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TRANSCRIPT
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Practice Manager Welcome Pack Version 7.1 January 2020
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Contents 1. Introduction and Must DO’s Page 3
2. Collaboration in Ipswich and East Suffolk CCG Page 3 3. CCG Structure Page 6 4. Useful Contacts Page 7
5. Communication Page 11
5.1 CCG Website Page 11 5.2 Weekly Inbox Page 11 5.3 Monthly Practice Manager notes/Practice Manager meetings/Forum Page 11 5.4 Link Visits Page 11 5.5 Other Newsletters Page 12 5.6 Other Page 12
6. Contracts and Finance Page 12
6.1 Primary Care Contracts Page 12 6.2 PMS Development Framework Page 12 6.3 Invoicing Page 13 6.4 PORT (Practice Online Reporting Tool) Page 13 6.5 Open Exeter Page 14 6.6 NHS England DES Page 14 6.7 Public Health Primary Care Commissioned Services Page 14
7. General Page 14
7.1 E-Learning Page 14 7.2 Referrals Page 15 7.3 IT Support Page 15 7.4 Data Protection Officer Service Page 15 7.5 Prescriber Changes in your Practice Page 16 7.6 GP Leavers Page 16 7.7 Locum Chambers Page 17
8. Useful meetings/Events Page 17
8.1 Training and Education Page 17 8.2 Suffolk and North East Essex Primary Care Training Hub (PACT) Page 18 8.3 Practice Manager’s Forum Page 18 8.4 Medical Secretary Meetings Page 18 8.5 Clinical System User Group Meetings Page 18
Appendices
Appendix A - Public Health claiming information Page 19
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1. Introduction Welcome to your new role working at a GP practice in Ipswich and East Suffolk. 40 GP practices make up the membership of the Ipswich and East Suffolk Clinical Commissioning Group (CCG). The CCG is responsible for commissioning local health care services. As the commissioner, the CCG decides which health services should be provided, who will provide them and how they should be paid for. These decisions are led by our GP Clinical Executive. You can find out more about Clinical Executive members in the About Us section of our website (www.ipswichandeastsuffolkccg.nhs.uk). This pack has been written by the Primary Care Team at the CCG. They are the team that are here to support practices and ensure any new or updated services and pathways are implemented in practices. If you feel any information is missing in this pack, please do let us know. Must DO’s Email your link manager within the practice support team (details on the next page) at the CCG to introduce yourself so we can arrange a face-to-face introduction. The CCG will add you to ‘The Weekly Inbox’ newsletter email distribution list. This is a communication from the CCG sent every week to practice staff with relevant messages and possible actions. The CCG will send you a copy of the ‘practice payment summary’. This shows what local contracts the practice has signed up to and how much they should be paid and when. You will need to email Jennifer Burman with your exact job title to be sent a log in for: PORT (more information on each available within this document) You will need to email Shelley Hart with your exact job title to be sent a log in for: website and, if you cannot get a login from your local administrator, e-learning (more information on each available within this document) Read though this document
2. Collaboration in Ipswich and East Suffolk CCG The 40 practices within the Ipswich and East Suffolk CCGs are divided into different groups to facilitate collaboration. These groups fall under three broad headings as described below.
Collaborative Groups
38 of the 40 practices belong to one of four collaborative groups.
This local approach started approximately three years ago, with practices following the example of innovative approaches in other parts of the country, supported by the CCG.
The principle behind this was Practices working together at scale to enable them to share staff and resources, to increase resilience, increase efficiency and standardisation of process and to participate in collective projects.
Primary Care Networks (PCNs)
PCNs are groups of practices that work together as a network. This is the most recent development and a national initiative, coming into being on 1st July 2019 as a result of the NHS Long Term Plan, published in January 2019, and are a requirement of the revised GP Contract from 2019/20. Key features of a PCN are:
• PCNs should be geographically based and serve between 30,000 to 50,000 patients. • EVERY person in the country has to be served by a PCN. • Extra funding is being made available to PCNs (for example to employ Pharmacists) and to
the practices within them.
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All practices are within a PCN
For more information please follow this link.
Integrated Neighbourhood Teams (INTs)
In 2016, NHS organisations and local councils came together to form 44 sustainability and transformation partnerships (STPs) covering the whole of England, and set out their proposals to improve health and care for patients.
Ipswich and East Suffolk CCG is part of an STP with West Suffolk and North East Essex CCGs. That partnership has evolved to form an Integrated Care System (ICS). As part of this new system working Alliances have formed at a more local level. The Ipswich and East Alliance joins NHS organisations in partnership with local councils, social care and others (including the voluntary sector) to provide a seamless service.
During 2018/19 Practices in the CCG/Alliance area were grouped together in Integrated Neighbourhood Teams. It is true to say that the membership of the INTs, and indeed the overall objectives, are very similar to the PCNs. However for the time being both will co-exist.
On the next page is a diagram that attempts to bring together membership of the various collaborative organizations in one single view.
