Smartcard roles

Roles determine what a pharmacy team member can see and do when accessing NHS systems. Examples include permissions to:

• Access Electronic Prescription Service (EPS);
• Change EPS nominations;
• Download prescriptions;
• Submit prescription claims; and
• Use other authorised NHS systems.

Roles are added and maintained by the local Registration Authority (RA). The RA also links the relevant pharmacy organisation ODS codes to a user’s profile. Pharmacy team members who work across multiple sites may require multiple ODS codes linked to their profile. For a full guide to Smartcard role codes, see:

Smartcard Role and Activity codes and how to update them

How to update Smartcard roles If a pharmacy team member requires access to a new service or function, their roles may need to be updated.

Step 1: Request the change

A request may be made by:

• The Smartcard holder;
• A local Sponsor; or
• The pharmacy owner or head office team supporting the process.

Step 2: Contact the Registration Authority

Role change requests should be submitted to the relevant RA. Where a Sponsor is available, they may use the relevant Smartcard guidance leaflet to support the request. Useful resources:

• Find your Registration Authority;

Step 3: RA approval

The Registration Authority will review and authorise the request before updating the user’s profile.

Access to care records

Where additional permissions are required for access to care records, these should also be requested through the relevant Registration Authority process.

Pharmacy team members can check the Pharmacy Positions linked to their profile using the Care Identity Service. See: Checking my Smartcard profile using Care Identity Service 

Users cannot currently view all Activity codes directly. If you need confirmation of the Activity codes assigned to your profile, contact your Registration Authority. If there are difficulties obtaining this information, refer to the Smartcard escalation process guidance.

Why Sponsor and Administrator roles matter

Having a trained Sponsor or Local Smartcard Administrator (LSA) within the pharmacy can help speed up Smartcard processes. Community Pharmacy England recommends that every pharmacy has at least one person with local Smartcard administration responsibilities where possible.

Local Smartcard Administrator (LSA) LSAs can assist with:

• Unlocking Smartcards;
• Renewing Smartcards; and
• Supporting colleagues with Smartcard processes.

Sponsor role A Sponsor can support requests for:

• New Smartcard registrations; and
• Role changes for existing users.

Sponsors are often:

• Branch managers; or
• The pharmacist responsible for the day-to-day operation of the pharmacy.

Further information is available in the Sponsor guidance. If problems cannot be resolved locally, refer to the Smartcard escalation process.

Pharmacy team members use NHS Smartcards to access NHS systems, including Electronic Prescription Service (EPS). The Smartcard model sets out how Registration Authorities prepare and maintain user access by applying role codes, activity codes and pharmacy organisation ODS codes. Requests for changes may be made by the Smartcard holder, Sponsors or other authorised pharmacy representatives, subject to Registration Authority verification requirements.

For more information see:

• Smartcard model;
• Pharmacy organisation ODS codes.