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Ophthalmic Payments

PCSE provides the ophthalmic payments service on behalf of NHS England. We process a wide range of payment claims for ophthalmic services, from NHS funded sight tests through to vouchers for optical repairs. We also deduct levies, manage refunds to patients and administer training grants claims.

 

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New online Ophthalmic Payments

We receive and manually process almost 20 million paper GOS forms a year. In a digital-age we want to provide you with a more efficient way to submit, track and manage your claims. That's why we're introducing new, electronic services for ophthalmic payments.

PCSE Online is a web-based option for submitting GOS claims. 

  • Users can log on to the secure area of the PCSE website, select the appropriate GOS form and complete the necessary details. See the GOS1 Claim video below for a quick demo.
  • The claims will be validated in real time, meaning that any errors or omissions will be flagged up before the form can be submitted for payment.
  • This will result in fewer rejected claims and greater accuracy of payments.

PCSE Online will also allow users to see the status of claims and view statements at the click of a button, helping to reconcile payments more easily. See the Statements video below for a quick demo.

For more details about how the new electronic payments service will work on PCSE Online, take a look at our Ophthalmic Transformation FAQs.

eGOS is an option for opticians who use Practice Management Systems (PMS).  PCSE is working with PMS providers who are developing their systems to enable GOS claims to be securely signed and submitted electronically. Your PMS provider will be in touch to advise when this update will be available for you to use.

A number of Early Adopters are already using the electronic solutions. The electronic services will launch fully 28 October 2019. You can find further information about our plans to modernise in our leaflet and watch our video to hear about the benefits.

The practices using the electronic solutions are producing GOS3 forms that have a new look Click here to see the new GOS3 Form example.

Visit the What’s Changing page to find out more. Keep up to date on the latest information for ophthalmic practitioners on our News page. There is also a full User Guide for using the new online Payments service

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Getting ready for PCSE Online Ophthalmic Payments Service

Here’s all you need to know to make sure you’re ready to start using the new online ophthalmic payments service.

 

Get registered

All practices need User Administrators to set up colleagues within the practice as PCSE Online users. 

  • A user registration letter has been sent to the main contact in each practice, in September 2019, with an access code and the web address for the User Administrator registration website
  • Visit the website and confirm your name and details as the Contract Holder, or their nominated representative
  • Confirm the details for your User Administrators – you’ll need their name, email address, unique access code, your ODS code and if they are a performer, you’ll also need their GOC number
  • Click on Submit

Email addresses must be unique – shared accounts cannot be used

You’ll find the Unique Access code on the front of your letter, just under the address

Find your ODS code on the ODS Portal

Find a performer’s GOC number on the GOC Register

If you are part of a chain of Opticians, you should be receiving details from your Head Office about user registration process and what you need to do.

 

If you have not received your user registration letter, please contact our Customer Support Centre on 0333 014 2884. They will generate a new user registration letter to be sent to you.

 

What happens when you’re registered?

 

  • You will receive an email to confirm that we’ve received your request to set up your User Administrator(s)
  • Each person nominated for the role will get an email to let them know they’re being set up as a User Administrator – this may take a short while during the early stages after we have gone live
  • Further information on how to set up other users in your practice in PCSE Online will be sent directly to your User Administrator(s)
  • Find out more information about the new online services on the What’s Changing section of the PCSE website
  • The new Ophthalmic Performers List service is now live

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Using PCSE Online for Ophthalmic Payment Service

This digital service enables GOS claims to be submitted electronically. They will be validated in real time, which will improve the accuracy of payments and give ophthalmic contractors greater visibility of claims and statements.

We have designed user guides to support you in using options available in PCSE Online. Use the quick links below to find an overview of each option.

