Regulation Directorate Key Performance Indicators

Transcription

1 Council meeting 19 May 2010 Business paper public business Regulation Directorate Key Performance Indicators Purpose This paper provides information on the Royal Pharmaceutical Society s (RPSGB s) Regulation Directorate Key Performance Indicators (KPIs). The Regulation Directorate covers registration, education, fitness to practise, the inspectorate, standard-setting and legal and ethical advice. Recommendation The Council is asked to agree: i. The Council is asked to note the content of Appendix Introduction 1.1 In June 2008, the RPSGB s Regulation Directorate established a set of KPIs for key regulatory functions. The KPIs were developed as a management tool and they also contributed towards the business continuity of regulation. The KPIs have been included in the RPSGB s Business Continuity of Regulation Reports to the Pharmacy Regulation Leadership and Oversight Group (PRLOG). 1.2 Data is collected by the appropriate managers from different sources - mainly electronic spread sheets. Data sets are analysed and transferred to a monthly KPI report latest version dated April 2010 attached at Appendix 1. Where a KPI has not been met, a brief explanation is given together with a note of action taken to rectify or mitigate the position. KPIs are kept under constant review and, whenever necessary revised Page 1 of 7

2 2.0 Considerations 2.1 Council agreed, at its meeting on 14 April 2010, to receive monthly KPI reports at future meetings 3.0 Equality and diversity implications 3.1 There are no specific equality and diversity implications associated with the collection of KPI data. 4.0 Communications implications 4.1 KPI monthly reports are circulated internally to staff in the Regulation Directorate. Information can be made available on the Society s and GPhC s intranet sites. 5.0 Resource implications 5.1 Existing procedures and processes are included in operational overheads. A comprehensive review might require additional resources. 6.0 Risk implications 6.1 The main risk would be to business continuity and the smooth transfer of the regulatory functions from the RPSGB to the GPhC. This can be mitigated by providing regular updates to GPhC s Council and working with GPhC staff to ensure that KPIs are relevant and fit for purpose. Recommendations The Council is asked to agree: i. The Council is asked to note the content of Appendix 1. Seth Davies, Head of Regulatory Operations Royal Pharmaceutical Society of Great Britain seth.davies@rpsgb.org tel May 2010 Page 2 of 7

3 Directorate KPIs Update - April 2010 Appendix 1 Division KPI Ahead of KPI Meeting KPI Accreditation Accreditation cycle for agreed accreditation cycle begun Code of Conduct for Pharmacy Students agreed and distributed to schools with guidance notes Not meeting KPI Reason (if or ) Unplanned work (unexpected confidential case dealt with in September)- Case complete FtP in SoPs now complete Student FtP in Schools of Pharmacy document agreed and distributed Pre-registration International Registration Process pre-registration applications for registration within time limits. Responding to queries and quality assurance processes for the pre-registration year and experience. Processing European applications for registration within time limits set in legislation. applications acknowledged within 1 month of receipt and applicant informed of any documents missing. comparative assessment completed and decision on compensation measures (adaptation periods) notified to the applicant within 4 months of receipt of a complete Directive non-compliant application. To date (30/04/10) 350 new trainees have been added to Concept and 300 have been processed for entry to the exam In the first 4 months of the year the division has registered 185 EEA qualified pharmacists through the Directive compliant route processed 10 EEA pharmacists through the Directive noncompliant route and registered 6 pharmacists via this route who had satisfactorily completed a period of pre-registration training. registered 13 pharmacists originally qualified and registered Page 3 of 7

4 applicant registered within 3 months of receipt of complete Directive compliant application. in Northern Ireland and received and processed 74 new applications from internationally qualified pharmacists. 63 were complete and assessed as eligible to start the Overseas Pharmacists' Assessment Programme. Pharmacy Technician Registration The number of technicians registered (monthly and aggregated) by country and sector of practice on first registration. The number of pharmacy technicians on the register as at 30 April 2010 was 8,616. In the first 4 months of this year the division has registered 518 pharmacy technicians compared with 383 in the first 4 months of last year - a 35% increase. CPD Feedback to be given on CPD records submitted for review within 8 weeks. 400 records are called every 2 weeks. Batches are random samples within selected regions. 1 batch that was exclusively prereg tutors called at the end of March. Registration New New Registrations for: Pharmacists Pharmacy technicians Premises to be completed within 10 working days of receipt of a complete application. The retention fee process for pharmacists and pharmacy technicians was completed on 6 April As part of this process the division processed 57,659 declarations. Additionally 1415 pharmacists voluntarily removed themselves from the register and 438 were removed for non-payment of fees. In the case of pharmacy technicians 187 voluntarily removed themselves from the register and 96 were Page 4 of 7

5 removed for non-payment of fees. The division has also processed 11,987 premises payments. A further 701 premises are still to make payment and the final demand was despatched to them on 30 April 2010 A revised KPI of 10 working days from receipt of a complete application by the section to process new registrations has been adopted. Advisory Service Responding to enquiries within the required time periods 90% of the time. The team has cleared their backlog of work and have now got a full complement of staff. Inspectorate CD Monitoring: All community pharmacies in England will receive a CD monitoring visit by 31 st Dec 2010 All community pharmacies in Scotland will receive a CD monitoring visit by July 2010 All registered pharmacy premises will receive a monitoring visit every three years. England CD visits This work was due to be completed in the first 3 months of The target has not been achieved due to a number of factors including staff shortages, which have now been addressed. The situation is much improved from the beginning of the year and there are approx 160 premises outstanding. These visits will take place over the next 3 months. CD funding is due to cease post the transfer of regulatory functions and it is likely that CD monitoring and inspection will become part of the overall risk based inspection programme. 3 yearly monitoring visit This KPI will need reconsideration for the future in light of risk based inspections. It has not been met due Page 5 of 7

6 to high staff turnover and a number of complex time consuming investigations, which took precedence. The team is now nearly up to full strength and the number of overdue visits has been and continues to be reduced. However, any overdue premises which appear to present a risk to the public will receive a priority visit. Inspectorate (investigations) Non-referral process; Investigations of non-referral cases will be completed within 12 weeks. FtP investigations; The inspectorate will investigate all cases with the agreed and documented time frame specific to the case. (CaMS does not currently support collection of data on this KPI) Investigations 5 working days KPI for closure at triage 10 working days KPI for closure without referral to IC 3 month KPI for referral to IC following completion of investigation All KPIs have improved due to hard work. Next month new KPIs will be added to reflect the fact that health cases are progressed differently to misconduct cases. Hearings and Advocacy The proportion of cases conducted by the Hearings and Advocacy teams where the Society s case is served in accordance with the relevant time limits under the FtP and Disqualification Rules is at least 80% There have not been any particular problems with throughput of cases in recent months. Please note, the KPI for hearings and advocacy may need revising once the GPhC is fully operational. Page 6 of 7

7 Secretariat Number of pre-agreed meeting days listed fully before the Investigating Committee. Number of pre-agreed hearing days listed fully before the Disciplinary Committee. Page 7 of 7