Locum Pharmacists using EPS Release 2 Registration Authority Frequently Asked Questions Questions What is the FFFFF code? Do we need to allocate the FFFFF code to all locum pharmacists? Answers FFFFF code refers to the national locum organization which is intended for use by locum staff to operate EPS Release 2 functionality. This enables a locum to have one position or role profile which can be used to work at different dispensing sites (i.e. there is no need for the user to be linked to each site). NOTE IT IS NOT INTENDED FOR Premises cards and other items. No, it should only be allocated to those locums who do not work at a regular location or are expected to work at different locations at very short notice. However, having the locum profile enables flexibility for those pharmacists working at multiple sites. It is not intended for casual use. Some Pharmacies take the approach of allocating the FFFFF code to those pharmacists working in 5+ branches or who are chain reliefs (eg Lloyds). Should they work in less than 5 then the individual pharmacy code should be allocated. What are the risks to the locum pharmacist if they have not been allocated a profile under the FFFFF code? The locum pharmacist who is expected to work at different locations at short notice runs the risk of not being able to use R2 functionalities in a compliant site and this may compromise patient health. Who Sponsors Locums? This is a decision that needs to be made by the PCT and could either be the Pharmacy Area Manager or a PCT Sponsor. Should each pharmacy have a sponsor? Who should the Sponsor be in the Pharmacy? The need for a Sponsor is a requirement under current RA processes. However, each PCT will need to decide on how they comply with this requirement as each will be different eg. Independent Pharmacies have their own individual Sponsor whereas chains may use the Area Manager. Lloyds have Cluster Leads PCT Registration Authority Managers have been advised to consult with local pharmacy representatives to propose individuals who could act as sponsors. The PCT can also have a nominated sponsor pharmacy. Should pharmacy chains manage their sponsors/have Under existing policies, a chain can manage their own sponsors or RA agents provided they have prior agreement with the PCT
their own RA? where their sites are located A new ministerial announcement in November 2011 will permit, among others, non-nhs organizations such as pharmacies to establish their own registration authority. Discussions are taking place nationally on how to implement this but trusts need to consider and be aware of the implications of this change to their RA plans. What is the PCT s responsibility for training pharmacy sponsors? PCT RAs should make all Sponsors aware of their responsibilities and provide the necessary training so that they can comply with national guidance. Most PCTs insist that Pharmacy Sponsors attend a training session, possibly at the risk of the cards being revoked if they do not attend. What if a member of staff needs their card unlocking but the Sponsor is the Area Manager and is not available etc? Pharmacists tend to use their card every day so these events should be rare and minimal. However, if this event does happen 1. Out of hours you can opt to assign an Admin Sponsor in a Pharmacy who performs the unlocking function, however, they will require 2 readers to carry this out. Readers can be supplied by the PCT RA. 2. Failing that the person who has locked their card can opt to use the Self Service Unlock facility but only if they have provided a mobile, land line (SMS messages can now be sent to land lines) or nhs.net account when they were first registered and that data was populated on the Spine User Directory (SUD). 3. Failing all that then they need to check with their local RA what the procedure would be. For example: return to the GP Practice in Practice hours so a designated member of staff can unlock the card. Registration Authorities would encourage GP Practices and Pharmacies to work together to ensure there are staff available to unlock Smartcards, many already work in partnership for the benefit of sales and customer services. Can we audit locum pharmacists operating under the FFFFF code? It is not possible to view the audit trail of a locum who has been assigned the FFFFF code. However we can audit who the original RA Sponsor was of the locum operating under the FFFFF code. [Note: this row may not be accurate as an audit on a smartcard user is possible depending on what is being audited, e.g. smart card use, nominations made, etc. Are there any governance The National Information Governance Board has provided
assurances to the use of the FFFFF code? Are there any existing pharmacists operating under the FFFFF code? What Roles and activities do I assign a locum pharmacist How do I setup a RA Agent within organisation FFFFF via SUD/Calendra? How do I create a position within FFFFF in UIM? assurances that the benefits of assigning the FFFFF code outweigh the risk to patient safety. Yes, there are already a number of pharmacists operating under the FFFFF code. Use UIM nationally created positions Log in as normal as RA Manager for own organisation Access SUD Find user Click Create Organisational Person Type in FFFFF Select Locum Pharmacy Enter Post Title Click Create Click Role Tab Click Create New Role Find and Select R5090 Role Find and select either the B0272 or B0274 activity as appropriate Click Create See Annex A below for further information screenshots. Additional useful information: All RA Managers are tasked with responsibility for cleaning up the data entries that are currently in FFFFF. A report can be run via the Enhanced Reporting Service (ERS) to identify the last RA Agent that worked on the entry and display any errors that require removing. Instructions on how to run the report in ERS and an example of how the Report looks and what is contained in it, can be found below. Instructions on how FFFFF_report(1).xls to run a report in ERS The EPS Release 2 Business Process Guidance Documentation (provides detailed information on the EPS R2 functionality) http://www.connectingforhealth.nhs.uk/systemsandservices/eps National RBAC Database Version 25.1 http://nww.connectingforhealth.nhs.uk/ra/whatsnew Dell Keyboard Link to Latest Keyboard Drivers http://nww.connectingforhealth.nhs.uk/deployment/dir/dell-keyboard.zip
Annex A: Click Modify User and search for the individual Select the user Click View User Details Click Modify User Click Next Click Assign Position
Click Change Organisation Enter FFFFF in the Organisation Code box and Click Search Select Locum Pharmacy in the Organisation Code Name drop down box Select appropriate Position and click Assign Selected Position
Click Next Select Worklist from drop down list Click Next Click Approve Click Approve again
Enter passcode and click Confirm and Sign Request Click Finish
Click Grant
Final screen