![Page 1: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/1.jpg)
Optometry Handbook
Produced by Janice McCrudden,
Ophthalmic Advisor,
Health and Social Care Board,
Updated June 2016
![Page 2: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/2.jpg)
2
Contents
Page 4
Health Care Structures– Where does Optometry sit?
Page 5
GOS Payments– Electronic
Page 7
GOS Payments– Paper Claims
Page 8
GOS Claim Forms
Page 11
Probity Services
Page 12
HSC Complaints Procedure
Page 14
Adverse Incidents
Page 19
Guidance on Referral Pathways
Page 20
Importance of record keeping
Page 21
Interpreting Service
Page 24
Ophthalmic Listing
Page 25
Annual Quality Assurance Declaration
Page 26 Information and Guidance for Business Continuity and Pandemic
Flu
![Page 3: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/3.jpg)
3
Contents
Page 29 Practice Contacts
Page 31
Useful Websites
Page 32
HSCB Optometric Practices Newsletter
Page 33 FAQS
![Page 4: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/4.jpg)
4
Health and Social Care in Northern Ireland
Health and Social Care
Board (HSCB) Public Health Agency
(PHA)
Primary Care-
Optometry/
GPs/
Dental/
Pharmacy
Health
and Social
Care Trusts
(x5)
Business Services
Organisation (BSO)
Department of Health and Social Services
and Public Safety
(DHSSPS)
Health Care Structures– Where Does Optometry Sit?
LCGs ICPs
![Page 5: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/5.jpg)
5
How to submit GOS claims for payment:
There are currently two methods for submission of GOS Claims;
1. Electronic (Ophthalmic Claims Systems—OCS)
2. Paper- (Claim forms scanned by BSO)
Please note the last day for electronic submission via OCS is the 21st of
every month.
GOS Claims and Electronic Payments
Real time
processing
Errors are automatically
highlighted and can be
rectified immediately
Reduction in
postage costs/
time for claim
forms
Electronic
monthly
payments
reporting
Improved cash flow
through faster
payments
Ability to view
monthly
payments
online
Advantages of OCS
![Page 6: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/6.jpg)
6
ElectronicElectronicElectronic———Ophthalmic Claims System (OCS)Ophthalmic Claims System (OCS)Ophthalmic Claims System (OCS)
Screenshot examples:
![Page 7: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/7.jpg)
7
Please note:
The last day for submitting paper claims for payment by the end of
the month is the 10th. Forms should be posted by special/recorded
delivery or delivered by hand to the Business Services Organisation,
2 Franklin street, Belfast, BT2 8DQ.
GOS Payments and Paper Claims
Things to remember when
submitting Paper Claim
forms
Tippex is NOT
permitted.
MOS 290 must be
read prior to
completion. Please
Click Here
Boxes 1-4 MUST
be completed
Details must be
neatly and accurately
written
![Page 8: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/8.jpg)
8
GOS Claim FormsGOS Claim FormsGOS Claim Forms
Claims will automatically be rejected if the following is incomplete:-
Part 1 - Surname, Forename, DOB, Address
Part 2 - Date of Test, OO/OMP Code , Value code, Prescriber Signature, Name, Address, Premises Code
Part 2 - Box 1-4
Part B/C - Patient signature
*In the case of 4 (patient referred to GP), one of the other boxes should be ticked (1- 3) as appropriate.
Must be completed.
One of these must be completed.
If relevant these must be completed.
Must be completed if a Domiciliary visit is claimed.
Must be completed.
Must be completed.
Must be completed.
Must be completed.
Must be completed.
Must be completed.
Must be completed.
Must be completed if a Domiciliary visit is claimed.
![Page 9: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/9.jpg)
9
GOS Claim FormsGOS Claim FormsGOS Claim Forms
Must be completed
Must be completed
Must be completed if relevant.
Must be completed
All relevant sections of part 3 must be completed.
