Transcript LPC EPSr2 presentation

Preparing for EPS2
LPC AGM
Haider Al-Shamary
EPS Project Manager
Where is EPS used?
• GP practices (including dispensing practices)
• Community pharmacies
• Dispensing Appliance Contractors (DACs)
Release 2 overview
Electronic
submission of
reimbursement
endorsements
Electronic
repeat
dispensing
Electronic
Signatures
Electronic
cancellation
Nomination
Key benefits
Greater convenience
Patients
Increased freedom of choice
Reduced waiting times in the pharmacy
Electronic batch signing of scripts by GPs
Prescribers/
Prescription
Clerks
Easier to use repeat dispensing
Greater efficiency and control
Reduced footfall
No lost scripts- prescription tracker
Greater efficiency/Streamlined workflow
Easier month end processing
Reduced collection of paper scripts
Dispensers
Pharmacy
readiness
“The key to success has
been our close
relationship with our
community pharmacy
colleagues. Traditionally
we haven't spoken to
them frequently but we
have a number of
meetings with them and
we've come to
understand each others'
processes a lot better."
John Hampson, GP
Green Mount Medical
Centre, Bury
Processes for pharmacy staff
Site preparation
• Release 1 usage – PDS synch
• Order dispensing tokens
• Printing capability (2nd tray for dispensing tokens)
• System training / SOPs
• Smartcards -expired or don’t remember the pincode - email to
Swindon office to be reset, with a covering note clearly explaining why
the cards have been returned, and where they have to be sent.
• Any staff that have an EPS01 card will need to complete the RA01 to
be upgraded to EPS R2. They will not be required to present ID as
they have already done this.
• The sponsor will be responsible for authorising the access rights.
Key processes to consider before go
live at the pharmacy
• Approach to capturing nominations
• Electronic Cancellation
• Dispensing and downloading electronic prescriptions
• Dispensing tokens
• Electronic endorsement and patient declarations
• Electronic claims
• End of month processes
Approach to capturing nominations
• Who will capture nominations in the pharmacy?
• Consider patients who have delivery service
• Consider process for inputting the nominations onto
the system
• How will you communicate with patients?
Dispensing and downloading
electronic prescriptions
• Consider process for requesting prescriptions
(frequency/responsibility)
– Overnight download
– Requesting throughout the day
• When will you send dispense notifications?
• Clinical information from the prescriber needs to be
communicated to the patient – how will you do this?
Dispensing tokens
• Ensure dispensing token stationery has been received
• Use of dispensing token for:
– capturing signatures for payment/exemption declaration
– giving to a patient who needs to go to a different
pharmacy to collect their medication
– aiding with dispensing process
Electronic cancellation
• Ensure all staff are aware of electronic cancellation
• What do cancelled prescriptions look like in the system?
• Consider a local process for returning prescriptions to
the spine if a GP practice advises they wish to cancel a
prescription after it had been downloaded in the
pharmacy
Electronic endorsements and
patient declarations
• Ensure all staff are aware of capturing patient
declarations and ensure they are recorded on the system
• Capture patient signatures on the reverse of tokens
• Electronic prescriptions must be electronically endorsed.
Paper prescriptions must be endorsed and submitted in
the usual way
• Do not handwrite endorsements on tokens, these will not
be used for pricing
• Ensure electronic exemptions are correct before sending
Electronic claims
• All electronic prescriptions must be claimed for electronically
• An electronic claim can only be sent once the prescription has
been completed; items should be marked as either ‘dispensed’
or ‘not dispensed’
• Consider when you will be submitting electronic claims
 on patient collection, end of day, in batches, weekly
• Once an electronic claim has been sent to NHS BSA
Prescription Services, it cannot be amended or cancelled
End of month Processes
• One FP34C form must be completed and submitted to the
NHS BSA Prescription Services to cover both paper and
electronic prescriptions
• The NHSBSA has a new “ask us” facility on their website in the
EPS section
• https://nhsuk.epticahosting.com/selfnhsukokb/templategroup.do?name=NHS+Prescription+Services&id=5201
Understand month end process in relation to tokens
 Signed tokens need to be separated from the FP10 paper
prescriptions at the end of each month and sent to the
NHS BSA Prescription Services
 Age exempt patient tokens to confidential waste
"We have found that EPS
has reduced the risk of
labelling errors and has
meant that we often
receive repeat
prescriptions earlier."