 

Quick Links

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Sign in to PCSE Online

  • Sign into PCSE Online with your registered email and password
  • If you forget your password, you can click on Forgotten your login details? to reset it
  • Visit the Help pages
  • If your practice is not yet registered, please contact our Customer Support Centre on 0333 014 2884, who will arrange for a user registration letter to be sent

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Dashboard

  • Once you are signed in, you will see the Ophthalmic Payments dashboard
  • If you are assigned to more than one practice, choose your practice from the drop down list and you will then see the Ophthalmic Payments dashboard for your chosen practice
  • There are tiles to click on for:
    • Make a claim
    • Search for a claim
    • Statements 

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Making GOS 1, 3, 4 and 5 Claims

From the Make a claim screen, you can make a variety of claims. In this section, we give an overview of GOS 1, 3, 4 and 5 claims.
There is a guide for each type of GOS claim, to provide you with additional support.

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GOS 1 Claim – NHS Eye Test

The claim process is split into five sections:

  • Patient’s details
    • You need to complete the patient’s details
    • There is a Save for later feature, if you are preparing for your clinic in advance. You can search for the claim once your patient arrives for their appointment
    • There is a Save and Next button to move you to the next screen – this will check and validate the information you have provided to ensure there is nothing missing or incorrect. If there is, the system will flag up what needs to be updated or amended
    • You will then move to the next section
  • Patient’s eligibility
    • Enter the patient’s eligibility
    • Choose Save and Next to check and validate – the system will flag anything that needs to be updated or amended
    • Save for later can be used, but the information will not be validated at this point
    • You will then move to the next section
  • Patient’s declaration
    • The patient’s declaration details and signature need to be obtained
    • Department of Health regulations have been changed to allow GOS forms to be signed electronically
    • Patients can sign GOS claims electronically using:
      • A touchscreen device, such as a PC, tablet or phone
      • By using a touchpad, mouse or other pen input device connected to a PC
      • Scanning a QR code with a touchscreen device and signing on the device
    • Click Save and Next – the system will check and validate the information and flag anything that needs to be amended or updated
    • Save for later can be used but the information won’t be validated
    • You will then move to the next section
  • Performer’s Declaration
    • The ophthalmic performer, who has conducted the sight test, needs to complete this section and sign
    • Selecting Save Awaiting Contractor Signatory means the system will check and validate the information and flag anything that needs to be amended or updated
    • You will then move to the next section
  • Contractor Signatory’s Declaration
    • This is the final section of the GOS 1 claim form
    • The contractor signatory can view and check the details in the previous sections
    • The contractor signatory can either select/scan the QR code or sign directly into the signature box
    • Selecting Submit, if they agree with the claim, means the system send the claim to PCSE for processing and payment
    • Revert to draft should be selected if the claim is not ready to be submitted – it can be revisited and amended at a later time
    • If the contractor signatory does not wish to submit the completed form at that time, Close can be selected and the claim will be saved
    • Cancel will allow the contractor signatory to cancel the claim – all cancelled claims can still be viewed, under Search for claim

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GOS 3 - NHS Optical Voucher and Claim

Through the GOS 3 option, you can:

 

Create a GOS 3 Voucher

  • Patient’s details
    • You need to complete the patient’s details
    • There is a Save for later feature, which will save but will not automatically validate the information entered
    • Click Save and Next button to move you to the next screen – this will check and validate the information you have provided to ensure there is nothing missing or incorrect. If there is, the system will flag up what needs to be updated or amended
    • You will then move to the next section
    • If you click Save Awaiting Performer, the system will check and validate the information and flag up what needs to be updated or amended
    • The information will be saved for the performer’s to view and check
  • Prescription
    • The performer should complete the relevant prescription fields
    • Once complete, the performer can sign the prescription
    • Save for later will save the information, but not check and validate
    • Save and next will move to the create GOS 3 Voucher screen
  • GOS 3 Voucher
    • Click Create GOS 3 Voucher and a new tab opens with the voucher visible in a printable pdf file
    • This must be printed on plain A4 paper, double-sided, or it will be rejected by PCSE for processing – it can be printed in black and white
    • The GOS3 Voucher will include a unique reference number and authorisation code – see an example GOS 3 voucher

If the patient chooses to take their GOS 3 voucher to another practice that is also using PCSE Online or eGOS, that practice can search for it using the reference number and authorisation code and continue the process electronically.

If the practice is not using PCSE Online or eGOS, the process will need to be continued on a paper GOS 3 form.

Back to GOS 3

 

Create a GOS 3 Claim

From the GOS 3 screen, you can also create a GOS 3 claim, which is divided into five sections.

