Electronic Recording of Pharmacy Services in Sheffield

1. Electronic Recording of Pharmacy Services in Sheffield James Wood MRPharmS Secretary, Sheffield LPC

2. Current Situation • Current Situation • Detailed look at new systems • IT troubleshooting • NHS Choices

3. Current Situation • Context – efficiency + evidence base • Webstar • NRT Vouchers (recording + claim) • NHS Sheffield Recording Platform • EHC 14-17, Pregnancy Testing (claim) • Minor Ailments (claim) • Neo • Needle Exchange (recording + report for claim) • PharmaBase • Supervised Administration (recording + claim)

4. Future Situation • Consolidation of systems? • PharmaBase – for Pharmacy by Pharmacy • Your feedback is important

5. Webstar – Getting Started • Use for Stop Smoking Service – NRT Vouchers • Webstar ServicePACT System • Getting started – return SLA to Stop Smoking Service • Webstar will provide: • Username • Password • PIN number (set the first time you use the service)

6. Webstar – Logging On https://www.servicepact.co.uk Helpline 020 8424 0860 Phone Webstar for technical issues

7. Webstar – logging on Login here https://www.servicepact.co.uk

8. Webstar – Recording a supply Login here https://www.servicepact.co.uk

9. Webstar – Key Areas Key Areas • Supply • Add supply, search or edit existing supplies • Formulary • All products allowed to be dispensed are found • Invoices • Invoice and report history: Note timescales • Reports • Reports detail voucher number, issue date, product supplied and reference claim. Note not the value • Contact Us • Contact details and online report form

10. Webstar – Hints and Tips • When putting in voucher numbers onto webstar please ensure that you enter the whole number including S1/S2 and M. • Webstar will be adding a free text box for postcodes and GP Practices outside of Sheffield. • Vouchers and client information need to be entered onto Webstar in full every time a voucher is issued. • Pharmacies must enter the previous months data by the 5th of the following month - Payment will normally be received around the 5th of the following month • Webstar will not to be able to process vouchers that are entered over a month after issue without the Service's permission. • There is now no need to add expiry dates for Champix/Zyban, Webstar has removed this option from the screen

11. Neo – Needle Exchange • https://www.needleex.co.uk/Secure/ • Use for Needle Exchange transactions • Login details previously been supplied by Associated Chemists (Wicker) Ltd • Neo 0845 241 2190 • Other support from the service administrator (DAAT to announce) may be available in future

12. Neo – Needle Exchange Login here • https://www.needleex.co.uk/Secure/ • Login details previously been supplied by Associated Chemists (Wicker) Ltd

13. Neo – Reporting

14. Neo – Reporting • Use report to calculate activity and amounts for a VAT invoice • Use your own accounting system/head office function to generate VAT invoice • Template available on the LPC website • Required to be sent to Sheffield DAAT by the 5th of month following month of activity

15. NHS Sheffield Reporting Platform • https://www.sheffield.nhs.uk/pharma/ • Use for: • EHC (14-17) and Pregnancy Testing Service – monthly claim; • Minor Ailments Scheme – monthly claim • For Technical Issues/login details please initially contact Helen Wragg at NHS Sheffield: • 0114 3051137 • helen.wragg@nhs.net • Claiming system only - auditable clinical documentation retained in pharmacy

16. NHS Sheffield Reporting Platform Login here

17. NHS Sheffield Reporting Platform Add new record or view reports

18. NHS Sheffield Reporting Platform

19. NHS Sheffield Reporting Platform

20. NHSS Reporting Platform – Hints and Tips • MAS: You will have until the 15th of each month to submit the previous month claim, after which point the system will not allow your submission and you will need to contact the PCT • EHC: forms submitted in month will be paid the following. • Ensure you update NHS Sheffield immediately should your pharmacy email address change • The system allows you to edit/correct reports before you submit them for If you have submitted a report and then need to alter it, please email Helen Wragg with your request and this can be adjusted. You will then receive an email reply to confirm what has been done • You will be able to see your reports throughout the financial year. This should be long enough to correct or query information or payments. • In future the MAS annual cap and running total will be displayed. • Clinical records – MAS Scheme 2 years from date of supply, EHC until young person is 25. NHS Sheffield to clarify requirements around MAS records for children

21. NHS Sheffield IT Helpdesk • Number 0114 3051030 • NHSmail and EPS – smart cards

22. PharmaBase • User guide available on the Sheffield LPC website www.sheffieldlpc.co.uk • Use internet explorer • Visit https://www.pharmabase.org.uk • If you haven’t got your login details yet: • Helpdesk 01675 436572 (Mon-Fri 9am until 5pm) • Check with your head office/area manager • Further details at www.psnc.org.uk/pharmabase

23. The PharmaBase Vision • To support the delivery, reporting and invoicing of services in both independent pharmacies and across pharmacy chains • To enable efficient reporting and invoicing of services To provide a national system platform to support the efficient commissioning, delivery and invoicing of pharmacy services. PharmaBase Status quo 1

