A phased approach

1. Preparing for EPS in your Pharmacy - Business Process ChangeLancashire CSU IT EPS Project TeamStewart Cooper - EPS LeadBen Jacobs and Charlotte Brown - Project Managers for the GP side of EPSAnne Fowler - EPS Pharmacy Representativeanne.fowler2@nhs.net 07717 693523Suzanne Burton- EPS Pharmacy RepresentativeSuzanne.Burton@lancashirecsu.nhs.uk 07500 578189Zoë Mason - Project Manager for the Pharmacy side of EPSZoe.Mason@LancashireCSU.nhs.uk07825 945264

2. 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

3. 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

4. Site preparation 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

5. Key processes to consider before go live at the pharmacy Approach to capturing nominations Dispensing and downloading electronic prescriptions Dispensing tokens Electronic cancellation Electronic endorsement and patient declarations Electronic claims End of month processes

6. 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? What do they want to know?

7. 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?

8. Dispensing tokens • 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.

9. Electronic cancellation 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.

10. 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 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

11. Electronic claims • 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.

12. 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. • 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

13. 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 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

14. Raising support calls 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

15. 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?

16. Questions?Preparing for EPS in your Pharmacy - Business Process ChangeLancashire CSU IT EPS Project TeamStewart Cooper - EPS LeadBen Jacobs and Charlotte Brown - Project Managers for the GP side of EPSAnne Fowler - EPS Pharmacy Representativeanne.fowler2@nhs.net 07717 693523Zoë Mason - Project Manager for the Pharmacy side of EPSZoe.Mason@LancashireCSU.nhs.uk 07825 945264