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KEY: Primary Care Networks (PCNs) Integrated Neighbourhood Teams (INTs) Collaborative Groups
BARRACK LANE AND IVRY STREET NORTH EAST IPSWICHBarrack Lane Ipswich Felixstowe Road IpswichIvry Street Ipswich Two Rivers Ipswich
ORWELL EAST IPSWICHBurlington Road Ipswich Orchard Street IpswichDerby Road (Ipswich East INT) Ipswich Ravenswood IpswichHawthorn Drive Ipswich Solway & Mallick Ipswich
NORTH WEST IPSWICHChesterfield Drive Suffolk Primary CareDeben Road Suffolk Primary CareNorwich Road Suffolk Primary Care
NORTH WEST NORTH EAST COASTALBarham & Claydon None Aldeburgh Deben Health GroupEye Coast & Country Framlingham Deben Health GroupFressingfield Coast & Country Leiston NoneIxworth None Saxmundham Deben Health GroupMendlesham Coast & Country
MID SUFFOLK DHG SOUTHCombs Ford Suffolk Primary Care Alderton Deben Health GroupDebenham (Eye and North West INT) Suffolk Primary Care Framfield House Deben Health GroupStowHealth Suffolk Primary Care Little St John's Street Deben Health Group
Wickham Market Deben Health Group
SOUTH RURAL FELIXSTOWEBildeston Coast & Country The Birches (Woodbridge) Suffolk Primary CareConstable Country Practice Coast & Country Grove Surgery Coast and CountryHadleigh Coast & Country Haven Health Suffolk Primary CareHolbrook Coast & Country Howard House Suffolk Primary CareNeedham Market (Stowmarket INT) Coast & Country Martlesham (Woodbridge) Suffolk Primary Care
Walton Suffolk Primary CareSout
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Primary Care Networks (PCNs) - Membership and Alignment to Integrated Neighbourhood Teams and Collaborative Groups
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3. CCG Structure
This document focusses on the Chief Operating Officer (COO) Team, led by Maddie Baker Woods and specifically these three Teams, all of which are based at Endeavour House in Ipswich.
• Primary Care (currently referred to as Commissioning Implementation and Primary Care Support Team). The Commissioning Implementation Team works with all practices to provide support, develop, redesign and implement new pathway services, day-to-day support for collaborative groups, Integrated Neighbourhood Teams and PCNs and CQC support. The team also support practices with Local Enhanced services and local contracts.
• Medicines Management Team Our Medicines Management Team work closely with GPs and local health providers to help get the best out of medicines for local people.
• Partnerships and Alliance Development The Partnerships and Alliance Development team work to support the Ipswich and East Suffolk Alliance and the development of primary care. Their responsibilities lie predominantly with primary care development through the implementation of the 10 High Impact Actions (General Practice Forward View), social prescribing, training and Education events, partnership working with partners including the VCSE, PPG support and One Clinical Community
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4. Useful contacts The Primary Care Team The Primary Care Team is a part of the wider Chief Operating Office at Ipswich and East Suffolk CCG. The team is based at Endeavour House in Ipswich alongside Suffolk County Council. Each practice has a named contact within the team for queries; however, you are very welcome to contact any of us.
David Brown, Deputy Chief Operating Officer [email protected] 01473 770128 David heads up the Primary Care Team and is lead for Delegated Commissioning. At the time of writing David is also the lead contact for Dementia.
Claire Pemberton, Head of Primary Care [email protected] 01473 770214 Claire is the main contact for all Primary Care within Ipswich and East Suffolk CCG with a lead on PCN’s and a particular focus on the Ipswich Primary Care (IPC) group of practices and Ipswich INT’s. She works closely with ESNEFT, the Transformation Team at IESCCG and is the main contact for Practice Medical Secretaries and leads on practice support with matters relating to the Care Quality Commission (CQC).
Caroline Procter, Co-Commissioning Manager [email protected] 01473 770282 Caroline is the main contact for the Suffolk Primary Care (SPC) group of practices. Along with Claire she leads on PCN’s also, as well as working with Eye INT, Stowmarket INT and Felixstowe INT. Please contact her with regards to LES’, PMS, SPC, Estates and Primary Care Commissioning – including delegated functions.
Laura Krolik, Primary Care Manager [email protected] 01473 770246. Working days: Tues, Weds & Thurs Laura is the main point of contact for the Coast & Country Primary Care group, South Rural INT and also supports PCN’s. She is the team’s lead for Care Homes and works closely with the transformation team for Frailty and related system areas.
Emily Rawlinson, Primary Care Manager [email protected] 01473 770246. Working days: Mon, Tues & Thurs Emily is the main point of contact for LD, the Deben Health Group (DHG) of practices, Woodbridge INT and Saxmundham INT as well as supporting PCN’s. She works closely with the CCG’s transformation team for Mental Health and Children & Young People to ensure that any new or updated services are implemented in primary care.
Scott Pomroy, Primary Care Commissioning Support Officer [email protected] 01473 770231 Scott supports the whole team with Primary Care Commissioning, managing the Primary Care Dashboard and overseeing the vast amount of data that our team uses. He supports aspects of the care homes LES and keeps any strategic documentation up to date.