  • Patient’s details
    • You need to complete the patient’s details
    • There is a Save for later feature, which will save but will not automatically validate the information entered
    • Click Save and Next button to move you to the next screen – this will check and validate the information you have provided to ensure there is nothing missing or incorrect. If there is, the system will flag up what needs to be updated or amended
    • You will then move to the next section
    • If you click Save Awaiting Performer, the system will check and validate the information and flag up what needs to be updated or amended
    • The information will be saved for the performer’s to view and check
  • Prescription
    • The performer should complete the relevant prescription fields
    • Once complete, the performer can sign the prescription
    • Save for later will save the information, but not check and validate
    • Save and next will move to the create GOS 3 Voucher screen
  • GOS 3 Voucher
    • Create GOS 3 Voucher will open a new tab with the voucher visible in a pdf file, which can be printed and given to the patient
      • This must be printed on plain A4 paper, double-sided, or it will be rejected by PCSE for processing – it can be printed in black and white
    • Save for later will save the information entered, but will not automatically validate it – this only happens when you choose Create GOS 3 Voucher or Create a GOS 3 Claim
  • Patient’s eligibility
    • Enter the patient’s eligibility
    • Depending on the electronic signature option you are using, click or scan the QR code on the screen, and then sign the signature box and select accept
    • Save for later can be used, but the information will not be validated at this point
    • You will then move to the next section
    • Save and next will automatically validate, and flag any information that needs to be amended or updated
    • You will then move to the next section
    • Save Awaiting Contractor Signatory will automatically validate, and flag any fields that need to be amended or updated
    • It will then be ready for the Contractor to access and sign, via the Search for Claim option on the dashboard
  • Supplier Declaration
    • The supplier needs to check the prescription and then sign the Supplier’s Declaration
    • The contractor signatory can either select/scan the QR code or sign directly into the signature box
    • Revert to draft should be selected if the claim is not ready to be submitted – it can be revisited and amended at a later time
    • If the contractor signatory does not wish to submit the completed form at that time, Save for later can be selected and the claim will be saved, but not validated
    • Cancel will allow the contractor signatory to cancel the claim – all cancelled claims can still be viewed, under Search for claim
    • Selecting Save and next, if they agree with the claim, means the system will validate the information and flag any fields that need amending or updating
    • You will move to the next section
  • Patient Eligibility
    • This last section is where the patient will sign their declaration
    • Depending on the electronic signature option you are using, click or scan the QR code
    • The patient then needs to sign in the signature box and select Accept
    • The screen will show confirmation that the signature has been saved successfully – click close to move to the next step
    • If the contractor signatory does not wish to submit the completed form at that time, Save for later can be selected and the claim will be saved, but not validated
    • Submit will send the GOS 3 claim to PCSE for processing

Back to GOS 3

 

Search for an existing GOS 3 voucher

You can search for an existing GOS 3 Voucher from the Search for Claim screen on the Ophthalmic Payments dashboard. This process is only for GOS 3 vouchers generated from PCSE Online or eGOS, by yourself or another practice.

If another practice has issued a paper GOS 3 Voucher, you will need to continue this process on a paper GOS 3 form.

  • Click Search for a GOS 3 Voucher
    • Enter the voucher code and the authorisation code from the GOS 3 voucher
    • Click on Search
    • The result should show the patient’s surname
    • Click on Create GOS 3 Claim to the right of the patient’s surname
    • The prescription section of the form will be displayed, from where you can review the prescription and create a GOS 3 claim
    • Refer to the GOS 3 Prescription section for more information

Back to GOS 3

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GOS 4 Claim – NHS Optical Repair/Replacement

The claim process is split into six sections:

