Requesting eRD data

What we are doing

Our GP assurance team is working in collaboration with prescribers and dispensers to help them realise the benefits of increased electronic Repeat Dispensing (eRD) use.

To help increase eRD use, we can send GP practices NHS numbers of patients potentially suitable for eRD.

We can send you a data file that includes patients who have received the same medicines, of up to 9 drugs, dispensed for 10 or more months in the last 12 months.

These patients could have received other medicines for a smaller number of months too. For example, a patient receiving atorvastatin for 12 months and amoxicillin in one month will be included in the list.

In addition, the data includes patients who have received the same medicines for between 5 and 9 months in the last 12 months, and also in either of the last 2 months. This will include patients who might be on a 56-day regime.

We are only able to send NHS numbers to a practice's generic ‘nhs.net’ email address.

Once we receive your request, we will confirm which nhs.net email address you would like us to send your data to.
Once confirmed, we will send you an email that will include a password-protected ZIP file. This will contain the NHS Number and the name of the items prescribed for every patient that is potentially eligible for eRD. Let us know if you need this email to be sent to more than one person in the practice.
A clinician should then review the patient records of the patients identified to make sure that they are appropriate for eRD.
Before transferring patients to eRD, it is really important the practice work with your local pharmacy. Communicating with your local pharmacy is very important to the successful use of eRD.
You should then arrange for clinically suitable patients to be moved to eRD.

We have also created a library of resources to help you increase your eRD uptake.

If you have any questions, you can contact us by email: epssupport@nhsbsa.nhs.uk

How to request NHS numbers

All requests for NHS numbers should be made to epssupport@nhsbsa.nhs.uk

For NHS numbers to be supplied, the requester must have an ‘nhs.net’ email address, as these are encrypted and secure. ‘nhs.uk’ email addresses are not acceptable.

You must specify which type of report you wish to receive.

This can be either a full month report or a NHS numbers report.

Full month report

This report will identify patients who are potentially suitable for eRD prescribing based on data from the previous 12 months up to the most recent data available in ePACT2. This data can be requested for any month within the last 12 and up to the current available month in ePACT2. This report may include patients who have been included on eRD NHS number reports that you have previously requested.

NHS numbers report

This report will identify patients who are potentially suitable for eRD prescribing based on a specified time frame.

If you want to receive a NHS numbers report, you must specify a start and end date. The end date must be at least 2 months behind the month you are requesting data in. If you want to receive the most up to date data from ePACT2, specify the current available month as the end date.

Where possible, specify your start and end date as MM/YYYY.

Information for Primary Care Networks

You need to provide the practice name and practice code of each practice you’re supporting and would like the NHS Numbers for.

You will also need to specify which email address you would like the NHS number data to be sent to. This has to be an ‘nhs.net’ email address. You will receive 2 emails for each practice you have requested (one containing the password and one containing the data).

It is really important to work with your Local Pharmaceutical Committee (LPC) before utilising eRD in your area. Communicating with your LPC is very important to the successful use of eRD.

Each request will be reviewed to make sure that it has come from a genuine ‘nhs.net’ email address. If there are any concerns, we will contact the requester to discuss them.

Data Governance

When using this data, make sure you follow the information governance guidelines.

Only share with individuals who are engaging in the care of these patients.

Make sure you safeguard the data once you have it. You must also securely delete the details once they have been acted upon or are deemed inappropriate.

The file should be downloaded by the recipient using a desktop PC or official laptop. If the email is forwarded, or it is opened via a mobile phone or tablet, the data attachment may be lost.

If you need help opening the data, see our guidance document (Word: 576KB)

Understanding the data

Explanatory notes on NHS number data

For explanatory notes on NHS number data, read our guidance document (Word: 576KB)

Data definitions

To see our data definitions, read our guidance document (Word: 140KB)

Filtering the data

For information about filtering the data, read our guidance document (Word: 45.2KB)