Jennifer Burman, Primary Care Administrator [email protected] 01473 770138 Jennifer deals with day-to-day administrative tasks, as well as providing support to team members and practices. Please contact her with regards to LES claims, invoices, e-Learning/CCG website user accounts, My Care Wishes (Yellow) folders, Wrist splints, 24hr ECG maintenance and loan devices and PORT queries
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The Medicines Management Team The Medicines Management Team is a multidisciplinary team, made up of pharmacists, pharmacy technicians, nurses and a dietitian. The role of the team is to support safe, high quality and cost-effective prescribing across the Ipswich and East Suffolk area. Each practice has a named pharmacist, technician and nurse for any prescribing queries; however you are very welcome to contact any of us. Please call 01473 770249 and your query will be directed to the most appropriate person. For details of how to deal with Prescriber Changes, please see section 7.5 below. Catherine Butler – Head of Medicines Management [email protected] Catherine is the chief pharmacist for the CCG and leads the medicines management team. Catherine deals with all the prescribing finances and works closely with ICS pharmacy colleagues to promote joint working across the area. Rifat Choudhury – Medicines management pharmacist [email protected] Rifat is the lead pharmacist for formulary development and works closely with ESNEFT and NSFT. He also maintains the decision support software OptimiseRx that is installed in the majority of GP practices and is the lead for drug safety in the team. Rachel Belton – Pharmacist [email protected] Rachel is the lead pharmacist for care homes and respiratory. Rachel divides her time between working in the office on prescribing guidance and working out in GP practices and care homes to undertake medication reviews. Sue Clarke – Prescribing Support Dietitian [email protected] Sue works across the Ipswich and East Suffolk and West Suffolk CCGs, to support safe and appropriate prescribing of dietetic products, including infant formula and sip feeds. She works closely with hospital and community colleagues to provide training and support for practice and care home staff and also attends patient engagement events to promote heathy eating. Sue has developed formularies and guidelines to support the prescribing of dietetic products and also undertakes patient dietetic reviews in GP practices. Tralee Lashley and Denise Hutchinson – Appliance Nurse Specialists [email protected] [email protected] Denise and Tralee work across the Ipswich and East Suffolk and West Suffolk CCGs, to support safe and appropriate prescribing of appliances, including wound care products, catheters and stoma products. Together they have established formularies and guidelines to support prescribers in this area. They also visit practices and care homes to undertake patient appliance reviews and offer advice and support to practice and care home staff. Denise and Tralee work closely with community and hospital colleagues to provide training for practice and care home staff on topics such as wound care and continence management. Claire Allen and Tracey Frost – Senior Medicines Management Technicians [email protected] [email protected] Florence Bels, Lorna Denman, Lisa Hutchinson and Hannah Wattam – Medicines Management Technicians [email protected] [email protected] [email protected] [email protected] Our team of technicians support their practices to achieve QIPP, the Prescribing Incentive Scheme and the re-investment scheme by identifying and completing medication cost saving switches and working with the practices to ensure they prescribe within the CCG formulary. They also support the practices with medication
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queries and relay safety information to them. Clare and Tracey manage the team and are also involved in a variety of Medicines Management team projects. Please see the table below for details of assignment of our Meds Management Team to individual practices.
Partnerships and Alliance Development Team The Partnerships team support practices through communications and engagement, clinical education, PPG support and local transformation through support to implement the 10 High Impact Actions in general practice including social prescribing and care navigation. They are also involved in Alliance working through Connect and working closely with Alliance Partners and the voluntary and community sector organisations to help promote joint working across the area.
Practice Technician Nurse Pharmacist Practice Technician Nurse PharmacistBARRACK LANE MEDICAL CENTRE Florence Tralee Rifat IXWORTH SURGERY Lisa Tralee CatBILDESTON HEALTH CENTRE Florence Tralee Rachel LEISTON SURGERY Hannah Denise CatBURLINGTON ROAD SURGERY Tracey Tralee Rifat LITTLE ST JOHN STREET SURGERY Claire Denise CatCHURCH FARM SURGERY Lorna Denise Rifat MARTLESHAM SURGERY Tracey Denise RachelCOMBS FORD SURGERY Lisa Tralee Rachel MENDLESHAM HEALTH CENTRE Lorna Tralee RachelCONSTABLE COUNTRY RURAL MEDICAL PRACTICE Claire Denise Rachel NEEDHAM MARKET COUNTRY PRACTICE Claire Tralee RachelDEBEN ROAD SURGERY Florence Tralee Cat ORCHARD MEDICAL PRACTICE TBC Denise RachelDEBENHAM GROUP PRACTICE Lisa Tralee Rachel RAVENSWOOD MEDICAL PRACTICE Lorna Denise RifatDR SOLWAY & DR WHALE PRACTICE Lorna Denise Rachel SAXMUNDHAM HEALTH CENTRE Lorna Denise RifatEYE HEALTH CENTRE Lorna Tralee Rachel