  • Patient’s details
    • You need to complete the patient’s details
    • There is a Save for later feature, if you are preparing for your clinic in advance. You can search for the claim once your patient arrives for their appointment
    • There is a Save and Next button to move you to the next screen – this will check and validate the information you have provided to ensure there is nothing missing or incorrect. If there is, the system will flag up what needs to be updated or amended
    • You will then move to the next section
  • Patient’s eligibility
    • Enter the patient’s eligibility
    • Choose Save and Next to check and validate – the system will flag anything that needs to be updated or amended
    • Save for later can be used, but the information will not be validated at this point
    • You will then move to the next section
  • Patient’s declaration
    • The patient’s declaration details and signature need to be obtained
    • Department of Health regulations have been changed to allow GOS forms to be signed electronically
    • Depending on the electronic signature option you are using, click or scan the QR code
    • The patient then needs to sign in the signature box and select Accept
    • Click Save and Next – the system will check and validate the information and flag anything that needs to be amended or updated
    • Save for later can be used but the information won’t be validated
    • You will then move to the next section
  • NHS England Approval
    • All GOS 4 voucher claims for adults aged 16 and over need to be pre-approved by NHS Business Services Authority (NHSBSA)
    • Contractors should ring NHSBSA on 0300 333 943 between 08:00 and 16:30, Monday to Friday to make the request
    • You will be given an approval code that you need to enter into the Approval Code box
    • Click Save and Next – the system will check and validate the information and flag anything that needs to be amended or updated
    • Previous will take you back to the previous page to make any amends, corrections or view again
    • Save for later can be used but the information won’t be validated
    • Selecting Save Awaiting Contractor Signatory means the system will check and validate the information and flag anything that needs to be amended or updated.
    • It will then be ready for the Supplier to access and sign via the option to Search for Claim on the dashboard screen
  • Supplier’s Declaration
    • The supplier can view the details entered so far by the performer/contractor
    • The supplier should complete and sign the supplier’s declaration
    • Revert to Draft can be selected if the claim is not ready to be submitted and/or the form needs to be revisited and amended later
    • Cancel Claim will cancel the claim – all cancelled claims can still be viewed, under Search for claim
    • Save for later can be used but the information won’t be validated
    • Click Save and Next – the system will check and validate the information and flag anything that needs to be amended or updated
    • You will then move to the next section
  • Patient’s Declaration
    • The patient needs to provide their declaration again
    • Depending on the electronic signature option you are using, click or scan the QR code
    • The patient then needs to sign in the signature box and select Accept
    • Click Save for later and the system will save what you have entered but the information won’t be validated
    • Click Submit to send the claim to PCSE for processing and payment.
    • Once the claim has been submitted successfully, it will be forwarded to the GMP who will be responsible for further processing.

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GOS 5 Claim – Private Eye Test

The GOS 5 claim is divided into five sections.

  • Patient’s details
    • You need to complete the patient’s details
    • There is a ­ feature, if you are preparing for your clinic in advance. You can search for the claim once your patient arrives for their appointment
    • There is a Save and Next button to move you to the next screen – this will check and validate the information you have provided to ensure there is nothing missing or incorrect. If there is, the system will flag up what needs to be updated or amended
    • You will then move to the next section
  • Patient’s eligibility
    • Enter the patient’s eligibility
    • Choose Save and Next to check and validate – the system will flag anything that needs to be updated or amended
    • Save for later can be used, but the information will not be validated at this point
    • You will then move to the next section
  • Patient’s declaration
    • The patient’s declaration details and signature need to be obtained
    • Depending on the electronic signature option you are using, click or scan the QR code on the screen
    • Patients should sign in the signature box
    • Click Accept, and a confirmation will display to say the signature has been saved
    • Click Close
    • Click Save and Next – the system will check and validate the information and flag anything that needs to be amended or updated
    • Save for later can be used but the information won’t be validated
    • You will then move to the next section
  • Performer’s Declaration
    • The ophthalmic performer, who has conducted the sight test, needs to complete this section and sign
    • Selecting Save Awaiting Contractor Signatory means the system will check and validate the information and flag anything that needs to be amended or updated
    • You will then move to the next section
  • Contractor Signatory’s Declaration
    • This is the final section of the GOS 1 claim form
    • The contractor signatory can view and check the details in the previous sections
    • The contractor signatory can either select/scan the QR code or sign directly into the signature box
    • Selecting Submit, if they agree with the claim, means the system send the claim to PCSE for processing and payment
    • Revert to draft should be selected if the claim is not ready to be submitted – it can be revisited and amended at a later time
    • If the contractor signatory does not wish to submit the completed form at that time, Close can be selected and the claim will be saved
    • Cancel will allow the contractor signatory to cancel the claim – all cancelled claims can still be viewed, under Search for claim

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Making a GOS 6 claim and pre-visit notification

PVNs (pre-visit notifications) can be submitted using our Contact Us Form choosing Ophthalmic Payments as the category of enquiry, then Pre-visit Notification as the type of enquiry. The form will then guide you through the process.

