REPORT Coding, Endorsing and Bundling
UCA’s Katie McKittrick gives some simple but valuable advice on best practice when coding, endorsing & bundling your prescription items.
Anyone who has met Katie will know talking is her thing. She can give you chapter and verse on prescription forms, how to prepare them, which batch they should be in, what endorsements are required, etc, etc. For this article, she has written it all down.
Firstly are yOU prepared for the task in hand or are you caught up with “urgent tasks”
Urgent tasks are endless and in a busy pharmacy you could fill practically all of the hours in a day with “Urgent Tasks”. We need to balance Urgent and Important. The task I am looking at is submitting your forms correctly with all relative endorsements and post payment equipping you with a few basic skills to check your account items.
So what is Important ? • Getting the correct Drug Code • Make sure you are using the current Code Book Using the correct Quantity Code
o Look at the quantity beside the code. Is it /no. of packs or is it /no. mls gms doses etc • Putting the form in the correct batch o Remember to put any form that you require someone to look at in the amended batch. • Endorsing form appropriately • Make sure you endorse the form clearly and write any endorsement in the main body of the form.
What Endorsements do I need to make and when? you only need to endorse an item if it does not have a BSO Code. If it can be coded the code no. holds all the information needed to process the prescription item. If there is no code you are required to endorse the prescription appropriately. Endorsements ZD Any item that appears on the Zero Discount List. Remember to check Group Items.
CD Any extemporaneous preparation that contains a controlled drug or any controlled drug that does not have a BSO Code.
Multiple Dispensing Fees Ensure you have appropriately endorsed your Multiple dispensing forms.
The GP must have requested Multiple dispensing. Mark the form with the date of the first dispensing and the total number of dispensings eg 1st Dispensing 2/2/2016 4 fees claimed.
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OOP Expenses you should enclose an Invoice clearly marked with the 11 digit serial number and mark the prescription clearly with the invoice number Out of Pocket expenses can only be claimed for products as detailed in the Drug Tariff.
VAT on OOP Expenses you can be paid for vAT on Out of Pocket Expenses but you MUST endorse this clearly. Clearly Endorse Expensive Forms
Make Sure It Is Allowed Drugs, Medicines and Preparations Are they on the Blacklist? If an item does not have a code always check the Blacklist. The Blacklist contains only medicines and preparations.
No item on the Blacklist can be paid. If a GP write a list of the drugs contained in a blacklisted preparation, even though each individual item does not appear on the blacklist it cannot be paid. Any drug monographed in the BP and not listed on the Blacklist will be paid even if its proprietary brand is Blacklisted.
An example of this is Paracodol Tablets appear on the Blacklist and cannot be paid however if written as Paracetamol 500mg/Codeine8mg this can be paid as it is an approved drug name Co- Codamol. The addition of one extra ingredient, Caffeine 30mg , makes this a Blacklisted item.
Sometimes an item that appears on the Blacklist in the proprietary form and is only available in the proprietary form but if written generically is allowed.
The most common example of this is Mepyramine Cream – Anthisan Cream. Anthisan Bite and Sting Cream is not the blacklist, therefore, if the complete name as listed is prescribed, it is allowed. This is indicated in the C&D Price List as follows:
Name: Anthisan – complete name (blacklisted) Description: Cream Name: Anthisan Bite and Sting– complete name (allowed) Description: Cream
CE Marked Devices Only CE marked devices that are listed on Drug Tariff can be paid. Please be careful as only certain sizes of some CE Devices are on the Drug Tariff. An example of this is Flexitol Hand Balm (DT) 75g. The 56g and the 112g do not appear on the Drug Tariff. There is not a list of CE marked devices that are allowed.
Appliances Are they listed on Drug Tariff? Are they the exact name and size on the Drug Tariff? If the GP requests 1 OP for a dressing, the Drug Tariff states it is only 1 dressing. If you are aware that the GP wanted a pack then he must alter the prescription
form. The example is Aquacel AG Extra 10cm x 10cm. The pack size of this dressing is 10 but an OP is only paid as 1 dressing.
Please try to ensure that you do not dispense any disallowed items as Dressings are becoming very expensive.
Have you been paid correctly? Pharmacies who apply this best practice when submitting their bundle can reduce the number of errors dramatically. However, mistakes can still occur when the pharmacy codes & endorses but errors also occur when the payment is being processed at BSO. you are strongly advised that when you receive your payment you should always check your Excel spreadsheet to ensure that you have been paid correctly.
The UCA’s Prescription Payment Support service is a great way to be kept informed of any changes which can affect your payment and we can also help you by checking your payment for you. Our team offers a really efficient checking service and we will follow-up your queries directly with BSO.
Pharmacies that regularly check their payment find £100s and £1000s over the year – money that no business can afford to throw away. Give Katie a ring at the UCA office for more information on how we can help you on 028 9065 6576.
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