Swindon & Wiltshire Local Pharmaceutical Committee March 2014 Newsletter PharmOutcomes - coming to Wiltshire soon! Your LPC and Wiltshire Public Health have agreed that from April 2014 all pharmacies in Wiltshire will be required to record EHC, Supervised Consumption and Needle Exchange services using PharmOutcomes. PharmOutcomes is an excellent tool which is not difficult to use. It was launched in Swindon nearly a year ago and pharmacists there find it simple and very useful. All claims in Wiltshire will be paid quarterly. Payment claim forms and an audit report for the service will be automatically generated; these can be viewed and saved by the pharmacy, but do not need to be sent by email or fax to your service commissioner. In this newsletter we will be showing you the basics of using PharmOutcomes, with step by step instructions and screen shots to help you get started. The PharmOutcomes Quick Start Guide provides more information on the use of PharmOutcomes and initial setup, including creating additional lo- gons for your site. This can be downloaded from www.psnc.org.uk/PharmOutcomes. Logging in Go to www.pharmoutcomes.org.uk You will see the screen below. Fill in the user name and password you used for Pharmabase. If you can’t remember your user name: click the ‘help’ link on the tool bar at the top of the page. This will take you to the following screen. Fill in your name and contact details (including your store code or F-number) and PharmOutcomes support will get back to you. If you can’t remember your password: Scroll down the help page and you will see the following form: Fill this in to get your password sent by email. PharmOutcomes Page 2 Emergency Hormonal Contraception Page 2 Needle Exchange Page 3 Supervised Consumption Page 3 Reports Electronic Prescription Service release 2 Page 4 & 5 Claims Page 6 Forms Page 7 ID Page 7 Ask Fiona Page 8 Flying the flag for Community Pharmacy In this issue...
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Swindon & Wiltshire Local Pharmaceutical Committee
March 2014
Newsletter
PharmOutcomes - coming to Wiltshire soon! Your LPC and Wiltshire Public Health have agreed
that from April 2014 all pharmacies in Wiltshire
will be required to record EHC, Supervised
Consumption and Needle Exchange services
using PharmOutcomes.
PharmOutcomes is an excellent tool which is not
difficult to use. It was launched in Swindon nearly
a year ago and pharmacists there find it simple
and very useful.
All claims in Wiltshire will be paid quarterly.
Payment claim forms and an audit report for the
service will be automatically generated; these can
be viewed and saved by the pharmacy, but do not
need to be sent by email or fax to your service
commissioner.
In this newsletter we will be showing you the
basics of using PharmOutcomes, with step by step
instructions and screen shots to help you get
started.
The PharmOutcomes Quick Start Guide provides
more information on the use of PharmOutcomes
and initial setup, including creating additional lo-
gons for your site. This can be downloaded from
www.psnc.org.uk/PharmOutcomes.
Logging in
Go to www.pharmoutcomes.org.uk You will see the screen below.
Fill in the user name and password you used for Pharmabase. If you can’t
remember your user name: click the ‘help’ link on the tool bar at the top of
the page.
This will take you to the following screen. Fill in your name and contact
details (including your store code or F-number) and PharmOutcomes
support will get back to you.
If you can’t remember
your password: Scroll
down the help page and
you will see the following
form:
Fill this in to get your
password sent by email.
PharmOutcomes
Page 2 Emergency Hormonal Contraception
Page 2 Needle Exchange
Page 3 Supervised Consumption
Page 3 Reports
Electronic Prescription Service release 2
Page 4
& 5
Claims
Page 6 Forms
Page 7 ID
Page 7 Ask Fiona
Page 8 Flying the flag for Community
Pharmacy
In this issue...
Page 2
Newsletter
Emergency Hormonal Contraception service The Emergency Hormonal Contraception Service is set up to
make recording and referral extremely simple.
1. To access the recording form, log in to PharmOutcomes
and click on ’Services’.