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Search for a Claim

You can search for different claims to complete, sign or view.

From the Ophthalmic Payments Dashboard, click on Search for a Claim and then choose the type of GOS claim you are searching for.

You will be asked to enter different search criteria. Enter as much as of the following criteria as possible to narrow down the search results.

  • Contractor’s name
  • Performer’s name
  • Patient’s surname
  • Claim Number
  • Claim Type
  • Claim Status
  • Search by Date From
  • Search by Date To

Select Search to view the results or Close to discard the details entered.

The search results will be displayed and you can click on the claim to open it.

Access the Ophthalmic Payments user guide for more support.

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Viewing statements

You can view statements for claims submitted since you have been using the PCSE Online Ophthalmic payments system.

  • Select the Statement option from the dashboard
  • Search for statements using different criteria, including:
    • Date range
    • Statement type
  • Statements will be displayed
  • Clicking on the statement’s reference number will provide further details

You can drill down into each GOS claim type for further details of the claims that have been submitted in the selected statement.

The statement is expanded out to include details of each claim under that GOS type, including:

  • Your reference
  • Claim ID
  • Patient’s name
  • Point of service date
  • Amount submitted
  • Amount paid

You can also:

  • Expand all to view the full statement, with a line-by-line breakdown
  • Collapse all to see a condensed version of the statement
  • Print/Download to print or download as a PDF or CSV

Access the Ophthalmic Payments user guide for more support.

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User Management

The user administrator at your practice will be able to make changes to their users on PCSE Online.

  • Log into PCSE Online
  • Click User Management on the navigation bar
    • If you are registered to more than one practice, first of all select the right practice from the Select Organisation and Address box on the right hand side of the screen and click Update
    • Now click User Management
  • From the User Management screen, the main contact can:
    • Create a new user
    • Update user details
    • Disable user

You’ll find further information in the User Management user guide.

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Making a CET claim (from 2020)

This section is being updated.

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Making a Pre-reg training grant claim (from 2020)

This section is being updated.

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Still using paper GOS forms?

 

If you are not yet ready to use PCSE Online or eGOS, you can find guidance on using paper GOS forms in this section. 

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How do I submit the current paper GOS forms?

Currently, all GOS activity requires a paper form to be completed and submitted.

Right now, all GOS forms are paper based and are manually completed to allow opticians to claim for the NHS services they provide to their patients, such as sight tests. The process for submitting forms is quite simple.

Firstly, you can order the paper GOS forms from PCSE Online. These are the forms you can order:

  • GOS1 Application for an NHS funded sight test
  • GOS2 Patient’s optical prescription or statement
  • GOS3 NHS optical voucher and patient's statement
  • GOS4 NHS optical repair or replacement voucher application
  • GOS5 Help with the cost of a private sight test
  • GOS6 Application for a mobile NHS funded sight test (domiciliary visit)

The forms are delivered to the practice. The appropriate form is completed by the optician during the patient’s visit for their sight test or optical repair.

Forms must be completed correctly to ensure they are not rejected. You can get some helpful guidance on completing and signing GOS forms in Section 5 of this Making Accurate Claims guide.

Once forms are completed, they are posted to Primary Care Support England,  PO Box 350, Darlington, DL1 9QN.

Using PCSE Online, the GOS form will be automatically checked to ensure all information is correct before submission, reducing the number of rejected claim forms.

Forms submitted by the cut-off date for your area will be manually checked and processed, and passed for payment, ready to reach your account on the payment date for your area. If there are any errors in the forms, the forms will be rejected, and will be returned to you with a cover sheet explaining which section(s) are incomplete. Please amend and resubmit them to us for processing and payment.

