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Local Payments Application

Changes to the Local Payments Application

Amendments have been made to reflect the changes arising from the Community Pharmacy Review from 1 December 2016. The following are no longer available to select for payment, ETP Allowance (Pharmacy Contractors only), Repeat dispensing adjustment and Practice payment adjustment.

Registered Area Teams can enter contractor payments for locally commissioned services using the local payments application (LPA).
Log in to the Local Payments Application

Available Monday to Friday, 9am to 5pm (excluding bank holidays).

Register to use the LPA

You will need to be authorised by the NHSBSA to use the application. If you need access, contact Information Services by:

Email: nhsbsa.help@nhs.net

Telephone: 0191 203 5050

Using the LPA

Key payment and input dates

These tables show the dates that users can enter data using the Local Payment Application.

Outside these dates, previously entered payment data can continue to be viewed for up to twelve months.

Payment date Date web window is open Date web window is closed
01 June 2017 02 May 2017 15 May 2017
30 June 2017 02 June 2017 15 June 2017
01 August 2017 03 July 2017 14 July 2017
01 September 2017 02 August 2017 15 August 2017
29 September 2017 04 September 2017 15 September 2017
01 November 2017 02 October 2017 13 October 2017
Payment date Planned date of schedule dispatch Prescription month paid
01 June 2017 23 May 2017 March
30 June 2017 22 June 2017 April
01 August 2017 24 July 2017 May
01 September 2017 23 August 2017 June
29 September 2017 21 September 2017 July
01 November 2017 24 October 2017 August

Responsibilities: submitting information

Responsibilities

  • Area Teams - for the calculation and accuracy of input, by the specified deadline, of all local payment information
  • Prescription Services - for making payments to contractors on the basis of the information provided by Area Teams

Permissions to use the LPA

All users must be authorised by NHS Prescription Services. Users are either Area Teams or agencies acting on behalf of Area Teams. Users are issued with a secure user id and password. It’s the responsibility of the authorised user to ensure that the integrity of their password is maintained at all times.

Submitting information

Once all local payment data is input for the relevant month, written authorisation (via fax) on the appropriate authorisation sheet is required to facilitate payment by NHS Prescription Services.

Ensuring satisfactory controls are in place relating to this authorisation process is the responsibility of the Area Team.

Access to data

View only data

Users are able to view the following data from the option ‘Show me all my contractors’:

  • Pharmacy OCS code
  • Pharmacy name
  • Pharmacy address
  • Date pharmacy started trading
  • Date pharmacy ceased trading

Enter/Amend data

Users are able to view and amend data where necessary for :

  • individual contractor Levy indicators
  • individual contractor ESPS indicators
  • local payments/deductions to contractors

Application help

Logging in

  • Before you start please have the 6 digit Area Team user ID (in the format Q__00.A Q__00B) and your password ready for the Area Team you wish to access
  • You should be able to access the system via any of the user ID's set up. Click on the 'enter' icon in the centre of the main page
  • The Area (Team)[md1] user ID's are a 6 digit code made up of the 5 digit Area Team code (as allocated by the Organisational Code Service) and an A, B etc for each user
  •  It’s recommended that you always have four user ID's per Area Team in case of absence.
  • If you need the password to be reset please contact NHS Prescription Services

     

Save as you go

Once you have logged into the Local Payment Application, the system will automatically 'time out' after 30 minutes of inactivity and return you to the Area Team 'login' screen.

If you’re entering payments as long as you have 'saved' after entering the payment then the payments are safe within the system.

Cross boundary

Cross boundary Advice to Homes and Additional Pharmacist Access Services require manual data entry - please contact the Customer Payments Team for advice. There are currently no other cross boundary payment types agreed by the Department of Health.

Print and complete a cross boundary form, get it authorised by your local payments authorised signatory and fax it to Customer Payments by:

Telephone: 0191 264 8801.

