Orders should be submitted to the pharmacy on the approved order form. Care should be taken to ensure that the unit allocation is not exceeded and that the local formulary has been adhered to. Patients are not allowed to carry over any units if not used in each calendar month. A form should be submitted only once per month, thus a maximum of 12 per year. It does not need to be on the same day, or even week, in a given month. Some patients will ask if they are able to email their order and are advised to discuss this individually with their chosen pharmacy.
An online ordering system is available in Tayside. This system is designed to make ordering simple and easy and is particularly helpful for those with numeracy or literacy problems. To use the online service, patients need to input their pharmacy postcode so that the correct formulary is used. They also need to add in their sex and date of birth so that the correct units are allocated. The service then calculates the units and can be used to search for items by food group or manufacturer. An order form is then created that can be printed out and taken to the pharmacy or emailed directly should this service be available. While their personal details are not remembered by the system, their last order is.
Patients should be provided with a new order form for their next order by community pharmacy if required.
Processing and payment: Once an order has been submitted, it is then processed via the Universal Claim Form. As of February 2019, all but one supplier has completed the required work so that the technology is enabled for all to make claims electronically. This replaces the previous cumbersome handwriting of Community Pharmacy Urgent Supply (CPUS) forms.
Reimbursement of supplied items – A claim should be made to practitioner services detailing the CHI number of the patient concerned and the items supplied.
The CHI for each patient is required to submit the claim. Circular PCA (P)(2016)11 – “all contractors providing the GFFS must ensure that patients full and accurate CHI numbers are provided when making claims”. CHI capture has improved since claims have been submitted electronically.
A copy of each order form should be retained for 12 months within the pharmacy. If wished, patients can be registered for CMS, but this is not a requirement of the GFFS.
Within each pharmacy, a designated pharmacist is required to be responsible for the ongoing management and delivery of the service.
Remuneration – £125 per month is paid to each pharmacy for taking part in the service.