Electronic Prescription Service (EPS) Release 2 Avon Local Pharmaceutical Committee 26 th March 2014 Jane Schofield – Programme Manager

EPS Release 2 Introduce myself and my organisation EPS overview: – What it is – How it works – Why it is needed – Benefits – Local project overview Smartcards Nominations Tokens & printers Where to find more information

Introduction Emma Pace is the local Project Manager for the EPS Release 2 Project Southwest Commissioning Support (SWCS) provide commissioning and informatics support to: Bristol, North Somerset, South Gloucestershire and Somerset Clinical Commissioning Groups (CCGs) Community health organisations in Bristol, North Somerset, South Gloucestershire NHS England area team covering Bristol, North Somerset, Somerset and south Gloucestershire We are responsible for helping to implement EPS in GP Practices across the area. We are not responsible for implementation in BaNES; this is covered by Central Southern CSU

EPS enables prescriptions to be sent electronically from the GP to the dispensary of the patient’s choice. EPS in a nutshell

EPS Overview

Why is EPS Needed? Over 1.8 million prescriptions prescribed each day About 70% of prescriptions are for repeat medication

EPS – 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

What's different in Release 2? Electronic Signatures Electronic repeat dispensing Electronic cancellation Electronic submission of reimbursement endorsements Nomination

EPS – Benefits Greater Convenience Increased freedom of choice Reduced waiting times in the pharmacy Patients Potential reduction in workload Easier to use repeat dispensing Greater efficiency and control Prescribers/Prescription Clerks Greater efficiency Streamlined workflow Easier month end processing Dispensers

Implementing EPS in a GP Practice Applications to implement EPS Release 2 have to be submitted at least 8 weeks prior to planned go-live date. The application has to be authorised by the NHS England area team There is a standard deployment model that has to be followed. This ensures that: – All organisations involved have sufficient notice to set up training, smartcards etc – Practices want to go-live and have agreed a date – The practices and pharmacies have planned a date to meet to discuss the changes to the business processes associated with the go-live – The LPC has been notified and are engaged in the process

Standard Deployment Model Engagement between local practices, pharmacies and dispensing contractors Kick-off meeting with practices & pharmacies to agree what needs to happen before go-live Authorisation process Order upgrades to GP IT system (if applicable) Business process change session for participating practices and pharmacies IT system training (pharmacy system suppliers will provide this for pharmacy staff) Smartcard updates Go-live and floor walking support for practices & pharmacies Post go-live review Handover to BAU

Smartcards All staff using the EPS system to interface with the Spine will need to register for their own card This means people who are: – Registering nominations – Pulling down EPS R2 message scripts – Confirming dispense – Requesting reimbursement Cards issued for EPS Release 1 will not operate on R2 Existing smartcards will need to be upgraded Each authorised user of the service must have their own smartcard; smartcards cannot be shared Where staff already have smartcards, these should be checked to ensure that they do not have duplicate certificates on them – (guidance is available on how to do this) SWCS will arrange smartcard clinics locally to check and/or process smartcard applications when your local practices go-live

Smartcards - Sponsors An individual who can approve access to information and functionality in applications such as EPS The sponsor grants approval of the appropriate Role Based Access Control (RBAC)codes so that staff have appropriate access to EPS, based on their job role. Sponsors are identified by the SWCS Registration Authority in conjunction with the EPS Release 2 Project board The current EPS sponsors are: – Lloyds pharmacy – Area managers – Other large companies – Area & store managers – Independent pharmacies and relief/locum pharmacies not attached to a pharmacy – LPC Chair The sponsor is expected to verify that the person is a pharmacist/dispenser and will need to sign the form

Tell us your concerns…

Nomination The process that gives patients the option to choose or ‘nominate’ a dispensing contractor(s) to which their prescriptions can be sent automatically via EPS. Patients can choose up to three dispensing contractors, including: – one community pharmacy; – one dispensing appliance contractor; – one dispensing general practice. Nomination is a very flexible process. Patients can request for their nomination to be set, changed or removed at any time simply by asking a member of staff at any Release 2 enabled dispensing contractor or their general practice

Nomination Key Principles Patients must be provided with sufficient clear information about EPS before nomination is captured Dispensing contractors must not offer any type of inducement to encourage patients to nominate them Contractors will need to capture, record, and act upon patient’s nomination requests in a timely manner Prescribers and dispensing contractors must establish standard operating procedures (SOPs) for nomination Top Tips Start to identify patients for nomination from now Prescription collection service is good source for potential nominations Ensure all staff are aware of the nomination process including setting, changing and cancelling a patient’s nomination and the impacts Wherever possible try to ensure ALL patients PDS details are synchronised prior to go live. This will help to ensure a smooth transition to EPS Release 2 as GPs cannot set nominations or issue Release 2 prescriptions without this happening

Tokens & Printing Dispensing tokens -Factsheet for pharmacy staff

Where can I find out more? Health and Social Care Information Centre PSNC website

What Practice staff are saying.. “EPS has physically reduced the number of patients collecting prescriptions at our GP Practice. We now don’t have any queues at peak times.“ Joanne Causer, Office Manager, Brooke Surgery What Pharmacy staff are saying.. "It's fantastic you can control the dispensing process from the very outset. So you've got more time to process prescriptions, in your own time when it's convenient, order the stock in and turn it around.“ Joanne Rowell, Pharmacist, Medichem, Sunderland