Daily dispensing checks

Daily dispensing checks

Below is a checklist of actions recommended to take before submitting your bundle to the Pricing Authority at the end of the month, which could help to improve the accuracy of pricing.

Pharmacy teams are able to download Payment Factsheet 1: Prescription Submission for more information.

 

DO

tick Double-check all endorsements — particularly for expensive items and unlicensed specials/imports.
tick Stick to the required endorsements only* — don’t over endorse
tick Keep all endorsements within the left-hand side margin of the prescription form.
tick Check your endorsements are legible — e.g. price, pack size, supplier, BB, OOP, SP etc.
tick Check if your PMR system endorses automatically, that it is doing so correctly and legibly — if not check if your printer ink cartridge needs replacing.
tick Ensure the pharmacy stamp does not obscure the patient’s age or date of birth, or any endorsements.
tick Ensure ‘not dispensed’ items are endorsed ‘ND’ in the endorsement column and that the product name is clearly crossed out by a horizontal line (see picture).

ND endorsement (cropped)

tick Check exemption declarations on the backs of prescriptions (and in the electronic claim message for EPS release 2 prescriptions) are completed in full where necessary, and signed to avoid prescriptions being switched.

Please note: declarations are required unless the patient is age exempt and the DOB/ age is computer-generated on the front of either the electronic or paper prescription.

tick Check if the prescription includes supplementary product information — for example, a brand or manufacturer’s name or an indication that a sugar free or preservative free prescription is required, as part of the dosage instructions rather than as part of the name of the prescribed product (see picture). As reimbursement of electronic prescriptions is based on the product code of the prescribed product, supplementary product information included in the prescriber’s dosage instructions will not be considered when calculating payment; therefore, prescribers should be encouraged to select the correct product to prescribe in the first place.

Additional detail in dosage instructions (cropped)

tick Highlight and remove all red separator prescriptions during the day’s dispensing, if possible.

*For instance, Drug Tariff listed lines only require endorsement if they are a Category C item that comes in more than one pack size. Please see our endorsing guidance for more information.

DO NOT

cross Do not put labels or sticky notes on prescriptions during the dispensing process—the residual glue can affect the scanning process.
cross Do not mark the prescribing area of the prescription form with ticks or other marks during the dispensing/ checking process as these could affect how the prescription is priced (see picture).

Tick obscuring drug

cross Do not put any information regarding quantities owing in the endorsement column as these could be interpreted as quantity dispensed—you could record owing information on your Patient Medication Record system or attach a removable owings slip instead.
cross Do not make endorsements (printed or handwritten) on any other part of the prescription form other than the designated left hand column only as there is a chance that these may not be seen during pricing. Also, if endorsements encroach onto an item on the prescription form, it can affect pricing of that item.


FAQs

Q. Where I have sorted broken bulk items, items with a NIC of £100 or more and ‘Specials' into the red separators for submission to the Pricing Authority, do I need to sort these in prescriber order?

No, there is no need to sort the broken bulk, items with a NIC of £100 or more and ‘Specials’ prescriptions in prescriber order.

However, broken bulk, items with a NIC of £100 or more and ‘Specials’ prescriptions must be sorted into the correct ‘charge paid’ and ‘exempt’ red separator and included on the top of the ‘charge paid’ or ‘exempt bundles’, as appropriate. There is no need to further separate out the broken bulk prescriptions from the ‘Specials’ prescriptions and ‘Items with a NIC of £100’.

Q. When sorting my prescriptions into prescriber order for submission to the Pricing Authority, I know I have to submit the forms in prescriber order but do I need to put an elastic band around each individual prescriber’s prescriptions?

No, prescriptions should be submitted in prescriber order but contractors should not wrap an elastic band around each individual prescriber’s prescriptions in the bundle. If this is done, each band has to be removed by Pricing Authority staff causing delays in processing.

Q. Do I have to sort my prescriptions as requested by the Pricing Authority?

Yes, Part I Clause 5 of the Drug Tariff requires that ‘Contractors shall sort and despatch forms in such a manner as the NHS Business Service Authority for England and LHB for Wales may direct’. In this instance, the Pricing Authority is acting as an agent of the NHS Business Service Authority, so contractors are required to sort prescriptions as requested. Annual adjustments are made to the national contract funding arrangements using an agreed formula which takes into consideration increased regulatory burdens. Regulatory burdens are assessed on a retrospective basis. PSNC is working to ensure that the additional workload associated with changes in the sorting requirements is quantified so that additional costs are recognised in the funding arrangements.

More detailed information on the formula for negotiating annual uplifts to the value of the contract can be found in the Funding section of the PSNC website.

Q.I have received a prescription for a product but the patient has requested less than the prescribed quantity. Do I need to sort this prescription differently for submission to the Pricing Authority?

No. The only prescriptions that have to be sorted differently are prescriptions containing broken bulk claims, items with a NIC of £100 or more and ‘Specials’.

In this scenario, to guard against any suggestion of fraud, the prescription should be clearly endorsed in the endorsement column to indicate the dispensed quantity. Although information in the endorsement column may not be picked up in the pricing process, the Pricing Authority has not asked contractors to separate out prescriptions where the dispensed quantity is less than the prescribed quantity.


Related resources

Payment Factsheet 1 – Prescription Submission

Submission check guide (relevant for prescription sorting following July 2012 changes)

Sorting Your Prescriptions Prior to Submission

Completing Your FP34C Submission Document and Dispatching Your Prescription Bundle

Prescription Returns

Monthly Payments

Prescription Pricing Accuracy



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