STOWHEALTH Tracey Tralee RachelFELIXSTOWE ROAD MEDICAL PRACTICE Hannah Denise Rifat THE BARHAM & CLAYDON SURGERY Tracey Tralee RifatFRAMFIELD HOUSE SURGERY Claire Denise Rifat THE BIRCHES MEDICAL CENTRE Lisa Denise RachelFRAMLINGHAM SURGERY Hannah Denise Rifat THE CHESTERFIELD DRIVE PRACTICE Florence Tralee CatFRESSINGFIELD MEDICAL CENTRE Claire Tralee Cat THE DERBY ROAD PRACTICE Hannah Tralee CatGROVE MEDICAL CENTRE Tracey Denise Rifat THE HOLBROOK AND SHOTLEY PRACTICE Florence Denise RachelHADLEIGH BOXFORD GROUP PRACTICE Florence Tralee Rachel THE NORWICH ROAD SURGERY Florence Tralee CatHAVEN HEALTH Tracey Denise Rifat THE PENINSULA PRACTICE Florence Denise RifatHAWTHORN DRIVE SURGERY Lisa Tralee Cat TWO RIVERS MEDICAL CENTRE Hannah Denise RifatHOWARD HOUSE SURGERY Lorna Denise Cat WALTON SURGERY Lorna Denise RifatIVRY STREET MEDICAL PRACTICE Lorna Tralee Rifat WICKHAM MARKET MEDICAL CENTRE Hannah Denise Rifat
Louise Hardwick, Head of Partnerships and Alliance Development Team [email protected] 01473 770038 Louise heads up this team and is the lead for One Clinical Community, 10 High Impact Actions, Social Prescribing, Alliance and voluntary and community sector organisation partnerships as well as Connect. She also attends the primary care workforce steering group (LWAG), member of the Military Covenant Board and a member of the East Suffolk Partnership Board.
Shelley Hart, Partnerships Programme Officer [email protected] 01473 770021 Shelley coordinates the monthly Training, Education and Development Afternoons for GPs and general practice staff and supports implementation of the General Practice 10 High Impact Actions. Contact Shelley for training and education, e-Learning, workflow optimisation, and practice to patient communication.
Zoe Knight, Social Prescribing & Partnerships Manager [email protected] 01473 770106 Contact Zoe for support with your PPG, CCG PPG Network, Social Prescribing and with implementing any of the 10 high impact actions. Zoe also runs a successful Youth Forum with local secondary schools, the Care Navigator Forum and alongside Emily produces the PPG newsletter and Care Navigator newsletter.
Emily Rutherford, GP Partnerships & Engagement Support Officer [email protected] 01473 770296 Emily supports social prescribing and partnerships team. She is responsible for delivering the Weekly Inbox newsletter, which is circulated to practice staff every Monday.
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Safeguarding Click here and here for information on Safeguarding. GP Practices You can find the contact details for all practices in the Ipswich and East Suffolk CCG here. NHS England NHS England will be your main point of contact for queries such as the practice contract (GMS, PMS etc.), Direct Enhanced Services (DES) and so on. For DES queries: With your practice code in the header, email any queries relating to DES, including claiming to: [email protected] For any other queries: email [email protected] You can receive alerts from NHS England and GOV UK relating to medication/supplies/equipment advising when there is a compliance or safety concern. You can also receive updates from the local NHS England team, which can include updates and actions regarding your practice’s contact. Any actions for you to take are advised in these emails. Please send emails to the addresses below asking to be included on their distribution lists (include your practice code). [email protected] [email protected] [email protected] Public Health Suffolk's Public Health team is responsible for helping people stay healthy and protecting them from threats to their health. Its main priority is to improve the opportunities for good health. The Suffolk Joint Emergency Planning Unit and the Suffolk Health and Wellbeing Board are also part of Public Health Suffolk. Practices will have contracts with Public Health, such as Smoking Cessation and NHS Health Checks – details about these and how to claim for them are in section 5.6. Public Health Suffolk Endeavour House 8 Russell Road Ipswich IP1 2BX Phone: 01473 260094 Email: [email protected] Health Protection Enquiries: If your query relates to a Health Protection issue please contact the Anglia Health Protection Team on 0300 303 8537 or email [email protected]. Outside of office hours please contact Medicom on 01603 481221 NHS East Suffolk and North Essex Foundation Trust (ESNEFT) Ipswich Hospital Heath Road Ipswich Suffolk IP4 5PD Telephone (Main Switchboard): 01473 712233
Colchester Hospital Turner Road Colchester Essex CO4 5JL Telephone (Main Switchboard): 01206 747474
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Complaints at Ipswich Hospital: If you would like to raise an issue or make a comment which relates to patient care, please email [email protected] or contact the Patient Advice and Liaison Service (PALS) on 01473 704781.
Complaints at: Colchester Hospital If you would like to raise an issue or make a comment which relates to patient care, please email [email protected] or contact the Patient Advice and Liaison Service (PALS) on 01206 742683
Any issues or concerns about referrals or general enquiries can be emailed to Claire Pemberton. Your issue may need to be escalated via a contractual route and Claire will advise on how to do this.
5. Communication The CCG aims to keep GP practices up to date with key, relevant information to help you with the day-to-day running of your service. There are a number of ways in which we do this, as detailed below.
