Preparing for EPS in your Pharmacy - Business Process Change Lancashire CSU IT EPS Project Team Stewart Cooper - EPS Lead Ben Jacobs and Charlotte Brown.

Preparing for EPS in your Pharmacy - Business Process Change

Lancashire CSU IT EPS Project TeamStewart Cooper - EPS Lead

Ben Jacobs and Charlotte Brown - Project Managers for the GP side of EPS

Anne Fowler - EPS Pharmacy [email protected] 07717 693523

Suzanne Burton- EPS Pharmacy [email protected] 07500 578189

Zoë Mason - Project Manager for the Pharmacy side of [email protected] 07825 945264

A phased approach

•Release 1 introduced the technical infrastructure to enable prescribers

and dispensers to operate the EPS. The implementation of Release 1 is

now almost complete with over 95% of GP practices and pharmacies live

with the service

• Release 2 provides enhanced functionality for users which will deliver

tangible benefits for patients, prescribers, dispensers and their staff

Key benefits

Greater convenience

Increased freedom of choice

Reduced waiting times in the pharmacy

Potential reduction in workload.

Easier to use repeat dispensing

Greater efficiency and control .

Greater efficiency

Streamlined workflow

Easier month end processing

Patients

Prescribers/Prescription Clerks

Dispensers

Capture patient nominations

Medication synchronisation

Order dispensing tokens

Patient communication – leaflets/posters

Review available factsheets:

www.hscic.gov.uk/systemsandservices/eps/gppractice

/help

www.hscic.gov.uk/systemsandservices/eps/

dispensing/help

Site preparation

Approach to capturing nominations

Dispensing and downloading electronic

prescriptions

Dispensing tokens

Electronic cancellation

Electronic endorsement and patient declarations

Electronic claims

End of month processes

Key processes to consider before go live at the pharmacy

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? What

do they want to know?

Approach to capturing nominations

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 and downloading electronic prescriptions

Ensure dispensing token stationery has been received

Consider the 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.

Dispensing tokens

Ensure all staff are aware of electronic cancellation.

What do cancelled prescriptions look like in the system?

Consider a process in place for checking for

replacement prescriptions.

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 cancellation

Ensure all staff are aware of capturing patient declarations and

ensure they are recorded on the system.

Capture patient signatures on the reverse of dispensing tokens.

• Electronic prescriptions must be electronically endorsed. Paper

prescriptions must be endorsed and submitted in the usual way

• Do not handwrite endorsements on a dispensing token, these will

not be used for pricing.

• Ensure electronic exemptions are correct before sending

Electronic endorsements and patient declarations

All electronic prescriptions must be claimed 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

As patient collects their medication, End of day, in batches, weekly.

• Once an electronic claim has been sent to NHS BSA

Prescription Services it cannot be amended or cancelled.

Electronic claims

• One FP34C form must be completed and submitted to the

NHS BSA Prescription Services to cover both paper and

electronic prescriptions.

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.

Unsigned tokens should be confidentially destroyed

End of month Processes

Ensure local processes are in place to continue dispensing

process if EPS becomes unavailable either nationally or locally.

How are you going to work with GP practices if:

A patient’s prescription does not arrive at the dispenser

straight away?

GP reports their system is unavailable?

Dispenser system is unavailable?

EPS is unavailable nationally?

Sign up for alerts:

http://nww.hscic.gov.uk/servicemanagement/status/subscribe

Business continuity and troubleshooting

Ensure you know how to log calls to your supplier and

know their escalation procedures

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

Raising support calls

Patient communication

•How will you communicate with patients?

• What tools will you use to help communication

• Do you know what is available to order or download?

Questions?Preparing for EPS in your Pharmacy - Business

Process Change

Lancashire CSU IT EPS Project TeamStewart Cooper - EPS Lead

Ben Jacobs and Charlotte Brown - Project Managers for the GP side of EPS

Anne Fowler - EPS Pharmacy [email protected] 07717 693523

Zoë Mason - Project Manager for the Pharmacy side of [email protected] 07825 945264