Navigating the system

  • 'help' button - to allow you to see help information behind each screen when the system is live
  • 'home' button - to allow you to return to the 'welcome' screen at anytime
  • 'exit' button - to allow you log out of local payments i.e. return to the login screen
  • 'Payment Date' which displays the next pharmacy payment date
  • 'Final Input Date' which displays the deadline for input and authorisation of payments
  • 'Status' which indicates the status of the local payment cycle:

'open' = open for input of payments
'finished' = input has been authorised by you
'extracted' = data has been extracted from the web system but not yet authorised by NHS Prescription Services Customer Payments
'authorised' = input has been accepted by NHS Prescription Services Customer Payments after checking the Area Team faxed authorisation sheet
'closed' = web window closed for input of payments for that payment date

There are options to choose from as follows:-

  • Summary/Authorisation Sheet: This will show you a summary of payments/deductions or any indicators input, which can be viewed at any time. This option also allows you to authorise your payments, which will allow them to be extracted from the Web system into the NHS Prescription Services payments system.
  • Input Contractor Data: This allows you to select a contractor and input the individual payment/deduction or indicator. Please note that levy and ESPS indicators will be carried forward.
  • View LPC levy: This option allows you to see the amount or % of levy for your responsible Local Pharmaceutical Committee. This is now being maintained by Customer Payments Team (CPT).
  • Contractor List: This option shows you the contractors in this Area Team, including leavers. You will also be able to list payments input by payment category using this facility, as well as listing payments by individual contractor. This option has been enhanced to include the facility for you to view contractors without a levy indicator. Choose the correct indicator either statutory or voluntary and click select.
  • Historical Payment Details: This option will have history of Web system input and will build up to 12 months history.

    General tip: To move around you can either click on the options listed or on the 'tab' names across the application toolbar. You can also use the home button in the application to return to the 'welcome' screen. Please note that the home button on the Explorer toolbar will take you out of the local payment system.

Contractor list

If you click on the option 'Show me all my contractors' you will be presented with a list of contractors in this Area Team, including the start & ceased dates of each account. This option is only available whilst the web window is 'open' for input - this list will only show leavers relevant to the previous 6 months.

To print this list select file and print. You can return to the 'Contractor List' page by clicking on the Explorer 'X' button.

If there are any discrepancies in the contractors shown please contact Organisational Data Team by:

Telephone: 0191 203 5112.

New contractors will be available for input on the web on the day after the Organisational Data Team have allocated the new contractor's OCS code so it is unlikely that you will have to manually notify payments for new accounts. Not all account changes are going to be allocated OCS codes. Guidance is being issued to all contacts, by Organisational Data Team, advising that new OCS codes are required only where the new pharmacy company requires prescription payments to be processed totally separate from the old company. In the past new account codes have been requested when it was not necessary, for example: multiple buyouts.

Later in the processing month when the input window is no longer 'open' the contractor list shows ceased contractors for more than 6 months - work is progressing to restrict the number of leavers shown and you will be updated as this change is made.

You can view the payments input by payment category from this option, after you have completed some data input. Decide which payment category you want to see from the input you have done then choose that 'payment category' from the drop down box and click on the 'go' button. You will now be presented with a list of all your contractors, including those with ceased dates and any payments input for that category. To print this list select file and print.

You can also select a particular contractor by clicking on the 'select' button next to that contractor on the contractor list. You will now be presented with a summary of all payments input, including high cost drug advances and pre-reg trainee amounts, or ESPS/levy indicators input/carried forward for that contractor. To print this list select file and print. To exit this summary click on the Explorer 'X' button. This will take you back to the contractor list.

Later in the month when the web window is no longer open then you will be able to choose the payment date for which you want to see payments made. This history will build up to a maximum of 12 months payment dates.

Inputting contractor data

Payment and / or deductions

The system will take you to the screen for entering most payments under the tab name 'Payments and/or Deductions'. Select any 'payment category' from the drop down box called 'select payment category to update' and enter a payment or deduction amount, and then click on the 'save' button. As payments are saved then a list of payments input for that contractor will build up on the screen under the heading 'current period'. To choose a payment category you can also simply enter the first letter of the payment title and use the up and down arrow keys to move up and down the list.

To choose another contractor at any time click on the tab 'input contractor data' and select another contractor.

If you wish to alter the payment later select the contractor and the payment category and type in the revised amount or zero if you wish to negate the payment made. This revised entry overwrites the first entry. Refunds of previous payments already made to the contractor on a past payment date can be deducted by entering the amount as a negative.