5.1 CCG Website Your primary source of information will be the Ipswich and East Suffolk CCG website It is a great central resource for referral forms, newsletters, pathway information, training information and so on. We recommend that you set the page as your ‘home’ page on your computer or as one of your favourites. Much of the information is available to practice staff only and so you will need a password. To set this up a password please email: Shelley Hart.
5.2 Weekly Inbox The Weekly Inbox is a weekly e-Newsletter produced by the CCG for circulation in your practice. It provides essential clinical guidance and useful support. Each article is colour coded for its intended audience; GPs. PMs, Admin, Nurses (including HCAs, PNs and ANPs) and other clinicians (ECPs, Pharmacists). If you would like to be added to the distribution list, please email Emily Rutherford. We can also include any suitable articles on your behalf. Click here to view all previous editions of the Weekly Inbox on the CCG’s website.
5.3 Monthly Practice Manager notes / Practice Manager meetings / Forum Some of our practice groups hold regular practice manager meetings which the CCG are invited to attend. At these meetings we present a monthly bulletin ‘Monthly Practice Manager Notes’ which is a simple briefing of key things for Practice Managers to be aware of. Some of these things may have already appeared in the Weekly Inbox. As not all of the groups meet, we email the notes to every Practice Manager each month to ensure that everyone is receiving the same messages. Each item on the note has a point of contact for specific queries. As soon as we know that a new Practice Manager is in post they will be included in the circulation. We also arrange a Practice Manager Forum. They are an opportunity for all practice managers across the CCG to meet and share ideas and the CCG can discuss items to a wider audience and gather feedback. The forums are advertised via the Weekly Inbox and are usually held quarterly at a central location
5.4 Link visits Each quarter the CCG will send practices performance data and any other information/news that may be of particular interest. This data should be discussed at practice meetings and any feedback or concerns fed back to the CCG. The CCG will then respond in whichever way the practice prefers, including a face-to-face meeting (although the CCG are happy to meet with practices at ANY time, not just in response to the quarterly data).
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5.5 Other Newsletters Practice Managers will periodically receive these newsletters, which are targeted at specific groups, from the CCG:
• Meds Management News • Care Navigator News • Patient Participation Group (PPG) News • Practice Nurse News
5.6 Other
You will from time to time receive emails from us, either individually from team members or from our generic CCG email account. We are also happy to visit you in your practice for a face-to-face discussion if you feel this is something you would benefit from. The CCG’s social media (Facebook, Twitter) will promote any local health campaigns that are taking place and we will from time to time mail leaflets and posters for you to display in your practice.
6. Contracts and Finance
6.1 Primary Care Contracts Each year the CCG issues a number of primary care contracts (AKA Local Enhanced Services, or LES). These contracts provide supplementary services for patients and change annually. GMS practices can choose whether to sign up to them. Some of the services are included the national PMS contract already. PMS Practices are obligated to sign-up for all LES that the CCG offer. GMS practices will receive an offer letter from the CCG annually for this. If you are unsure whether you hold a GMS or a PMS contract, please contact Caroline Procter. Service specifications of all LES schemes for 2019/20 can be found on the Primary Care Contracts page of the website (login required). Please refer to these concerning reporting requirements and Key Performance Indicators (KPIs). You should have been emailed a Practice Payment Summary outlying how much you will need to invoice the CCG every month/quarter by the Practice Support Team. If you have not received this, please email Jennifer.
6.2 PMS Development Framework
This is applicable to PMS practices only. The local framework is agreed annually. It contains a number of indicators set by NHS England, Public Health and the CCGs and provides a measure to set standards of care and provide reassurance to patients and commissioners of consistent, high quality care. The Framework aims to bring these indicators and target outcomes together in one place. It then describes the way in which progress is monitored and support is provided. You can find a copy of the most recent framework here (login required): http://www.ipswichandeastsuffolkccg.nhs.uk/GPpracticememberarea/Practicesupport/Cocommissioning.aspx The indicators included within this document are separated into two sections, ‘Core and Developmental Indicators’. These are negotiated each year by the LMC on behalf of the practices. Collectively these indicators are the enablers of drivers of continuous improvement in the quality of primary care services to patients and of a stable, integrated health care system. If you have any queries about the PMS Development Framework, please contact Caroline Procter.
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6.3 Invoicing
Practices are required to raise an invoice when owed money from the CCG, for example for primary care contracts (LES). An invoicing template for 2019/20 is available to download from the Primary Care Contracts page of the website (login required). Every month/quarter, depending on how you want to invoice, you will need to update PORT (the Practice Online Reporting Tool) with data for that time period. Information on how to do this is included in the next section. Once you have updated PORT with these figures/spreadsheets at the end of every month/quarter you can then raise your invoice, in one of two ways:
1) Fill out your invoice template every month/quarter; mark it with the PO Number XX J BURMAN and address it to:
NHS Ipswich and East Suffolk CCG 06L Payables K845 Phoenix House Topcliffe Lane Wakefield West Yorkshire WF3 1WE
2) Tradeshift can be used to raise all your invoices for Local Enhanced Services (LES’), rather than printing off hard copies and posting them.
You will be able to: Check the status of invoices with real-time updates in your browser Confirm invoice receipt -- no delays due to missing information or lost paper invoices. Communicate and attach supporting documents directly from within Tradeshift.