Learn more about the new ophthalmic payments service which will be available at PCSE Online from the end of October.

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How do I contact PCSE if I have a query or issue with an ophthalmic payment?

If you have a query regarding a GOS payment or another aspect of the ophthalmic payment service, visit our contact us page and simply choose Ophthalmic Payments from the drop-down list.

If you are an ophthalmic practice, you will need your ODS code and your payment system code – contractor code and PCT code. Find these on your GOS submission header

You’ll get a case reference number, which will follow this format CAS-12345678-A1B2C3, once you submit the form. Keep this safe, as you can use it to follow up on your enquiry if necessary.

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How do I notify PCSE of Domiciliary visits?

A domiciliary visit takes place when an optician will conduct a mobile eye test in a setting other than their practice, such as a care home.  Opticians need to notify PCSE before this visit takes place – just complete the online Pre-Visit Notification form on our contact us page.

You’ll need the following information to complete the pre-visit notification form:

  • Contractor details – name, address, email and telephone number
  • Organisation name
  • PCT code – code should match the GOS 6 claim
  • Contractor code – find both codes on the GOS submission header
  • Date of visit
  • Address where the visit will take place – address, postcode and type of business i.e. care home
  • Patient(s) name – should match the GOS 6 claim
  • ODS code - also known as TP code – this will start with TP and be followed by 3 alphanumeric characters. You can find your ODS code on the ODS Portal, provided by NHS Digital

Once the form is correctly completed, you will be able to review, save and print off the form as a pdf and you are required to keep this for your records. You can then submit the form and you will receive an acknowledgement email with a unique case reference number, which will follow this format CAS-12345678-A1B2C3. The subject of the email will include the post code of the location of the visit, to help you identify which PVN it relates to.

The information on the PVN form will allow PCSE to process the associated GOS 6 claim easily. Please quote the case reference number on any further correspondence about the PVN.

Further information can be found in Making Accurate Claims guide, a practical guide to daily General Ophthalmic Service (GOS) practice produced by the Optical Confederation.

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How do I submit my CET form?

The Continuing Education and Training Grant claim window is currently OPEN, from 1st July to 31st October 2019.

Continuing Education and Training is a statutory requirement, by the General Optical Council (GOC), for all fully-qualified optometrists and dispensing opticians. The CET scheme is points-based scheme that runs over a three-year cycle and all fully-qualified GOC registered opticians must earn a minimum number of CET points and meet a minimum set of requirements to stay on the GOC registers. Find out more about the CET scheme on the GOC website.

You can submit your completed CET grant claim easily using the online enquiry form. Just select CET Claim from the drop-down list. This will save you time and postage costs, and you can be confident the claim has been submitted, as you’ll get a unique case reference number.

Follow these steps to submit your 2019 CET claim:

  • Download the 2019 CET claim form, issued by the Department of Health and Social Care, and complete it in full. Be sure to include your Ophthalmic Performer List number and sign and date the form in the appropriate place(s)
  • On the PCSE Contact Us page select CET claim from the drop-down menu. This will open up the specific online form for CET submissions
  • When you complete the form, remember to add the following information:
    • Name of the performer claiming the CET grant
    • Name of the practice contact
    • Practice email address registered with PCSE so we can send the confirmation email
    • ODS code, also known as TP code – this will start with TP and be followed by 3 alphanumeric characters. You can find your ODS code on the ODS Portal, provided by NHS Digital
    • PCT and Contractor code - find both codes on the GOS submission headers
  • View a correctly completed example CET form

You can only upload one CET grant claim form at a time – you’ll need to complete a new online form for each claim

Each claim form has three pages – you can upload these as one document or individual pages, by clicking on Add Document

  • Once all the correct information has been provided, you can submit the CET grant claim
  • You’ll get confirmation of a successful submission and an email will be sent to the practice email address provided in the form
  • If the email address provided is not registered with PCSE Online, the confirmation email will be sent to the main contact at the practice
  • An un-registered email address will not stop a claim being processed, but confirmation and further emails will be sent to the main contact email address held on PCSE Online
  • Keep up to date with the progress of your CET claim, by registering your email address on PCSE online
  • CET forms can also be submitted by post to Primary Care Support England, PO Box 350, Darlington, DL1 9QN

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How do I submit my Pre-reg training grant claim form?