Must be completed
Must be completed
Must be completed
Must be completed
Must be completed
Must be completed
Must be completed
Must be completed
Must be completed if claimed
Part 1 - Surname, Forename, DOB, Address
Part 2 - Date of Sight Test, Single Vision AND Multifocal are both empty, Value code,
Personal Code, Prescriber Signature, Name, Address, Premises Code
Part 2 - If SPH/CYL contains the word ‘PLANO’, ‘ADD’ or BALANCE
Part 3 - Item B & D must be populated
Part 3 - If HC3 exemption is selected then there must be an amount in Part 3, Item C
Part 3 - If Item G is ticked then the Registered Signature/Date must be completed
Part 3 - Date of Supply, Premises Code, Supplier Signature, Name/Address of Supplier, Patient signature (Part B/C)
Claims will automatically be rejected if the following is incomplete:-
![Page 10: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/10.jpg)
10
GOS Claim FormsGOS Claim FormsGOS Claim Forms
Must be completed
Only complete if lens supplied
Must be completed
If relevant, must be completed
All relevant sections of Part 3 must be completed.
Must be completed
Must be completed
Must be completed
Must be completed
If relevant, must be completed.
Must be completed
Must be completed
Claims will automatically be rejected if the following is incomplete:-
Part 1 - Surname, Forename, DOB, Address
Part 2 - Date of Sight Test, Single Vision AND Multifocal are both empty, Value code,
Personal Code, Prescriber Signature, Name, Address, Premises Code
Part 2 - If SPH/CYL contains the word ‘PLANO’
Part 3 - Item B must be populated
Part 3 - If HC3 exemption is selected then there must be an amount in Part 3, Item C
Part 3 - If Item G is ticked then the Registered Signature/Date must be completed
Part 3 - Date of Supply, Premises Code, Supplier Signature, Name/Address of Supplier, Patient signature (Part B/C)
![Page 11: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/11.jpg)
11
Ophthalmic Probity Services
Practice Visits Why, How and When?
Statutory obligation for the Health and Social Care Board to under
take verification of claims for General Ophthalmic Services,
(HSS(F)43/2001).
There is an agreed protocol for the implementation and delivery of
probity services.
Quarterly monitoring of claims for General Ophthalmic
Service provision .
Routine and Targeted Post Payment Verification Visits (PPV) to
General Ophthalmic Service Providers.
Ophthalmic checking clinics take place.
Clinical Advisor Lead for Probity– Ms Fiona North.
Generally practice probity visits are on a 3 year
cycle. However depending on your claims you
may receive a visit sooner. Governance visits
may also occur but these normally relate to
record keeping or clinical matters, not financial.
![Page 12: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/12.jpg)
12
Complaints
Providers have a statutory obligation to have a complaints procedure in place. Each
practice should have its own complaints process and a designated person assigned
to deal with any complaints.
Click here for more information on Complaints.
HSC Complaints Procedure
![Page 13: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/13.jpg)
13
![Page 14: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/14.jpg)
14
Adverse Incidents:
An adverse incident is “any event or circumstance that could have or
did lead to harm, loss or damage to people, property,
environment or reputation.”
Adverse Incidents should always be reported to the HSCB. Details and
the link to reporting these are available on the BSO website,
Ophthalmic section within the forms and information library page.
HSC Adverse Incidents
![Page 15: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/15.jpg)
15
Key questions in reporting Adverse Incidents
What constitutes an Adverse Incident?
Definition: “any event or circumstance arising during the course of the business of an HSC organisation that led, or could have led, to serious unintended or unexpected harm, loss or damage to people, property, environment or reputation,” i.e. it includes “near misses”.
Why should I report adverse incidents?
Adverse incident reporting is a crucial element of a robust clinical governance system. It is a method by which the Board receives an assurance from a Practice/Out of Hours Provider that there are systems in place to prevent or reduce the risk of injury or harm to patients.
AI reporting also provides an opportunity for practices/OOH to report, and have investigated, incidents which occur within the Health Service outside their Practice. You will be notified of the outcome in respect of such incidents.
When should I report an adverse incident?
Your Adverse Incident report should be an immediate response to the occurrence of an adverse incident relating to your patient. Do not investigate first! You have a responsibility to report, within 24 hours, adverse incidents relating to the sudden or unexpected death of a patient. All other adverse incidents should be reported with 72 hours.
How do I report an incident?
You should complete form AIF1. This should be sent to the address at the bottom of the form. Click here for more information on Adverse Incident Reporting.
![Page 16: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/16.jpg)
16
Key questions in reporting Adverse Incidents
What happens to my adverse incident report?