2. You will see a list of available forms on the left hand side
of the screen; click the ‘No Worries Wiltshire’ link under
Sexual Health.
To record an NX, once again click Services and choose
‘Needle Exchange Wiltshire’ from the left hand menu.
You’ll be pleased to hear that with PharmOutcomes you can
order replacement stock for Needle Exchange very simply
direct from the web site — click Needle Exchange Pack
Re-order Wiltshire on the Services left hand menu.
4. You will then see the module screen.
Complete your client details and click save; if you have
checked the button showing that the client has agreed to a
follow up, a referral will be automatically emailed to the
Outreach Nurses and you need take no further action (no
more faxing!)
You don’t have to keep any paperwork as the details will be
stored within PharmOutcomes; however if you are addicted to filing and don’t feel
right without piles of paper overtaking your dispensary, then once you have saved the
record, you can go back in and print it.
Needle Exchange service
3. You may be asked to enter letters from your security
word. This helps to protect sensitive data. If you cannot
remember your security word, click help and ask the
PharmOutcomes team to reset it for you. You will then be
asked to choose a memorable word next time you log in.
NX module screen
To see reports for the services you offer, Click on
‘Reports’ in the top menu bar. Scroll down to choose
the report you would like to see.
Viewing the ‘Provider audit reports’ for your services
will allow you to check whether you have entered any
duplicate entries. This is a good way to check whether
your technician got in first to input the data!
March 2014
Page 3
Accessing reports
This module allows you to make records of supervised
consumption transactions and allows you to capture the
information required by your service commissioner. This
information will be used by PharmOutcomes to produce a
monthly audit report and a claim for payment.
How to use the module
Before recording any transactions you need to add your
supervised consumption patients to the system, in the
Supervised consumption Wiltshire registrations form; this
can be accessed via the left hand navigation bar.
Recording supervisions
To enter a patient supervision, click Supervised
Consumption Wiltshire under the Services heading on the
navigation bar.
Supervised Consumption service
Once you start typing the client name it should give you a
drop down list from which you can select the correct entry.
At the end of each prescription
You MUST record your client data at the end of each
prescription — before you file it!
PharmOutcomes is supplied with very useful shortcuts which
allow you to save and add another record immediately:
End of month claims process and timetable
Payment claim forms and an audit report for the service will
be automatically generated by PharmOutcomes at the end of
each calendar month. These can be viewed and saved by the
pharmacy, but these documents do not need to be sent by
email or fax to your service commissioner.
THERE IS NOTHING TO DO AT MONTH END!
Page 4
Newsletter
Errors or Amends to the electronic claim message
Once an electronic claim message has been
sent to NHS Prescription Services for reimburse-
ment it cannot be amended or cancelled. If you
believe you have submitted a claim containing
an error you should contact NHS Prescription
Services in the same way you do for paper FP10
prescriptions.
NHS Prescription Services staff will contact you by
telephone to resolve any queries that arise whilst
processing EPS Release 2 prescriptions.
If the electronic claim message is rejected for a
technical reason, you will receive a reimburse-
ment rejection’ message on your system; this
means there is insufficient information to process
the claim. In this case you should call your system
supplier to investigate the problem.
The Electronic Prescription Service Release 2 (EPS R2) is an
informatics initiative undertaken in the English NHS, which is
designed to allow the transmission of prescription messages, digitally
signed, from primary care prescribers, via a central network and
server infrastructure (the Spine). Dispensing contractors are then
able to download the prescriptions from the spine and dispense them
before the prescriptions are subsequently passed on electronically to
the NHS prescription services for reimbursement.
for pre-payment certificates/
maternity exemptions certificates
among others, which the system
recognises. If the certificate expires
before the claim is submitted, then
the system recognises this and the
prescription can be switched.
Example: A prepayment certificate
expires on the 12th of the month,
Rx dispensed on the 6th so no
charges collected. If the claim is
sent post the 12th the Rx will be
switched to levy.
