Electronic Prescription Service (EPS)
Why would GP practices want to do this?
The NHS ambition is to embrace technology as part of its drive to offer modern, convenient and responsive services to patients, their families and carers. GP practices are leading the way. Today, the majority of GP practices already offer these services.
Visit the NHS Digital EPS Library
The link below will take you to the NHS Digital EPS library where you will find information and resources to support your practice with EPS.
Questions & Answers
What if there is a SystmOne error message when a Doctor tries to prescribe acutes?
Within TPP SystmOne
- Check all the GP’s settings are correct and have the correct access given- PPAID Set or Using another GP’s PPAID.
- Check organisational settings – Prescribing Authorisation and see if set as “Authorise using specified prescriber”, when “specified prescriber” is chosen it can cause issue’s with Acute’s. Set it as one of the first two options “Auto calculate” or “Authorise with Usual GP” This will stop the issue.
However, if the Surgery wish to have their organisational setting as “Authorise using specified prescriber” the doctor with the issue will have to go in to their User Preferences as follows:-
- Once GP Has logged in to SystmOne go to User – User Preferences
- Prescribing – Prescribing Authorisation – ensure Radio Button is at Always authorise scripts using the specified prescibers and move across the GP that they are paired up with (the PPID they have been set to). This will allow the GP to sign acute.
When will the dispensing of Controlled Drugs by EPS be available?
New legislation was passed to make it legal for Schedule 2 and 3 Controlled Drugs (CDs) to be prescribed and dispensed via EPS Release 2 on 1st July 2015. System suppliers are now required to update their systems to include both words and figures in the EPS messaging for CDs to make it a reality.
All EPS enabled pharmacies in England must have the new controlled drug functionality before any prescribing sites can send Schedule 2 or 3 CDs.
Based on latest plans from suppliers, it is looking like CDs won’t be available in all dispensing sites until the end of 2018. We can’t turn on CDs until this point, as we can’t risk a CD being sent to a site which doesn’t have the functionality.
In view of this information, we are exploring a range of options to minimise the impact on EPS delivery timescales. (Source http://systems.digital.nhs.uk/eps/stats)
Can an Electronic Prescription be cancelled?
Electronic Cancellation can certainly be done.
The Practice needs to consider who will be responsible for electronic cancellations, don’t assume it will be the GPs as it might more than likely be the prescription clerks. Ensure the appropriate Smartcard access is granted for whoever will be doing it.
Business processes need to be agreed for each cancellation response, these are:
Successful cancellation – prescription has been successfully cancelled off the spine. This will not be available to the dispenser.
Unsuccessful cancellation, prescription is with the dispenser – this means prescription has already been downloaded by the dispenser but not yet dispensed. They should be contacted and asked to ‘return’ the prescription to the spine and at this point the prescription will be cancelled automatically.
Unsuccessful cancellation, prescription has been dispensed – this means the dispenser had dispensed the prescription and patient has collected their medication. The patient should be contacted.
What is a split prescription?
This is where the system can not send all items being issued electronically so it will ‘split’. This means the items that can go electronically and the ones that can’t will print as normal.
There are a number of options to consider:
- Replace the item with another description of the same product that is dm+d mapped and can be sent through EPS. – Except Controlled drugs which cannot be prescribed using EPS.
- Agreement that patient attends surgery to collect out of scope items on a FP10.
- Agree prescription collection service (if appropriate) and add note to dispenser attached to release 2 prescription advising of extra items on prescription collection service.
- Discuss with patient suitability if all items out of scope – If a patient can not use EPS for some reason for example they are on controlled drugs then discuss this with them.
- Revert all items to FP10.
Be aware though that the functionality varies between systems.
How are Post-dated Prescriptions handled in EPS?
Post-dated electronic prescription will be held locally within the clinical system and will only be sent to the EPS service on the specified date.
Electronic repeat dispensing should be used instead of post-dated prescriptions wherever possible.
When should you send dispense notifications?
Once a patient has collected their medication then you need to send a ‘dispense notification’ which confirms to the Spine the prescription is complete and will then allow you to electronically claim for the prescription. You need to think about when you will send this, as patient collects, end of day?
Clinical information to patients: The prescriber may input information that needs to be passed to the patient, for example “Please book for a blood test”. As a dispenser you have an obligation to pass this information on to the patient. You need to think about how to do this, will you pass it on verbally, use a dispensing token?”
How do the pharmacy claim for Electronic Prescriptions?
You should submit an electronic claim for all EPS activity. Once a prescription has been marked ‘dispensed’ or not ‘dispensed’ your system will allow you to submit an electronic claim.
Paper prescriptions: Normal process applies to FP10 prescriptions.
Amending claims: Once an electronic claim has been submitted it can not be amended or cancelled, therefore it is very important to ensure you are endorsing and recording exemption status’ correctly.
When to submit electronic claims: With EPS release 2 you don’t have to wait until the end of the month to make an electronic claim, once you have sent a dispense notification confirming what you have or haven’t dispensed and that the patient has collected the medication then you are able to submit an electronic claim. As a site you need to think about when you will be submitting these, some suggestions: As patient collects their medication/ End of day /In batches of 5/10 /Every couple of days.
I get a SystmOne error message saying "You do not have the correct National ID to sign off EPS Prescriptions"
Within SystmOne Check GP Set up –
- Go to Set up
- Users & Policies
- Staff and Organisation Set up
- Locate GP to check, Right Click Amend Staff – First Tab Check GMC – If it doesn’t say ‘GMC’ then TPP will not recognise them as a GP and will not allow them to sign. It must say GMC and have their GMC Number entered.
If the patient’s pharmacy cannot fulfill the electronic prescription can the patient go elsewhere without nominating another pharmacy?
Yes, however if the medication is not in stock the Patient Nominated Pharmacy needs to print off the token and give this to the patient.
The patient can take token to another Pharmacy to fulfill the script on this one off occasion.
The Patients nominated pharmacy returns the script to the spine.
GP Practices should not print off token as this will be handled by the Pharmacies involved.
Why do some prescriptions print without barcodes?
An FP10 may be printed without a barcode because :-
– The item is not EPS compliant – eg a CD schedule 2/3, a suppressed, discontinued , or non DM+D mapped item
– The user creating the script is not logged in with their smartcard
– The patient is not PDS matched/synchronised
Would you like to speak to us about this programme?…get in touch!
HBL ICT SHARED SERVICES
East & North Herts CCG
Welwyn Garden City
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