24. The PharmaBase Vision • To enable local and national level analysis and reporting on the effectiveness of commissioned services • To make it easy for future service commissioners to commission and administer pharmacy services PharmaBase Status quo ‘By Pharmacy, For Pharmacy’ 2

25. PharmaBase • Version 1 supports the delivery of two existing Enhanced services and contract compliance monitoring in pharmacy • PharmaBase allows contractors to record EHC consultations and supervised consumption transactions. • PharmaBase will automatically produce monthly EHC & supervised consumption invoices and claim reports for submission to PCTs The PharmaBase module will be launched before the end of September

26. PharmaBase • PharmaBase provides contractors with an online Contract Workbook • PharmaBase will automatically produce a completed CPAF pre-visit questionnaire for submission to PCTs • Deployment of PharmaBase v1 has begun – all independent pharmacies should now have login details and access. Multiples via head offices – deployment has started • NMS module due on Thursday 29th September 2011

27. PharmaBase support for NMS • The NMS module in PharmaBase will support contractors to provide the NMS service, including the following functionality: • patient registration • printing consent forms • scheduling interventions and follow ups using a pharmacy calendar (which can also be used to manage appointments for other pharmacy services) • printing a patient information leaflet and appointment reminder • creating a task list of patient reminders to be provided prior to appointments • recording the mandatory dataset for the intervention and follow up • creating NMS Feedback forms to refer patients back to their GP practice • an ‘NMS dashboard’ to allow the pharmacy team to keep track of their NMS activity during the month • creating the quarterly reports for PCTs

28. PharmaBase roadmap • PharmaBase v2 • New Medicines Service • Additional Enhanced services • Pharmacy appointment diary • Service planning / to do list • Patient email/SMS messaging • PharmaBase v1 • EHC & Supervised Consumption Services • Online contract workbook • Month end standard PCT service invoicing • Scheduled pharmacy/chain service reports Platform Enhancement Options • PharmaBase Enhancement • Electronic service invoicing • PharmaBase Enhanced Reporting • Anonymised data warehouse • Contractor controlled reporting & analysis • Local & national level customised reporting & analysis by PSNC only • PharmaBase Patient Records Interface • Updating external patient records

29. Supervised Admin – Start Up • Create user credentials for other members of staff • Enter details of the pharmacists who will use PharmaBase • Enter details of local prescribers • Substance Misuse Service – Fitzwilliam Centre • Primary Care Addiction Service Sheffield – Guernsey House • Other (for GP/shared care) • Enter supervised consumption service patients’ details The PharmaBase module will be launched before the end of September

30. Supervised Admin Hints and Tips • Compulsory fields on PharmaBase are: Initials, first name, surname, medicine • To meet the requirements of the SLA you will also need to enter the DOB and prescriber fields • Tick ‘active for supervised consumption box’ (even if they are unsupervised) The PharmaBase module will be launched before the end of September

31. General Hints and Tips • The DAAT will pay £2 per patient for initial entry of unsupervised patients onto PharmaBase. • You will have to tick these as ‘active for supervised consumption’ but not record any collection history next to them. You will need to invoice them for this one off piece of work. • Moving forward the SLA requires data around the collection of supervised patients ONLY

32. Supervised Admin - Recording • Two approaches to recording a supervised consumption • Individual patient recording • Multiple patient recording (bulk entry) • Do not make records for a patient using both recording options in a calendar month – to avoid errors in payment calculation

33. PharmaBase Live Demo: Pharmacy Setup & Admin Adding Pharmacists, prescribers, Patients User admin: Create new users, edit users accounts, reset passwords, pass codes

34. PharmaBase Live Demo: Supervised Admin Individual Patient Multiple Patient Saved + Submitted forms

35. Supervised Admin: Bulk The PharmaBase module will be launched before the end of September

36. Supervised Admin: Individual The PharmaBase module will be launched before the end of September

37. PharmaBase Live Demo: EHC Clinical Pathway

38. PharmaBase Live Demo: Contract Workbook Introduction

39. PharmaBase Month End The PharmaBase module will be launched before the end of September

40. General Hints and Tips • Bookmark the home pages in your browser • Skill mix – support staff role • Support staff access to login details • Locums/temporary staff • Changing passwords: Staff Turnover/Periodically • Support available • LPC Website – enhanced service details + links • IT troubleshooting guide • Individual system guides and support The PharmaBase module will be launched before the end of September

41. NHS Choices • Each pharmacy in England now has a self-editable profile on NHS Choices website www.nhs.uk • Need to update information – resources available on the PSNC Website – such as templates • Members of the public can leave comments (moderated – to safeguard reputation/identification issues) • Pharmacy right to respond • Multiples – administration direct from head office. Others will need to liaise with NHS Sheffield to obtain administrator rights. • Further information locally from LPC/NHS Sheffield: sue.fenteman-coates@nhs.net

42. LPC/CfH Troubleshooting GuideSee www.sheffieldlpc.co.uk

43. Questions

44. Goodnight Thank you for coming Have a safe journey home James Wood – LPC Secretary Email Secretary@sheffieldlpc.co.uk Mobile 07590 949648 DL 0114 2536870 Website www.sheffieldlpc.co.uk