An optician who is supervising the training of a pre-registration optician is able to make a claim for a pre-registration supervisor training grant. The allowance paid to supervisors is set out by the Department of Health on an annual basis and PCSE process these claims on behalf of NHS England.

Optical practices can make a pre-reg training grant claim – here’s how:

  • Download the pre-reg training grant claim form, and complete the form
  • Choose Ophthalmic Payments in our online form
  • Choose Contractor/Optical practice from the drop-down list and then select Pre-Reg Training Grant as the type of query
  • Complete the necessary information on the form and upload the claim form, by clicking on Add Document
  • Submit the form, and you’ll receive acknowledgement and a case reference number - which will follow this format CAS-12345678-A1B2C3

Contractors can either claim the full value of the grant at the end of the pre-reg year or in two instalments (6 months/end of pre-reg year).

The grant application form needs to be signed by the contractor, supervisor and trainee, or it will be rejected

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How do I notify PCSE of new contractors or contract changes?

NHS England's local teams work with PCSE to notify us of new contractors or changes to ophthalmic contractor information in relation to:

  • New Contract Notification (NCN)
  • Change of premises
  • Contract Termination

You must submit all contract changes to relevant local team. This information cannot be received directly from a contractor because all information must be verified by the NHSE local team.

NHS England Local Teams

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For NHS Local Teams only

Information for NHS Local Teams

This is a helpful section for NHS England local teams only, who submit changes to PCSE, to keep us informed about the contractual changes.

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New Contract Notification (NCN)

To notify us of a new contract:

  • Download the New Contract Notification form
  • Complete the form in full and submit to PCSE, by email, at RLTophthalmic@nhs.net
  • Include 'Ophthalmic Contractor Set Up Request – [contractor name and ODS code]’ in the subject header of the email
  • Attach a completed GOS authorised signatory formto your email

It is important that the form is completed by a member of the local team who is registered with PCSE as an authorised signatory

The NCN form will not be retained by PCSE

  • We will then process the NCN and produce batch headers
  • Once processed, we will send a set of unique GOS Submission Headers to the Contractor by email
  • We’ll copy the local team into this email, as confirmation that the new contract has been set up
  • We will also tell the practice how to register with PCSE Online to order GOS forms

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Change of premises

To notify us of a change of premises:

  • Download the Change of Premises form
  • Complete the form in full and submit to PCSE, by email, at RLTophthalmic@nhs.net
  • Include 'Ophthalmic Contractor Change of Premises – [contractor name and ODS code]’ in the subject header of the email

It is important that the form is completed by a member of the local team who is registered with PCSE as an authorised signatory

The original Change of Premises form will not be returned to the NHSE local team

  • We will then process the Change of Premises notification and produce new batch headers
  • We will email the new batch headers directly to the contractor
  • We’ll copy the local team into this email, as confirmation that the Change of Premises request has been completed

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Contract Termination

To let us know about a termination of contract:

  • Download the Contract Termination form
  • Complete the form in full and submit to PCSE, by email, at RLTophthalmic@nhs.net
  • Include 'Ophthalmic Contractor Contract Termination Notice – [contractor name and ODS code]’ in the subject header of the email

It is important that the form is completed by a member of the local team who is registered with PCSE as an authorised signatory

The original Contract Termination form will not be returned to the local team

  • We will then process the Contract Termination notification
  • If the local team requests confirmation that the contract termination has been completed, we will confirm this by email

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FAQs: New online Ophthalmic Payments

About the new online Service

Currently, PCSE Online is used by practices for ordering paper GOS forms. In future, PCSE Online will also be used for:

  • Submitting GOS claims
  • Tracing and tracking the status of claims
  • Viewing itemised statements

Users will log on to the secure area of the PCSE website with their individual username and password, select the appropriate GOS form and complete the necessary details.

The information for the online GOS forms will be the same as is currently required for the paper forms, but the electronic system will automatically validate each entry. Any missing information, errors or incomplete mandatory fields will be flagged up before a form can be submitted, significantly reducing the likelihood of claims being rejected and improving the accuracy of payments.

