TABLE OF CONTENTS

• Staff & Organisation Setup (Setup > Users & Policy)
  • Local Access Rights - Digitally Sign Prescriptions
  • National ID (Type and value) 
  • PPA ID
• Preferences
  • Organisation Preferences (Setup > Users & Policy)
  • User Preferences (User > User Preferences)
    • If Org Prefs is set to 'Automatically calculate the authoriser'
    • If Org Prefs is set to 'Usual GP'

Staff & Organisation Setup (Setup > Users & Policy)

Local Access Rights - Digitally Sign Prescriptions

Do they have 'Digitally Sign Prescriptions'?

• Locate user, Amend Staff and view the Local Access Rightstab
• Is there a tick next to 'Digitally Sign Prescriptions'?
  

? Yes - Next check

? No - Sponsor raise with Registration Authority ("smartcard team")

National ID (Type and value) 

Is the National ID type selected and is the National ID entered?

• Tick Show National IDs
• In the last two columns in SystmOne, confirm the National ID Type and National ID are correct for that user.
  Note: No clinician should have 'Pathology ID' or 'Local Person ID' as their National ID Type.

? Yes - Next check

? No - Amend Staff and make the necessary changes on the Global Settings tab

PPA ID

Do they have a PPA ID / Are they Using a PPA ID?

If they are a Doctor, they should have either their own PPA ID (partner/salaried) or be Using PPA ID (register/locum).

If they are not a Doctor, both PPA ID fields should be empty.

• Tick Show prescribing information, several additional columns will appear, you only need the last two
• Where incorrect, Amend Staff and adjust Local 

See also: How to look up a PPA ID?

Note: If a Doctos is employed as a partner or salaried GP, but has not yet had their PPA ID assigned to the surgery, they should be configured in SystmOne as-if they are a locum or registrar. i.e. Using PPA ID of someone else

? Yes, PPA ID/Using PPA ID checked - Next check

? No - Amend Staff and make the necessary changes on the Global Settings tab

Preferences

Organisation Preferences (Setup > Users & Policy)

How has your service chosen to set Prescription Authorising?

Check your Organisation Preferences, you'll need to know this to understand how User Preferences should be set.

Prescribing > Prescription Authorising

If your surgery was migrated to SystmOne by the SNEE Clinical Systems team, this will have been set to 'Automatically calculate the authoriser' at the time; otherwise it may have been set by another team, or your own staff, to 'Usual GP'.

User Preferences (User > User Preferences)

Note: Each service should have a User Preference policy that is applied for each new staff member.

You must be with the individual user while they are signed in to check this.

Always remember that if you change User Preferences you should close SystmOne to save and this may not work correctly if the user is signed into your SystmOne unit multiple times. e.g. Multiple clients on one machine, or has left a client locked on another machine.

Related - We recommend non-prescribers preference is always set to 'Usual GP' no matter the current Organisation Preferences configuration. This will avoid problems if the Organisation Preferences are changed.

If Org Prefs is set to 'Automatically calculate the authoriser'

Are they set to 'Use organisation default...?

Newly starting prescribers should not require changes to their User Preferences as the default option is correct allowing the system to "automatically calculate" (the org preference) based on national ID and presence of PPA ID/Using PPA ID etc.

If a team member was not a prescriber and has gained a prescribing qualifications while in post, they may need to be changed from 'Usual GP' to 'Use the organisation default method' to support their new abilities (as well as needing 'Digitally Sign Prescriptions' as described above).

Note: Newly starting non-prescribers need this set to 'Usual GP' as part of their User Preferences setup during induction.

If Org Prefs is set to 'Usual GP'

The team does not recommend this configuration. It requires additional work to get locum GP able to use EPS on their first (and potentially only) day; as well as introducing complexities if a partner or supervising GP leaves as their PPA ID will no longer be available for locums/registrars and each associated User Preference will need to be updated.

Are they set to 'specified prescriber' and the relevant name?

Newly starting prescribers may require changes as part of their User Preferences setup during induction. Most commonly locums and registrars will need to be set to 'Always authorise scripts using the specified prescribers(s)' -and- the name of the prescriber whose PPA ID they are using (see PPA ID section above) needs to be the sole individual in the 'Specified Prescibers' list.