Patient Letters

PCSE send letters on behalf of practices and ICBs to inform registered patients about upcoming practices mergers or closures, as well as other practice notifications such as moved premises etc. In some instances, the service may be chargeable.

Mergers and Closures

There are two types of letters; one is classed as 'In Scope’ which is non chargeable however must follow specific criteria (see table below) The requests are actioned and approved on receipt of a ‘Small Works’ form which should be emailed to pcse.patientletters@nhs.net 

The second type is classed as 'Out of Scope' which is chargeable. The requests are actioned on receipt of a ‘Fast track’ Works Form which should be emailed to pcse.patientletters@nhs.net .

In Scope letter requests

The request is deemed to be ‘in scope’ if the following criteria is met: 

• The letters relate to a practice merger or closure (exceptions – practices with branch sites, practices that have previously merged are classed as a ‘super practice’, more than 2 practices merging are classed as a super practice)
• No more than two letters are sent to patients for any ONE merger/closure
• Target audience – 1 letter per household – please see comment below: 

“The 'head of household' rule is not a 'one per household rule'.  A letter is sent to the oldest person with a certain surname at an address” – so if two people with different surnames live at the same address then each patient would receive a letter.” 

• The letters are no more than two sides of A4 in length
• The letter is in ‘normal’ margin
• The letters are printed in FULL Monochrome, including the NHS England logo
• There are no enclosures/inserts
• The letters are dispatched by 2nd Class Business Post 

On receipt of the Small Works Form and required wording of the letter PCSE have 5 working days to arrange print and dispatch.  

Out of Scope letter requests

• On receipt of the fully completed Fast Track Form, a copy of the approved Purchase Order will be received within 5 working days
• Quotes are valid for 30 days and expiry date is confirmed on the quote received
• On receipt of a copy of the Purchase Order, fully signed Fast Track form and final letter (if not submitted with form) PCSE have a further 5 working days to arrange the printing and dispatch of letters.

A letter request is defined as a single letter template to be sent to a single cohort of patients.

 

The quote is generated using the capitation according to the patient list held on the PDS (Spine).