When an adverse incident report is received by the Integrated Care Directorate it is discussed with an appropriate Clinical Professional.
If an incident meets the criteria for serious adverse incidents (SAI), completion of the SAI form and subsequent report will be done by Integrated Care Staff. You will be notified of this and involved in any investigation.
For other incidents it may be that no further action is required by the practice or further information / action may be requested from the practice. There may be learning for other practices from this incident and / or action the Board needs to take to prevent recurrence. All incidents will be logged on a database held within Integrated Care.
Trend Analysis
Trend analysis of incidents will be carried out on a regular basis and practices will be notified of any common themes. Details of learning and action taken by the Board will also be notified to you.
![Page 17: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/17.jpg)
17
Overview of Adverse Incident Reporting in GOS
Adverse incident identified
by practice
Practice reports incident to
local FPS office by emailing
completed AIF1 form
B7G ensures information
logged on FPS database and
discusses incident with
appropriate Professional
Advisers
Practice may also decide to
reflect on incident at next
SEA meeting and write it up
as an SEA as well.
B7G may decide an SEA
report should also be
logged as Adverse Inci-
Immediate action by
Practice / Board if
required
B7G completes HSCB SAI Re-
port as “Lead Investigating
Officer
Process as HSCB Serious Adverse Incident
(See HSCB Procedure Document APRIL 2010)
Email to Practice to acknowledge receipt of
incident report, relay AI/ SAI decision and
notify of incident number. (May include
final email information in simple cases)
Process as FPS Adverse Incident (See Figure 2)
Incident
meets SAI
criteria?
Further
information
required?
B7G contacts
Practice for
further
information
Adverse incident
identified by practice
NO
YES NO
YES
![Page 18: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/18.jpg)
18
FPS Adverse Incident
FPS Adverse Incident which does not
meet SAI Criteria. Already logged on
database
Further Action
required at
Practice?
Further Action
required at
Board/ Other?
Action agreed, taken
& recorded
Learning disseminated by Board to
practices in timely manner. To
Include email alerts, newsletter
updates or training as appropriate
as well as access to the annual FPS
Governance report.
Action agreed,
taken &
recorded.
Incident closed by B7G (in
consultation with professional
advisers as required)
Practice informed of any
outcomes by final email.
Potential learning discussed in
timely manner with GMS
Regional Governance Group
Quarterly trend analysis across 4
local offices and annual report to
GMS & HSCB Governance Groups
NO
YES NO
YES
![Page 19: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/19.jpg)
19
Guidance on Referral Pathways
Referrals, Where and How?
Guidance on referral forms and pathways is provided by the
Health and Social Care Board.
All referral forms are hosted on the Buisness Services
Organisation (BSO) website in writeable PDF format.
For queries on any clinical issue or patient pathway please
contact one of the Optometric Clinical Advisors.
Please note:
The direct Orthoptic referral form is for children only and adults
must be referred in the normal way to Ophthalmology.
You should contact ‘eye casualty’ directly before sending a
patient.
The OHT1 Glaucoma referral forms are only for those practitioners
who are registered to carry out the Glaucoma referral refinement
in NI. All other glaucoma referral forms can be used by any NI
registered practitioner.
![Page 20: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/20.jpg)
20
Good record keeping is essential!
It is recommended that all records are stored securely for up to 12 years .
Failure to store securely and maintain good records can result in referral to
the Information Commissioner or discipline. For compliance with GOC’s
relative standards (NB Standard 8). See the GOC website for this information.
The Importance of Record keeping
Points to remember:
Record keeping is a regulatory requirement of all contractors
within the GOS Regulations (Terms of Service).
Professional body offers advice and guidance (peer accepted–
College of Optometrists)
Continuity of care and recollection.
Protection (reassurance when questioned) information
sharing.
Post Payment Assurances (probity/financial)
Contractors can be asked to provide records to HSCB– must
comply with this request.
![Page 21: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/21.jpg)
21
The Northern Ireland Health & Social Care Interpreting Service (NIHSCIS) is a free
of charge, face-to-face service which strives to improve access to HSC patients*
who do not speak English as a first, or competent second language. Legally, it is a
Patient’s right to have professional language assistance if required. NIHSCIS
Interpreting staff are professionally trained and bound by confidentiality.