Regulations have been changed to allow GOS forms to be signed electronically by the patient, optometrist and contractor.

The online service will bring a number of benefits including greater accuracy of payments. Online submissions will also:

  • Offer a more secure way of submitting claims
  • Be validated in real time, flagging up any errors or omissions before the form can be submitted
  • Reduce the number of rejected claims
  • Give greater visibility to track and trace claims online
  • Provide more detailed statements at the click of a button
  • Simplify the reconciliation process
  • Remove the need to post and manually process claims

The new solution will be live from 28th October 2019 and will be rolled out to Ophthalmic contractors wanting to use this solution from this date. In order to use the PCSE Online claim submission solution, each contractor will be required to complete the User Registration process

GOS 1, 3, 4, 5 & 6 can be completed and submitted online. GOS 2 forms will remain paper-based and can still be ordered via the Supplies section of PCSE Online.

Pre-visit notifications and amendments for domiciliary visits can be completed and submitted online. Continuous Education & Training (CET) claims will be available online for the 2020 submission window.

Though it operates as a secure service, PCSE Online is accessible on most browsers, including Google Chrome, Internet Explorer, Firefox, Opera and Safari. It is recommended that you use the latest version of those browsers.

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Accessing the new Service

PCSE Online is web-based, so you will need to be connected to the internet. You can use PCSE Online on any computer device that has internet access, including laptops, tablets and desktop computers.

If there is a protracted issue with an internet connection or another reason access to the service is interrupted (such as a power cut), paper forms can still be submitted. Practices should hold a small stock of paper forms for contingency purposes.

Additional information on submitting claims, including user guides and video guides, can be found here and here.

No. This will not be available.

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Completing the new online forms

Yes. There is a ‘save for later’ function so multiple forms for different patients can be completed in advance in preparation for the appointments. Early adopters of the system have found this really useful for future appointments.

However, signatures can only be captured when the patient is present as their signature is confirmation that the information provided is correct.

Regulations stipulate that patient must sign to confirm eligibility for a voucher at the time of ordering the glasses/contact lenses, rather than when the voucher is created and issued.

No.

Patients, performers and contractors will be able to sign GOS claims electronically. This can be done:

  • By using a touch screen device, such as a PC, tablet or phone
  • By using a touchpad, mouse or other pen input device connected to a PC
  • Scanning a QR code with a touchscreen device and signing on the device

Quick Response Codes (QR codes) are barcodes that can be read using smartphones or tablets. The QR code is scanned using either the practice/store’s touchscreen device or a patient’s smartphone or tablet if they prefer. When the QR code is scanned it will provide a link to a signature screen. When the patient signs, an electronic copy of the signature will appear on the online form. (The signature will need to be provided within a limited timeframe (see below).

The signature capture is available for 5 minutes when a QR code has been scanned

If the signature capture has expired, you can click the “regenerate” button to open a new window.

Yes. This functionality is being built-in to PCSE Online.

Regulations stipulate that patient must sign to confirm eligibility for a voucher at the time of ordering the glasses/contact lenses, rather than when the voucher is created and issued.

There are currently no plans to change submission or payment dates.

The online forms are validated in real time which means they can be submitted closer to the payment date because you won’t have to allow time for posting/delivery and processing.

You can submit GOS forms on the same day you see a patient, and not wait to send them all at once.

You can track the status of claims by logging on to PCSE Online, selecting the Search for a claim option, which will then bring up all the claims submitted and the status of each one.

Statements will be available to view on PCSE Online. The electronic, monthly statements will be more detailed than the current paper versions, showing the name of the patient and the contractor’s transaction number.

No. A Performer must sign the GOS form declaration when the patient is present.

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Additional Information

Please speak to your PMS provider or head office to find out more about their plans to roll out electronic payment solutions on their systems.

The existing GOS forms will be replaced in the new year with re-designed paper forms that use Optical Character Recognition (OCR), as is used for driving license and passport application forms.

To see What’s Changing, or to find out more about the online Ophthalmic Payments service visit the PCSE website

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