Supplies

Dentist, GP’s, Opticians and Pharmacies will need to use PCSE Online for the following items:

• Dentists; NHS prescriptions and secure and non-secure stationery,
• GP Practices; stationery, prescription pads, needles and syringes,
• Opticians; NHS forms and secure stationery,
• Pharmacies; secure and non-secure NHS stationery and delivery of the hard copy drug tariff.

PCSE Online hosts the national catalogue of approved items. We’ll notify you via PCSE Online noticeboard when products are added, suspended or removed from the catalogue.  If there are items not included in the catalogue which you feel are essential for your practice, please email ENGLAND.SMTinfo@nhs.net.

You can see when your order is likely to be delivered by going to the Track Order page on the PCSE Online and viewing your estimated delivery date.

Personalised stationery such as prescription pads, are made to order so can take apx. 3 weeks from receiving the order.

You can make as many orders as you need. Orders received before the closing time for your next delivery should arrive on your next delivery (unless you are ordering personalised stationery – see below).

There are two ways of managing your basket through the portal:

1. Submitting several baskets each week as you realise you need a supply. Please be aware that once an order has been submitted it cannot be cancelled.
2. Adding supplies to our basket throughout the week and submitting in one go before the closing time for your next delivery.

If you need personalised stationery such as prescription pads, these will take apx. 3 weeks to be delivered as they need to be created.

You will not be charged for standard orders made using PCSE Online (see urgent orders FAQ for charges for urgent orders). We are committed to ensuring NHS England supplies are ordered responsibly and for this reason, prices for items are included to help you make an informed decision about what you need.

Urgent orders can be arranged on PCSE Online.

If you need to order a supply urgently (before your next designated courier delivery), then you can do this as follows:

1. Check the day of your next courier delivery. This can be found on the bottom right when you log into PCSE Online or on your supplies ordering page. If your delivery day is 2 or more days away, then an urgent delivery will arrive to you sooner.
2. Add the supplies you require urgently to your basket as you would normally. Please note: personalised supplies such as prescription pads cannot be ordered using the urgent process as they need to be created.
3. Select ‘urgent order’ at checkout. Confirm you are able to authorise an urgent order.

All new supplies orders should be made via PCSE Online.

If you have received a defective item, please order a return via the Returns page on PCSE Online. You can then reorder the item from the supplies list following the normal process or ordering.

To organise a collection of the unwanted items, please go to the Returns page on the PCSE Online and request a collection. They will be collected on the next scheduled deliver day which can be found on the homepage of PCSE Online.

For GP Practices, if you are returning prescription stationery, please enter each range of prescription numbers you are sending back. This is important as it will be used for reconciliation and to track the movement of the prescription forms. You can also return unopened boxes of needles and syringes. Part used boxes of these products should be disposed of using you current arrangements for the disposal of ‘sharps’. Please wrap up and seal the products you are returning, but please do not put supplies items to be returned in the medical records shipping bags, as this will confuse the delivery system and introduce delays.

Please inform your NHS Regional Team who will provide us with the details required.

It is the responsibility of the of the practice to dispose of unused prescription pads confidentially.

Please speak to the Main Contact in your practice who will be able to set you up as a new user with the necessary access permissions to place orders. If the Main Contact has left the practice, please contact us.

Books of MCCDs (blank death certificates) are not available to order via PCSE. Doctors and hospitals should get them from their local registrar.

To place an order for supplies on the PCSE Online, please follow these steps:

1. Go to the Supplies tab
2. Select and item
3. Add quantity
4. Click Add to Basket
5. Repeat this with all items your require, then submit the order

You can track your orders in the Track Orders page.

You will not receive a notification verifying that your order is being processed, however you can view the current status of your order in the Track Orders page of PCSE Online.

To view your recently submitted orders, go to the Track Orders page on Supplies area of the PCSE Online.

Please check that you have submitted the order on the Track Orders page of the PCSE Online. If the order has been submitted, it will show as an active order. If it has not been submitted, you will still see the items in your basket. Please submit the order from the basket.

You will only see an order in PCSE Online twice if you have submitted an order containing the same items twice.

This is nothing to worry about. Some requests have to be separated because the item may need to be processed differently, depending on whether they are personalised or not. Personalised items are made to order, so it can take longer to fulfil these orders.

You can order personal prescription pads for GPs working in your practice via PCSE Online. If a GP isn’t currently showing in your list to select from, this could be because they’ve recently moved practice or they’re a new GP. If you need to order personal prescription pads for a GP not showing on your list, then please contact us. We’ll need the GP’s Prescribing Number to add them to your list.

If you are trying to order prescription pads for a GP

The name should appear automatically on the drop down list, as it is added as part of the process the Performer List team follow when they process the GP’s submitted NPL2 and 3 forms

However, if the name of the GP is not appearing in the drop down list, please contact the Performer List team. To do this go to www.pcse.england.nhs.uk/contact-us and select ‘Performers List’ from the drop-down menu. Complete the details requested, and in the message box, please state the reason for contacting the team. The team will then resolve the issue for you.

If you are trying to order prescription pads for a prescribing nurse:

First the practice should ensure their CCG has completed the notification form and that it has been sent to NHS Prescriptions (NHS BSA). The form required can be found at: https://www.nhsbsa.nhs.uk/ccgs-area-teams-and-other-providers/organisation-and-prescriber-changes/ccgs. If you require further information you can contact NHS BSA on 0191 2013 505 or alternatively contact your local CCG.