A handy ‘User Guide’ for Tradeshift is now available. This document will help with getting started and setting up your Tradeshift account, creating a valid connection with the CCG and sending your first invoice. For more information, please contact Jennifer or visit the Tradeshift website
NOTE: You MUST enter an amount/upload your audits to PORT otherwise we cannot process the invoice. If you have any problems queries regarding invoicing, please email Jennifer.
6.4 PORT (Practice Online Reporting Tool) PORT is used to upload audits and data as per the primary care contracts (see above). It is a way the CCG can monitor activity and be able to process invoices accordingly. The login page for PORT is http://nww.port.suffolk.nhs.uk/east/Login.aspx Please contact Jennifer to be set up as a new user, of if you have an existing account but have moved to a different practice within the CCG. Jennifer can also send you a user guide. Every month/quarter, depending on how you want to invoice, you will need to update the following details on PORT:
- Depo-neuroleptics - Gonadorelins - Minor Injuries - Phlebotomy - Wound Care
You will need to upload audit spreadsheets to PORT for the following services:
- 24hr ECGs (monthly or quarterly) - Care Homes (quarterly)
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- Shared Care Scheme (quarterly) - Serious Mental Illness (SMI) Health Checks (quarterly)
At the end of every financial year, you will also need to update PORT with the figures for Diabetes (these must be in %) and the Care Homes Annual survey. All 2019/20 templates for audit spreadsheets, surveys and reports are available to download from the Primary Care Contracts page of the website, which you can access by clicking here (log-in required).
6.5 Open Exeter Open Exeter is the portal used by PCSE to allow practices to track payments by NHS England. Cytology and Childhood Immunisations data is also stored on there so that practice staff can print smear forms, see patient’s cytology history and submit claim data for Childhood Immunisations. PMs find it useful to track more information on GMS/ PMS/APMS payments, GP superannuation, seniority and global sum information. Click here to view a user guide.
6.6 NHS England DES NHS England has a number of Direct Enhanced Services (DES) which practices can sign up to. NHSE will contact you about these. They include services such as annual health checks for patients with learning disabilities, minor surgery, vaccinations and immunisations. NHS England has their own system for reporting and claiming (CQRS). For any queries, you can contact them on [email protected] NHS England also issues a DES newsletter with various useful hints, tips and reminders about DES and claiming. An example newsletter can be found here:
DES Newsletter 201718 01 - FINAL (2
6.7 Public Health Primary Care Commissioned services GP practices are able to sign up to a number of contracts with Public Health Suffolk. These are for; sexual health (GMS practices only), NHS Health Checks and Shared Care. The table in Appendix A details the payments and how to claim. If you have any queries, you can email [email protected]
7. General
7.1 E-Learning
The CCG purchased an online training portal for GP practices, which enables practices to access e-learning covering a wide variety of courses/topics and to monitor all staff training. The portal is accessed vie Blue Stream Academy: https://elearning.bluestreamacademy.com/gp Practice Managers (and any nominated system administrators) have access to a reporting system within the portal to enable monitoring of staff usage of the e-learning. If you need help with using the system, Blue Stream offer a really useful online training for managers, which you can register for here: https://www.bluestreamacademy.com/schedule-mis-training/
The Blue Stream user and manager guides are also useful tools to have by you:
• User Guide: https://drive.google.com/open?id=1sPXeL_eqfIuVcsxa9tnfTo3FLBpiWsOE • Manager Guide: https://drive.google.com/open?id=1ewHZU0Nu4-7fhkmS2KTi-
XK8wgy2GMND • New Feature Guide:
https://drive.google.com/open?id=1Yim57VVNX5q3bs3Mi6bqPi1_hzPZ8Lf6
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They also provide what they call their “Recommended Re-take Guidelines”, which is essentially guidance on frequency of training, but it is only a guide: https://drive.google.com/open?id=1mHy8cGObTtOxEYi9hXl12xGyPTHP8aJ9 Please direct any queries to Shelley Hart.
7.2 Referrals To help practices navigate the large number of referral pathways and forms, which are available to primary care the CCG have commissioned DXS Point of Care. DXS Point-of-Care is a Clinical Decision Support Tool, which provides useful content including referral forms, clinical care pathways and information leaflets. Content is provided by the CCG and supplemented from national sources such as NICE, Patient UK, SIGN and Red Whale. All content is linked to Read Codes and can also be searched by description or browsed by category.
Content includes: • Referral forms – split into IESCCG and WSCCG folders for ease of searching • Care pathways • Patient education leaflets • Medicine reference • A directory of services • Treatment guidelines • TravelHealthPro information (travel vaccines)
If you have any comments regarding the content, please contact: [email protected].
DXS is accessed through SystmOne or EMIS Web and needs to be installed on your computer.
• For Installation please log a call with the NEL service desk: 0808 168 5168 or [email protected]
• To register a new user with DXS Contact: [email protected].