Expired prescriptions:
Pharmacies have reported a
significant number of EPS2 items
where payment has not been
received and the Rx has expired. An electronic prescription
has a validity of 6 months, once it has been uploaded to the
spine. If a claim notification has not been received by the
spine after 6 months then the prescription is removed. At
present, contractors do not have the ability to know whether
a dispensed notification has been successfully received by
The national evaluation of EPS R2 shows that this system
works technically, however, it so far offers weak benefits to
most stakeholders, and in some cases introduces new risks.
This article aims to highlight some of the risks associated
with claiming and provides some ideas to mitigate these
risks.
Risks
Bundle awitching:
Analysis of EPS prescriptions within a number of
organisations suggests that there has been a gradual
increase in the number of EPS items that are switched from
exempt to levy. There is a positive correlation between EPS
volumes and increased levels of exemption switching. The
pharmacy teams have the responsibility for adding patient
exemptions onto the system. This includes the expiry dates
When to send your claim
When a prescription is dispensed within a given month, the dis-
pense notification must be sent within that month and the elec-
tronic claim message must be received by NHS Prescription
Services before midnight on the 5th of the following month.
All electronic claim messages must be sent no later than 180
days after the dispense notification. Some pharmacy systems
will alert you to any unclaimed prescriptions that are nearing
the end of this period.
EPS2 claiming: getting it right By Rhys Martin, Lloyds Head of Central Operations (Acting) and LPC member
March 2014
Page 5
The term “electronic claim message” is used in this
article to describe the electronic claim that is sent when
you have dispensed the prescription and want to claim
reimbursement.
This may also be referred to as a “dispense claim
message‟, an “electronic reimbursement endorsement
message‟ or an “electronic reimbursement claim‟,
depending on the system you use.
The term “dispense
notification” is used in
this article to describe
the message that is
sent to EPS to confirm
that items have been
dispensed to the
patient.
This may also be
referred to as
“dispensed‟,
“collected‟ or
“complete‟,
depending on which
system you use.
Top Tips:
Check exemption status is correct before issuing
the prescription to prevent prescription switching.
Review part dispensed prescriptions monthly and if
required record as not dispensed (N/D) submit
claim and notify prescriber.
Review not collected prescriptions monthly. Con-
tact patient to arrange collection prior to
prescription expiry.
Review suspended endorsement queue on the
PMR system weekly to ensure all electronic Rx
endorsements are complete and a claim message
has been sent.
Compare the monthly claim message report on
your PMR with the FP34 report to ensure the
NHSBSA have received the correct number of
claim messages. Report any large discrepancies.
Ensure all collected Rx are issued and all issued Rx
are claimed. If you don’t claim you will not get
paid.
Re-submit all rejected claims received.
NHS Prescription services base payment solely on
information contained in the electronic
prescription message, therefore it is essential that
prescription charge exemption information is
recorded accurately in the electronic message to
ensure correct payment.
In the same way as now, specific endorsements
will still be required – such as endorsements to
claim broken bulk, out of pocket expenses. These
must be selected and submitted using the specific
codes provided together with any supporting
information.
Do not hand write your endorsements on a
prescription/dispensing token these will not be
used for pricing.
Check Rx filling solution weekly to identify any Rx
that have been handed out but not issued and
claimed.
the NHSBSA. Given current transmission issues related with
the spine, there are occasions where the message is not
being received. This could potentially result in prescriptions
being dispensed without payments being received. Beyond
system transmission issues, there are a number of
scenarios in which this is a potential problem
Part of the script is dispensed but there is a long term out of
stock resulting in a delay in the transmission of a claim
message.
Incomplete endorsement results in claim message not being
sent until the prescription has expired.
Rejected claims:
There are instances where prescription claim messages are
rejected and contractors will receive a claim rejection
message. One possible cause is a delay to the dispensed
notification message being received and the claim message
being received first. Any rejected claim needs to be