If the form has been completed and the nurse is still not visible in the drop down list for personalisation on PCSE Online, please contact the supplies team. To do this go to www.pcse.england.nhs.uk/contact-us and select ‘Supplies’ from the drop-down menu. Complete the details requested, and in the message box, please state the reason for contacting the team. The team will then resolve the issue for you.

There may be a number of reasons that you can not see an item in PCSE Online. Any changes to the catalogue are updated on the Supplies Noticeboard, which can be found on the Supplies page. Please see possible reasons below:

1. If the item has been Suspended, NHS England have removed the item from the catalogue. Unfortunately, you will not receive the item unless it is re-instated in the Catalogue by NHS. PCSE Online hosts the new national catalogue of approved items If there are items not included in the catalogue which you feel are essential for your practice, please email ENGLAND.SMTinfo@nhs.net
2. If the item has been Retired, NHS England have removed the item from the catalogue. Unfortunately, you will not receive the item unless it is re-instated in the Catalogue by NHS. PCSE Online hosts the new national catalogue of approved items If there are items not included in the catalogue which you feel are essential for your practice, please email ENGLAND.SMTinfo@nhs.net

If you have opted in to receive a drug tariff catalogue and have not received it, please contact us using our online enquiries form. Select 'Supplies' from the drop down menu and complete the information requested.

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.

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: www.nhsbsa.nhs.uk, 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.

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
- ODS/Practice code
(if you do not know this please contact the Exeter Helpdesk on 0300 3034 034
or E-mail: 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 15th day of this month.

Unfortunately, it is not possible to amend or cancel an order once it has been submitted.

1. If you would like to add more items, or increase the quantity of items, please place another order. As long as the order has been submitted two days before your delivery date, you should receive both orders on your nearest delivery day.
2. Once you have submitted an order, you cannot remove items or reduce the quantity of items. You will need to wait until the order has been delivered and either reject the item, or accept the order and return the excess items to us.
3. Once you have submitted an order, you will not be able to cancel it. You will need to wait until the order has been delivered and either reject the items or accept the order and return it to us.

If you have placed orders through the PCSE Online previously, then please contact us to assist you with this issue.

If you have not previously placed an order through PCSE Online, you may not have the necessary permissions to raise orders. Please check with your Main Contact whether your role on PCSE Online has permission to place orders. If this is not the case, please ask someone with the correct permissions to place the order for you. If you require access to the supplies page, your Main Contact can do this for you.

If you’ve received part delivery of an order, the remainder of the order will be delivered once additional stock is available. Please don’t place an additional order via the portal for any items you’re waiting on, as this will result in excess quantities being delivered once the item is available.

Please check the scheduled delivery date shown in the portal. There could be a number of reasons that your order has not been delivered, please see below:

1. Suspended or Retired – NHS England have removed the item from the catalogue. Unfortunately, you will not receive the item unless it is re-instated in the Catalogue by NHS The portal hosts the new national catalogue of approved items If there are items not included in the catalogue which you feel are essential for your practice, please email ENGLAND.SMTinfo@nhs.net.
2. Out of Stock – If the item is out of stock, it will be delivered by CitySprint when it is back in stock. Unfortunately, we cannot provide you with a date for when the item is back in stock.
3. If there is no reason for the item being undelivered, it will be delivered by CitySprint on your next scheduled delivery date. Details of this can be found on the homepage of the portal.

If you order has not arrived within the stated delivered dates, then please contact us.

Please order a return via the Returns page on the portal and request a collection. They will be collected on the next scheduled deliver day which can be found on the homepage of the portal.

There may be a number of reasons for why an item is missing from your order:

1. If an item has been suspended or retired, NHS England have removed the item from the catalogue. Unfortunately, you will not receive the item unless it is re-instated in the Catalogue by NHS The portal hosts the new national catalogue of approved items If there are items not included in the catalogue which you feel are essential for your practice, please email ENGLAND.SMTinfo@nhs.net
2. If the item is out of stock, it will be delivered by CitySprint when it is back in stock. Unfortunately, we cannot provide you with a date for when the item is back in stock.

To order supplies for a particular site: 

• Log in to PCSE Online
• Select the site name from the drop down box underneath ‘Select Organisation and Address’
• When the site appears, select it
• Click on update
• Click on ‘Supplies’ to make your order and items will be delivered to that site.

To track your order, please go to the Supplies page of PCSE Online and click Track Order. From the list, select the relevant order and check the order status.

Your CitySprint collection / delivery will be once a week from / to your practice. All practices should be getting a weekly collection service, with the number of records delivered increasing towards usual levels.

You can view which day CitySprint will collect / deliver to your Main Practice on the PCSE Online homepage.

If you’ve not had a collection of records from CitySprint, or if you’re experiencing an irregular service, please contact us.

You can view your weekly CitySprint delivery day on the PCSE Online homage. This should be the same day every week.

If you are experiencing problems with the courier delivery due to opening times, or you would like to update your opening times with us, please contact us.

To order supplies to be delivered to your branch practice:

• Log in to PCSE Online
• Start to type the name of the branch in the search box. When it appears, select it and click on 'update'
• Click on 'Supplies'

When you place your order it will be delivered to your branch practice.

Collection and delivery of records will be to your main practice only.  The current NHAIS system identifies main practices and their branches under the same practice code and therefore, records can only be delivered to one site.

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:https://www.nhsbsa.nhs.uk/pharmacies-gp-practices-and-appliance-contractors/drug-tariff, 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
- ODS/Practice code
(if you do not know this please contact the Exeter Helpdesk on 0300 3034 034
or E-mail: 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 15th day of this month.