To book a face-to-face interpreter please complete a booking form giving as much
notice as possible.
For further information contact:
Email: [email protected]
Telephone: Mon to Fri 9am to 5pm: 028 9536 3777
Telephone : Out of Hours: 028 9056 5656
Address: NIHSC Interpreting Service
The Business Services Organisation
2 Franklin Street
Belfast
BT2 8DQ
*NIHSCIS provides Interpreters for NHS Patients only
Interpreting Services
![Page 22: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/22.jpg)
22
The Big Word Telephone Interpreting Service is the sole provider of telephone
interpreting for all HSC Organisations in Northern Ireland.
To access a Telephone Interpreter: You will need a Practice Access Code and
Language code to make a call. If you do not have an access code please contact
Yvonne Myers at The Big Word at [email protected] or telephone
on 07525 990076 to arrange for one to be set up. Note: This may take up to 3
days to process.
Step 1: Call 0800 757 3053
Step 2: Enter your Access Code
Step 3: Enter the Language Code you require, or press 0 for a Customer Care
Representative. If you do not know the language you require, press 700 for Lan-
guage Identifier
Step 4: Wait on the line and you will be put through to an Interpreter for that
language. When connected, outline the nature of your call.
Further information is available on BSO website.
** NHS Patients Only
Costs for services from NIHSC Interpreting Service and The Big Word are funded by
the Health and Social Care Board. As face-to-face interpretation is more costly
than telephone interpretation practitioners are asked to give prior consideration
to the most suitable approach in the circumstances presenting.
For further information on Interpreting services please access the BSO website by
clicking here.
Interpreting Services contd
![Page 23: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/23.jpg)
23
Interpreting Service
![Page 24: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/24.jpg)
24
Ophthalmic Listing—Process for Notification of Changes
In early March 2015, all practices received information and guidance in relation to Ophthalmic Listing and the statutory obligations for GOS contractors in regard to their ophthalmic listing status. The guidance details the process for notification of changes to ophthalmic listing details—please ensure that you follow this process. The forms for notification of changes are available for download on the BSO website: http://www.hscbusiness.hscni.net/services/2561.htm. Remember to send your notifications to Karen Lee at BSO or electronically (web form) via the new FPS Optometry landing page accessed through the BSO web-portal. The link for this is: http://sharepoint.hscni.net/sites/fpsoptometry/SitePages/Home.aspx It is vital that the CCG information on practitioners who are generating eReferrals is always up to date. It is essential that HSCB and ITS know of any changes to the work place of an Optometrist as a practitioner log-in is NOT transferrable across practices. If an Optometrist changes his/her place of work notification is essential so that the ITS can make the necessary change in details for CCG to enable eReferral permissions at any new place of work. Hence it is mandatory that you, as a GOS contractor: Notify HSCB of any new Optometrists who work in your practice
– the information you provide will be taken as current and correct unless you notify otherwise
Notify HSCB if an Optometrist whom you stated was working in
your practice, no longer works in your practice.
![Page 25: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/25.jpg)
25
Annual Quality Assurance (QA) Declaration
Quality Assurance across all primary care professions is a vital
part of good governance in service provision.
Every April all practices will receive the annual Quality
Assurance returns documentation. All Optometry practices will
be asked to return declarations in relation to:
Complaints
Adverse Incidents
Receipt and Dissemination of all MOS and Ophthalmic
Guidance
Business Continuity Planning (BCP).
![Page 26: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/26.jpg)
26
Information and Guidance for Business Continuity and
Flu Pandemic planning in Ophthalmic Services
Background:
Business Continuity Planning (BCP) is necessary to allow Optometry
Practices to overcome any untoward event affecting the premises, key
personnel or to any important systems that it relies upon in its day to
day operations.
This guidance will assist providers of General Ophthalmic Services by
outlining the importance of planning for unexpected events such as:
1. Adverse weather (e.g. flooding)
2. Power Failure
3. Loss of computer system/essential data (including clinical records)
4. Loss of telephone system
5. Loss of main premises and/ or facilities (e.g. Lighting/heat/water/
security)
6. Pandemic flu
7. Other disease outbreak
Business Continuity Plan
In the ideal situation the responsibility for the development of the
Business Continuity Plan will rest with one nominated individual, for
example; the practice owner or the practice manager. The plan should
be reviewed and updated on a regular basis (6/12months) or in the
event of changes to key staff or personnel in the practice.
