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Notification of domiciliary visits (PVNs)

As part of our ongoing commitment to create national, consistent services for all our users we have introduced an online form for the pre-visit notification of domiciliary visits.

The new online form can be accessed via the link below and provides an easy way to enter and submit all the information required in a Pre-Visit Notification (PVN).

To complete the form, contractors will need to provide the following details:

  • Contractor details (name, email, address, phone number)
  • Organisation name
  • PCT code (this should be the same code that appears on the associated GOS6 claim)
  • Contractor Code
    • Please note: The PCT code and Contractor Codes can be found in the two boxes in the top right corner of your GOS submission headers e.g. 5C5 121
  • Date of visit
  • Address of where the visit will take place, including the post code and the type of premises
  • Name of the patient(s) – please note this detail must be the same as on the GOS 6 otherwise it can’t be matched
  • ODS code (also known as TP code) – if you do not know the ODS code for your practice you should contact the Exeter Helpdesk on 0300 3034 034 or E-mail: helpdesk@nhs.net

When all the details have been correctly completed the form will be available to review, save and print as a pdf for future reference before it is submitted.  Please note you are required to keep this for your records.

The sender will then receive an acknowledgment email with a unique case reference number.  The subject heading of the email will include the post code of where the visit is due to take place to help you easily reference which PVN the case reference number relates to.  

The reference number should be quoted in any further correspondence about the PVN.

The new forms will ensure PCSE has all the information needed on a PVN to process the associated GOS 6 claim.

Pre-Visit Notification FAQs

There are specific timescales for submitting PVNs in order to comply with GOS regulations.  These are:

  • Where mobile services are to be provided to two or less patients at the same address, a period of at least 48 hours notice and not more than 8 weeks’ notice is required (exclusive of weekends / public holidays)
  • Where mobile services are to be provided to more than two patients at the same address, a period of at least 3 weeks notice and not more than 8 weeks’ notice is required (inclusive of weekends / public holidays)
  • PCSE cannot accept notifications made more than eight weeks in advance.

If between 3 and 8 weeks’ notice of a visit was given originally, then any number of patients can be added or substituted by amending the original PVN up to 48 hours before the visit. 

If between 48 hours and 3 weeks’ notice of a visit was given originally, then the contractor may notify the substitution of a maximum of TWO patients by amending the original PVN. If the original notification was for only one patient only, the contractor may add one more patient to the original PVN.

Yes, the online form will allow for substitutions and amendments to be made. To add or substitute patients on a PVN you have already submitted:

  1. Click on the link to ‘Submit a PVN’.
  2. You will be taken to the form where you can select ‘Amendment to a previous PVN submission’
  3. Enter the case reference number from the original PVN
  4. Update the new details
  5. Once additions have been entered the form can be reviewed, saved and printed as a pdf, before being resubmitted.
  6. The PVN will retain the same case reference number which will be emailed to confirm receipt

Up to three changes (additions or substitutions) may be made at the time of the notified visit, but only if it would not have been possible to give 48 hours notice, for example in respect of a new resident or a person who has only just developed an eye or vision problem.

Where a same day addition or substitution has been necessary, the GOS 6 for the patient concerned should be annotated with “same day substitution for PVN [reference]”.

If a contractor is unable to visit a residence on the day arranged for reasons beyond his control, e.g. due to an outbreak of illness at the care home, another venue may be substituted on the day of the visit, provided NHS England has already been notified of a planned visit to the alternative venue and this visit has not yet taken place; and b) the contractor informs NHS England and they agree.

Contractors should contact the relevant NHS England office for permission to make a same day venue substitution

To make the amendment once a venue substitution has been approved:

  1. Click on the link to ‘Submit a PVN’
  2. You will be taken to the form where you can select ‘Amendment to a previous PVN submission’
  3. Enter the case reference number from the original PVN
  4. Update the new details
  5. Once substitutions and/or amendments have been made the form can be reviewed, saved and printed as a pdf, before being resubmitted
  6. The PVN will retain the same case reference number which will be emailed to confirm receipt.

The ODS code is also sometimes referred to as a TP code because it starts with TP followed by three alpha numeric characters.  In total it is made up of five characters.

If you do not know the ODS code for your practice you should contact the Exeter Helpdesk on 0300 3034 034 or E-mail: exeter.helpdesk@nhs.net

To help ensure your PVN is processed promptly, the preferred option for submissions to PCSE is via the online form.

If you are not able to use the online form, you must complete the standard PVN template in full and email it from an nhs.net email address or as an encrypted email from a non nhs.net email address to:

pcse.domnotifications@nhs.net

The email subject field should clearly state: 

Original or Amended PVN for <contractor name> in <PCT code>

 

The fully completed paper form can also be posted to:

Primary Care Support England

PO Box 350

Darlington

DL1 9QN

 

 

Further information can be found in:  Making Accurate Claims

A practical guide to daily General Ophthalmic Service (GOS) practice produced by the Optical Confederation.