’s name and the period the payment relates to.

The form you need to complete to claim reimbursement for your GP trainee will depend on the contract they have signed. There is a form for GP trainees on the 2002 contract and another for GP trainees on the 2016 contract. The form required will also vary depending on the area you are based in.

Click on the relevant link in the table below:

Please note: from 1 August 2018, PCSE is no longer responsible for reimbursing GP trainee salary and expenses in the Thames Valley area. The lead employer for this area is now the Pennine Acute Hospital NHS Trust. Further information is available at www.pat.nhs.uk/education-and-research/lead-employer.htm

 

2002 contract

2016 contract

Yorkshire and the Humber

Click here for form

Click here for form

Wessex

Forms are available through your local HEE office

Forms are available through your local HEE office

 

MN37 / 2002 contract form notes

  • Only basic salary is required as enhancement is fixed and if LTFT (%)
  • Increment date needed- on hospital pay slip or from HEE (especially for those who have taken time out of training etc). There space on the form if it is not on the payslip
  • Please ensure you send the trainees most recent pay slip with the completed pay form
  • MN37 2002 salary levels to be checked every April – available on NHS Employers website

2016 contract form notes

  • Salary information: basic salary plus and pay protection / cash floor
  • PCSE need to know pensionable and non pensionable salary
  • Please check with the GP trainee for any relevant pay protection, which can result in an addition to the standard 2016 contract pay. They could have documentation from a previous post
  • Signature of Practice Manager or Finance Manager is required (and GP trainee if possible)

Please contact Health Education England (HEE) in your area.

HEE Wessex rf.wessex@nhs.net

HEE Yorkshire & Humber YorksHumber.GPadvice@sthk.nhs.uk

From 1 August 2018, PCSE is no longer responsible for reimbursing GP trainee salary and expenses in the Thames Valley area. The lead employer for this area is now the Pennine Acute Hospital NHS Trust. Further information is available at www.pat.nhs.uk/education-and-research/lead-employer.htm

Change of practice bank details

Please provide your old and new bank details (bank name, sort code and account number), and the date the new bank details will be effective from, to PCSE on letter headed paper and submit to PCSE via the enquiries form

This must be signed by all partners at your practice.

Alternatively, you can fill in a Declaration of Banking Details form available here. Please ensure it is signed by all partners at your practice and then submit to PCSE using the enquiries form.

Please ensure all payments have been received into your new account before closing the old account.

PCSE will then complete a procure to pay (P2P) form and submit along with the bank mandate to the NHS local team for authorisation.

Once approved, the NHS local team will forward the information to NHS Shared Business Services (SBS) who action the change and notify PCSE and the NHS local team once complete.

PCSE is not responsible for changing your bank details. An instruction to do so is provided to Shared Business Services (SBS) via the NHS local team.

If a practice merger occurs, you will need to advise PCSE which account the newly merged practice wishes to have their payments sent to following the process outlined above.

Childhood Immunisations

Practices must submit details of all vaccinations via Exeter (NHAIS) on a quarterly basis.

Patient List Produced                       Deadline for Submission                 Target Payment Month

Start of July                                           01.11.2018                                            December 2018

Start of October                                      01.02.2019                                               March 2019


Childhood vaccinations are paid six months in arrears. PCSE uses NHAIS/Exter to calculate the payment. It is important that vaccination lists are submitted before the cut-off date or PCSE will be unable to calculate the payment. For further information and details on how to submit vaccination lists via Exeter, please see the childhood immunisations guide.

NHS England has advised that any practice who misses the submission date should contact their NHS regional/local team. Payment would then be made at their discretion.

 

Late submissions must be submitted to your NHS Regional/Local Team or your local Clinical Commissioning Group (CCG).

Claims approved by your NHS Regional/local team/CCG will be sent to PCSE via a payment authorisation schedule with instructions on how and when to include these in practices main monthly payments.

Rent, rates and utilities payments

All claims must be submitted to your NHS England local team or your local Clinical Commissioning Group (CCG) if you are in a delegate CCG area.

Claims approved by your NHS England local team/delegate CCG will then be sent to PCSE via a payment authorisation schedule with instructions on how and when to include these in practice’s main monthly payments.

Seniority payments

Seniority payments are being phased out and the scheme will end completely on 31 March 2020. Any new applications for seniority ceased as of the 1st April 2014. Only GP Partners who previously qualified remain in receipt of these payments, which are subject to an annual reduction.

The payments are calculated on a doctors NHS Reckonable Service, and are included on the practice's quarter end payment in June, September, December and March.

The doctors annual estimated income is used to calculate whether they qualify for payments in full, whether they get these payments abated by 60% or if they don’t qualify for payments at all.

If PCSE does not receive an updated Estimate of Profit Pay/Contributions for all GP Partners, seniority payment may be affected. If a doctor has drawn their pension an estimate must still be provided for seniority purposes only.

GP payment and pensions online enquiries form

No, you can also call our customer contact centre on 0333 014 2884. You can also post any documents to PCSE, PO Box 350, Darlington, DL1 9QN.

Yes, if you select an option where there is a requirement to submit a form/document you will be provided with the option to upload and attach up to five documents as part of your submission.

The online form supports these various types of uploads, bmp, doc, docx, gif, jpg, pdf, png, rtf, tif, txt, xls, xlsx, ods, odt. However, the most frequently used file types which are recommended are pdf and excel files.

The maximum file size per attachment is 3.2MB. 

The internet browsers supported are:

  • Chrome - v30 and later
  • Firefox - v27 and later
  • Internet Explorer - v11
  • Opera - v17
  • Safari - v5 on iOS and v7 on OS X

You will receive an automated email reply within 10-20 minutes.

The enquiries form is accessible on the 'Contact us' page of the PCSE website. Click here to access it.

Practice mergers and closures

The banking declaration form should be sent to PCSE with the practice merger/closure form via the online enquiries form (selecting Practice mergers and closure notifications as the subject enquiry type) or by email to pcse.practicechanges@nhs.net .

The form will be passed onto the GP Payments team to action. The GP Payments team will check that all partners in the practice have signed the declaration, complete a P2P form and send this onto the NHS England Regional Local Team to approve. Once approved it will then be sent onto NHS Shared Business Services for the banking details to be updated.

If you have a query regarding banking changes then these must be submitted via the online form. Select GP Payments as the subject enquiry type.

The full mergers and closures process and all associated forms can be accessed here.

The new estimate of profit for the practice should be sent to PCSE with the practice merger closure form via the online enquiries form (selecting Practice mergers and closure notifications as the subject enquiry type) or by email to pcse.practicechanges@nhs.net .

Any subsequent changes following the merger should be sent directly to the GP Payments and Pensions team via the online enquiries form (Select GP Payments or GP Pensions as the subject enquiry type).

Once the new estimate of profit is received and all actions for the merger have completed, the GP Payments team will update the estimates for the GP’s to ensure that the correct contributions are taken from the practice each month.

PCSE will seek instruction from the NHS England Regional Local office or Delegated CCG as to whether or not drugs payments due prior to the merger are to be transferred to the merged practice or whether other arrangements are being made for the closed practice.

PCSE will seek instruction from the NHS England Regional Local office or Delegated CCG as to whether or not the Childhood Immunisation target payments due prior to the merger are to be transferred to the merged practice or whether other arrangements are being made for the closed practice.