• To book training please register as a new user with DXS before contacting the CCG Clinical Systems Support team : [email protected]
7.3 IT Support For general IT issues and queries, please contact the IT service desk on: 0808 168 5138 or email [email protected] For IT training queries (such as SystmOne) please email our internal IT team on [email protected]
7.4 Data Protection Officer Service
Under the General Data Protection Regulation (GDPR), a practice must have a named Data Protection Officer (DPO). DPOs assist in monitoring internal compliance, inform and advise on data protection obligations, provide advice regarding Data Protection Impact Assessments (DPIAs) and act as a contact point for data subjects and the supervisory authority. The CCG can fulfil the DPO function for Practices, in which case we will support you with the following::
• GDPR compliance • Subject Access Requests • Information Asset Register and Data Flow Mapping • Data Security and Protection Toolkit support with evidence
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• Incident Reporting – investigation and ICO link • Templates including data protection policies • Privacy Notices • Data Protection Impact Assessment review • Data Sharing Agreements / Data Processing Agreements • Freedom of Information • Training • Advice for staff
If you are not already using the CCG as your DPO and would like more information on this free service, please contact : [email protected] You are under no-obligation to use this service.
7.5 Prescriber Changes in your Practice
A list of prescribers, prescriber codes and their aligned GP practice is maintained by the NHS Business Services Authority (NHS BSA). This information allows the NHS BSA to provide accurate and detailed prescribing data at GP practice and prescriber level. It is also used to provide prescriber details to Xerox (UK) Ltd, the prescription form printing company, so that a personalised prescription can be produced and to allow accurate payments to be calculated. It is therefore important that the information held by the NHSBSA is accurate and up to date. GP practices must inform the NHSBSA of any prescriber changes that occur e.g. a new prescriber starting, a prescriber leaving or a prescriber changing their name. The process to inform the NHSBSA varies for non-medical prescribers like Nurses, Pharmacists and Paramedics and for GPs. Non-medical prescribers (NMPs): When a non-medical prescriber joins or leaves a practice or changes their details, a form needs to be completed by the practice. This applies to permanent members of staff and any NMP locums working at the practice. The forms are available on the NHS BSA website via: https://www.nhsbsa.nhs.uk/ccgs-area-teams-and-other-providers/organisation-and-prescriber-changes/ccgs. When completing the form, the parent organisation is Ipswich and East Suffolk CCG, and the parent organisation code is 06L. Once the NMP details have been completed, the form should be sent to Jen Burman at the CCG ([email protected]) for authorisation. The CCG will check the information, sign as the authorised signatory if it is all correct and forward on to the NHS BSA so that they can update their records. GPs: When a GP joins or leaves a practice or changes their details a form needs to be completed by the practice. This does not apply to locum GPs (see explanation below). The forms are available on the NHS BSA website via: https://www.nhsbsa.nhs.uk/ccgs-area-teams-and-other-providers/organisation-and-prescriber-changes/ccgs. When completing the form, the parent organisation is Ipswich and East Suffolk CCG, and the parent organisation code is 06L. Once the GP details have been completed, the form should be sent to Primary Care Support England (PCSE) ([email protected]) for authorisation. PCSE will check the information, sign as the authorised signatory if it is all correct and forward on to the NHS BSA so that they can update their records. Locum GPs: Locum GPs should prescribe using the GP Prescribing code (Doctors Index Number (DIN)) of the lead GP for that practice. Any prescribing undertaken by that locum GP at that practice will then appear under the lead GPs prescribing data. They should not use their own prescriber code (DIN) as this will not be correctly linked to the practice that they are working in. This can be a complicated area and if you have any questions or are unsure of what action needs to be taken, please contact one of the medicines management pharmacists on 01473 770249.
7.6 GP Leavers You will need to complete the relevant NPL form for all changes within the practice for each individual GP. This includes all Partner retirements/leavers/joiners and for any new salaried GP performers too. The NPL form must be sent Capita at least 28 days before the changes are due to take place- for retirements please can you give as much notice as possible.
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The NPL forms can be found at https://www.england.nhs.uk/joint/ NPL 1 – Performer/Provider is not already included on the National Performer list (full application) NPL2 – Performer/Provider is moving from out of area/ from a different area team NPL3 – Performer/Provider change within area. Once completed these forms will need to be sent to Capita – [email protected] where they will process the amendments and under take all the relevant checks that are required. Once the process is completed, Capita will inform us of the changes that have taken place within your practice and we will save the information and issue a contract variance if required. For Partners retirements please can you email [email protected] to inform them, as they are responsible for pensions. Capita process all NPL forms. If you require an update once the forms have been submitted please call Capita on 0333 014 2884 Please can you complete the attached form (below) and email this to the CPN admin box along with a signed notification detailing the changes within the partnership, signatories to include all current partners and the Partner who is leaving/retiring or the new partner who will be joining the partnership.
Medical Practice Notification of Change If you hold a PMS Contract a contract variation will be required to remove/add the partner to the contract, this will be drawn up and sent out to you for signing If you hold a GMS Contract a variation is only required if there is a change in contract Status – Partnership to individual or Individual to Partnership. Please confirm the remaining partners to the contract.