Gary Warner,
Pharmacist, Regent
Pharmacy, Isle of
Wight
Business
Continuity
Business continuity and troubleshooting
• Ensure local processes are in place to continue
dispensing process if EPS becomes unavailable either
nationally or locally
• How are you going to work if:
– A patient’s prescription does not arrive at the
dispenser site straight away?
– GP system is unavailable?
– Dispenser system is unavailable?
– EPS is unavailable nationally?
Business continuity and troubleshooting
• Surgery to pharmacy / pharmacy to surgery contact
• Know who to contact for hardware support
• Know who to contact for software support
• Sign up for alerts:
http://nww.hscic.gov.uk/servicemanagement/status/subscribe
• Prescription Tracker:
https://nww.spine2.ncrs.nhs.uk/prescriptionsadmin/
Smartcard status:
http://nww.hscic.gov.uk/eps/cardexaminer/start.html
Raising support calls
Ensure you know how to log calls to your supplier and know
their escalation procedures
Pharmacy: Escalation procedures should be obtained from
your supplier. It is important to:
– Keep a log of calls made, ref numbers and time to resolve
– Follow up and escalation
Training and
Support
Training and Support
• Plan training in advance of going live or in
pharmacy case before your local GP
practice goes live
• Consider the best time to undertake EPS
training
• Consider what kind of training will work
best in the GP practice/pharmacy
Patient
Communication
Patient communication
Patients should be fully informed:
1. Nomination is not mandatory
2. No need to collect paper prescription from the
GP practice
3. Patient can choose where they wish to nominate
4. Nomination is flexible and can be changed or
removed by their GP or any EPS2 pharmacy
5. Not restricted to nominating a pharmacy close to
the GP practice
Planned
implementation
dates and next
steps
www.hscic.gov.uk/epsgp
factsheets
Go-Live Dates – Oct/Nov
Quedgeley Medical Centre
Gloucester
Dr Siva
14/10/2014
Cam and Uley Family Practice
College Yard Surgery
Stroud
Gloucester
Ian Cawthorne
Dr Atkinson
15/10/2014
16/10/2014
Rowcroft Medical Centre
Hadwen Medical Practice
Churchdown Surgery
Stroud
Gloucester
Gloucester
Janice Anderson
Ian Roberston
Trudy Morris
21/10/2014
22/10/2014
23/10/2014
Watledge Surgery
Jesmond House
Tewkesbury
Tewkesbury
28/10/2014
29/10/2014
Church St. Surgery
Tewkesbury
Angela Lynch
Bridget Derrett
Deborah MatsonBeale
Overton Park Surgery
Underwood Surgery
Leckhampton Surgery
Cheltenham
Cheltenham
Cheltenham
Jayne Folwarski
Fred Whalley
Sue Careswell
03/11/2014
04/11/2014
06/11/2014
Corinthian Surgery
St. George’s Surgery
Crescent Bakery Surgery
Portland Practice
Cheltenham
Cheltenham
Cheltenham
Cheltenham
Linda O'Hara
Paul Keen
Wendy Gasson
Laurella Parffrey
10/11/2014
11/11/2014
11/11/2014
13/11/2014
Stoke Road Surgery
Berkeley Place Surgery
Yorkleigh Surgery
Cheltenham
Cheltenham
Cheltenham
Lester Pygott
Rob Noel
Caroline Cole
17/11/2014
18/11/2014
20/11/2014
Rosebank Surgery
Pavilion Family Doctors
London Medical Practice
Gloucester
Gloucester
Gloucester
Wyndham Parry
Julie Rudd
Beverly Lewis
24/11/2014
25/11/2014
27/11/2014
30/10/2014
Questions?