Smartcards

 

Changes to Registration Authority/NHS Smartcards and NHSmail provision in Pharmacies 

From 1st April 2020, EMBED will no longer be providing smartcard/NHSmail support for NHS England. These roles will be taken on by The Health Informatics Service (THIS). Specifically, the areas that will be covered by THIS from 1st April 2020 are Leeds, Bradford & Airedale, Calderdale, Wakefield and Kirklees. All contractors should have received communications to update them of the changes, these can be found below.

Changes to Registration Authority, Smartcards and NHSmail - Letter

Information Governance Primary Care Final Issue

 

We at Community Pharmacy West Yorkshire have worked very closely with the teams to ensure that the process remains as seamless as possible, especially during the coronavirus pandemic, so please email covid-19@cpwy.org if you have any problems.

 

Contact details if you have any queries are:

 

The Health Informatics Service (THIS)

Oak House, Woodvale Office Park, Woodvale Road, Brighouse, West Yorkshire, HD6 4AB

Telephone: 0845 127 2600

Email: theservicedesk@this.nhs.uk

Website: http://www.this.nhs.uk

 

 

 

FFFFF- National Locum Code Access 

If working as a relief pharmacist/dispenser for a multiple then please contact your Area Manager as the National Locum Code is for pharmacists who can demonstrate that they work at very short notice.

If you need further help please contact Timm Hield: timm.hield@nhs.net in the first instance.

 

Setting up Sponsors 

Sponsors are required in each pharmacy, at all times in order to grant EPS access to staff and locums. This only needs doing once per person. Please contact Timm Hield: timm.hield@nhs.net

 

Summary Care Record (SCR) access 

Complete the request form at the following link: https://nhs-digital.citizenspace.com/comms-iau/60a88897/

You cannot have SCR access to the FFFFF national locum code unless you already have had this granted.

 

 

Forms and FAQs

Smartcards FAQs - March 2020

Sponsor Authorisation Form

ID Checker Authorisation Form

 

 

Dealing with Smartcards: Quick reference guide 

This information below explains how you can self-manage your Smartcard.  

 

Obtaining or Replacing a Smartcard	Contact your Registration Authority (RA) to obtain a new Smartcard. A face-to-face meeting and identity check will be required. If a Smartcard is lost or stolen contact your RA immediately. Read more at: psnc.org.uk/scobtain.
Changing your Smartcard Roles	Smartcard ‘roles’ control what a pharmacy team member can do and what they can see.  Appropriate roles are applied by an RA or Sponsor and are dependent upon the tasks the pharmacy team member needs to perform. Read more at: psnc.org.uk/scrole.
Changing your Smartcard Sites	A pharmacy staff member who regularly works at four local pharmacies, will have had those four premises added by the RA to their Smartcard. Locums who work at five or more sites at short notice may have the multi-site ‘FFFFF’ code for use when necessary but should also have their regular premises added to their Smartcard. Read more at: psnc.org.uk/scmultisite.
Unlocking your Smartcard	If a Smartcard passcode is accidentally entered incorrectly three times, locking occurs. If you’d registered to self-unlock this can be done. If not: Where two readers are present, Local Smartcard Administrators (LSAs) or Sponsors can use the Care Identity Service (CIS) to unlock a Smartcard. Alternatively, the RA may support the unlocking. Read more at: psnc.org.uk/scunlock.
Renewing your Smartcard	Without action Smartcards expire after two years, for Information Governance (IG) purposes. When the expiry date approaches you will be prompted at each login to renew your own card using the CIS in good time. LSAs/Sponsors/RAs may also assist where needed. You can only self-renew twice – the third time requires an RA, and another identity check. Read more at: psnc.org.uk/screnew.
Smartcard Expiry	If a Smartcard is not renewed within the two-year period (see above), it will expire and be permanently locked. A face-to-face meeting with the RA is required to make the Smartcard usable again. Read more at: psnc.org.uk/scexpiry.
Passcode/Contact   Detail Updating	Passcode/contact detail updating: The process involves logging into ‘My Profile’ of the CIS to enter-in the information. Read more at: psnc.org.uk/scupdate.
Change Site or Cancel:	Change site or cancel: If a member of staff is leaving, the pharmacist or pharmacy manager should advise the RA who will make the necessary changes. Leavers with no intention of working at another pharmacy will have their Smartcard revoked. Read more at: psnc.org.uk/sccancel.

 

 

Smartcard and CIS Top Tips

• Check you are aware of how to contact your local RA in case  you need to in an emergency:  psnc.org.uk/ra

• Register for self-unlocking ability in case your Smartcard ever becomes locked.

• Regular locums should add regular premises to their Smartcard instead of only using generic locum FFFFF code.

• Do not let your Smartcard reach expiry: Renew it yourself using CIS when you are prompted.

• Test your CIS access: Add  https://portal.national.ncrs.nhs.uk/portal/dt (Smartcard required) as a favourite and desktop shortcut.

• Smartcard readers: At least one terminal could be setup with two Smartcard readers to make the best use  of the CIS. If you need extra Smartcard readers speak to your IT system supplier.

• Request LSA rights for on-site staff member who can support others with their extra knowledge and admin rights.

 

Find out more at: psnc.org.uk/sc.  Also  see 'Does your team know how to manage Smartcards?' available at: psnc.org.uk/managingsmartcards.

 

 

Last Updated: 11th June 2019