Pre-registration trainee

Under the tab called 'Pre-Registration Trainee' amounts payable for pre-reg trainees can be entered. Please note that if you have more than one trainee in the same pharmacy you will have to add the amount together and enter them as one payment. There is also a facility for entering the trainee name. This name will appear on the contractors' Schedule of Payments alongside the payment. Again where there is more than one trainee there is only one field to enter details. After entering the amount and/or the name click on the 'save' button to save the data. Where the amount or name input is to be altered then enter the revised amount or zero and this will overwrite the previously entered amount. If you have enter zero as no payment is now due please remember to delete the trainee name if you had entered one.

High Cost Drug Advances

Under the tab name 'High Cost Drug Advances' advance amounts for expensive prescription items, under your scheme where you have one, can be entered against the required recovery dates. Please note that the minimum advance is normally £500. The amount is entered in the box alongside the most appropriate recovery date, but this should be based on the date the prescription batch including this expensive prescription is to be processed. Once the required amount is entered click on the 'save' button. For your information prescription processing dates are included in the key dates web page. If you have more than one advance to pay to the same contractor for the same recovery date then you will need to add the amounts together to input. If you have already entered one amount and need to change it simply type in the new amount and this will over write the previous input.

Levies

Under the tab name 'Levies' indicators for individual contractors statutory and/or voluntary levy can be entered or taken out.

  • The levy indicators will all carry forward each month unless you take them out
  • Please ensure that indicators are maintained for both new and ceased accounts in liaison with your Local Pharmaceutical Committee
  • The indicator allows the appropriate calculation and deduction of levy to take place, based on the LPC requirements that month

There is also a facility on this screen to enter a manually calculated levy deduction amount or a payment where a refund is due. Once the required indicators have been entered/removed click on 'save' to save the data.

Local Payment Application Enhancements

LPC Levies

You are able to view accounts that do not have a levy indicator.

Pharmaceutical levy setup and calculation process

1 How much to deduct

The LPC decides whether they require a fixed amount to be shared over all contractors or a percentage to be deducted from each contractor. This information is notified to the Customer Payments Team. There are facilities to deduct a levy described as a statutory and/or voluntary levy. The Customer Payments Team set the amount or the percentage up in the contractor payment database and this will stay in the system until notified otherwise. If the LPC is not operating a monthly levy system then they will need to advise the Customer Payments Team when they require a deduction to be made and over what period.

2 Who should pay levy

The LPC notifies the Area Team of the contractors who should have a statutory and/or voluntary levy. The Area Team input or delete the statutory and/or voluntary levy indicators via the local payment application. The indicators, once input will carry forward to the next month unless the Area Team delete them. The Area Team can check the indicators held on the system. The number of indicators are also shown on the Local Payment Authorisation sheet they sign each month. The Area Team must ensure that they set the indicators against the correct levy deduction type ie statutory or voluntary. The Area Team will need to monitor and maintain the indicators for new and ceased accounts, with reference to the valid prescription month as shown on the local payment application under 'Key dates'

3 Calculation of levy

A levy will be calculated and deducted where the following criteria apply:-

  • there is a percentage or amount set for a voluntary/statutory levy
  • the contractor(s) has an indicator set by Area Team correctly as voluntary and/or statutory where appropriate
  • the contractor has Prescription Payment due on that months priced account

Fixed amount levy calculation:
The LPC may require a fixed value per period eg monthly of Stat and/or Vol levy. On receiving an instruction of the amount required the Customer Payment Team can input the net value to be deducted from the contractors, this value is then calculated pro rata per contractor. This fixed value will carry forward each month until otherwise instructed by the LPC. Due to fluctuations in monthly dispensing patterns this will mean that on equating to a percentage, the percentage will also fluctuate.

Percentage levy calculation:
The LPC may require a percentage deduction per month, for example 10p per £100 this is equivalent to 0.1p (one tenth of one pence) per £1.00 and therefore as a percentage equals 0.10%. This percentage will carry forward each month until otherwise instructed by the LPC. Due to fluctuations in monthly dispensing patterns this will mean the total amount paid to the LPC will fluctuate.

4 Contractor Schedule of Payments

The contractor levy deduction is shown under the section for local payments authorised by the Area Team, statutory and/or voluntary levy, as appropriate.

5 LPC Remittance advice

The LPC is provided with a total of actual levy deductions with a breakdown of the number of contractors who have had a levy deduction made (or refunded on rare occasions that the net Prescription Payment is negative). There can be differences between the number of contractors defined on the remittance versus the number of indicators on the Area Team Local Payment Authorisation sheet, due mainly to leavers still having indicators set but no payments are now due.