7.7 Locum chambers
Suffolk GP Federation, in collaboration with Suffolk LMC and the two Suffolk CCGs manages the Suffolk Locum Service. The aim is to create a pool of Suffolk based GPs who are willing to provide locum cover for local practices. Practices are given access to an online portal that allows them to advertise and book GP sessions completely free of charge. Locums that use the service can apply for sessions directly and also have access to a range of resources and professional support. For more information, please email [email protected]
8. Useful meetings/events 8.1 Training and Education
On an (almost) monthly basis, the CCG arranges for GP practices to have out of hours cover for half a day. On these days, a clinical training session aimed at GPs, nurses and other clinicians is organised at Trinity Park in Ipswich. For all other staff, the expectation is that they will remain in practice and undertake other training (such as e-learning for example). The agenda for the events at Trinity Park are advertised in advance via the Weekly Inbox. Agendas and papers can be found on the website. Please read the PMS Development Framework (for PMS Practices) or the Collaboration LES (for GMS Practices) for requirements around attendance. The Training and Education afternoons also regularly feature the Practice Nurse Forum (on a bi-monthly basis) and a Care Navigator Forum (quarterly) to allow those disciplines an opportunity to meet together to share experience and issues and develop best practice.
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Taking advantage of the offer of out of hours cover is not mandatory but if you do request the cover, we would expect attendance at the training event. We also ask that you ensure you have made your patients aware of these dates in advance so that they know they cannot make an appointment on these afternoons. Your practice must remain open to allow patients to pick up/drop off prescriptions etc. The CCG also from time to time arranges for other training sessions for practice staff. Again, these will be advertised via the Weekly Inbox. Please note that practices are responsible for the training and education of their staff, including mandatory training.
8.2 Suffolk and North East Essex Primary Care Training Hub (PACT)
Ipswich & East Suffolk CCG are working together with West Suffolk and North East Essex CCGs and representatives from primary and community care services and training providers to address workforce and workload challenges to help professionals with the right skills to meet the evolving needs of local people.
The PACT vision is for practices to play an active role in the planning and implementation of the project to ensure that the work taking place meets the need of those working on the frontline. By working in partnership, we will be able to maintain the quality of patient care received locally and support you in forecasting your workforce needs for the future.
The PACT initiative aligns with the ICS to help ensure local health and care services will evolve and become sustainable.
To sign up to the weekly Education, Training and Workforce Development newsletter, please email [email protected]
8.3 Practice Manager’s Forum See section 5.3 for details.
8.4 Medical Secretary Meetings Medical Secretary Meetings are held on a quarterly basis. The aim of these meetings is to allow medical secretaries to come together to form a supportive network where they can share ideas and raise issues or concerns. The groups are run by Claire Pemberton and topics for discussion often include referrals, pathways and Ipswich Hospital. However, Medical Secretaries can bring any items for discussion. Three meetings are held each quarter across the CCG and Claire emails the details of these directly to the Medical Secretaries. If you have a Medical Secretary who would like to join these groups, please email Claire.
8.5 Clinical System User Group Meetings The CCG’s IT team organise user group meetings for SystmOne and EMIS users on a quarterly basis. These meetings focus on any key updates, hints, tips and guidance and are also an opportunity for users to raise any queries or share ideas. The agenda is emailed directly to practices (Practice Manager or IT lead) and the practice can then decide who will attend, most likely whoever has the most involvement with the clinical system. If you have any queries about the meetings, please email [email protected]
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Public Health Commissioned Service
Payment Claims Service Provider Telephone
Sexual Health (GMS practices only)
Chlamydia Screening £10 per returned screening kit LARC IUD/IUS insertion - £82 IUD/IUS removal - £22 Contraceptive implant insertion - £82 Contraceptive implant removal - £82
Claims will be paid quarterly by Public Health Suffolk following receipt of figures from iCaSH Suffolk LARC claim forms should be sent by email to: [email protected] by the 20th of the month following the quarters ending June, September, December and March
iCaSH Suffolk (Cambridgeshire Community Services)
0300 123 3650
NHS Health Checks £20 for each valid completed health check using Point of Care Testing Programme (POCT) £2* bonus is patient is in 1 or more of the high risk patient groups (see next column) -> Practices not taking packing in the POCT programme will receive £25 for each valid completed health check *the £2 bonus payment is only applicable to practices taking part in the POCT programme
Email claim forms by 20th of month following the check to: [email protected] High risk patient groups: • Has a mental health condition • Has a learning disability • Is from a BME group • Is homeless or not living at a fixed address • Is an asylum seeker • Is from the travelling community • Is a substance misuser/recovering substance
misuser • Receives a risk score of 20% or more • Is a carer
Anglian Community Enterprise (ACE) provide the Call/Recall service for NHS Health Checks To sign up for POCT please contact Afsheen Khan at BHR Pharmaceuticals: [email protected]
0800 022 4524 Option 4 Afsheen Khan mobile: 07951 147362
Shared Care (managed and administered on behalf of Public Health Suffolk by Turning Point)
£125 per quarter, per patient, on the Shared Care Register
Claim forms should be sent to Turning Point by email [email protected] by the end of the month following the quarter end
Suffolk Recovery Network (Turning Point)
0300 123 0872
Appendix A: Public Health claiming information