![Page 27: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/27.jpg)
27
The plan is designed to enable the practice to resume activities
whether the situation is one of major significance or, whether there is
simply partial loss of certain facilities/capabilities.
As such, it covers a broad spectrum of potential situations that may
impact on the ability of the practice to continue its normal business
either short term, or long term. In addition to ensuring that plans are
in place to deal with an emergency situation which may be expected
‘short ‘ duration, the practice should also make business plans for any
‘longer term’ issues which may arise, such as an incapacity of staff and
professionals working in practice.
In order to provide for the necessary business continuity the plan
should identify;
1. The actions which will be taken which may include such
eventualities, for example; diverting telephone calls, the
re-direction of mail.
2. The relevant personnel who will implement the actions.
3. Evacuation procedures in the case of an emergency.
4. Procedures for direct contact with patients for continuity of care
and access to clinical records.
5. Procedures for back up systems.
6. The relevant contact details for all essential and support facilities
in the practice, for example; IT support, electricity, heating and
water providers.
![Page 28: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/28.jpg)
28
In consideration of the planning required for a Pandemic Flu , Optometry practices should take into account advice from Health and Social Care Organisations and professional bodies such as the College of Optometrists.
Optometry Practices may also consider the use of a ‘Buddy’ arrangement for business continuity. This approach is adopted within General Medical Services and is a useful mechanism to ensure immediate business continuity can be provided for emergency situations. A ‘buddy’ arrangement allows Optometry practices to make reciprocal arrangements for Ophthalmic service provision.
It is essential that the Business Continuity plan is disseminated and made readily available to all practice staff thereby ensuring that all staff are aware of which staff members have key responsibilities in regard to the development, implementation and maintenance of the plan.
A copy of the plan should be held on the premises but an additional copy should be held off-site, for example, with the nominated lead in the eventuality that the premises become inaccessible, e.g. in the event of a fire.
An optional template is available on the BSO website to assist practices in formulating an approach to the collation of important information to allow practices to develop their own tailored Business Continuity Plan identifying the approach which will be taken in the event of unforeseen circumstances which interrupts provision of Ophthalmic Services in the practice.
Click here further information and guidance on Business Continuity Planning for GOS contractors is provided.
![Page 29: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/29.jpg)
29
Contact DetailsContact DetailsContact Details
NAME ORGANISATION CONTACT DETAILS
Mr Raymond Curran Assistant Director, Head of
Ophthalmic Services, Health
and Social Care Board.
028 9536 3314
Ms Fiona North Optometric Clinical Advisor,
Health and Social Care
Board.
028 9536 2104
Ms Janice McCrudden Optometric Clinical Advisor,
Health and Social Care
Board.
028 9536 2855
Mrs Margaret McMullan Optometric Clinical Advisor,
Health and Social Care
Board.
028 9536 3239
Mrs Karen Lee Ophthalmic Services
Professional Support.
028 9536 3745
Useful numbers:
Directorate of Integrated Care, HSCB Ballymena - 028 9536 2845
Health and Social Care Board Switchboard - 0300 555 0115
Public Health Agency switchboard - - 0300 555 0114
Business Service Organisation Switchboard - 0300 555 0113
![Page 30: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/30.jpg)
30
Other Important Contact DetailsOther Important Contact DetailsOther Important Contact Details
Ophthalmology and Hospital Eye Service (HES) Optometry within
secondary care are delivered by two of the five Health and Social
Care Trusts, Belfast and Western.
Optometry Services include contact lens clinics, low vision (adult
and paediatric) and special school optometry provision*. Outreach
low vision clinics are also provided.
Belfast Hub– Shankill Wellbeing and Treatment Centre.
Western Hub– Altnagelvin Hospital
Contact details for Health and Social Care Trust Ophthalmology and
Optometry staff and HES Optometry Clinics are available on the
BSO website.