6 Levy holiday

Where the LPC requires a levy holiday they should notify the Customer Payments Team to temporarily remove the fixed amount and/or percentage. The levy holiday is applied per LPC structure ie to all the Area Teams associated with that LPC. In this instance the Area Team does not need to remove the indicators.
In the rare instance of a levy holiday to be applied to only one Area Team within a group of Area Teams associated with an LPC. The only way that this would be possible, would be the removal of the indicators by the Area Team, this also would mean the necessity to ensure the indicators where reinstated when the levy is required. However where the levy is a fixed amount calculation this will result in a higher levy payment being made by the other contractors in the grouping.

7 Adjusting/backdating levy calculations

Normally if a contractor has missed having a levy deduction, then a manual amount can be input via the local payment application. This can be calculated by the Area Team using the data sent on the management information file. If the Area Team requires any assistance with this they can contact the Customer Payments Team. Refunds of levy can also be input this way.

8 Levy calculations

On the rare occasion where the net value of the priced account that month is negative (ie the contractor owes the NHS Prescription Services money), a refund of levy would be calculated and repaid. This is usually where a ceased contractors final account, after the advance has been recovered from the final months priced prescriptions leaves a balance to be repaid.

9 Time scales

In order to process any amendments to levy requirements the LPC need to inform the Customer Payments Team by the 16th of the month prior to the payment date. Where the LPC wish to amend indicators such as changing from voluntary to statutory or vice versa, the Area Team have access to the local payment application for the approximately the first ten working days of the month & would therefore need to be informed within that time frame.

10 Area Team advice on levies

The levies process is outlined in the web help as part of the local payment application and is updated periodically in line with user feedback.

Local payment funding route (payment types)

The payments you authorise for the pharmacy contractors which are cash limited are charged to you via the Itemised Prescribing Payment Report process. It’s important that you use the correct payment category and do not use cash limited payment types for non cash limited expenditure (and vice versa).

The payment types are listed below:

Local payment type Cash Ltd Non Cash Ltd Other
Additional Pharmacist Access Services Yes    
Advice To Care Homes Yes    
Bottle Storage Yes    
Collection Of Unused Drugs Yes    
Formulary Development Yes    
Local Pharmaceutical Services Yes    
Local Scheme 1 Yes    
Local Scheme 2 Yes    
Local Scheme 3 Yes    
Local Scheme 4 Yes    
Local Scheme 5 Yes    
Local Scheme 6 Yes    
Local Scheme 7 Yes    
Local Scheme 8 Yes    
Local Scheme 9 Yes    
Local Scheme 10 Yes    
Local Scheme 11 Yes    
Local Scheme 12 Yes    
Local Scheme 13 Yes    
Local Scheme 14 Yes    
Local Scheme 15 Yes    
ETP Allowance Yes    
Mur Adjustment Yes    
Needle & Syringe Exchange Scheme Yes    
Practice Payment Adjustment Yes    
Welfare Milk Yes    
Essential Small Pharmacy Scheme   Yes  
Oxygen Compensation   Yes  
Oxygen Therapy Service (Hardware)   Yes  
Oxygen Therapy Service (Service Element)   Yes  
Pre-Registration Trainee   Yes  
Protected/Establishment Top Up   Yes  
Repeat Dispensing Adjustment   Yes  
Advances For High Cost - Drugs     Yes
Fine For Breach Of Service     Yes
Levies     Yes

 

Pharmacy and appliance contractor payment data

A Management Information File detailing Community Pharmacy and Appliance Contractor Payments is compiled each month. The file contains every payment made to every Pharmacist and Appliance Contractor broken down by pharmacy and type of payment. Payments include all drug costs, fees, patient charges, locally authorised payments. Other details such as the numbers of items dispensed, patient's charges collected are also included.

Appendix One

A list of data items included in the file (including the spreadsheet column name) is enclosed.

This information is released onto the Information Services Portal on a monthly basis.

This information is provided to fulfil a number of requirements including:

  • Pharmacy and Appliance Contractor payment monitoring
  • Contract management
  • Reconciling Itemised Prescribing Payment Reports
  • Audit
  • Fraud prevention