BSO Contacts:
Colleen Greene 028 9536 3755 [email protected]
Donna McKiernan 028 9536 3734 [email protected]
Dorothy Quinn 028 9536 3735 [email protected]
Gareth Drake 028 9536 3753 [email protected]
Larry Noade 028 9536 3754 [email protected]
Trudy Teer 028 9536 3733 [email protected]
Angela Dowds 028 9536 3752 [email protected]
Karen Lee 028 9536 3745 [email protected]
Kevin Carland 028 9536 3731 [email protected]
Service Delivery Information
![Page 31: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/31.jpg)
31
Useful WebsitesUseful WebsitesUseful Websites
The BSO contains most of the day to day information required in
practice. It has writeable and downloadable copies of all the referral
forms. Details of relevant MOS’s that address frequently asked
question and contact details of hospital clinics. Any urgent and
important alerts or updates are also hosted on the site. Please
familiarise yourself with this very useful site.
Other Useful websites:
AOP www.aop.org.uk
College of Optometrists www.college-optometrists.org/guidance
GOC www.optical.com
Optometry NI www.optometryni.co.uk
NI Optometry Society www.nios.org.uk
![Page 32: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/32.jpg)
32
The Optometric Practice Newsletter is issued to practices every 3-4 months
and features items of regulatory and professional interest. It is hosted on
BSO website (please click here) and is also sent to individual email
addresses by BSO.
HSCB Optometric Practice Newsletter
![Page 33: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/33.jpg)
33
Eligibility for spare pairs—(MOS 295): You are reminded that no patient
is automatically entitled to a spare pair of glasses; they may only have a
spare pair if they fall into one of the categories listed in the recently
issued update MOS 295 and if they do not currently have a serviceable
older pair of glasses. Any patient, who has a serviceable second pair,
even if there is a slight prescription change, should not be supplied with
a further spare pair. This also applies if the voucher has been issued by
the
Hospital Eye Service (HES) and a second voucher has not been provided
by the HES clinic. An approval number to issue a spare pair must be
sought from the Ophthalmic Department of the BSO detailing the
reason why it is deemed necessary. If you are not the original
prescriber, the second completed GOS(V) must be sent to BSO for an
Ophthalmic Advisor to sign and approve.
Non– collections - (MOS264): Voucher and repair/replacement claim
forms submitted for payment following non collection of an
appliance can only be paid if the patient has only signed part B of the
claim form. If there are two patient signatures i.e. the patient has also
signed part C to declare that they have collected the glasses, the claim
cannot be paid.
Frequently Asked Questions
![Page 34: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/34.jpg)
34
Managing claim form queries– (MOS 302): If a claim form has to be
returned by BSO to a contractor due to query e.g. incomplete form,
incorrect information etc, the query must be resolved within 3 months of
the date of the form being returned by BSO, otherwise it will not be
paid.
Second Opinions—(MOS 303): Are not facilitated by GOS. The patient
should be advised to return to the original practice to have their
problems investigated and the issues resolved. If the patient does not
wish to do this they must have a private sight test and will have to pay
privately for any resulting prescription change/glasses. They will only
be entitled to another GOS test after their usual time interval. If,
however, the patient is unable to resolve the issue with the original
practice, they may write to BSO Ophthalmic services for consideration
of the situation.
Replacements/Spare pairs for adults—(MOS 295): Adult patients are not
routinely entitled to repairs/replacements/spare pairs but in a case
where damage was associated with the patient’s medical condition, a
replacement claim can be made under GOS. In exceptional cases a
spare pair may be applied for and approved. However it is an exception
and therefore an approval number must be sought from BSO
Ophthalmic services prior to submission of the claim.
![Page 35: Optometry Handbookupdated).pdf · Updated June 2016. 2 Page 7 ontents Page 4 Health are Structures– Where does Optometry sit? Page 5 GOS Payments– Electronic GOS Payments–Paper](https://reader033.vdocument.in/reader033/viewer/2022050223/5f68a5c1709c46696a5f731b/html5/thumbnails/35.jpg)
35
Transposing Prescriptions- (MOS 248): It is allowable to write your
prescriptions in the format which gives the patient the maximum GOS
(V) allowance . However if it is not your own prescription (eg: a
Hospital voucher) the voucher must be transposed onto another GOS
(V) and sent with the original form to the BSO Ophthalmic office for
approval and payment by an Ophthalmic Advisor.
Check the BSO website for information on these and other common
queries:
Sight test intervals
Small frame supplements
Domiciliary eye care